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PRHSPSC PKT 03-10-2003 ~~ .>~~rif:'~~llý:: "'. .. > PARKS, RECREA TJON, HUMANSERVÎCES & PUBLIC SAFE1'Y COMMITTEE 1. 2. CALL TO ORDER PUBLIC FORUM COMMISSION COMMENTS APPROV AL OF FEBRUARY 10, 2003 SUMMARY COMMITTEE BUSINESS Action O'Donnell Action O'Donnell Update Faber Action Reuter Action Schroder Action Schroder Update Schroder Update Schroder 3. 4. 5. A. Extension of CDBG Housing and Community Development Four -Year Strategies through 2004 B. Cancellation & Reallocation of Previously Awarded Project & Amendment to 2003 CDBG Contingency Plan C. Kenneth Jones Pool D. Lakehaven Utility District Sewer Easement E. 2003 Authorizing Resolution - Grant Application F. Friends of the Hylebos Wetlands Interest to Donate Land to The City of Federal Way G. Community Center Planning Phase H. Batting Cage Proposal 6. PENDING ITEMS . Internet Safety 7. 8. NEXT MEETING -April 14, 2003 ADJOURNMENT Committee Members: Linda Kochmar, Chair Mary Gates Jack Dovey Staff: Jennifer Schroder, Director Mary Jaenicke, Administrative Assistant 661-4041 City of Federal Way CITy COUNCIL PARKS, RECRl~ATJON, HUMAN SERVJCI~S & J)UBLIC SAFI~TY COMM City HáH Mt. Baket Conference Röôm,., 1. 2. CALL TO ORDER PUBLIC FORUM COMMISSION COMMENTS APPROV AL OF FEBRUARY 10,2003 SUMMARY COMMITTEE BUSINESS 3. 4. 5. A. Extension of CDBG Housing and Community Development Four -Year Strategies through 2004 B. Cancellation & Reallocation of Previously Awarded Project & Amendment to 2003 CDBG Contingency Plan C. Kenneth Jones Pool D. Lakehaven Utility District Sewer Easement E. Authorization to Make Application for L WCF Grant for Lakota Park Property Acquisition F. Friends ofthe Hylebos Wetlands Interest to Donate Land to The City of Federal Way G. Community Center Planning Phase H. Batting Cage Proposal 6. PENDING ITEMS . Internet Safety 7. 8. NEXT MEETING -April 14,2003 ADJOURNMENT ":;;1:':;""(':::r,~'/:;t",,'"~';;:t' . Action O'Donnell - ? Il~ Action O'Donnell ~ ~llY Update Faber i¡ldo?j Action Reuter' Action Schroder - 'JIlt Action Schroder - t\t \ Update Schroder Update Schroder Committee Members: Linda Kochmar, Chair Mary Gates Jack Dovey Staff: Jennifer Schroder, Director Mary Jaenicke, Administrative Assistant 661-4041 City of Federal Way City Council , PARKS. RECREATION. HUMAN SERVICES & PUßLIC SAFETY COUNCIL COMMITTEE Monday, February 10,2003 4:00 p.m. SUMMARY In attendance: Council Committee members Chair Linda Kochmar, Jack Dovey and Mary Gates. Staff: Chief Kirkpatrick, Director Public Safety, Pat Richardson, City Attorney, Mehdi Sadri, Information Systems Manager, Kelli O'Donnell, CDBG Coordinator, Kathy McClung, Director Community Development, Lydia Assefa-Dawson, Human Services Manager, Kimberly Paterno, Volunteer & Neighborhood Coordinator, Kurt Reuter, Park Maintenance Superintendent, Mary Faber Recreation & Cultural Services Superintendent, Rob Ettinger, Recreation Coordinator, Mary Jaenicke, Administrative Assistant. Guests: c.T. Purdom, Chair Parks & Recreation, Donna Welch, Arts Commission. Chair Kochmar called the meeting to order at 4:05 p.m. PUBLIC FORUM None COMMISSION COMMENT . Arts Commissioner Donna Welch thanked the Council for reappoin~ing her to the commission. Welch also reported that the Children of the Revolution concert was marvelous. APPROV AL OF SUMMARY Council members Gates and Dovey approved the December meeting minutes as written. Motion passed. BUSINESS ITEMS Karl Grosch Recognition Reuter spoke regarding Karl Grosch. Grosch has donated many hours to the City, and served nine years on the Parks and Recreation Commission. The Parks and Recreation Commission came up with this idea as a way to thank Grosch for his service to the City of Federal Way, the Federal Way Soccer Association and the Washington State Youth Soccer Association. The Commission would like to name the new synthetic turf soccer field that will be installed at Steel Lake Park after Grosch. Parks Chair Purdom stated that the Commission spent a lot of time talking about Grosch, and his role and what he's done. The commission felt that a plaque or recognition saying thank you was not enough. He also stated that this was a unanimous recommendation from the Parks and Recreation Commission. Council member Dovey asked if the City had any procedures in place for the next time this issue may come up. Reuter answered that Resolution 91-57 addressed this issue. Gates moved to recommend to Council a "do pass" to accept the recommendation to name the renovated soccer field at Steel Lake Park after Mr. Karl Grosch, and to place this item before Council at the April 1, 2003 meeting. Dovey seconded. Motion passed. Purchase of Replacement FilelRecord Server for PS Records Management System Sadri reported that the City purchased a mid-sized file/records server in 1996 for the department of Public Safety for the purpose of maintaining the police records system. The system is reaching its capacity. An RFQ was issued in January for the purchase of the hardware. Seven vendors replied. The lowest quote is from Dasher Technologies for $35,153.98 including installation, taxes and shipment. Dovey moved to approve the quote from Dasher Technology in the amount of $35,153.98, for the purchase of Public Safety Records Management System hardware and forward it to full Council. Gates seconded. Motion passed. 2003 Arts Commission Contract for Services Pro¡:ram Faber reported that the Arts Commission Contract for Services Program is an ongoing funding program that the Arts Commission partners with other agencies that provide art services in the community. Local arts agencies complete an application; the Commission reviews the applications, interviews each agency and develops funding recommendations. Dovey moved to recommend to Council a "do pass" to approve the recommended funding for the 2003 Contract for Services Program and place this item before Council on February 18,2003. Gates seconded. Motion passed. PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Monday, February 10,2003 Summary Page 2 2003 Arts Commission Work Plan Faber stated that the Arts Commission held a retreat in November to develop the 2003 Work Plan. The Arts Commission approved the Work Plan in January, following the adoption of the 2003-2004 budget. Council member Gates asked where the Celebration Park Loaned Art Program was in the Work Plan. Faber replied that it is not in the 2003 Work Plan. Faber stated this program was funded for approximately $5,000, and felt that after doing it for . the rust year, the Arts Commission did not have the staff and fmancial resources to continue the program. Faber stated they would like to bring it back in the future. Gates asked if the Commission had looked at the Lodging Tax Committee for a partial funding of the program. Faber stated she would take the idea back to the commission for review. Council member Dovey asked what the role of the consultant was. Faber answered they use a consultant for policy development, retreats, and helping with the Cultural Plan. Kochmar requested that Faber edit the Work Plan to reflect that the Skate Park Art Dedication will take place in March. Dovey moved to accept the 2003 Work Plan as is and suggest that the Arts Commission put a grant together to the Lodging Committee to get some funding for Public Art at Celebration Park. Gates seconded. Motion passed. 2002 Kine: County Sustained Support Grant Faber stated that due to King County's restructuring and funding issues, the grant was not received until December 2002 for 2002 programming. Faber reported that a letter was sent out in advance, so she was aware of what the funding would be. The budget was planned around the funding. Beginning January 1, 2003 the King County Arts Commission is no longer functioning. They are now functioning as a Cultural Development Authority of King County. They have not determined what the on-going programs and services will be. Dovey moved to recommend to Council a "do pass" to ratify the City Manager's signature and accept the King county Sustained Support grant for $12,000 for cultural arts programs in 2002, and place this item before Council on February 18, 2003. Gates seconded. Motion passed. First Amendment to American Janitorial Services Contract Faber reported that this contract takes care of janitorial services for the Retreat Centre, Knutzen Family Theatre, and the lower floor, which is where recreation classes are held. Gates requested that the memo be re-worded to reflect that the increased compensation is $100,000. Gates noted that the janitorial services for single and double occupancy rooms increased per room. She asked if Dumas Bay Centre was raising their rates accordingly to cover their increase. Ettinger reported that their projections do cover the amount, ànd they are not ready at this point to raise their rates. They are adjusting their cancellation policies. Faber stated that they would go out to bid next year, and raise their prices accordingly. Dovey moved to recommend to Council a "do pass" to authorize the City Manager to approve the First Amendment to the American Janitorial Services Contract in the amount of $100,000, extending the term of the contract for one year and to place this item before Council on February 18, 2003. Gates seconded. Motion passed. Memorandum of Understanding of a Joint Human Service Funding Program Assefa-Dawson reported for the past nine years, most South King County cities have been using a joint Human Services funding application for agencies to use. She reported they are now doing a pilot project to combine the funding resources so there will be one common funding. The City of Federal Way will write one check at the beginning of the year to the lead city, and that city wiIl administer the program. Eight South King County cities are participating. The four agencies that will be used for the pilot project are Crisis Clinic, King County Sexual Assault Resource Center, Community Health Centers, and King County Coalition Against Domestic Violence. Other cities have offered to be the lead city. Participating cities will send their portion of the fuDds to that lead city at the beginning of the year. Each city will be responsible for the monitoring and reviewing of the programs, and to authorize the lead city to pay the agency. Assefa-Dawson stated this should help the agencies with administrative cost savings. The cities will have the same reports to review, which will make it easier to notice discrepancies if any in service delivery and the agencies will be less likely to provide inaccurate reports. If this process goes well, the cities will enter into contracts for all qualified programs for subsequent years. The MOD is good for one year. The city can withdraw from the MOD at the end of the year if they are dissatisfied. Dovey move to recommend approval of the Pilot Joint Funding MOU between South King County Cities for Human Services Funding for 2003, and continue the project if the program proves successful and beneficial to the cities. This recommendation is forwarded to the full City Council for approval on February 18, 2003. Gates seconded. Motion passed. Neighborhood Matching Fund Status and Revisions Paterno updated the Committee on the grant projects that were approved last year, and the first part of this year. She also updated the Committee on the modification to the Neighborhood Matching Fund Guidelines and . Application. Historically funds have been requested by and granted to neighborhoods for physical improvement, beautification or safety equipment. The changes being recommended on the guidelines are the types of projects that PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Monday, February 10,2003 Summary Page 3 qualify, and who can apply. McClung stated that when this project was first developed there was a whole different staff, and City Manager. They could not find any verification that Council had reviewed the original policy. Traditionally there were more concrete physical improvements to neighborhoods. Over time this has been changed. They wanted to make Council aware of the changes to ensure they didn't have any problems with the changes. Gates stated that this does warrant further discussion. Dovey stated that this was originally setup to encourage the community to do things in their neighborhood, so they would match labor vs. money. The budget for the Neighborhood Matching Fund is $15,000. Amendment to the 2002 CDBG CARES Agreements O'Donnell reported that the CARES program is funded through the CDBG program. It provides subsidy for before and after school child care for citizens of Federal Way. In November it was determined that they over calculated the number of people expected to be served. The YMCA has changed their focus from serving families in emergency care, which are now referred to DSHS first, to stabilizing the family and keeping the child in the same school. An amendment to the 2002 CARES program performance measures was requested to reduce the number of undup1icated clients for 2002 from 56 to 30. It was also requested that the Units of service tracked be changed from the number of days the childcare is open to the combined number of days care is provided to each child in the CARES program during the reporting period. Gates moved to approve amendments to the 2002 CARES CDBG contracts with King County Community Services division and the Federal Way Norman Center YMCA to change the scope of service to 30 undupJicated clients per year and modify the Units of Service to track the number of days service provided for the CARES program. To be forwarded to the City council for consideration at its February 18, 2003 meeting. Dovey seconded. Motion passed. Authorization to Enter into Contracts with King County and Recipients of Federal Way 2003 CDBG Public Service Funds O'Donnell stated that City Council approved public service projects contracts that were recommended by the Human Services Commission for 2003. King County has given them the contract with the scope of service provided. 2003 funding from Congress has not been finalized, but King County has decided to proceed with the 2003 public service programs due to the Continuing Resolution passed by congress that have authorized the funding of the CDBG program at the 2002 levels. This contract includes the 2002 capital project with the City of Federal Way Public Works Department for the 23rd Avenue S. at 314th Street street improvements. Dovey moved to authorize the City Manager to execute the Interlocal cooperation agreement for the King County Housing and Community Development Contract - 2003 and enter into required subcontracts for Federal Way's 2003 CDBG Public Service Programs and forward to the City Council for consideration at its February 18, 2003 meeting. Gates seconded. Motion passed. Miscellaneous Moseley reported that interest has been expressed to provide additional funding to the local food bank. Moseley has spoken with Iwen Wang and Lydia Assefa-Dawson, and there are some year-end savings in the Human Services budget that could be used. PENDING ITEMS . Internet Safety NEXT MEETING March 10,2003,4:00 p.m. in the Mt. Baker Conference Room ADJOURNMENT - Meeting adjourned at 5:10p.m. 5.A CITY OF FEDERAL WAY CITY COUNCIL PARKS, RECREATION, HUMAN SERVICES, AND PUBLIC SAFETY COMMITTEE Date: From: Via: Subject: March 3, 2003 JI-JJ Q... Kelli O'Donnell, G Coordinat~ ...,.- David Mo anager Extension of ommu ity Development Block Grant (CDBG) Housing and Community Development Four-Year Strategies through 2004 Background The attached Community Development Block Grant (CDBG) Housing and Community Development Four-Year Strategies expire at the end of 2003. Staff recommended extending the Strategies through 2004 at the February 24, 2003 Human Services Commission meeting. The Strategies would then be updated as part of Federal Way's Human Services Plan! Consolidated Plan process that was authorized in the 2004 Budget. Additional CDBG funds may also be available in 2003 to begin an evaluation of Census data, a Needs Assessment and!or other elements of the Human Services Plan. The King County Consortium's current Consolidated Housing and Community Development Plan for 2000-2003 will also be extended through 2004. The extension was requested to allow time to analyze Census data and prepare a new Consolidated Plan, which will cover 2005 through 2009. Information from the King County CDBG Consortium Consolidated Plan will be utilized in preparation of Federal Way's Strategies. The Human Services Commission concurred with Staff and recommended extending the Community Development Block Grant (CDBG) Housing and Community Development Four- Year Strategies through 2004. Committee Recommendation The Committee recommends extending the Community Development Block Grant (CDBG) Housing and Community Development Four-Year Strategies through 2004. This recommendation is forwarded to the full City Council for consideration at the March 18,2003 meeting. {\-\ . ,.~ ',0,.. 0"',' COMMUNITY DEVELOPMENT, BLOCK GRANT' HOUSING AND COMMUNITY DEVELOPMENT FOUR- YEAR STRATEGIES, 2000-2003 The Housing and Community Development Four-Year Strategies evolved from the 1993 Community Development Block Grant (CDBG) Local Program Policies. The strategies were developed in 1994 and updated in 1995. At that time they were given a four-year term,from 1996 to ]999. They were revisited in 1998 and again in 1999. In May 1999, the strategies were renewed for another four year term, 2000 to 2003. These strategies provide guidelines for the allocation of CDBG funds and are consistent with the City's Comprehensive Plan developed under the Growth Management Act and the Human Services Comprehensive Plan. GOAL STATEMENT Service needs for City residents far outweigh the availability of resources. As a relatively newly incor¡)otatedjurisdiction with a large and diverse population, the City is faced with the challenge of providing services that address needs in the areas of affordable and special needs housing, human services and community development. The City will use CDBG funds to develop a viable community in which quality of life is enhanced by providing decent housing and a suitable living environment and by expanding economic opportunities for low- and moderate-income persons. OBJECTIVES >- To fund projects which address local needs and strategies - >- To ensure that the basic human service needs of low- and moderate-income persons are addressed }- To adequately address the City's housing needs to accommodate projected growth in low- and moderate-income households, as well as senior and special needs populations }- To preserve the existing housing stock >- To stimulate economic development and strengthen the City's infrastructure 1\-7- NEEDS The City of Federal Way has identified housing and non-housing community development needs through public involvement activities, studies, needs assessments, and planning processes. 1. Public and Community Facilities Improvements - Senior and Community Centers, Child Care Centers, Parks and Recreation Facilities, and Health and Social Services Facilities which predominantly serve low- and moderate-income persons and address severe health and safety problems. 2. Housing - Affordable housing for low- and moderate-income people, seniors, special needs populations, transitional housing and emergency shelters, and preservation of existing housing stock. 3. Accessibility - Modifications to community facilities and existing structures to remove barriers and improve safety conditions especially for elderly and disabled persons. 4. Infrastructure Improvement - Neighborhood revitalization projects such as Surface Water Improvements, Street, Sidewalk and Pedestrian Crossing Improvements, Transportation Improvements, and Street Lighting. 5. Public Services - Projects which meet the following City Council human services goals: ~ support basic human needs through funding of emergency services; ~ support a strong service delivery system that increases public safety; ~ provides support that supplements federal, state, and county programs designed to increase self-sufficiency and independence; and ~ support service models that improve community-based collaboration and build strong neighborhoods. 6. Planning and Administration - CDBG Program staffing and administration, planning for affordable housing resource development and potential annexation areas. .' .¡\~3 STRATEGIES The City of Federal Way adopts the following three strategies to guide funding decisions for the annual Community Development Block Grant allocation. Strategy #1 Develop a range of housing opportunities aimed at increasing the supply of affordable housing to accommodate the projected growth in low- and moderate-income households. Create housing opportunities for seniors, youth, special needs groups and impact the availability of transitional housing and emergèncy shelters. . }> Activity 1 Preservation of housing stock in existing neighborhoods has been cited as an important community value in Federal Way, one which played a large role in the community's decision to incorporate. The City will maintain a Housing Rehabilitation Loan and Grant Program to maintain health and safety standards in the homes of low- and moderate- income households and persons with disabilities. » Activity 2 According to established service providers, suburban homelessness is increasing. There is a limited supply of transitional and emergency shelter facilities in South King County to meet this overwhelmin,.g need. The City will continue to support local and regional shelter and transitional housing service providers. The City will encourage and support more homelessness prevention services, including youth shelter services. » Activity 3 The City will explore a variety of methods to increase the supply of affordable housing for low- and moderate-income families. The City will: . Consid~r participating in a South King County regional entity to address housing needs. . Assess the value of pooling technical resources between jurisdictions to assist in the development and implementation of housing policies and programs. . Look at the benefits of collaborative efforts to coordinate local government money and resources in a way that will attract greater private and not-for-profit investment into affordable housing. . Consider funding homeownership programs such as down payment assistance, sweat equity, homebuyer education, community land trust or those that reduce development costs or reduce mortgages. t\-L\ Strategy #2 Prioritize and fund" projects that strengthen the City's infrastructure and stimulate economic development. Fifteen percent (15%) ofthe annual CDBG allocation will be targeted toward projects categorized under this strategy. > ,Activity I The City will seek opportunities for public funding of capital facilities, services and infrastructure by working with the Human Services Commission, and soliciting input from the Management Team. > Activity 2 The City will consider funding public and community facilities improvement projects which address safety and accessibility issues particularly for the well-being of youth, elderly, and disabled persons. }> Activity 3 The City will consider funding projects which encourage community development activities such as job creation, downtown and neighborhood revitalization, and those activities consistent with the City's Comprehensive Plan and Human Services Comprehensive Plan. }> Activity 4 The City will consider funding capital transportation improvement projects which connect low- and moderate-income housing areas with vital services in the City. Strategy #3 Address human services needs which focus upon self-support systems that empower families and communities to make contributions to their own well-being and enhance the quality of their lives. Provide technical assistance, planning and administrative services to increase perfonnance levels of CDBG program participants. - }> Activity I . The City recognizes that problems faced by children and their families are complex in nature and can result in dysfunction and tragedy if not addressed holistically. Solutions to complex problems often require a variety of interactive approaches designed to create environments which provide people with the tools to help themselves. The City will fund projects and agencies with a holistic approach to service delivery and demonstrate the ability to leverage funds and network with other service providers. (\-5 }> Activity 2 The social environment for youth is often volatile and filled with life-threatening circumstances. Collective efforts between local community organjzations, the School District, and the City, may provide effective solutions that positively impact the young people in Federal Way. The City will consider funding projects wWch provide "at-risk'! youth with more recreational and educational alternatives. The City will fund projects and public service agencies which assist families with cWldren in the areas of employment and youth services. }> Activity 3 The City will participate in regional and local plamûng activities with King County, the South King County Community Network Board, and other funders and jurisdictions to coordinate funding approaches, policies and service delivery which facilitate a continuum of care for people. }> Activity 4 Planning and administration funds will be used to administer the City's CDBG program and when additional planning funds are available, special planning projects will be considered. . ~-lo S.B CITY OF FEDERAL WAY CITY COUNCIL PARKS, RECREATION, HUMAN SERVICES, AND PUBLIC SAFETY COMMITTEE Date: From: Via: Subject: February 25, 2003 m Kelli O'DOæ, II, BG Coordinat#,.>'J David Mo anager Cancellation & eallocation of Previously Awarded Project & Amendment to 2003 CDBG Contingency Plan Background The City received notification from Community Housing Assistance Program, Inc. (CHAPA) that they would not be able to utilize their 2003 CDBG award of $99,999 for the Ocean Ridge Apartments Child Care Project. The 2003 Community Development Block Grant (CDBG) Contingency Plan states that any increase in capital funds will be carried over to the 2004 CDBG program year unless the Human Services Commission requests new applications for funds and/or additional Council Action is taken to allocate funds. During the 2003 funding process, the Human Services Commission identified a gap in the availability of employment services in Federal Way. After deliberation, the Commission put together a process to work with a Community Based Development Organization (CBDO) to provide one-time CDBG funds for employment services to be offered in f:ederal Way to eligible recipients. On December 17, 2002, the City Council authorized the Human Services Commission to request concept papers for an employment program offering services in Federal Way to Federal Way residents by an eligible Community Based Development Organization (CBDO). Recommendation Process One concept paper was received from the Multi-Service Center, which is an eligible CBDO. Following review by the Human Services Commission Employment Ad Hoc Committee, the Multi-Service Center agreed to complete an application to further explain their proposal. The Multi-Service Center completed the application (Attachment 1) and provided additional information (Attachment 2) in response to questions of the Human Services Commission (Attachment 3). Revisions were made to the application to include a job placement element following input from the Employment Ad Hoc Committee. The proposal would offer services to 75 Federal Way clients and include one-on-one services such as skill building activities, comprehensive assessment of their strengths, individual development plans, individual and/or group instruction and support. The Multi-Service Center will also work with area businesses to develop job placement opportunities and workplace literacy assessment/instruction. The Multi-Service Center has extensive experience providing various employment support services through other programs. Federal Way residents would be referred to appropriate programs offered outside of the scope of this project by the Multi-Service Center when eligible or appropriate. Programs include the Community Jobs program, and classes for English as a Second Language, Adult Basic Education, and General ß-\ Educational Development. The Multi-Service Center is also knowledgeable of programs offered by the State, County and other agencies and will refer participants to other services as needed. . Commission Recommendation At the February 24, 2003 Human Services Commission the Commission recommended canceling the Community Housing Assistance Program - Ocean Ridge Apartments Child Care Project, a 2003 CDBG Capital Project, for $99,999; and, reallocating 2003 CDBG Capital funds for $99,999 to the Multi-Service Center - Employee Develòpment Services Project. The Commission also recommended amending the 2003 Community Development Block Grant Contingency Plan to state that if any additional capital funds are received, funds will be allocated to the Multi-Service Center Employee Development Services Project to the requested level of $103,050 (Attachment 4). Final notification of Federal Way's,2003 CDBG funding is expected in mid-March. Preliminary reports have indicated that capital funds will exceed the 2003 allocation. This recommendation is a for a one-year pilot project with the start date to be determined after notification to proceed is received from King County Housing and Community Development and a contract between the Multi-Service Center and Federal Way is executed. . Committee Recommendation The Committee recommends canceling the Community Housing Assistance Program - Ocean Ridge Apartments Child Care Project, a 2003 CDBG Capital Project, for $99,999; and, reallocating 2003 CDBG Capital funds for $99,999 to the Multi-Service Center - Employee Development SeNices Project; and, authorizing the City Manager to enter into a contract with the Multi-Service Center and amend the 2003 King County Housing and Community Development Contract to include the Multi-Service Center Employee Development Services Project. . The Committee further recommends amending the 2003 Community Development Block Grant Contingency Plan to state that if any additional capital funds are received, funds will be allocated to the Multi-Service Center Employee Development Services Project to the requested level of $103,050. This recommendation is forwarded to the full City Council for consideration at the March 18, 2003 meeting. ß-L Revised 02/18/03 Attachment 1 Limit your answers to the space provided, using a minimum font size of 10 points. This form is available via e-mail attachment or on disk in Microsoft Word for Windows. The application may also be available to download - check individual city web sites. 1. Title of Proposed Program Employee Development Services - Federal Way 2. Program Location 1200 S. 336th Street Federal Way, Washington 98003 3. Proposed Use of CDBG Funds (Summarize in one sentence how CDBG funds will be used.) MSC proposes to use CDBG funds to increase economic opportunities of low- to moderate-income Federal Way residents by raising their level of employability and helping them progress toward family wage jobs. 4. Program Cost (a) CDBG funds requested $ 103,050 (b) Total Program Cost $ 103,050 5. Applicant Name and Address: Authorized Signature of Applicant: Multi-Service Center 1200 South 336th Street Signature Federal Way, WA 98003 Dini Duclos, Chief Executive Officer Name and Title ~ Attach proof of non-profit status if the agency has not Contact Person: (Must be someone who will be previously been funded by the City. available to answer question.) I@ Attach a copy of the board resolution or minutes authorizing submittal of the application RESOLUTION ATTACHED Jan Naughton 253.835.7678 x108 Name (Area Code) Telephone jann@skcmsc.com 253.835.7511 E-mail address (if applicable) (Area Code) Fax Number 1 ß-3 Revised 02/18/03 6. Summarize current services provided by your agency. MSC, a Community Action Agency, has been providing services for south King County, including Federal Way, since 1971. Services include: Energy Assistance (LiHEAP); the Food & Clothing Banks: literacy Services (ESL, ABE, GED, Citizenship classes, Workplace Literacy, Family Literacy); Employment Services for employees and employers; Long Term Care Ombudsman Services; and Housing Services, including Emergency Family Shelter, Transitional Housing for families clean & qualifying individuals, limited Emergency Financial Assistance, and Permanent Low-Income Housing. MSC utilizes a holistic service model which views the participant as a whole and provides wrap-around services when needed. Community linkages and partnerships are a strength of MSC. Specifically, the EmploymentProgram currently serves as the Community Jobs provider for South County for qualifying families referred by DSHS. The program also contracts to help link people in rural areas to WorkSource for job search and other specific services. 7. How does your agency make its services known to the community? MSC publishes a semi-annual newsletter highlighting volunteer activities, success stories & program outcomes to over 8,000 households. Staff, supervisors, program directors, the CEO & the board are active in the com- munity. MSC presents to civic groups and supports local supports local Community Suppers where potential customers are present. Staff attend community fairs and other local gatherings. MSC has a.long'history of networking & partnering with other agencies, often in a leadership capacity and woks with DSHSand energy vendors with an extensive client outreach. MSC belongs to a large number of coalitions and consortia in various south County cities. Churches and community centers provide volunteers, meeting space and post information about services. Area papers give press coverage to special events, ongoing needs, program successes and services. Flyers and brochures are available in schools, libraries, shops and other public areas. Information about ro rams services volunteer and em 10 ment 0 ortunities is available online at www.skcmsc.com. 8. Board of Directors information How many current board members are there? How many positions are currently vacant? How many board members are from the City of Federal Way? How many board meetings were held in the last 12 months? How many meetings had a quorum present? 22 0 13 9 9 I@ Attach a list of current board members. I@ Attach the minutes from the last three board meetings. 9. Describe the magnitude of the problem your program is designed to address. Quantify this need using local, sub-regional, or regional data. The United Way of King County Community Assessment emphasizes the need to offer programming to help family wage earners qualify for higher-wage jobs by increasing literacy skills and developing a positive work ethic. 30% of south County families face rent disparities by earning less than 50% of median income. Lower wage jobs or the inability to obtain and keep a job contribute to cyclical unemployment and overall family instability. South County employers report that employee skill deficiencies, such as poor communication skills and poor workplace behavior & ethics, have a strong correlation to employee turnover. Poor work skills, then, are costly to the employer's profit line and to employee family stability. Nevertheless, employers also report that in the current economic climate, few are equipped financially to offer the "training" their poor performing employees need. With the state budget crisis, programs which support low-wage earners & the support services they need are being cut. This proposed project offèrs job skills preparation and literacy instruction which impact the business bottom line. The "wrap-around" service com onent available to MSC ro am artici ants allows families to immerse themselves in needed service. 2 ß-L\ Revised 02/18/03 10. Program Summary: Describe the program for which funding is requested. Include a summary of the target population, program goals and objectives. If the program is new to the City, give a brief history. This program will target low-to moderate.,income Federal Way residents who are either seeking employment or are in danger of losing their job due to poor work habits. Employment skill building activities will help increase their employability and their likelihood of obtaining a family wage job. Participants will undergo a holistic, comprehensive assessment of their strengths and work and life experience, identify barriers to finding and keeping a job and develop goal based individual development plans. Assessment may include tests like the WOIS, CASAS, SkilCheck and other tools as appropriate. Instruction and support will be in individual or group format, depending on need. MSC's current Job Awareness curriculum will be adapted to meet identified needs of residents unemployed or who are having problems on the job. Topics include basic workplace behavior, teamwork, accepting constructive feedback, leadership skills, communication, taking initiative, resume building, interviewing and job search. Those more ready to work will jump to job search and interviewing, while others will participate in a workshop format. All will have access to a monthly Job Clinic for peer support, speakers from the business community and participant generated topics of interest. Federal Way businesses will be encouraged to hire work-ready participants and will be provided employer-targeted services such as: examination of their hiring needs, workforce strengthening, worker turnover reduction,increasedemployee productivity, employee wage progression and use of the Earned Income Tax Credit. Workplace Literacy is a critical need for many businesses with high turnover and/or low productivity and this program proposes Workplace Literåcy classes for interested Federal Way employers, which impacts employee advancement and wage progression, a win-win for Federal Way economic opportunity. 11a. How will your program address human service needs which focus upon self-support systems that empower families and communities to make contributions to their own well- being and enhance the quality of their lives? Data from Census 2000 indicates that 7% of Federal Way residents (5,561) over the age of 18 did not complete high school. This is likely an extremely low estimate, as people with lower literacy skills often do not participate in census activities. In King County, 13% of the adult population is estimated to be functionally illiterate (reading at or below eighth grade reading levels). Many area employers now rely on pre-employment testing to ensure that workers are capable of performing at higher levels than previously expected. A majority of adult students between the ages of 18-54 participating in our program and residing in Federal Way are working to improve their skills in order to both obtain and retain a living wage job. The participant individual development plan will spell out step-by-step their responsibility in achieving their self-designed self-sufficiency goals. Learning to set goals and obtaining the resources to meet goals will build self-sufficiency skills and the ability to seek out answers to problems. Gainfully employed residents and a strong business workforce build stronger communities. 11 b. Indicate one King County Consortium Objective best describes this application ~ Enhance quality of life for families and individuals by supporting health and human services which predominantly serve low- and moderate-income residents. - Provide services and facilities to prevent homelessnes5 and to address the needs of families and individuals when homelessness occurs. 3 6-5 Revised 02/18/03 12. Program Budget: All columns should include total program revenue and expenses except for the last column, representing the grant request. Federal State County GJ , c Cities (indicate City name below) Federal Way na na 103,050 Foundations United Way Service Fees Other: TOTAL REVENUE " 103,050 PERSONNEL COSTS Salaries Benefits Total Personnel na na ~ 15,456 69,073 OPERATING SUPPLIES Office Supplies Rent and Utilities Repair & Maintenance Insurance Postage & Shipping Copying & Printing Telephone Equipment Conferencerr ravelrr rai ning Dues & Fees Professionat Fees/Contracts Direct Assistance to Indiv. Administrative Costs Other (specify below) Training, Incentives Advertising 1,500 2,500 1,200 0 300 1,500 1,200 5,000 1,200 52 0 0 17,125 2,000 600 TOT ALËXPENSeS NET PROFIT (LOSS) (revenue - ex"enses) = 103,050 ......... 0 .d 53,617 15,456 69,073 1,500 2,500 1,200 0 300 1,500 1,200 5,900 1,200 52 0 0 17,125 2,000 600 103,050 Revised 02/18/03 13. In narrative form, explain the use of CDBG funds as shown in the Program Budget. Funds will be used to provide staffing to implement this new project in Federal Way. The Employee Services Specialist will provide the bulk of the direct services, working individually with City residents to build their employability skills. That person will also work with groups of residents through workshops and the Job Clinic. They will help residents develop and work on their individual development plans. The Employment Program Manager & Program Director will do the bulk of the promotion of the program in the community to solicit program participants and cooperating businesses, through contacting agencies, civic groups, the Chamber, businesses and media, through both print and in-person contacts. The Instructor will provide Workplace Literacy classes within interested businesses, in order to strengthen the workforce and build employee skills. The Literacy Program Manager will provide oversight for the instructor and assist with classes when necessary and assist with program outreach. The remainder of the funds will support program operations. 14. If the funding request is different from the previous year's funding award, explain the reason for the difference (increase, decrease or change in program). This particular program was not funded in previous years. This is a new funding opportunity for the City and for MSC. This funding will allow MSC to provide targeted services to Federal Way residents which are not available to Federal Way residents 'at this time. Currently Federal Way residents are served by the Employment Program if they are eligible for services paid for by a contract. We would not be serving Federal Way residents under the proposed service that could be provided by another fu in our. ervi ro osed are din r n fr i i c tracts. 15. Are there significant budget changes from previous years? What are your plans to address those changes? NA 16. FTE Level. If requesting funds for personnel, enter the TOTAL number of FTE's for each calendar year of this program. For example, if the agency's executive director spends 1/8 of his/her time working with this program and 3 staff spend % of their time each working with this program, include 1/8 + % + 1/2 + 1/2 = 1 5/8 FTE's is the total number of FTE's for the program year. 2002 2003 (proposed) M 1.~ FTE level 17. How many hours per week constitute full-time employment for a FTE? 40 18. Program Budget - Detailed Personnel Costs. Of the total listed in Question 16, breakout the positions by job title and indicate which position are being requested for CDBGfunding. FTE Annual Salary Range CDBG Funds, Job Title level for 1.0 FTE Requested (e.g.: 1.5) Min. Max. 1. Employment Services Specialist 1.00 25,500 30,000 38,331 2. Employment Program Manager .20 30,000 35,000 10,824 3. Literacy Program Manager .10 30,000 35,000 4,468 4. Program Director .10 35,000 45,000 7,890 5. Literacy Instructor .12 41,600 52,000 7,560 TOTAL 1.52 ~ should equal Question 16 5 ß-\ Revised 02/18/03 19. What percentage of the agency's total budget is used for indirect administration? ~ This is often given in the agency's annual report or audit. ~ 20. Describe how your agency uses volunteers for the program. Volunteers provide a vital and irreplaceable part of staffing and support for most MSC program areas. Use of volunteers for the proposed program would center around the contributions businesses might make in attending the Job Clinics as presenters and in serving as resources for those seeking employment in a particular field. All Literacy tutors volunteer their services (although Literacy Instructors are paid) and the Literacy Program is staffed to a great extent by AmeriCorp members. The MSC Literacy Program has accreditation with the national Literacy Volunteers of America, offering support, affiliation, information and opportunities for training & conferences. Community volunteers provide presentations & assistance the EART homeles t mi education ro ram t MSC's Emer e S el er. 21. Peñormance Measures: List two or more quantitative peñormance objectives for the program year. One objective must be the number of unduplicated City residents to be served. Additional peñormance objectives must be in terms of measurable units of service, which describe the type of services given (see Appendix E. Service Unit Examples for guidance). The number of un duplicated city clients served with all funding sources should equal the same number provided in Question 23. 1st 2nd 3rd 4th Annual 1 Outreach & Marketing 10 20 20 5 55 55 2 Unduplicated Ci Clients Served 0 20 25 30 75 75 3 Individual Develo ment Plans 0 12 17 27 56 56 4 Soft Skill Workshops/Job Clinics 0 5 8 7 20 20 5 Workplc Lit., AssessrnenUClasses 0 0 1 1 2 2 6 Job PlacemenUlmprovement 0 0 4 6 10 10 1 Define each service unit (include the methodology for calculating the service unit) An outreach & marketing serviée unit is one contact made, press release, visit, group meeting, set of flyers distributed or letter sent to businesses and agencies to solicit both job seekers and businesses for the project. An unduplicated City dient is one City resident who participates in a screeninglintake interview. 2 3 5 An Individual Development Plan is a plan made by a City client to outline steps to take toward economic self- sufficiency Soft skill workshops are meetings to address employability issues with City clients. A job Clinic is a monthly meeting open to employees and employers to foster employment opportunities & provide support. Workplace Literacy Assessmentlinstruction is a hiring-needs worker-retention assessment of a Federal Way business and a subsequent set of instructional classes conducted to address specific employer & employee needs. Participants who obtain jobs, obtain a better job or obtain improved wages and/or benefits. 4 6 22. How would performance and outcome measures be modified if the program is funded at a reduced level? 6 ß-~. Revised 02/18/03 Should the proposed program be funded at a reduced level, the number of Federal Way residents receiving service would be reduced, with the corresponding reduction in Individual Development Plans made and Workplace Literacy opportunities. 7 ß-, Revised 02118/03 23. Outcome Measures: List one or two measurable outcomes of the proposed program. An outcome measure is a systematic way to assess the extent to which a program has achieved its intended result. An outcome answers the question, "What has changed in the lives of individuals, families, or the community?" The following chart is similar to the one used by agencies applying to United Way of King County. Questions on completing this chart should be directed to the city to which you are applying. Reference Appendix F for an example of a completed outcomes form. RESOURCES StaffNolunteers Staff certified as Family Development Specialists AmeriCorp Members Tutoring volunteers Instructors oJ - cr Collaborations Schools, DSHS, Community Trade & Economic Development. Employment service provider network throughout Seattle & South King County, Cities of Federal Way & Kent, Literacy Volunteers of America, APPLE Parenting, Federal Way Cham- ber Foundation, King County Library System, Head Start, 21st Century Learning Centers, State Board of Community & Technical Colleges, WorkSource Community Support Civic Clubs, Churches, Cor- porations, Businesses, Page Ahead Books, Scouts Other Resources Computer technology, hardware, JftV'i/ðle, 3tðte, Fedelðl ' .. ACTIVITIES Pre-Employment Services Outreach Screening/Intake Assessment Goal Setting Employer Engagement Employment Preparation Services Workshops/Job Clinics Soft Skill Training Resume building Interviewing Job Search Employer Assessment Basic Skills/ESUGED pre. paration Employment Maintenance Services Workshops, Job Clinics Individual Follow.up Workplace Literacy Classes Data Collection Regularly scheduled, systematic collection of statistics, demographics & outcomes OUTPUTS 55 Federal Way agencies, business and other points of community contact receive information about the project & its benefit to Federal Way 75 Federal Way residents receive Employment related services 56 Individual Development Plans completed, following one- on-one needs assessment 20 soft skill workshops/job clinics held 2 Federal Way employers. engaged in WOrkplace Literacy Assessment & Workplace Basics class provided R OUTCOMES Participants achieve enhanced employability skills to aécess and maintain employment Participants achieve skills to maintain employment once hired & businesses provide opportunity to enhance employee retention through Workplace Literacy classes Revised 02/18/03 24. Program Demographic Information: Only report the number of city clients served by this program in the number of clients column. Provide the percentage of the total client population in the percentage of clients column. For income level use the 2002 HUD Income Guidelines given at Appendix A. For disabling condition, use the definition provided at Appendix D. 31-50% of median 25 33% 51-80% of median 25 34% Above 81 % of median 0 0 75 100% 0 0 56 74% 0 0 19 26% Female-Headed Household 0 0 45 61% 35 35 5 47% 47% 6% 0 0 75 100% Asian/Pacific Islander 3 5% Black/African American 15 20% Hispanic/Latino 8 10% Native American/ Alaskan Native 38 50% 11 15% 0 0 75 100% Disabling Condition 0 0 3 3% Limited English Speaking 0 0 4 10% 96~1 \ Revised 02118/03 24 (conl) Program Demographic Information: Please use total program numbers for this chart. Black Diamond Burien Covington Des Moines Enumclaw FederalWay Kent Maple Valley Normandy Park 75 100% Pacific - Renton SeaTac Seattle Tukwila Unincorp. K.C. TOTAL 0 0 75 100% 25. How does your agency determine where clients reside? As a part of the intake process, basic identifying information is obtained about each program participant. This includes address. Only Federal Way residents will be served with the funds requested. 10 ß-\L Revised 02/18/03 26. Describe how the agency is accessible or is working toward full accessibility in terms of: a) afford ability (sliding fee scale, scholarships, toll-free phone numbers, etc.): There are no fees charged as MSC's customer base is primarily low-income; telephones are made available for customer use to facilitate coordination of services. General literacy services are available at no charge; scholarships are available for books, materials and testing for the GED. When referrals are made as part of ongoing case management services, bus tickets are offered (when available) to those already enrolled in MSC programs who need them to meet referral appointments. In-house referrals from one program to another are made to insure a holistic approach to self-sufficiency (e.g., employment service customers may access the Clothing, Bank for appropriate job-interview clothing). b) cultural and linguistic accessibility, relevance, and sensitivity (ethnicity of program staff, training of appropriate staff, and translation ~ervices): Staff and volunteers are fluent in Spanish, Russian, Somali, Arabic, Korean, Cambodian, Vietnamese, French, and Japanese; translation services through the Fed. Way Health Dept. and the Red Cross are available by request. The most beneficial linguistic asset is the wide range of cultures and languages represented by volunteers in our Food Bank, Energy & Literacy programs; it is common as well for customers themselves to assist with translation. MSC staff and volunteers participate in cultural relevancy and ethnic sensitivity training. Family Development training addresses these issues, as well. This past year MSC produced customer-centered brochures for all programs in Korean, Spanish, Russian, French, Cambodian, Bosnian and Somalian. c) communication and physical accessibility (for persons with physical disabilities): Agency offices. in Federal Way and Kent in compliance with current ADA standards and are accessible to persons with disabilities. When acquiring new properties or assessing facilities for program and meeting space, accessibility based on ADA standards is a priority. Currently, all facilities and service delivery sites are located within one block of public transportation. MSC recently established a connection to access American Sign Language (ASL) interpretation as needed from students attending Seattle Central Community College and majoring in the ASL program. Does the program provide TTY /TOO phone service for the speech and hearing impaired? vesl x I NO I If yes, TTY /TOO (253) 661-7827 d) transportation (proximity to public transportation, special transportation programs, vouchers, etc.): All facilities are located within a block of public transportation. Families may be provided bus tickets to access MSC and to access subsequent referrals to other services. Staff are familiar with local transportation opportunities & resources (Metro, ADA Access); emphasis is given to identification and coordination of other eligible services to avoid duplication (e.g., TANF recipients may be eligible for public transportation subsidies from DSHS). e) immediacy of services (waiting lists, prioritization of client need, etc.): Services in all programs are provided to those who meet appropriate eligibility criteria on a first-come-first- served basis. MSC maintains no formal waiting lists; agency preference is to identify & facilitate appropriate referrals to other community resources in order to assist customers in meeting immediate needs. @) f) attach agency policies related to non-discrimination MSC does not discriminate against any person regarding race, gender, age, ethnicity, religion, physical mental disability or sexual orientation. This practice is part of the agency's personnel, program, volunteer, and customer service policies. Cultural practices promoting respect for self and others, individual dignity, human rights and freedom of expression are encouraged and honored. Customers, volunteers and staff are treated with equality, respect and dignity in a manner that is culturally sensitive, non-judgmental and confidential. 11 o--t~ Revised 02/18/03 27. National Objectives for the CDBG Program: Programs must meet National Objective #1" for the CDBG Program - Activities Benefiting Low- and Moderate-Income Persons. Choose the most appropriate box below (1 or 2) to show how your program meets the national objective. Contact the City for technical assÎstance if you are not sure which box to check. 1. Area Benefit: The project must serve either an area which is primarily residential and . predominantly low- and moderate-income ~ Required Attachment: Attach a map indicating the proposed project location and boundaries of the area that will directly benefit from the proposed project. With the' attachment, briefly describe how the boundaries of the service area were determined. Please contact the City for technical assistance. ~ 2. Limited Clientele: The project must be limited to serving a predominantly low- and moderate-income clientele (choose one of a, b, or c) (a) Agency Maintains Client Information Verifying a minimum of their clients are 51 % Low/Moderate income per Official HUD Income Guidelines (Appendix A). @I. Attach a 'copy of intake form used to verify client income and household size What is the annual percentage ollow/moderate income persons served? ~ - (b) Presumed Benefit: The facility will exclusively serve (check one): - elderly persons (over age 62) - battered spouses - illiterate adults (not ESL) - persons living with AIDS - homeless persons - migrant farm workers - abused & neglected children - severely disabled adults See Appendix E for the definition - (c) Nature/Location: Facilities which due to their nature or location can reasonably be assumed to serve predominantly low- and moderate-income persons (i.e. food banks, clothing bank, facilities serving residents of public housing) x 12 ~ty Revised 02/18/03 Attachment Checklist Attachments required to be submitted with human service program applications' [@ Proof of non-profit status if your agency has not previously received funding from the City @¡ A copy of councilor board minutes or resolution authorizingsubmittål of your application may be submitted after the application due date but no later than May 17, 2002 @¡ Balance sheet @¡ List of current board members (include name, occupation, home and work address, telephone, board position, and year term expires) @¡ Agency policies related to non-discrimination @¡ Copies of documents required to show your program meets National, Objective #1 for the CDBG Program [@ Minutes of the last three board meetings @¡ Copy of the cover letter from the agency's most recent financial audit. @¡ Attach a copy of intake form used to verify client income and household size ß-)5 Revised 02/18/03 Official HUD Income Guidelines for 2002 (effective February 1, 2002) (Income amounts have been rounded to the nearest 50) # Persons Per Household 2 3 4 5 6 7 8 King County Median Family Income: $77,900 Moderate Income (below 80% of median)* $38,100 $43,500 $48,950 $27,250 $31,150 $35,050 $52,500 $58,750 $63,100 $67,450 $71,800 $38,950 $42,050 $45,200 $48,300 .$51,400 Low Income (Below 50% of median) Extremely Low Income (below 30% of median) $16,350 $18,700 $21,050 $23,350 $25,250. $27,100 $29,000 $30,850 * Moderate income capped at national average Note: HUD revises these income guidelines annually. If your agency is awarded CDBG funds for a program that requires client income screening, your CDBG contract will require use of updatedHUD income gùidelines. ß-}~ Revised 02118/03 Contracts will commence on January 1, 2003. Please note that costs incurred prior to the contract start date will not be reimbursed. Human service programs must be completed by December 31, 2003. Contracts include conditions relatinQ to a number of federal reQulations and City policies which should be considered when planninQ your proQram. . Competitive Procurement: Agencies which use CDBG funds to purchase goods or services, including consultant services, must select the vendor or consultant based on a competitive process consistent with 24 CFR Part 84 for non-profits and/or 24 CFR Part 85 for local governments/state. agencies. . Audit: Agencies which spend $300,000 or more in federal funds in a given year must submit to the City of Federal Way an independent audit complying with OMB Circular A-133. . Insurance Requirements: Agencies will be required to provide evidence of general liability coverage naming the City and King County as an insured under their policy. Agencies which provide services by licensed professionals must also provide evidence of professional errors and omissions coverage. Agencies which transport clients in vehicles must also provide evidence of automobile coverage. Check with the City to which you are applying for specific coverage levels required. Consultants and sub-contractors paid under the CDBG contract will also be required to provide evidence of general liability coverage as well as professional liability errors and omissions coverage (for licensed professionals} and to name the City and King County as an insured under their policies. There are no minimum amounts of coverage required for consultants. ß-\\ Revised 02/18/03 As a general rule, CDBG funds may be used for eligible public services to be provided through a primarily religious entity, where the religious entity enters into an agreement with the recipient or subrecipient.from which the CDBG funds ,are derived that, in connection with the provision of such services: . It will not discriminate against any employee or applicant for employment on the basis of religion and will not limit employment or give preference in employment to persons on the basis of religion. . It will not discriminate against any person applying for such public services on the basis of religion and will not limit such services or give preferenc~ to persons on the basis of religion. It will provide no religious instruction or counseling, conduct no religious worship or services, engage in no religious proselytizing and exert no other religious influence in the provision of such public services. . CDBG Program Regulations define persons who have severe disabilities based on the Bureau of the Census definition. According to this definition, persons who have a severe disability: . Use a wheelchair or have used another special aid for six months or longer; . Are unable to perform one or more functional activities 1 or need assistance with activities of daily living2 or instrumental activities of daily living3; . Are prevented from working at a job or doing housework; Have a selected condition including autism, cerebral palsy, Alzheimer's Disease, senility or dementia, or mental retardation; or . . Are under 65 years of age and are covered by Medicare or receive SSI 1Functional activities: seeing, hearing, having one's speech understood, lifting and carrying, walking up a flight of stairs and walking. 2Activities of daily living: getting around inside the home, getting in or out of bed or a chair, bathing, dressing, eating and using the toilet. 31nstrumental activities of daily living: going outside the home, keeping track of money and bills, preparing meals, doing light housework and using the telephone. . B,-l<6 Revised 02/18/03 GUIDE TO DEVELOPING SERVICE UNIT DEFINITIONS AND UNITS OF MEASURE INSTRUCTIONS: The following are sample definitions and units of measure that may be used as a basis to develop measurable service units for your program(s). Each program should report the number of unduplicated clients served, and the type of service provided to the clients. The samples below identify the type of service provided. If you do not find an appropriate definition here to match your service, call the City to which you are applying. They will help you identify an appropriate service. definition. These definitions should be tailored to reflect your unique program design. Remember that you are sometimes presenting your program to a person who may not be familiar with the service you are providing. If you use your own unit of measurement, please define. Adult Day Care: Provision for older adults or the disabled, a place for mental and physical renewal as well as socialization. Measured by proqram day or hours provided. Advocacy: Intervention/contact on behalf of a client when the individual or group cannot represent themselves effectively. Measured by contact or hour. This is calculated by multiplying the number of persons involved in the contact or session by the number of contacts or sessions. Case Management: Comprehensive treatment approach for a single individual involving personal counseling and liaison with other providers to ensure coordination and consistent care. Measured per session or hour. It is presumed that the case manager will deal with one client at a time. If there is more than one client, multiply the number of clients by the number of sessions. Child Care (See also Therapeutic Day Care): Supervised care for children. Measured by child care hour or day. Chore Services/In-Home Care: Essential transportation, housekeeping, meal preparation, yard work, minor home repair, respite, moving and personal care. Measured per hour of service provided. Clothing Bank: A source of previously used clothing for low- and moderate- income persons. Measured by visit or number of clothinq units distributed. A visit is counted when individuals referred from social service agencies pick up the number of clothes authorized. Counseling (Mental Health, Domestic Violence, Housing, Employment): In-person individual, family or group consultations with: (1) a professional social worker (with alcohol counseling certification, where relevant), (2) a psychologist, or a psychiatrist for problem solving, (3) a housing counselor. Specify individual or group giving the size of the group. Measured per counselinq hour session. This is calculated by multiplying the number of persons counseled by the number of counseling hours/sessions. Estimate the length of a session if less than one hour. . Dental, Care: Emergency and routine dental care performed by a dentist or dental assistant, including cleaning, education, extractions, fillings, root canals, dentures and follow-up. Measured by patient visit. 'ß~\~ Revised 02118/03 Employment Services: Services in support of a client's obtaining employment including job counseling, help with job seeking ,and retention skills, job search workshops, development of employability plans, and individualized job development as needed. Measured by client/service contact. Again, if more than one persons is served at the same time, multiply service contact by the number of persons served. (See related definitions - Placement and TrainingIWorkshops/Classes) Financial Aid: Interim case assistance for bus fare, vouchers to prevent eviction, tuition waiver, and fees for books and supplies. Measured bY dollar amount or number of vouchers distributed. Food: Meals, prepared food pack, nutrition services at senior centers or for the homebound, or bags of food given out at food banks. Measured by meal eQuivalent. The meal equivalent will be negotiated at the time of contracting. InterpretationlTranslation: Written and oral interpretations services provided to limited English speaking persons or the hearing impaired. Measured by client contact. Legal Services: In person legal help through self-help workshops (where pro se 'legal assistance is given), lectures with legal information, limited direct representation (where an attorney meets with an individual representing himself or herself and assists the client directly with court proceedings), or direct representation by a lawyer. Measured by client contact or session. To calculate, if there are several persons in a group session, multiply the number of clients times the number of contracts or sessions. Medical Care: Face-to-face visit with a physician, physician's assistant, or nurse practitioner for diagnosis and treatment of acute and chronic illness and minor injuries, health screening, preventative health service, al1d/or linkages to free and low cOst ancillary, specialty, and inpatient health service. Measured by patient visit. . Placement: Referrals to the next step in the recovery pattern, educational ladder, or training program. Measured when the placement occurs. . Shelter: Night of shelter in: a homeless shelter, a hotel with a voucher, or a safe home. Measured by bedniQhts. A bednight equals one night of shelter per person. Support Group: Emotional support, efforts to build self-esteem, information about the dynamics of social interactions and/or options available to clients as needed. This does not include professional therapist's intervention. Measured by number of client hours per suPport Qroup session. This is calculated by multiplying the number of persons in each session by the number of group hours/sessions. Estimate the length of a session if less than one hour. Tenant Services: Services designed to prevent eviction by teaching rights and responsibilities of landlords and tenants aswell as offering a crisis line. Measured by contact or call, depending on service provided. Therapeutic Day Care (See Child Care): Day care for children or adults, plus comprehensive assessment, social work, physical, occupational, speech therapies, special education, foster care placement and coordination or services with Child Protective Services, doctors, Department of Public Health as required. Measured by therapeutic care day. .0-20 Revised 02118/03 TraininglWorkshops/Classes: Classroom instruction to provide skills information in a variety of areas specified by the agency. Measured by number of client hours per classroom session. Transitional Housing: Shelter for periods longer than three weeks accomplished either by payment of short term rent subsidy to avert loss of housing or by provision of short term agency provided housing for up to one year. In both cases, clients are pre-screened and followed by a case manager. Measured by bedniqht. Transportation: Door-to-door transit for the elderly or disabled to appointments. Measured by one-way trip or total miles driven. Tutoring: One-on-one teaching to overcome learning problems or illiteracy. Measured by client tutorinq session or tutorinq hours provided. Youth Services: A variety of services for persons under the age of 18 with the objective of resolving serious problems at home, in school or in the community, such as counseling. Measured hour/session (counseling). . NOTE: SESSION: A session is a face-to-face interaction for no less than 20 minutes. CONTACT: A contact is a phone or face-to-face interaction for not more than 15 minutes. '5-2\ oJ , ~ "'='VI:S'='U U¿,/ I O/U~ - --- --- - - - -- --- - -- - ------- - - - - - - ------ -- --- --- - - ----- - PRO C E S S -- -- - --- ------- ---- - - -- --- ---- -- -------- -------------0 U T COM E S --------- RESOURCES Staff, volunteers, clients, sites, languages, collaborations, financial information, service strategies, etc. ACTIVITIES Method used to achieve outcomes and accomplish goals (e.g. classes, counseling, ., training, food bank). This example was provided by United Way of King County. OUTPUTS Units produced by activities (e.g. # of clients served, # of counseling hours, # of volunteers recruited and trained, and length of services). Include detailed, descriptive information, for instance # hours x # clients x length of service . 1.5 hrs. x 20 clients x 10 class sessions . 4 bags of food x 600 families x 12 months . 4 training workshops x 20 volunteers x 10 hours OUTCOMES Short and intermediate indicators of progress toward goals. Exampl~s: . improved dental health of low-income families . maintenance of existing capacity of homeless shelters in East County . reduction of recidivism among domestic violence abusers Attachment 2 Kelli, The Human Services Committee had some questions, some of which are not addressable in the Application. We address the question about a synopsis of proposed service in question #10. of the Application. Between that and our concept paper they should have a fairly good idea of what we would like to do. Considerable less space is available in the Application, so we are unable to address all the items described in the Concept paper. Hours of service will be our regular agency hours between 8:30 am and 5:00 pm., Monday through Friday. As always, should there be a need to have an activity on another day this is done on a case~by-case basis. We have identified a number of75 Federal Way residents to be served. We do not break staff time down according to service activity within programs. There are no "average" services as all are individualized. We target numbers of Individual Development Plans and Workshops/Job Clinics in the Service Measures item in the application. The budget question will be answered within the Application. The other questions are around MSC's current Employment & Literacy services and how they relate to this application. Let me c1~fy: MSC provides Employment services to the extent that they are funded by specific funding sources. Our major service, Community Jobs, is funded by the state and is targeted to parents with children who are on T ANF and who are specifically referred by DSHS. It is not a service open to just anyone in the community. It is a very specific internship-based program for a particular eligible group which is made possible through specialized funding. It is defmitely not duplicated in the proposed service. Community Jobs participants who live in Federal Way would be focusing on specific Community Jobs program services and would not be served through the proposed Federal Way program. We have a contract to provide outreach-based service to people in outlying areas of the county to link them with WorkSource. This does not involve Federal Way residents. At this time MSC has no Employment service targeted to Federal Way residents. We serve a limited number of "walk-ins" as we have staff time available, but do not promote our Employment program directly in the community. Although for a long time MSC has had interest in providing Employment service to Federal Way residents, there has been no . -mechanism to pay foLi!o This proposed program would allow MSC to focus directly on Federal Way rèsldents. Literacy services are opento anyone and Federal Waÿ residents do take advantage ofESL, ABE and GED services. Few of these students dovetail with the Employment program. These Literacy services are not be a part of the proposed program. MSC does have Workplace Basic Skills. This, too, is contract based. One contract is with a company located in another community and does not target Federal Way residents. Another contract is with a Federal Way employer. The services proposed in this application do not connect with the contracted service, so there would be no mixing of service. MSC has been awarded other CDBG funding which will be targeted to a much broader geographic area and not be focused on Federal Way. It is more Employer focused and is a very different program. We would not engage an Employer in both programs, should that possibility arise. M~~C looks upon the r~quested funding as a separate service to target a specific population !It Federal Way which at this point is receiving little Employment service through MSC. Finally, MSC has some information about employer need as outlined in the 2003 Federal Way economic forecast. It would be a part of this proposed program to dialogue with Federal Way employers around their current hiring needs and any interest they might have in working with us. Do these answers help? ú-'23 Attachment 3 CITY OF . ~ ~ - ~ - £ L::::::! ...... ~.." ~ - - . -==.&....11-=.1 ~ '-- ~~ ,~ CITY HALL 33530 1 st Way South PO Box 9718 January 17, 2003 (253) 661-4000 Federal Way, WA 98063-9718 Dini Duclos, Executive Director Multi-Service Center P.O. Box 23699 FederalVVay, VVA 98093-0699 . Re: Federal VVay Employment Program Dear Ms. Duclos: On January 13, 2003, the Human Services Commission Employment Ad Hoc Committee reviewed the Multi-Service Center Concept Paper for a Federal VVay Employment Program. The Committee is pleased that the Multi-Service Center has proposed a concept for a Federal VVay Employment Program. In order to make a recommendation to the Human Services Commission on the proposed program, the Committee has asked that I request additional information from the Multi-Service Center. The information provided in the Concept Paper did not give specific information on how a Federal Way Employment Program would work. Please provide a brief explanation of how the proposed Program would be implemented including the. following details: The Concept Paper outlined the types of services that may be provided. The Committee requested specific information on the services proposed for employees and employers, Please provide a brief synopsis of the specific employment services . proposed for job seekers, employees, and employers including the expected hours of service, numbèr of employees served, and/or'percentage of staff time on each activity. (e.g., Screening and assessment services will be provided to 30 job seekers with an average of 2 hours of counseling services.) Details of the proposed budget for the Federal VVay Employment Program would also be appreciated incluçUng the proposed positions and the amount of funding to be utilized for each of the proposed elements of . . the program. The Concept paper states that a number of the proposed services are currently offered by the Multi-Service Center such as the Employment Program, VVorkplace Basic Skills, , Adult Basic Education, and a Literacy Program. Please provide statistical information on the proposed services currently provided by the Multi-Service Center, such as the number of participants, job placement, and a budget with revenue sources for each program and current staffing levels. 0-2i Dini Duclos, Executive Director Multi-Service Center Page 2 January 17,2003 Please explain how the funds from a Federal Way Employment Program will be used in conjunction with the current programs offered by the Multi-Service Center and the CDBG funds provided by King County for an employment program serving South King County. How will the Multi-Service Center determine which funding source to utilize for Federal Way residents? How would the Multi-Service Center insure the recipients of services provided in a Federal Way Employment Program do not duplicate those received from federal and state employment services? The Ad Hoc Committee is also interested in the need for the employer services recommended in the Concept Paper and the opportunities for job placement in Federal Way. Does the Multi-Service Center have any statistical infonnation regarding these --'needsfrom-theFederaIWay business community and potential job openings in Federal Way? Please forward the above information to my attention as soon as possible. The Committee is hoping to review the information received in time to make a recommendation on the Employment Program Concept Paper at the February 3, 2003, Human Services Commission meeting. I would be glad to meet with Multi-Service Center staff regarding the information requested or other aspects of the Employment Program. Please feel free to contact me at (253) 661-4153 or bye-mail at kellio@fedway.org. Sincerely, oSø-. . [) ~ Kelli O'Donnell CDBG Coordinator cc: Linda Purlee, Program Director Family Support Services, Multi-Service Center Human Services Commission Employment Ad Hoc Committee Members \:)-25 Attachment 4 Proposed Amendment ÇITY OF FEDERAL WAY 2003 CDBG CONTINGENCY PLAN The allocation' process for 2003 Community Development Block Grant (CDBG) funds is based upon an estimate of what funds will be available that year. The City will not be informed of its exact grant amount until December 2002. For this reason, the allocation process includes a contingency plan. The plan allows for adjustment up or down based upon the final grant amount. ' SHOULD THE GRANT AMOUNT INCREASE OR ADDITIONAL FUNDS BECOME AVAILABLE: Capital Projects -- The City will apply the increase in the amount of CDBG funds as follows: ~ If additional funds are received, funds will be allocated to: t,2;).",;;'" i.l,i,.,.".,::;", 6,"~,ÕJ1'.'. !.'~,ie.+f'<;;.~::l.'.'I(gu,q,.~l~¡;'-;,?iJ. <ë,.r~,',jhV,,{;;X: L""""',I;>,y,..,,,\~:..~r;!.~,^,~,~"'" , will be carried over to the 2004 CDBG program year unless the Human Services Commission requests new applications for funds and/or additional Council action is taken to allocate funds. Public Service Programs - The City will apply the increase in the amount of CDBG funds as follows: ~ Any additional funds will be allocated proportionately to: (1) Institute for Family Development - PACT (Parents and Children Together) to the requested level of $12,031, then to (2) Federal Way Norman Center, YMCA - CARES Childcare Subsidy Program to the requested level of $55,693. ~ If additional funds are received, funds will be carried over to the 2004 CDBG program year unless Human Services Commission requests new applications for funds and/or additional Council action is taken to allocate funds. Planning and Administration - The City will apply the increase in the amount of CDBG funds as follows: ~ Any additional funds for planning and administration activities will be allocated to Planning and Administration to cover existing administrative costs for Federal Way's CDBG program. Funds not needed for administration of Federal Way's CDBG program will be applied toward the costs of developing a Consolidated Housing and Community Development Plan. SHOULD THE GRANT AMOUNT DECREASE: Capital Projects - The City will decrease the amount of CDBG funds allocated for capital projects as follows: ~ The first $82,254 of decreases will be made to Fusion - FWCCN - Transitional Housing for Homeless Women & Children; and 'ß-L4 Proposed Amendment ~ Any additional decreases will be made to all 2003 CDBG Capital Projects except Fusion - FWCCN - Transitional Housing for Homeless Women & Children; in proportion to the percentage decrease in grant funds. These projects are: Friends of Youth-Griffin Home Rehab; Children's Therapy Center - Building Addition; City of Federal Way - Thompson Property - Neighborhood Park Development; Community Housing Assistance Program - Ocean Ridge Apartments Child Care; Federal Way Housing Repair Program; and, Federal Way - Additional Planning & Administration. Public Service Programs -- The City will decrease the amount of CDBG funds allocated for public service programs as follows: ~ Decreases will be made to all 2003 public service programs in proportion to the percentage decrease in grantfunds. These programs are: Community Health Centers of King County - Dental Access Program, City of Federal Way, City Attorney's Office - Domestic Violence Unit; Federal Way Norman Center, YMCA - CARES Child Care Subsidy Program; Emergency Feeding Program - Federal Way Emergency Feeding Program; Federal Way Senior Center - Adult Day Care; and, Institute for Family Development - PACT (Parents and Children Together). Planning and Administration -- The City will decrease the amount of CDBG funds allocated for CDBG planning and administration as follows: ~ Funding for planning and administrative activities will be decreased. ß-dl S.D CITY OF FEDERAL WAY, PARKS, RECREATION AND CULTURAL SERVICES MEMORANDUM Date: To: From: Via: Subject: March 10, 2003 PRHSPS Council Committee ~ ~ Kurt Reuter'~ erations Superintendent l' David M ele, I nager . Lakebaven UtI Ity District Sewer Easement Background: The Lakehaven Utility District is requesting an easement from the City of Federal Way to install a force main and sewer line connection to Pump Station 45. The easement being requested is on park property. The project involves installation of 600 feet of 6-inch force main and 350 feet of 8-inch gravity sewer line that is connected to Pump Station 45. The location of the project is in Coronado Village, tract "A", near the intersection ofSW 325th Street and 25th Avenue SW. The purpose of the project is to connect a service area within Fooeral Way to the Lakehaven Utility District Sewer Treatment Plant and disconnect from the City of Tacoma sewer system. A map of the area is available for your review. Through processing this request, we have discovered this property is identified as "open space" and is owned by the City of Fe de real Way. Lakehaven Utility District must be granted an easement in order for this project to be completed. The property in question involves a narrow greenbelt and a small area of developed turf that contains a small children's play structure. This play structure was installed by the Whispering Hills Residents Association. No additional development ofthis property is being considered by the city. Lakehaven is required to restore the area to its original condition including the play structure. As a follow up, staffwill add this site to our park inventory. We will also research when the play area was constructed, by whom, and whether or not any agreements concerning the structure are in place. Staff Recommendation The proposed eas~ment will not negatively impact the affected area and will improve service to Lakehaven customers. Therefore, staff recommends approval of this easement request. Commission Recommendation The Commission reviewed this item at its regular meeting on March 6, 2003, and passed a Motion to forward to Council Committee with a "do pass" recommendation to authorize the City Manager to grant the sanitary sewer easement as requested. D~\ Committee Recommendation: Motion to recomm,end to Council a "do pass" to authorize the City Manager to grant the sanitary sewer easement as requested, and to place this item before Council on the April 1, 2003, consent agenda. \ð- 'L 5.E PARKS, RECREATION AND CULTUAL SURVICES MEMORANDUM Date: To: From: Via: RE: March 3, 2003 PRHSPS Counci] committe¡p-' , Jen,nifer Schroder n'rector ' . David Mos ana er 2003 Authoriz g Resolution - Grant Application Background The Washington State Interagency Committee for Outdoor Recreation is currently accepting appJications for the 2003 Land and Water Conservation Fund (LWCF). The state requires that all applicants submit their standard "Authorizing Resolution" along with a complete application. As part of the Parks Capital Improvement Plan for 2003/2004, City Council approved funding for the extension of the BP A Trai] and development of a neighborhood/community park of the ]and purchased in 2002 and referred to as the Armstrong Property. Staff requests. approval to make appJication for grant funds in the amount of$182,070. The required ]ocal match is included in the departments' capital fund for 2004. The standard "Authorizing Resolution" is attached for your review and approval. Council Committee Recommendation Motion to recommend a "do pass" to the City Council authorizing the City Manager to submit a 2003 grant application and Authorizing Resolution for the development of the Armstrong Property, and forward to Fun Council on March 18,2003. ~-\ lAC MANUAL5L - FEBRUARY 26.2003TANlJARY31, 2003 Al'PUCATION2003 - LWCF 29 I 12. LWCF: Authorizing Resolution local Agencies only-You may reproduce on your own paper; text may not change. Organization Name ri toy ()TFE'l'!¡::>T? 1 W~y Resolution No. Project Name(s) RPA Tr;:4Í 1 Ph¡::¡!=:p TV !C'.hrmnmi ty P¡::¡rk A resolution authorizing application(s) for federal funding assistance for a land and Water Conservation Fund (lWCF) program project to the Interagency Committee for Outdoor Recreation (lAC) as provided in the lWCF Act of 1965, as amended. WHEREAS, our organization has approved a comprehensive plan that includes this project area; and WHEREAS, under the provisions of lWCF, federal funding assistance is requested to aid in financing the cost of land acquisition and/or facility development; and WHEREAS, our organization considers it in the best public interest tò complete the land acquisition and/or development project described in the application;. NOW, THEREFORE, BE IT RESOLVED, that: 1. The C'.i ty Mrln¡::¡gpr [MAYOR, DIRECTOR, PRESIDENT, HC ) be authorized to make formal application to lAC for funding assistance; 2. My fund assistance received be used for implementation of the project referenced above; 3. Our organization hereby certifies that its share of project funding is committed and will be derived from Ci ty of Federal Way General / Capital Improvement Fund [ SPONSOR MA TCHING RESOURCES] 4. We acknowledge that we are responsible for supporting all non-cash commitments to the sponsor share should they not materialize; [if applicable] 5. We acknowledge that any property acquired or facility developed with lAC financial aid must be placed in use as an outdoor recreation facility and be retained in such use in perpetuity unless otherwise provided and agreed to by our organization, lAC, and the National Park Service; 6. This resolution becomes part of a formal applicatiòn to lAC; and 7. We provided appropriate opportunity for public comment on this application 8. We acknowledge that lWCF grants are federal funds and, as such, our organization must comply with all appticable federal laws. This resolution was adopted by our organization during the meeting held:' location Federal Way, Washington Date Signed and approved by the following authorized representative: Signed Title City Manaqer Date Attest: Approved as to form £:-1- / 5.F CITY OF FEDERAL WAY PARKS, RECREATION, AND CULTURAL SERVICES DEPARTMENT MEMORANDUM To: Via: From: Date: Subject: Parks, Recrea' n uman Services and Public Safety Council Committee David M e anager Jennifer Schro r, Direct~r , March 3,2003 Friends of the Hylebos etlands interest to donate land to the City of Federal Way Background The Friends of the Hylebos Wetlands, working with King County and the Cascades Lands Conservancy (the partnership) intend to begin negotiating the acquisition of approximately 80 acres (7 tax parcels) within the West Hylebos Creek salmon habitat south ofS. 356th Street and west of Pacific Highway. The partnership has raised more than $675,000 for acquisition. In order to proceed with acquisition, the partnership needs to identify who will be the eventual owner of these parcels. King County has made.financial contributions toward the acquisition but will not accept ownership of lands that are within an urban area. Cascade Lands Conservancy's mission is to help facilitate acquisitions to protect sensitive lands and natural resources as an interim owner until the 1and(s) can be accepted by an appropriate entity. Chris Carrel, Executive Director of the Friends ofthe Hylebos Wetlands, is requesting on behalf of the partnership, for the City to accept these properties in donation for the purpose of open space and conservation purposes. Policy Question Is it in the best interest of the citizens of Federal Way to accept ownership and stewardship responsibilities of the proposed donation ofland identified within the West Hylebos Creek? Discussion In the City's Comprehensive Plan there are five policies that provide the basis to support acceptance ofthe proposed donation. They are: Natural Environmental Goals and Policies NEP6: The City encourages private donations of land or conservation easements for sensitive areas and their associated buffers. NEG13: Develop an open space network throughout the City and with adjacent jurisdictions. ~-\ NEP77: The City should identify an open space plan and develop a program to acquire or accept donations of these areas for preservation. Capital Facilities Parks and Recreation: For the purposes of parks planning, the recommended Level of Service (LOS) standard in the City's Parks Plan and this Capital Facilities chapter is 10.9 acres of City owned parkland per 1,000 population. Based on the 2002 population figures for Federal Way, the City is providing 10.1 acres of parkland per 1,000 population. To achieve the city's standard of 10.9 acres/population; a total of 68 additional acres is needed. CFP13: Provide the capital facilities needed to serve future growth anticipated by the Federal Way Comprehensive Plan CFP14: Coordinate efforts between the Public Works and Parks Departments in the acquisition of and planning for public open space, recreation, public education, and stream preservation within the Hylebos Basin. Departments may combine resources as appropriate to increase project efficiencies and success rates in pursuit of grant opportunities. . Staff Recommendation Staff recommends accepting the property's identified for acquisition by the partnerships for open space and conservation purposes. Accepting these parcels would eliminate the need for the city to purchase easements that are necessary to move forward with the Public Work's stream restoration project ongoing in this portion ofthe West Hylebos Creek. Furthermore, accepting this donation would address the citys level of service current shortfall of 68 acres to meet the standard of 10.9 acres of parkland per 1000 population, and would provide additional land to accommodate the impact of future growth. Friends of the Hylebos Wetlands (FOHW) have expressed their interest to be a partner with the City in ongoing stewardship responsibilities. Open space land is less demanding of our resources than active recreation properties. Volunteer involvement in maintaining open space lands has been very successful in the past. The FOHW long-term vision is for volunteers to plant (re-forest) this open space back to its native plant material. Staff recommends accepting the property's identified for acquisition by the partnerships for open space and conservation purposes with the following conditions: 1. The partnership will be responsible for completing the property purchase and all titIe-related transactions. The partnership wi1l show proofthat the property(s) are tree from any known hazardous materials, based on a Level I Environmental Assessment. 2. \="-'2- 3. 4. Clear title with no outstanding liens. No restrictions prohibiting the city the ability to consider passive development that accommodates public access and or interpretive elements consistent with open space park development and that would not cause derogation to the natural resource, if deemed by the city as a necessary element to protect either habitat, natural resources within the open space, or for public education of the open space. Committee Recommendation: Motion to place this item Under consent at the April 1, 2003 Council meeting, authorizing the City Manager to negotiate acceptance of the properties within the West Hylebos Creek Habitat south of8. 356th Street, and west of Pacific Highway, identified by and from these partnership Friends of the Hylebos Wetlands, King County and the Cascades. Lands Conservancy for open space and conservation parkland based on the conditions presented by staff. / Attachments: FOHW Letter January 14,2003 Map of proposed acquisition \=-5 Directors Bill Morton President Mark Freeland Vice-President Teri Hie/ad Secretary Julie Brauns Treasurer Trisha Bennett Adele Freeland Jim Hamilton Greg Jacoby Mike McIntosh Rjrhard Ory, MD s" riest Eric Stamey Karen Vander Ark Jim Webster Staff Chris Ca"el Executive Director Carla Milesi 8ylOO05 Stream Team Coordinator Friends of the Hylebos Wetlands PO Box 24971, Federal Way, WA 98093 253-929-1519. Fax: 253-87+8599 January 14,2003 David Moseley, City Manager City of Federal Way PO Box 9718 Federal Way, W A 98063 Dear Mr. Moseley: Since Federal Way's incorporation, successive city councils have strongly supported protection of open space and aggressively pursued opportunities to preserve open space, when funding is available, or when other opportunities such as private donations arose. I'm writing regarding an opportunity to add up to 80 acres of Hylebos Creek open space and salmon habitat to the city's inventory of open space. As you may be aware, the Friends of the Hylebos Wetlands, King County, and the Cascade Lands Conservancy are raising.funds to acquire West Hylebos Creek salmon habitat south of S. 356th Street. To date, the partnership has raised more than $675,000 for acquisition and intends to begin purchasing properties this year. This effort is at a critical juncture where we must determine the eventual ownership of the open space to be purchased. For that reason, I'd like to request the city council consider accepting the properties as open space once they are purchased by the partnership. The existing partners are not ideal title holders for these open space properties. While King County has made extraordinary financial contributions to the preservation project, they are not interested in owning or managing open space within incorporated city limits. Cascades Lands Conservancy as a policy prefers to have local organizations or local governments own habitat that it is involved with acquiring. Friends of the Hylebos Wetlands, as a small, nonprofit organization is unequipped to own and maintain large tracts of property. Therefore, we must seek a more ideal title holder for these properties. The city of Federal Way, which already owns several open space parcels in the immediate vicinity, appears to be the best suited to do so. Moreover, such ari action would fit r.hinnnlrfíiJhvlphn'i: nro- httn.//www 1",lphn,'i: nrCT F-L( within City of Federal Way comprehensive plan policy NE-6, which encourages donations ofland for sensitive areas and their buffers. There are seven properties altogether for which the partnership is pursuing acquisition. They are parcel numbers 29~1049021, 2921049023, 2921049080, 2921049087,2921049104,2921049020,2921049098. Ifthe city of Federal Way is willing to accept donation of the properties, the partnership will complete property purchase and all title-related transactions (including but not limited to independent market appraisals~ Level I environmental assessment, and real estate taxes) prior to making the donations. This will also include a deed restriction on each property restricting use of the properties to open space and conservation purposes. Based on experience with the West HylebosWetlands and city-owned open space in the area, we don't expect these properties to carry significant maintenance expenses. However, as a steward of the Hylebos Creek, Friends of the Hylebos Wetlands will be available to assist meeting maintenance and restoration needs on these properties. I understand from discussions with staff that staff will support this proposal to the council. Please let me know what the next steps are to gain council approval and what our organization can do to help in that regard. We look forward to working with the city council and staff to take advantage of this exciting opportunity to increase the amount of protected open space and salmon habitat in the city. Thank you for your attention to this matter. Please feel free to call me at 253-929- 1519 if you have questions about the acquisition project. I look forward to hearing from you. Yours sincerely, CJu¡¡ ~ Chris Carrel Executive Director rhinnn1rfiì)Iro'phn.~ nru- httn./Iwww Iro'p"n~ nru i=-S .-- ='" -~- ,,--... ~'"'~; :-~~ West Hylebos «\cq u i sition Proj ect ,~ ¡N~~ ¡ N .... ¡¡;:;:.... i . 8!IMIuIIt : I'J3 -- c:J ~ HIbI8I ~ ...,-.-,.,,*. : Ïlb, =~ ,==-- ; ======'« ! ====..- :- ¡_-Jot..... ¡'-----.II,.."'" ¡~ ~ . , '... .. ¡,. I , fiS ' ~ --.... ---"-',,>'__H ,.-,..---- þ-to