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PRHSPSC PKT 11-19-2001City of Federal Way CITY COUNCIL PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COMMITTEE Wednesday, November 19, 2001 12:00 p.m. City Hall Dumas Bay Centre NOTE: This ineetina is rescheduled from Monday, November 12, 2001, and will be held at the Dumas Bay Centre. AGENDA 1. CALL TO ORDER 2. PUBLIC FORUM 3. COMMISSION COMMENTS 4. APPROVAL OF OCTOBER 8, 2001 SUMMARY 5. COMMITTEE BUSINESS A. Municipal Court Report B. Municipal Judge Appointment C. Youth Commission Work Plan D. 2001-02 Mid -Biennium Review of Human Services Contract E. BPA Trail Phase III Project — Final Project Acceptance & Retainage Release F. Update ALEA Project G. Dumas Bay Centre — Weyerhaeuser Bonsai Courtyard Project H. Reduce number of positions on the Arts Commission I. Approve 2002 Contract for Services Funding J. Recommend changing meeting schedule from the 2nd Monday To the third Monday of the month K. Tobacco in Parks L. Property Acquisition Recommendation 6. NEXT MEETING — Monday, December 17, 2001 • Tree City USA 7. ADJOURNMENT Information Tracy Action Moseley Action Lock Action Guenther Action Salloum Information Faber Information Faber Action Faber Action Faber Discussion Schroder Action Schroder Action Schroder Committee Members: Staff: Jeanne Burbidge, Chair Jennifer Schroder, Director Michael Hellickson Mary Jaemcke, Administrative Assistant Dean McColgan 661-4041 City of Federal Way City Council PARKS RECREATION HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Monday, October 8, 2001 12:00 p.m. SUMMARY In attendance: Council Committee members Jeanne Burbidge, Chair; Dean McColgan. Michael Hellickson, Deputy Mayor Linda Kochmar. Staff: David Moseley, City Manager, Derek Matheson, Assistant City Manager; Chief Kirkpatrick, Public Safety, Ann Guenther, Human Services Manager; Jennifer Teeler, Volunteer & Neighborhood Program Coordinator, Pat Richardson, Deputy City Attorney; Jennifer Schroder, Director of Parks, Recreation and Cultural Services, Kurt Reuter, Parks Superintendent, Mary Faber, Community and Cultural Services Superintendent, Jon Jainga Park Planning and Developing Manager, Mary Jaenicke, Administrative Assistant II. Guests: George Pfeiffer, Parks & Recreation Commission, Lisa Welch, Parks & Recreation Commission, Dave Larson, Human Services Commission, Joann Piquette, Arts Commission. Roberta Coker, Heritage Woods Neighborhood Chair Burbidge called the meeting to order at 12:03 p.m. PUBLIC FORUM Roberta Coker spoke in support of the Heritage Woods Playground. COMMISSION COMMENTS Joann Piquette spoke regarding the article that was in the Tacoma News Tribune about the SeaTac Theater. She wanted Council Committee to know that she was not there representing the Arts Commission. She was representing the Federal Way Coalition for the Arts. The Arts Commission is not involved at this time. Chair Burbidge was asked to revise the order of the agenda. Bringing item L to the first item of the agenda. APPROVAL OF SUMMARY Council member Hellickson McColgan approved the August 13 and September 10 meeting minutes as written. BUSINESS ITEMS Public Art Update: Skate Park and 272"' Park & Ride Mary Faber and Joann Piquette were there to update Council Committee on the Skate Park and 272nd Park & Ride. The artist prospective has gone out three times to potential artist. The prospective is due back October 10. At the next commission committee meeting, they will review the proposals, and hope to be able to share their decision at the November Council Committee meeting. Some of the things that have changed the process is that the arts Commission is now seeing how the park is used, and whether or not it will be fenced. This helps the commission understand what kind of project might be better. The commission is looking at metal and things that aren't easily vandalized, or are easy to repair if they are vandalized. Two artists have submitted, they are hoping to get three more. The artwork will probably be installed in June of 2002. Council member McColgan asked what the budget for the project is. Faber stated it is around $18,450. Council member Hellickson wanted the Chiefs opinion on how we can prevent vandalism at the park. She responded that getting the youth involved in the artwork was successful in Ellensburg. Faber stated that this is one of the things the Arts Commission is considering. Hellickson asked how they found the artist in Ellensburg. City Manager Mosely stated that they hired an artist, and that artist worked with the kids to come up with designs. Hellickson wanted to know if we have talked to Universities to find artists. Faber stated that we use King County Resources who have lists of established public artists. We are looking for people who have public art experience. They have their own set of standards and insurance coverage. Due to risk management issues, they have to be insured. They need to understand architectural engineering. The Arts Commission typically works with those who are on rosters and have experience. Hellickson wanted to know how difficult it is for an artist to get on a roster. Faber stated they have to complete some information and go through PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Monday, October 8, 2001 Summary Page 2 reviews. McColgan asked about Seattle Art Institute. Faber stated that they are more into graphics technology. She stated she would send them information. Hellickson stated he feels it's important to open up the process to everyone. He wants to make sure that people are not excluded from getting on the rosters. He would like to encourage younger artists. 272"" Park and Ride. This is not a City of Federal Way project; it is a Sound Transit and King County Arts Commission Project. They have asked for community input on what we feel about the project. Piquette stated she was very impressed with how the artists looked at the history, and geography and incorporating it into Drumlins. They are working with our Community Development Department to make sure that everything is in compliance. Council member Burbidge tentatively suggested that the name of the Park & Ride be North Federal Way Park & Ride. Diversity Commission Business 2001/2002 Plan Matheson reviewed the Diversity Commissions accomplishments last year. They adopted a new Mission Statement, and a new business planning process. This year's business plan is built on continuing what they were able to accomplish last year. Council member Burbidge commented that it was a very ambitious plan. One of the projects is involvement in schools. Council member McColgan asked if the Diversity Commission had been involved with the Federal Way School Board in the past. Matheson answered no, but that the issue of Equity and Achievement was something that the Diversity Commission was interested in. They invited a member of the Equity and Achievement Task Force to come to a meeting and give them an overview. McCOLGAN MOVED THAT WE FORWARD THE DIVERSITY COMMISSION PLAN 2001-2002 TO THE FULL CITY COUNCIL ON NOVEMBER 6, 2001 WITH A DO PASS RECOMMENDATION. HELLICKSON SECONDED. MOTION PASSED. Sister City Baseball Tournament Last May, Mayor Michael Park and Mayor Nobuo Nakasato of Hachinohe agreed to organize a tournament to honor the 10 year relationship as sister cities. The coaches from Decatur and Federal Way High Schools have agreed to be the coaches for the team. Sister City Association members have been designated to take the lead on this project, and the hired Management intern will work on this project also. The tournament will occur between June 18-27, 2002 in Hachinohe. It will be an All Star team of 15 members drawn up from all three high schools in Federal Way and also private school baseball players. The tryouts are scheduled for November I I' at Decatur High School. The team will play four games. Two games will be against Kosei-Gakuin High School, and two games against the Hachinohe All-Star Team. They have agreed to house our students in their Dormitories and provide all ground transportation. The cost is estimated to be around $25,000 to send the team over there. It will be a combination of fundraising by the Sister City Association, and individual funds contributed from each baseball player. There may be some assistance for those who are outstanding baseball players, but may not have the financial backing as some of the other players. There is still a lot of work to be done. Once the teams have been selected, they will start working on the fundraising. Volunteer and Neighborhood Program Update Jennifer Teeler wanted to update the Council Committee on some of the changes that have been going on with her programs, and some of the projects that she is working on. She explained that her program could be divided into two areas: volunteers and neighborhoods. When it comes to volunteers, she focuses on two areas, which are recruitment of volunteers and recognition. We have had 150 volunteers who have contributed over 4,000 hours of service to date this year. This program is very active, but Teeler stated she still has a lot of volunteer opportunities for people. She has incorporated two tools for recruitment. They are a nation-wide website, and she has published a flyer listing volunteer- opportunities. The volunteer dinner is the biggest recognition event that the city has. Last year there were over 300 attendees. Teeler is also interested in doing another type of recognition. She will also work with supervisors to assist them in finding some low cost ways to recognize volunteers. Deputy Mayor Kochmar requested that Teeler provide a copy of the flyer in each Council Members box. The Neighborhood programs are divided into disaster preparedness training and Neighborhood Matching Fund mini -grant. There are two disaster preparedness programs. They are Neighborhood Emergency Teams (NET) and NET Responders. Currently there are over 70 neighborhoods that have participated in the NET meetings. The NET responder is a more extensive training for individuals. The Neighborhood Matching Fund Mini -grant is a program that matches City funds of up to $2,500 with donations and volunteer hours to help groups improve the quality of life in a neighborhood. Council member McColgan asked if there are projects identified ahead of time that people can work on as opposed to people deciding they want to go clean up a park. Teeler stated they do not think of projects that would be a good idea, and then go and contact the neighborhood. McColgan asked if a group wanted to do a PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Monday, October 8, 2001 Summary Page 3 fundraiser, and we had a project for them to do, would they be able to do it as a fundraiser for their particular group and receive those funds. Teeler and Schroder answered that they have not had anybody explore that option. McColgan stated that there are always sports teams that are doing fundraisers such as carwashes. Would it be possible to have them do something that would benefit the conumutity, as well as receive sonic money for their own specific team. Schroder stated that we did do this for the RW&B Festival. Service organizations were in charge of parking, and were able to keep the proceeds. However, it was not a Neighborhood Matching Fund project. Council member Hellickson requested that Teeler provide a copy of the guidelines for the Matching Fund Mini -grant. Letter to King Countv Rewarding Proposed Reductions to Human Services Programs Ann Guenther, Human Services Manager discussed the proposed reductions to human services programs in the 2002 King County budget. Council member Burbidge asked Guenther to draft a letter for the Council to send to Executive Sims regarding the reductions. Guenther reviewed what the cuts are, and how they will impact the City of Federal Way. The King County Executive projects a 36 million dollar deficit in the 2002 Current Expense Fund budget and an expected 22 million dollar deficit in 2003. The Human Services reductions are projected to be approximately 5.4 million dollars to the Department of Community and Human Services and the Children and Family Commission budgets. The Korean Evergreen Club, Korean Seniors funding is "up in the air". The County is looking at their aging policies and may revise them. If the revised policies are approved by the King County Council, the Evergreen Club funding would be maintained. Deputy Mayor Kochmar is concerned that the County will not be providing any money for aging services in the Federal Way area. If the money is cutout from each council members discretionary fund of $100,000 this community will be lacking funds for Human Service needs. She wants a letter sent as soon as possible to King County Executive stating that we are aware of the proposed cuts and it will be a problem for our community. There was discussion held about the Lakeland Senior Center. Deputy Mayor Kochmar would like Lakeland Senior Center to also be referenced in the letter. It would impact the whole area. Kochmar would also like the possibility of incorporating the two senior centers added to a future work plan item. Guenther said the Lakeland Center is also known as the Federal Way Senior Center. Council member Burbidge asked about funding for the Childcare program. There are two categories listed one was subsidy for the program, and the other was a non -subsidy cost. What does the non -subsidy cost reference? Guenther is not sure of the answer, but she will research and get back to council member Burbidge. McColgan moved to approve the attached letter to King County regarding proposed cuts to human services as modified by the Committee and forward to the full Council for approval on October 16, 2001. The modification is referencing the Lakeland Center. 2001 School Zone Enforcement Program Chief Kirkpatrick stated this is a reimbursement via grant of a program they have instituted which was the School Zone Enforcement Program. That reimbursement was over $6,500. 2000 Enforcement Emphasis Patrol Program Chief Kirkpatrick wanted to inform the Council Committee that they intend to apply for this grant. The Washington Traffic Safety commission also sponsors the grant money. It is for a DOTS program. This is a reimbursement of wages, salaries, dispatcher's use of cars etc. for traffic safety program. They use this for their DUI programs, and other traffic safety enforcement activities. Evaluation of Property Acquisition Evaluation Criteria Reuter presented the Evaluation Criteria for Proposed Acquisition, Purchase or Donation of Land. The reason behind this document is to have established criteria that the Parks & Recreation Commission could look at for potential parcels of property that could be acquired as park land. There are five criteria on which each parcel of land would be evaluated. Those five criteria are: Community Need, Project Scope, Immediacy of Threat, Site Suitability and Expansion. This document will be incorporated into the Park & Recreation Open Space Comp Plan Update, which would become a part of the Cities Comprehensive Plan Update for this year. Council member McColgan asked if this form would not be used until it became approved as part of the comp plan. Reuter stated it is in use at this time. Schroder stated that there are currently four parcels that have come forward for the Parks Commission and the City to look at, and that this is form is now being used in reviewing those properties. The commission will be forwarding their recommendations to the Council Committee soon. PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Monday, October 8, 2001 Summary Page 4 Sacajawea Field Lights Jainga stated that the Sacajawea Field Lighting is part of the 2001 budget process. $75,000 was approved by the Council for four additional field lights to be installed at the Sacajawea Sports Field. The lights will add nighttime usage for the Soccer Association. This is the equivalent of adding another sports field to our recreational soccer need. Jainga gave a lot of credit to the Soccer Association because they accepted a volunteer program to help assemble the four poles. Musco Lighting has a volunteer program where groups can assist with the installation of the product. Because of this program Musco Lighting was able to give us a $7,000 credit, for a purchase price of $60,000. Because of the Soccer Associations strong partnership with the City of Federal Way, they donated $15,000 to this project. Council member McColgan asked Jainga when the light installation would start. Jainga stated they plan to start at the end of October. Council member McColgan moved and Hellickson seconded to recommend approval of the Sacajawea Field Lights Project and authorize staff to proceed with the site preparation for a total project funding cost of $100,000 and move to full Council on October 16, 2001 for final approval. Motion Passed. Heritage Woods Park Playground Equipment Vendor As part of the 2001/2002 budget process, Council approved $32,000 for play equipment for the newly developed Heritage Woods Neighborhood Park. Jainga, Reuter, Teeler and Park Commissioners have met with the neighborhood association. The residents voted on a variety of play elements. Three companies submitted proposals for the project. The vendors attended a Parks & Recreation Commission meeting. Numerous residents from Heritage Woods Homeowners Association attended that same meeting, and were able to voice their comments. McColgan moved and Hellickson seconded a motion to recommend approval of Playground Environment International as the playground equipment manufacturer for the Heritage Woods Park Playground Project, in the amount of $26,186.72 and authorize staff to proceed with the site preparation work in the amount of $5,813.28 for a total project cost of $32,000 and move to full council on October 16, 2001 for final approval. Motion Passed. Banner Program Update Schroder reviewed the list of donors that have participated in this program. Currently there are 15 banners that have been funded through this program. Parks staff will be installing the fifteen banners this month. The Friends of Federal Way have been very active the last nine months going out into the community and getting people involved in this program. The banner company that we are using told Schroder that it is not uncommon for more people to get involved in the program once the banners have been installed. If this occurs, the Parks department will take over the management of accepting and processing the donations. The Friends of Federal Way originally identified 35 poles that could be used for banners. We have decided to focus on the first 22 light standards that are along the 13" Avenue South. Council member Burbidge would like to have Bob Kellogg, Barbara Reid and H. David Kaplan recognized for their efforts on this program and directed staff to develop a certificate of appreciation. The certificate will be presented at a future Council Meeting. Tobacco Use in the Parks Reuter stated that this issue was discussed at the September Parks & Recreation Commission meeting. Reuter wanted to thank Pat Richardson for all of the information she provided on this subject. After a discussion and review of the materials in executive session, it was the recommendation of the Parks & Recreation Commission to not take any action on this item. Commissioner Pfeiffer stated that it was a consensus that commissioners did not feel it was an issue. Council member Hellickson stated that he completely disagrees with this decision. He plays softball at the Park every Tuesday night, and he his there 2-3 times per week and he has heard from 75% of his team, and from several players on other teams. Hellickson also stated that he thought this had been discussed as more of a policy than a rule or regulation, so that enforcement would not be an issue. Parks and Recreation personnel or anybody authorized would have the ability to politely remind somebody that there is a policy of no smoking in the parks. The general consensus seems to be that in places where people are waiting in line to purchase concessions, or watching a game, it would be easy to regulate it. Council member McColgan stated that he was going to support the Parks Conunission with their findings. He is not sure if like Council member Hellickson stated it was a rules and regulations vs. a policy issue and whether those things were clearly delineated for the commission. He stated that the memo talks about enforceability and constitutional rights, which to him is a regulation and rules issue, and not a policy issue. As far as rules and regulations, he will support what the Parks commission has come up with. If there were another route like a policy, he would be open to hearing more about that. Hellickson stated lie wants us to give our Citizens an opportunity to recreate in a healthy way. Schroder asked Hellickson if he wants PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Monday, October 8, 2001 Summary Page 5 the City to take an "informational role" and increase public awareness on the hazards of smoking. Hellickson stated he wants a visible sign that talks about tobacco smoking. He wants the people to have the ability to "police" themselves. Hellickson stated the only thing he wants to see is a sign somewhere that says "Please smoke in the parking lot" or something like that. Burbidge stated she would support something, but not sure what form it would take. Schroder stated that this would go back to the Parks and Recreation Commission, and they will come back to this committee with a recommendation. OTHER BUSINESS Schroder discussed incidents between users of the skate park and the soccer field. They have taken a look at the skate park and the proximity to the skate park. They have been in contact with City Manager regarding building a fence. This would help regulate after hours use, and maintenance. Schroder stated that if we had more information than we had, we would've recommended fencing the area in the beginning. Council member Hellickson asked what the cost would be. Schroder stated the first bid came in around $12,000. Hellickson asked if we were working with Public Safety on the issues at the park. Schroder stated the Public Safety Department is aware. Hellickson asked chief Kirkpatrick what she would do; Kirkpatrick stated she would fence it. Reuter also stated that it is not the users of the park that are causing the problems; it's the people that come to just hang out. NEXT MEETING November 19, 2001 ADJOURNMENT Meeting adjourned at 1:37 p.m. 1:1008SUM PRCC 5.A FEDERAL WAY CITY COUNCIL PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COMMITTEE Date: November 19, 2001 Via: David Moseley, City Manage (C� From: David Tracy, Municipal Judge Item: Municipal Court Report BackLxround• Municipal Judge David Tracy will attend the committee meeting to provide an overview of the attached "Report of the Court", covering the Federal Way Municipal Court's first two years of operation. If you have advance questions, please contact Judge Tracy at x-3000 or 835-3000. Committee Recommendation: None - Information only. ;\ -.j- Resort of the Court Keep your mind open to change all the time. Welcome it. Court it. It is only by examining and reexamining your opinions and ideas that you can progress. Dale Carnegie FEDERAL WAY MUNICIPAL COURT NOVEMBER 2001 f\ -Z A NEW BEGINNING On December 31, 1999, Federal Way Municipal Court did not exist. On January 4, 2000, Federal Way Municipal Court had its first calendar with 10 cases. By the end of the year, the Court had 14,820 cases filed and had held 11,405 hearings. To be able to establish the procedures to deal with this case load and hearings involved required 17 full and part time staff by years end Usually, when someone joins a Court, one person is being added to a group. Only one person needs to learn the system, procedures and culture of the Court. Not so with Federal Way. Ten clerks, 2 security persons, 2 probation officers, Court Administrator, Court Commissioner and Judge for a total of 17 persons with experiences from 17 different courts brought their own concepts of how a court should be run. Everyone worked together to forge one system using the experiences of all to establish the best court possible. Of course, none of this would have been possible without the assistance and input from other departments of the City including but not limited to the City Manager's office, the Law Department, the Public Safety Department, Human Resources, and Management Services Especially important has been quarterly meetings when the Court, Law Department, City Manager office, Police and Public Defender Association meet to discuss procedural issues and their resolution. By using the experience of all involved we were able to consider how to improve procedures to better serve those who come in contact with the Court, to be more efficient and effective. IMPROVING CUSTOMER SERVICE AND SATISFACTION k-3 High Customer service has been a goal of the Court from the beginning. Although the clientele for the Court can be difficult, the Court has strived to always be patient, respectful and helpful. Staff is always looking for ways to improve Customer service. Some actions taken to date include: -At arraignment, a prosecutor is present to advise defendants of the City's recommendations or to discuss a possible resolution to the case. Although the Court has at times talked defendants out of resolving the case at arraignment out of concern for a fair representation, approximately a third of all matters that defendants appear on are resolved at arraignment. It is a service to the customer as they do not have to return again and it is a benefit to the Court saving the time and resources for later hearings. - Police volunteers call to remind defendants of their arraignment hearing so that as many as 65% or more appear at arraignments. Other Courts report that these procedures increase the appearance of defendants by 10-30%. That means more cases are resolved and less Bench Warrants that result in increased efficiency. -Instead of having jurors on call for a week or more, we have panels for two days. We allow jurors to take notes. We tell jurors after the case is resolved why they are not advised what is going on and what the reasons for any delay in using their services. We treat jurors with respect and try to educate them to issues involved while protecting the jurors from improper influences. This appears to help jurors value their experience more. -List of treatment resources for defendants. For example Domestic Violence Batterers Treatment lists 27 different agencies including three in Federal Way DOLLARS AND STATISTICS On January 1, 2000, the Court had no history to determine what revenues would be generated and the expenses involved with operating a court. The City did have the experience of revenue and expenses while the City was a part of the district court system. For the year 2000, the Municipal Court generated $396,143.85 from fines and costs. Total revenues from fines and forfeitures were 6.0% above revenues for 1999. Through August 2001, the municipal court alone has generated $361,077 from fines and costs. Through August court revenues from both the District and Municipal Courts was 3.7% a head of projections for 2001 and 10.1 % ahead of last year's revenue. That does not include monies raised through probation through August of $14,095.00, or Traffic school fees totaling $74,488 through August. This revenue was generated despite a reduction in filings for June through August of 39% for traffic infractions and 24% for criminal violations. The Court is also concerned about the expenses incurred and has taken actions to be more efficient and cost conscious. Examples include: -The use video hearings for arraignments for those in jail. That was expanded to pre -trials, reviews and bail hearings. This saved transportation costs, less time in jail for prejudgment and allowing defendants to resolve their matters quicker. -The use of interpreters' calendars have saved the court approximately 50% of what other courts have been incurring. -The use of alternative sentencing such as Electronic Home Monitoring, along with other actions instead of jail has saved the expense of jail costs. -The implementation of procedures to encourage court attendance has reduced the issuance of Bench Warrants. -The use of private company for probation services who also assumes the responsibility for liability for their mistakes. This is something new for this area. DOMESTIC VIOLENCE -A SERIOUS PROBLEM The first year the Court existed was spent on setting up systems and procedures. The second year the Court focused its attention on understanding and improving the response to Domestic violence crimes. There is no question that Domestic Violence is a serious problem. Twelve to fifteen percent of the cases filed in our Court are Domestic Violence ranging from throwing a T.V. Selector on the floor during an argument to serious injuries such as choking or cutting another person. Not that long ago, society looked the other way on these issues. Some parts of society still do. The rest of us continue to learn how to improve our response to these issues. Domestic Violence is an area of balancing contradictions. For example, Courts should issue "no contact orders" to protect victims. However, the risk of serious injury or death is significantly higher just after Defendant and victim separate. The victim knowing the circle of violence may feel the level of danger will go down if the "no contact order" is rescinded. Does the Court continue the "no contact order" or not. This is just one of many issues to be decided in a domestic violence case. To improve domestic violence procedures the Court reviewed materials on Domestic Violence and made a list of k- L�1 topics. Prosecutors, police and public defenders were invited to attend meetings to contribute and comment. Probation and Domestic Violence Advocates were asked for input. The Domestic Violence Task Force heard of these discussions, approved the discussions and provided information. The prosecutor indicated that many topics for improvement were good suggestions. Some of the changes implemented are a follows: -Defendants are often required in addition to any other treatment to attend a Domestic Violence Victim's Impact Panel. -To bring these cases to resolution sooner, continuances will be shorter. -Studies indicate that abusers who attend Batterers Treatment are less likely to recommit. Those studies also show that 30 to 50 percent of persons sent to Batterers Treatment fail to go after the first or second session and that the success rate than goes down. The Court is considering a required court review hearing at times to encourage defendants to continue treatment. -The Court has joined with other municipal courts in South King County to report to each other about treatment providers that have a continuing problem complying with State requirements and to establish a uniform reporting form to be used by all Treatment agencies. -The prosecutors have reduced filing from as much as 30 days to file Domestic Violence crimes to filing between 7-10 days. -The Police Departmznt has given warrants issued for Domestic Violence Crimes a priority so that defendants can be arrested sooner. This is a positive as studies show that a person arrested does not reoffend as soon. In the area of Domestic Violence, Our court should be in the lead. To do that requires self-evaluation and self assessment. That is not always pleasant but if it leads to a better understanding and response to Domestic Violence than it will be worth it COURT AUDIT -PASS WITH FLYING COLORS The Court's financial procedures were audited by the State Auditor for six days. The auditors went through the Court with a fine toothcomb. They checked procedures and asked for the Court's legal authority on a number of matters. In the end, the auditors had no recommendations for change or improvement. This is unusual for a new court. The staff of the Court should be �V t) congratulated on their thoroughness, high standards and hard work to accomplish this result. TRAINING -HOW TO GET BETTER The Judge has been to New Judge Training (1 week), General Jurisdiction Training (2 weeks) 2 Spring Conferences and 2 Fall conferences (3 days each). The Court Commissioner has been to New Judge Training and will be attending the Spring and Fall Conferences. The Judicial officers are continuously reading new decisions issued by the State's Appellate Courts. The Court recently sponsored a Domestic Violence Seminar for Judges and Pro Tem Judges with many of the Pro Tem Judges used by this Court being present to learn how to better deal with these issues when on the bench. Both the Judge and the Court Administrator are on their respective Associations education committee to keep them on top of the latest information on how to improve the Courts. The Judge is also on the Technology committee that is exploring ways to use technology to improve court efficiency including a pilot program having WSP input defendants name and cause number etc., in their computer and that data base becomes the starting point for all records for the court and other parties to the case. These memberships will provide valuable information for the court to improve its procedures and response to its work. COMMITMENT TO SERVE OUR DIVERSE COMMUNITY The concept of an interpreters' calendar was established. This is where all persons needing interpreters are put on one calendar. We always have an interpreter for Spanish and often for Russian and Korean. This saves the cost of interpreters and assures the defendants can communicate with the court. This has been expanded to having written documents in different languages so that when persons who speak a different language can be given a document in their language advising then of when to return and that an interpreter will be present. The look on their face is enough to know their appreciation and relief that they understand what needs to be done. Court staff frustration with communication is also reduced. This has been expanded to other forms including advise of rights. This greatly improves customer service for those who speak languages other than English. SECURITY With recent events this has become a concern to many persons. The Court had already taken security precautions that include security officers with monitor, 24 hour surveillance recording from security cameras, door metal detector and wand metal detector. There are other security devices in place. These precautions were put in place due to the clientele that the Court serves but also to avoid an inquiry from the Department of Labor and Industries concerning safety of employees that other courts have had. FUTURE PLANS The Court is not yet finished and after consulting with appropriate persons and departments is looking forward to considering: -Teen Court -Mental Health evaluation and improvements -Listing resources for Domestic Violence Victims including Petitions for financial support from Superior Court and Office of Support Enforcement. -Expanding the existing volunteer program. -Expanding and improving the use of technology in the Court. DRIVING UNDER THE INFLUENCE From January 1, 2001 through August 2001, there have been 255 cases filed for Driving Under the Influence. Defendants with *epeated alcohol related offenses are most frequently involved alcohol related accidents. The Court has required individuals that are in this high risk group to take a breath test twice a day on equipment installed on their phone. This has enabled the Court to monitor these individuals alcohol consumption. Where the defendant has been unable to control their drinking as indicated by these tests, the court has imposed higher bail. This often results in the defendant being in jail until their case is heard in court. It has also been helpful persuading defendants to enroll in treatment. Programs such as this reflect the efforts of the Court to help provide the citizens of Federal Way with a place they can live, work, and play safely. CLOSING The success of the Court is due to a group of dedicated professionals. Each employee performs tasks that are essential to the operation of the court. They are courteous, hard working and make good suggestions for improvements to the Court. Their efforts are invaluable to the success of this Court. The Court is confident that the new challenges that inevitably come will be met by the staff with as much success as they have had in the past. The court and court administration looks forward to working with the other participants to meet those challenges to provide a court that the citizens of Federal Way feel gives them a fair hearing. 5.B FEDERAL WAY CITY COUNCIL PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COMMITTEE Date: November 19, 2001 Jnr From: David Moseley, City Manager ,-) Item: Municipal Judge Reappointment Background: Washington State Law requires that all municipal judges serve four-year terms that run on the same statewide cycle. The current cycle began Jan. 1, 1998 and ends Dec. 31, 2001. The upcoming cycle begins Jan. 1, 2002 and ends Dec. 31, 2005. Because the city formed its Municipal Court mid-cycle, the City Manager's appointment of David Tracy as Federal Way's Municipal Judge was effective for only the final two years of the 1998-2001 cycle. Therefore, the City Manager must reappoint Judge Tracy to a new four-year term in order for him to continue in office. Based upon a review of the Municipal Court's work in its first two years, I have chosen to reappoint Judge Tracy to a new four-year term. State law requires that the City Council confirm the City Manager's judicial appointments. Committee Recommendation: Mot;on to 1) recommend that the full City Council confirm the City Manager's reappointment of Municipal Judge David Tracy to a full four-year term commencing Jan. 1, 2002 and expiring Dec. 31, 2005, and 2) place this item on the Dec. 4 City Council Consent Agenda. APPROVAL OF COMMITTEE REPORT: Committee Chair Committee Member b-.:1- Committee Member S.0 CITY OF FEDERAL WAY CITY COUNCIL PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COMMITTEE Date: November 19, 2001 To: Parks, Recreation, Human Services & Public Safety Council Committee From: Doug McCorrryck, Special Services Coordinator` �—� Via: David Mo y 1 ager Subject: 2001/2002 Yout Commission Work Plan Background: On September 26, 2001, the Youth Commission held a special meeting to develop a work plans for the 2001/2002 school years. The list of activities and events, and when they are scheduled, is as follows: 1. Advisory Committee — Ongoing (Forum in November and May) 2. Adopt -A -Family — mid-December 3. Martin Luther King Jr. Celebration — mid-January 4. All -City Dance — late February 5. Talent Show/Art Expo - March 6. Youth Recognition Night — April 7. Adopt -A -Beach — early June 8. Battle of the Bands - August 9. Skate Park Competition - August Committee Recommendations: Motion to forward to full Council on December 4, 2001 a "due pass" to approve the 2001/2002 Youth Commission Work Plan APPROVAL OF COMMITTEE REPORT: Committee Chair Committee Member C--, 3--- Committee Member 5.D CITY OF FEDERAL WAY CITY COUNCIL PARKS, RECREATION, HUMAN SERVICES AND PUBLIC SAFETY COMMITTEE Date: November 8, 2001 From: Richard Bye, Chai , Human Services Commission T� Via: David Mos aV Manager Subject: Mid-Bienniuview of 2001-02 Human Services Contracts Background At your November 19, 2001 meeting, the Committee will take action on the Commission's recommendations regarding 2002 Human Services Commission allocations, based on our evaluation of agency contract performance. I will be at the meeting to present the recommendations and respond to your questions. This memo describes: the purpose of the mid -biennium review; the process used to evaluate contract performance; the Commission's recommendations regarding the 2002 Human Services Fund allocations and 2002 one-time funding. Attachments include: 1) Human Services Commission Mid -Biennium Review Recommendations for 2002; 2) Mid -Biennium Review Criteria; and 3) Memo to the Human Services Commission regarding 2002 One -Time Funding dated October 11, 2001. Detailed summary sheets are available from the Human Services Division office if you would like specific contract performance information on each program. If you have any questions about the mid - biennium review prior to the meeting, please contact Ann Guenther, Human Services Manager at (253) 661-4039. Last year the Council approved the two-year allocation plan, with the understanding that the second year funding (for 2002) is contingent upon satisfactory contract performance and upon City funding available. When the City Council approved the use of the two-year funding cycle, they directed the Commission to conduct a mid -biennium review of agency contract performance. The purpose of the Commission's review was to evaluate agency contract performance and recommend for each program whether funding for 2002 should continue at the allocated level, or if the program's funding should be decreased in the case of unsatisfactory contract performance. The other part of the mid -biennium review process is to review options for one-time funding for 2002. The Council has allocated $412,500 human services general funds for each year of the 2001-02 biennium. In addition, a small amount of one-time funds is available each year. Sources of one-time funding include: employee and defendant donations to the Human Services fund and unspent portions of previous year human services contracts. The estimated amount of one-time funds available for 2002 is estimated to be available is between $25,000 and $28,000, compared to $11,500 for 2001. Process Used to Evaluate Agency Contract Performance The Commission conducted the mid -biennium review of 2001-02 contracts at our September and October meetings. The Commission reviewed individual reports on each of the 31 Human Services funded programs. The contract performance review included evaluating program performance in three areas: 1) how agencies were performing on the contract goals for the number of service units provided (i.e. number of Federal Way residents served, number of counseling hours provided); 2) how agencies were progressing in developing outcome evaluations for their programs which measure the results and effectiveness of services; and 3) general agency operation. (See Attachment 2, Review Criteria for more detail.) In September, the Commission began the evaluation of contract performance for the 31 human services funded programs. The recommendation options the Commission used were to maintain the 2002 allocation level due to satisfactory contract performance, decrease the 2002 allocation level due to unsatisfactory contract performance, and to recommend for 2002 one- time funding as available. In October, the Commission continued the evaluation contract performance, prepared the 2002 one-time funding plan, and finalized the recommendations for transmittal to the City Council. Commission's Recommendations Regarding 2002 Base Funding ($412,500) Due to the fact that the 31 programs funded by the City in 2001 are performing, well on their contracts, the Commission is recommending that all programs be maintained at the 2002 allocation level. The Commission's evaluation found that the majority of the programs funded by the City are on track to meet or exceed the annual contract goals; are developing evaluations for their programs that focus on effective results for clients; and are running smoothly administratively. The Commission continues to watch the Domestic Abuse Women's Network (DAWN) agency closely due to the administrative transition the agency is currently undergoing. However, the agency is providing the contracted services of confidential shelter for Federal Way domestic violence victims and is meeting contract goals, so the Commission recommends continuing the 2002 allocation for this program as well. In addition to the 31 human services programs that received 2001-02 funding, ElderHealth Northwest Connections Adult Day Health Program received 2001 one-time funding only. They did not receive a regular allocation for 2001-02, but were awarded $3,000 in 2001 one-time funding. The Commission reviewed the contract performance of this program as well and recommends 2002 one-time for this program as available. (See below for more information on the 2002 one-time funding recommendations.) Commission's Recommendations Regarding 2002 One -Time Funding ($25,000 - $28,000) Each year, a small amount of one-time Human Services funding becomes available, over and above the Human Services Fund base. Due to the sourcesof these funds, the specific amount cannot be predicted during the biennial allocation process. For this reason, the Commission recommends a one-time funding plan so that the one-time fund can be used as they become available. Sources of one-time funding include: employee and defendant donations to the Human Services fund and unspent portions of previous year human services contracts. The estimated amount of one-time funds available for 2002 is between $25,000 and $28,000, with approximately $21,000 coming from defendant donations. During the first quarter of 2001, City prosecutors began including certain provisions in their plea negotiations to address the impact of criminal conduct on the community. Defendants with no criminal history are permitted to make a donation to the City's Human Services Fund, along with conditions relating to the specific crime charged (i.e. alcohol/drug awareness or domestic violence treatment). 2 � --2 In preparing the 2002 one-time funding recommendations, the Commission reviewed the original 2001-02 human services funding recommendations and contingency plan, the 2001-02 allocations approved by the City Council, and the 2001 one-time funding plan approved by the Council. The Commission considered a number of options for allocating 2002 one-time funding including using the 2001 one-time funding plan, using the original 2001-02 contingency plan, allocating part of the defendant donations to human services agencies providing services that are related to the Law Department's work (i.e. motel vouchers for domestic violence victims), setting aside part of the funds for a specified future project, and increasing funding to programs that may lose funding from King County and/or other sources. (For more detail on the options considered, see Attachment 3.) After reviewing all of the options available for allocating 2002 one-time funding, the Commission chose to recommend a one-time funding plan that uses a combination of the 2001 one-time funding plan and the original 2001-02 Contingency Plan. Below are the Commission's one-time funding recommendations for 2002 in priority order. These recommendations are based on an estimated amount of $25,000 - $28,000. The Commission recommends using this order to allocate one-time funding up to the amount that becomes available for 2002. Human Services Commission Recommendations for 2002 One -Time Funding (in priority order) Agency/Program Request 2001-02 2002 Rec. 2002 Allocation One -Time Total 1) Catholic Community Services, After -Hours Voucher Program` $ 7,000 $ 3,500 $ 2,000 $ 5,500 2) Catholic Community Services Volunteer Chore Program ,. $ 5,000.;: :; •$ 1,000 $2,000. 3,000 3) ElderHealth NW, Connections Adult Day Health $ 6,000 $0 $ 3,000 $ 3,000 4) KC Sexual Assault Resource $34,120 $25,000 $ 5,000 $30,000 5) FW Community Caregiving Network Emergency Shelter/Rent Assistance $15,000 $10,000 $ 5,000 $15,000 6) FW Youth & Family Services Domestic Violence Advocate $32,000 -27,000 $ 5,000 $32,000 7) Korean Women's Association Domestic Violence Intervention $17,600 $ 5,000 $ 3,000 $ 8,000 ' 8) Senior Services, Volunteer Trans. $ 6,600 $ 4,500 $ 1,000 $ 5,500 9) Senior Services, Meals on Wheels $11,000 $ 8,000 $ 2,000 $10,000 TOTAL 2.002 ONE-TIME FUNDING RECOMMENDATIONS _ $_28_,00_0 `The four shaded programs received one-time funding in 2001. Summary The Commission is confident that the 2002 allocations and recommended one-time funding plan address the most critical needs in Federal Way and the City Council's four funding priorities for human services - basic needs, public safety, self-sufficiency and independence and strong neighborhoods. I look forward to discussing the 2002 Mid -Biennium Review and One-time Funding Recommendations with you at your November 19, 2001 meeting. If you have any questions about the recommendations before your meeting, please contact Ann Guenther, Human Services Manager, at 253-661-4039. Committee Recommendation 1. Approve the Human Services Commission's recommendation to maintain the 2002 allocation levels for all of the 31 Human Services funded projects, and the one-time funding plan. Forward on to full City Council for their review on December 18, 2001. 2. Approve the Human Services Commission's recommendation to maintain the 2002 allocation levels for all of the 31 Human Services funded projects, and the one-time funding plan, as modified by the Committee. Forward on to full City Council for their review on December 18, 2001. APPROVAL OF COMMITTEE REPORT:. Committee Chair Committee Member Committee Member 4 b- LJ 4k 0 Z 3 z LL J Q w z Q w J w w 0 w w LL N LL Z Oa U= N O O N li O C) N Z OZ N w U LL .c c c c c U- S C C LL.0 LL. 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(r 0 - 0 ~O Z 0 O v m E -o 4)) E 0 0 a� 04 N O 0 N O 0 N O O c a clE E 0 U P W, C C U E E a) M O O f) > a J Q E W E W J J Q E N J O C7 v) C cn C Q O O O U u- C6 C O O C7 U U O 0 a) 0 J J U c U L > J z z Z) c �w m Q O z O �, Ln 0 a O Q �w �w � U- T) J 0 LT c =a C: a) E ti) C: 0 N O O N O to C O C a) E E O U a) O C O O U) U E V) E En 0 � U 3 cn 0 m O U N Z Un 0) C C C: Cc C E O 3 a) E Un a) c ai O c6 N o 'Lo N � L N co r 0) C) C) N C w rn a) c E C N w O a� E N O i O a) N O O a) m m O C U N E O U O Q) n. (r 0 - 0 ~O Z 0 O v m E -o 4)) E 0 0 a� 04 N O 0 N O 0 N O O c a clE E 0 U P W, ATTACHMENT 2 City of Federal Way 2001-02 Mid -Biennium Review of Human Services Contracts Review Criteria The review of each program summarizes the program's performance in the areas of outputs, outcomes and agency administration. Below are the criteria for each of these areas. Outputs (Quantity of services delivered) Agencies will be at 50% of the annual goal (second quarter report). Agencies who are at less than 50% of the goal will have a solid rationale for being behind and an action plan for meeting all annual goals. For those agencies that were funded in past years, their contract performance of the previous full year will be taken into account. (ie. If an agency is behind in meeting contract goals, is this the first time they've been behind or do they have a history of being behind?). Outcomes (Is the program making a difference?) • The agency staff/volunteers have received outcomes evaluation training. • The agency is collecting and reporting outcomes data to the City. • The agency uses clear indicators and appropriate measuring tools to document progress toward outcomes. • The agency revises their outcomes, indicators, tools and data collection methods as needed. • The agency reports results that can demonstrate whether measurable differences have occurred. Agency Administration The agency complies with City contract requirements, including submission of timely and accurate quarterly reports. The agency appears to be running smoothly, without major turnover or negative program changes. The City has received no complaints about the program's services. CITY OFrjC.- CITY HALL 33530 1 st Way South PO Box 9718 MEMORANDUM DATE: October 11, 2001 TO: Human Services Commission FROM: Ann Guenther, Human Services Manager SUBJECT: Mid -Biennium Review, One -Time Funding Plan ATTACHMENT 3 (253) 661-4000 Federal Way, WA 98063-9718 Background At your next meeting, the Commission will prepare a prioritized plan for the 2002 one-time funding, which will be presented to the Council with the Mid -Biennium Review recommendations. This memo provides information on the purpose of the one- time funding plan, a summary of the estimated funds available, and several options for the Commission to choose from in developing the plan. Each year, a small amount of one-time Human Services funding becomes available, over and above the Human Services Fund base. Due to the sources of these funds, the specific amount cannot be predicted during the biennial allocation process. For this reason, the Human Services Commission recommends a one-time funding plan, so that the one-time funds can be used as they become available. Sources of one-time funding available for 2002 include unspent funds from previous year contracts, employee donations, and defendant donations. The amount of one-time funding available for 2002 is estimated to be between $25,000 - $28,000. Of that approximately $21,000 is expected to be collected from defendant donations. Options Menu As you review the options below, keep in mind that the Commission can choose one option or a combination of the options in preparing your recommendation for allocating 2002 one-time funds. It has been past practice to allocate one-time funds to agencies that have been allocated funds for the current biennium and/or those who applied for funding for the current biennium rather than conduct a special funding process for the one-time funding. 1) Use the 2001 One -Time Funding Plan - When the Commission prepared the 2001-02 funding recommendations in the summer of 2000, they prepared a plan for allocation of the $400,000 base funding available and a Contingency Plan for allocating any one-time funds available. When the Council approved the 2001-02 funding plan, 95% of the Commission's base funding recommendations were funded. In addition, some of the programs in the Commission's recommended Contingency Plan were allocated base funds. When the Commission prepared the 2001 one-time funding recommendations in January of this year, they reviewed the 2001-02 allocations and one-time funding plan. The Commission noted that there were several programs in the original base plan of $400,000 that did not get funded to the full recommendation. The Commission recommended that the available one-time funds for 2001 be allocated to those programs. The amount of one-time funding available for 2001 was $12,000. Using the list below, the Commission recommended funding the first four programs in the list below (shaded programs), using $11,500 of the one-time funding available. The Council approved that recommendation. If the Commission chooses to use this prioritized list for 2002 one-time funding, the Commission could recommend funding for the first four in the list (those funded in 2001) as well as the other programs in the list, since the amount of 2002 one-time funding is estimated to be higher than the $12,000 available in 2001. --------------------- ------------------- - - - - - - - --------------------------------- - -- -- -- - -- - ---- 2001-02 Human Services Commission Recommendations Base Funding - Unfunded Portions (Prioritized Order) Agency/Program Council Goal (#)* Base Funding 2001 Allocation Unfunded $10,000 Recommendation $ 0 Portion 1) Catholic Comm. Svcs., $ 5,000 $ 5,000 3) Behavioral Sciences Institute After -Hours Voucher (1) $ `;5,000 $ 3,500 $ 1,500 2) Catholic Comm. Svcs., Vol. Chore (3)' $3,000 " $ 1,000 $ 2,000 I 3)'ElderHealth Northwest (3) $`3,000' $ 0 $ 3,000 3 4) KC ;Sexual Assault Resource Ctr (2) $30,000 ". g. x $25,000 :' $ 5,000 j 5) Children's Therapy Center (3) $ 4,000 $ 0 $ 4,000 I 6) Domestic Violence Advocacy (2) $32,000 $27,000 $ 5,000 j TOTAL $20,500 ; ' Council Human Services goals are: 1) Basic Needs, 2) Public Safety, 3) Self -Sufficiency and Independence, and 4) Strong Neighborhoods. 2) Use the original 2001-02 Contingency Plan - Allocate the one-time funding according to the prioritized 2001-02 Contingency Plan. During the 2001-02 Human Services General Funding allocation process, the Commission presented a contingency plan to the City Council to be used for additional funds that become available. At the time the contingency plan was developed, it assumed that the $400,000 base funding plan would be fully funded. The chart below outlines the Contingency Plan's first eight priorities for additional funding totaling $28,500. The Commission did not recommend using this plan for the 2001 one-time funding, as they determined that the programs in Option 1 (above) were a higher priority. 2001-02 Human Services Commission Recommendations Contingency Plan (Prioritized Order) Agency/Program Contingency Plan 2001 Allocation Unfunded Portion 1) Auburn Youth Resources' $10,000 $10,000 $ 0 2) Korean Women's Association $10,000 $ 5,000 $ 5,000 3) Behavioral Sciences Institute $ 4,400 $ 3,000 $ 1,400 4) Auburn Youth Resources $10,000 $ 0 $10,000 5) FW Caregiving Network, Emergency Shelter $15,000 $10,000 $ 5,000 6) Senior Services, Volunteer Trans. $ 6,600 $ 4,500 $ 2,100 7) Senior Services, Meals on Wheels $ 11,000 $ 8,000 $ 3,000 8) Catholic Community Services, After -Hours Voucher Programa $ 7,000 $ 5,000 $2,000 Sub -Total (See Attachment 2 for additional priorities.) $28,500 ------------------------------------------------------------------------------------------------------------------------------------- 1,2 -Auburn Youth Resources requested a total of $20.000 and the allocation was recommended in two with different priorities. 3 - CCS After -Hours Voucher Program 2001 allocation of $5,000 includes $1,500 of one-time funding. Their base allocation for 2001 and 2002 is $3,500. 2 3) Defendant donations to designated programs — In the first quarter of 2001, the prosecutors in the City's Law Department began recommending sentences for misdemeanor defendants to make a donation to the City's Human Services Fund. In the first three quarters of 2001, $15,952 has been collected through this program. Due to the level of donations from this source, the Commission may want to consider allocating part of the funds collected to human services programs related to the Law Department's work. One possible option is allocating one- time funds to agencies that provide motel voucher programs such as the Catholic Community Services, After-Hours Voucher program and the Federal Way Community Caregiving Network, Emergency Shelter program. Staff have asked the Law Department if they have any other ideas regarding the allocation of these funds. Staff will provided that information to the Commission at your October meeting. 4) Set aside a portion of the total one-time funds available each year for a specific future project - Due to the collection of defendant donations, the amount of one-time funding for human services is now significantly higher each year than it was when the primary sources of one-time funding were unspent contract funds and employee donations. Given this, the Commission may want to consider setting aside a specified portion of the funds each year for a specific future project. Potential projects that may fit in this category include operating funds for a new youth shelter or operating funds for expanded domestic violence shelter services. 5) Funding to programs that are expected to lose King County funding — As discussed in previous Commission meetings, King County is reducing their human services budget by more than 5 million dollars in 2002. A separate memo in this packet details the reductions and the implications for Federal Way residents. Two of the most specific reductions to Federal Way programs are the elimination of the King County Child Care subsidies for residents of incorporated cities (24 Federal Way children received these subsidies in 2001 totaling $114,794 for the year), and the proposed reduction of funding for the Evergreen Club, Korean Seniors program. The Commission could choose to recommend allocating 2002 one-time funds to local child care subsidy programs, the Evergreen Club, or other programs due to receive reductions. The County is currently reviewing changes to their policies for aging services, which may impact the funding for those programs. Specifically, funding for the Evergreen Club, Korean Seniors Program ($25,911 annually), is slated to be eliminated in the King County Executive's 2002 proposed budget. However, if the revised aging policies are approved, the Evergreen Club would be funded at the current level. The Evergreen Club, Korean Seniors program provides case management, meals and socialization for Korean seniors. The program provides services from the Klahanee Community/Senior Center. The program also received $2,000 Special Appropriations funding from King County in 2001. The City supports this program by providing space and other in-kind services for program operations. In 2000, the Evergreen Club applied for City of Federal Way and King County funding for 2001-02. The program received full funding from the County, so the Commission did not recommend City 2001-02 funding for the program. I will be at your October 22, 2001 meeting to present the 2002 one-time funding options and to respond to your questions. If you have any questions before the meeting, please call me at (253) 661-4039 or e-mail at anng(a-_)fedway.orr . 3 5.E CITY OF FEDERAL WAY CITY COUNCIL PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COMMITTEE DATE: November 19, 2001 FROM: Mar -wan Salloum, Street Systems Mana26 VIA: David H. Mo e anager SUBJECT: AG 01-050, BPA Trail Phase III Project; Final Project Acceptance and Retainage Release BACKGROUND: Prior to release of retainage on a Public Works construction project, the City Council must accept the work as complete to meet both State Department of Revenue and State Department of Labor and Industries requirements. The above referenced contract with Golf Landscaping Inc. is complete. The final construction contract amount is $487,864.93. This is $44,525.07 below the $532,390.00 (including contingency) budget that was approved by the City Council on March 20, 2001. Staff will be present at the November 19, 2001 Parks, Recreation, Human Services and Public Safety Committee meeting to answer any questions the Committee may have regarding the contract with Golf Landscaping or the BPA Trail Phase III Project. RECOMMENDATION: Staff recommends placing the following item on the December 4, 2001 City Council Consent Agenda for approval: Final acceptance of the completed BPA Trail Phase III Project, constructed by Golf Landscaping Inc., in the amount of $487,864.93, as complete. APPROVAL OF COMMITTEE REPORT:':` Committee Chair Committee Member Committee Member MS:dl cc: Terrina Marchant, Management Services Project file AG #01-050 k:\prhsps\bpa [rail iii final.doc E_j— 5.H CITY OF FEDERAL WAY PARKS, RECREATION & CULTURAL SERVICES DEPARTMENT Date: November 9, 2001 To: Parks, Recreation, Human Services & Public Safety Council Committee From: Mary Faber, Recreation and Cultural Services Superintendents -'('L - Via: David Moseley, Hager Subject: Revise the Number of Positions Serving on the Arts Commission Background: At the October Arts Commission meeting the Commission passed a motion to recommend to Council a revision of the number of positions from eleven members to nine members. The Commission is recommending the change for several reasons. When originally formed in 1991, the City was just beginning services and the budget and Work Plan were larger. The budget has diminished over the last several budget cycles and the Work Plan is reflective of the change in financial resources. A re -organization from four Committees to three Committees was made in in 2001 and the Commission feels a smaller number of Commission members can adequately administer the current work program. Committee Recommendation: Move to recommend to full Council approval to Amend Ordinance Nos. 91-84 and 97-285 to reduce the number of Commission positions from eleven members to nine members. APPROVAL OF COMMITTEE REPORT: Committee Chair Committee Member Committee Member i:lcouncomskbdpark0 l ++-T ORDINANCE NO. AN ORDINANCE OFTHE CITY COUNCIL OFTHE CITY OF FEDERAL WAY, WASHINGTON, AMENDING SECTION 2- 58 OF THE FEDERAL WAY CITY CODE REDUCING THE NUMBER OF MEMBERS ON THE ARTS COMMISSION. (Amending Ordinance Nos. 91-84 and 97-285) WHEREAS, in January, 1991 the City Council created the Arts Commission consisting of eleven members; and WHEREAS, the projects and financial resources for the Arts Commission have diminished; and WHEREAS, the Arts Commission's work program no longer requires as many sub- committees to carry out the work program; and WHEREAS, the Arts Commission has restructured its organization for better management of the work program and easier communication; and WHEREAS, the Arts Commission requested that the number of members on the Arts Commission be reduced from eleven members to nine members; and WHEREAS, the City Council finds that it would be in the best interest of the community to modify Section 2-58 of the Federal City Code to reduce the number of Arts Commission to members to nine; NOW, THEREFORE, THE CITY COUNCIL, OF THE CITY OF FEDERAL WAY, WASHINGTON, DOES HEREBY ORDAIN AS FOLLOWS: Section 1. Article III, Division 2, Section 2-58 is hereby amended as follows: ORD 4 PAGE 1 2-58 Membership (a) The arts commission shall consist of 44 9 members appointed by the city council (b) The arts commission shall serve without compensation. (c) Each member of the arts commission shall serve a term of three years. The city council shall annually appoint new members to fill the expiring terms on the arts commission. If, for any reason, a vacancy occurs during the terms of an arts commission member, the city council shall appoint a new member to fill the unexpired term of that member. The city council may remove an arts commission member at any time if the city council determines that member is not fulfilling his or her responsibilities to the satisfaction of city council. All members of the arts commission shall serve until their successors are duly appointed by city council. (d) Persons appointed to serve on the arts commission shall reside within the corporate limits of the city during the members' term. (e) To the extent practicable, appointments to the arts commission shall reflect a balance of interests in fine and performing arts and preservation of cultural heritage. Section 2. Severability. The provisions of this ordinance are declared separate and severable. The invalidity of any clause, sentence, paragraph, subdivision, section, or portion of this ordinance or the invalidity of the application thereof to any person or circumstance, shall not affect the validity of the remainder of the ordinance, or the validity of its application to other persons or circumstances. Section 3. Ratification. Any act consistent with the authority and prior to the effective date of this ordinance is hereby ratified and affirmed. Section 4. Effective Date. This ordinance shall take effect and be in force thirty (30) ORD # , PAGE 2 k- 3 days from the time of its final passage, as provided by law. PASSED by the City Council of the City of Federal Way this day of ,20 CITY OF FEDERAL WAY MAYOR, MICHAEL PARK ATTEST: CITY CLERK, N. CHRISTINE GREEN, CMC APPROVED AS TO FORM: CITY ATTORNEY, BOB C. STERBANK FILED WITH THE CITY CLERK: PASSED BY THE CITY COUNCIL: PUBLISHED: EFFECTIVE DATE: ORDINANCE NO. KA0rd\amend2-58 11/9/01 ORD # , PAGE 3 5.1 CITY OF FEDERAL WAY PARKS, RECREATION & CULTURAL SERVICES DEPARTMENT Date: November 9, 2001 To: Parks, Recreation, Human Services & Public Safety Council Committee i� From: Mary Faber, Recreation and Cultural Services Superintendent3 Via: David Mosele -Inager Subject: 2002 Contract for Services Funding Background: The Cultural Arts Contract for Services Program is a program of the Arts Commission that funds local arts agencies who offer cultural programs within the community. The City serves as a partner rather than a producer of arts programming which allows the City to provide services at very reduced cost. Local arts agencies apply by completing an application; the Commission reviews the applications, interviews each agency and develops a funding proposal. The 2002 Arts Commission budget allocated $27,200 for the Contract for Services Program. The Arts Commissions recommendation is attached. Committee Recommendation: Move to recommend to the full Council the approval of the 2002 Cultural Arts Contract for Services funding as recommended by the Arts Commission. APPROVAL OF COMMITTEE REPORT: Committee Chair Committee Member Committee Member is/councomskbdpark0l -7'�)— -T- 2 v � � ,o N b ... on cn v cC Cl Cn v L C � L C Cfi T o Q, o y cV y C y C = 3 C cn CH: (C to v JV; w N n' ai y cr 0i 121 W J y ca L 41 w b0 C OA bq o N `� s ma y„ cc n v� O y c y N cd CO O c0 O .� cV C J � O � J O N U 03 ro p N ami U a a ami U bA p C C N b C N b 3 c a a b C y C L T ci ¢ owm o¢ w to ¢ 0 0 o o 0 o Cl o 0 Q 0 00 0 00 C) 00 O V N O CD O O ¢ N N z N 0 ¢ o o c� o 0 0 C z W 0 03 N O O O O O O ¢ O V) N_ N M O D\ + N V O Q� CO L+ U cC O aj u N cn 3 c 3 U o Ecli V U o V) y = o o al v U Q1 E- O °' y ¢ a E- -T- 2 5_K CITY OF FEDERAL WAY PARKS, RECREATION AND CULTURAL SERVICES DEPARTMENT MEMORANDUM DATE: November 5, 2001 TO: PRI -[SPS Coun onuttee VIA: David Mose y, n ger��.� f ROM: Jennifer Schroder, irector SUBJECT: Use of tobacco in parks , At the Parks, Recreation, Human Services and Public Safety Committee meeting on October 8, staff presented the Commissions recommendation to not pursue a policy or ordinance to ban tobacco use in the parks. After reviewing the commissions' recommendation, the Committee directed staff to develop a sign that would proactively discourage tobacco use in areas where people gather and that the language did not have to be based on a policy or ordinance. Attached to this memorandum is two exhibits, exhibit A and B. Exhibit A is the draft sign presented to the Parks Commission at their November 1, meeting for review. Exhibit B is the Commissions edited version. In the public meeting the Parks Commission expressed their preference that no signs be installed regarding the use of tobacco in parks. The following are the Commissions general comments concerning the signs: • The signs could cause antagonistic responses that would other wise not be prompted • No one will read the signs • Use only the symbol and delete any language ■ Include in information (symbol and language) from the signs in the league packets • Agree with intent but uncertain that sign will solve the issue • The signs extend government involvement too far • People need to be more self -policing The proposed sign is not a policy statement nor is it based on the park rules ordinance therefore it is not enforceable. The intent of the signage is to have tobacco users voluntarily refrain from the use of tobacco in park areas where people gather. Committee alternatives If the Committee prefers to post the signs in city parks encouraging tobacco users to voluntarily refrain from the use of tobacco where people gather, then staff recommends to post the signs at Celebration Park play area and soccer fields for a designated test period (currently the ball fields are closed for the season). The signage does not create a policy or an ordinance, and therefore can be implemented administratively by the department. Alternatively, the Committee accepts the Parks Commissions recommendation declining to implement the proposed signage. Committee recommendation Option 1) Move that staff not post in parks signage asking tobacco users to voluntarily refrain from the use of tobacco in the park where people gather, or, Option 2) Move to authorize staff to install park signs at the play area and soccer fields in Celebration Park for a trial period of six months beginning January 1, 2002, that asks tobacco users to voluntarily refrain from using tobacco in the park where people gather. At the end of the six-month trial period, staff will provide the Committee a report of the impact from the signs. APPROVAL BY COMMITTEE: OPTION Committee Chair Committee Member Committee Member K- J_ ra �,` y ►a •o. o CD- n y m ZD CD O , n CD r jr<m ��o��*`` A� "� Q+ fD ..+. CD fri CD CD 0 CD o v ,° � ►�.+ �.oX CD SCD n� CD `CD =CD CD CD _ C rDCD M "E " v(D v, p. 0 C: r � m r O ni �,` to 4 o o M a o CD TQ 0 rD rriCD m CD o " O = V^^�•llf �.IrD Iry �-j v CD �- CD d CD r `l `° m r� c_ M O [rlro, f �® 4 5.L CITY OF FEDERAL WAY PARKS, RECREATION & CULTURAL SERVICES DEPARTMENT Date: November 9, 2001 To: Via: PRHSPS Counci C mmittee David MSchr� Qanager From: Jennifer Schro``"jjjj{{{{er, Director- �� `I Subject: Property Acquisition Reco�ndation Background: On August 28i' 2001, the Parks and Recreation Commission toured four properties that citizens requested the city consider for parks. These properties are referenced by the owner names. They are the Kenwood, Armstrong, Gadberry and Danilchek properties. Property locations are: • The Kenwood property also referred to as the "Kenwood Pit", it is approximately 9 acres and owned by King County. The property is located between 8'h and 10`' Avenue SW at S.W. 3501 Street ■ The Armstrong property is approximately a 20 -acre site and is located south of S.W. 356°1 ST and west of 15`h Ave S.W. The property lies underneath the BPA Power lines and includes the Tacoma Water Pipe Line. • The Gadberry property, also know as the "Vantana" plat is approximately 10 acres. The property is located between SW 304`' and SW 306`h Street, at 25`h Avenue SW as extended. • The Danilchek property is located at the north east corner of S. 304`' and Highway 99 is approximately 22 acres. The properties were evaluated using a set of five criteria approved by the commission at its September meeting and then presented to the Council Committee at its October meeting. The five criteria are: Community Need, Project Scope, Immediacy of Threat, Site Suitability, and Expansion. Upon thorough review of each property by the commission, the properties were scored using the established criteria. Once scores were tallied, the commission voted to remove the Danilchik property from future consideration based on a low score of 7.2. The total possible score is 25, the remaining properties scored as follows: Armstrong 15.4 Gadberry 15.1 and Kenwood 12.3. It is the desire of the commission to keep the property acquisition list as a work in progress. When additional properties become available the commission recommends using the established criteria and placing potential properties that score at least 60% of the total score on the list in rank order. (The summary of the Commissions scoring of these sites is attached). Opportunity The Armstrong property is located within the city's Parks and Open Space Comprehensive Plan planning area "D". At present, there are no neighborhood parks serving this planning area. The closest public neighborhood park is Coronado Park. Coronado Park is a 1.5 -acre park located at 2501 SW 3491h Place. The Armstrong property (20+ acres) is listed with Horan Reality for $110,000. The property is made up of four separate tax lots that include a 4.83 acres lot within Pierce County. The site includes a wetland, however sections of the property outside the wetland buffer appears to have the potential to provide for the development of neighborhood park elements i.e., play area, play field and trails. Fundinp, Currently in the Parks Capital Improvement Project (CIP) account there is $109,225 in unallocated interest earnings that have accumulated from appropriated Parks CIP projects. Additionally the City has collected $31,562 through mitigation fees for parks. The mitigation fees are collected from developers of subdivisions that can not meet the land use code that requires 15 percent of the gross land area of the subdivision to be set aside for open space and recreation. The mitigation fees can be used for the propose of park acquisition and/or development within the park planning area the subdivision is located. Total amount of unallocated Park CIP funds available is $140,787. L .j— Parks and Recreation Commission recommendations: At the Commissions November 1, meeting the following motions were passed: • Recommend to the City Council to allocate, unallocated Park CIP funds that have been collected through mitigation fees and interest earnings on Park CIP fund balances to a Park Acquisition Fund in the amount of $140,787 and, ■ Recommend to the City Council to authorize staff to negotiate the purchase of the Armstrong Property for a Neighborhood/Cornmunity Park. Process for negotiating the purchase: Should Council accept the commission's recommendation, the city would execute a 90 -day option to purchase the Armstrong Property. This would allow staff to conduct a feasibility review of the property's ability to be developed for the purpose of a park. Based on the review, Council at that time would either direct staff to negotiate a purchase agreement or to terminate the option. Council Committee recommendations: • Move to full Council approval to allocate, unallocated Park CIP funds that have been collected through mitigation fees and interest earnings on Park CIP fund balances to a Park Acquisition Fund in the amount of $140,787 and, • Move to full Council authorization to the City Manager to execute a 90 -day purchase option, for the Armstrong Property at a nominal cost ($10.00) for the purpose of a Neighborhood/Cornmunity Park. The 90 days will allow staff to evaluate the property's value and development restrictions for the purposes of negotiating a purchase price. APPROVAL BY COMMITTEE: Committee Chair Committee Member Committee Member L- 2- 200 0 200 400 600 800 Feet Map Printed -Nov 8 2001 Buildings Site Map - Subject Property "Armstrong "Federal Way Parcels A CityMap 5 -foot Contours �T Wetland Wetlandbuffd City of Federal Way Cities - Neighboring Unincorporated Area NoteThis map is intented for use as a graphical representation only. Map made by -jtj The City of Federal Way makes no warranty as to its accuracy. Evaluation Criteria For Proposed Acquisition, Purchase or Donation of Land 1) Community Need. (11 No Need Identified [21 Modest Need (31 Possible Need is Identified 141 High Need Identified [5) Urgent Need Identified and Support in Comprehensive Plan Gadberry Armstrong Kenwood Danilchik Score: 2.3 Sco(e: 2.3 Score 3 Score: 2 2) Project Scope [1) Land Banking / Regional Park [21 Open Space / Special Use Facility [3] Trails [41 Neighborhood Park [5] Community Park / Number One Priority as Stated in Comprehensive Plan Gadberry Armstrong Kenwood Danilchik Score: 2.6 Score: 2.6 Score: 3 Score: 1.6 3) Immediacy of Threat [1] No evidence presented (21 Minimal Threat [3] Site resource opportunity appears to be in a possible loss to community need or use [4] Actions are under consideration that could result in the opportunity becoming unavailable for community use (51 Action will be taken that will result I the opportunity becoming unavailable for future community use Gadberry Armstrong Kenwood Danilchik Score: 2.6 Score: 2.3 Score: 2 Score: 1 4) Site Suitability [11 Not Useable 15% -. 20% Grade/Slope [2] 10% - 15% Grade / Slope [31 Possible for Use 8% - 10% [41 Acceptable for Use 5% - 8% [5) Usable for Recreation 0% - 5% Gadberry Armstrong Kenwood Danilchik Score: 3.3 Score: 3.6 Score: 3 Score: 1.6 5) Expansion [11 Land Not Expandable to System [21 Requires R.O.W. / Easement for Expansion [31 Possible Expansion [41 Linkage / Expansion Possible [51 Adjacent to Existing Park or Facility or Land is Expandable to Existing Park or Facility Gadberry Armstrong Kenwood Danilchik Score: 4.3 Score: 4.6 Score: 1.3 Score: 1 Total Score: Gadberry Armstrong Score: 15.1 Score: 15.4 Kenwood Score: 12.3 Danilchik Score: 7.2 ..'� j s ! c 1 __I � t; . 2 ,�c 1 c . ; ','1 , �,..•,'"'��-.. i'. ;v,.�'e..dY�LP' 1,..,/` `�� If • .I�—k�i A oc JL • �� j �` �y �� ...�y it y ' �t 1.� _ ,�'E fW 1� `Fq�aR 5.+ t,e\�t�O�z:X d ;iy f !� ✓hE�i."�^� �-'.. * j✓ {. � ,• . �a' � � ,„ � ,ij E 1., ��