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03-08-2023 - Senior Advisory - Agenda PacketCITY OF Federal Way Centered on Opportunity SENIOR ADVISORY COMMISSION In -Person Meeting March 8th, 2023 at 2:00pm Hylebos Conference Room Notice - Meetings are held in -person. To request an accommodation to attend or provide public comment virtually, please contact Amy Glandon at amy.glandon@cityoffederalway.com or by phone at 253-835-2401 no later than the close of business day on March 6th, 2023. 1. CALL TO ORDER 2. PUBLIC COMMENT Comment limit - 3 minutes 3. COMMISSIONER COMMENTS 4. COMMISSION BUSINESS Topic Est. Presenter Time A. Approval of February 8, 2023 Meeting Minutes 5 Min Chair Bostic B. Senior Healthy Living Presentation 15 Min Brynn Esbenshade, owner of Temple Fitness C. 2024-2029 Transportation Improvement Plan Rick Perez, City Traffic Engineer Presentation 5 Min & Kathy Davis, Senior Traffic Engineer D. Revisions to Bylaws 10 Min Amy Glandon E. Senior Resource Fair: 1. Vendor/Sponsor Letter Approval 2. Bags & Printing Approval 75 Min Vice Chair North 3. Final Vendor List 4. Final Sponsor List 5. Table Rental Approval 5. STAFF REPORT 6. OTHER BUSINESS 7. NEXT MEETING April 120, 2023 at 2:00pm in the Hylebos Conference Room. 8. ADJOURN Amy Glandon, Executive Assistant to Council, 253-835-2401 Deputy Mayor Susan Honda, 253-835-2401 "Guests will have to opportunity to give comments during the Public Comment period" CITY OF Federal Way Centered on Opportunity SENIOR ADVISORY COMMISSION SUMMARY Wednesday, February 8, 2023 Hylebos Conference Room, 2:00pm Commissioners Present: Chair Lana Bostic, Vice -Chair Catherine North (arrived 2:01pm), Commissioner Kenneth Pratt, Commissioner Vicky Foreman, Commissioner Cheryl Volheim, Commissioner Frank Fields, Commissioner Tammy Dziak (arrived 2:08pm), Commissioner Sue Ellebrecht, Commissioner Debbie Ha rvey Absent: None Staff Present: Deputy Mayor Susan Honda, Amy Glandon, Bill Vadino Citizens Present: None 1. CALL TO ORDER The meeting was called to order at 2:00pm. Chair Lana Bostic excused the tardiness of Vice -Chair Catherine North and Commissioner Tammy Dziak. 2. PUBLIC COMMENT • None. 3. COMMISSIONER'S COMMENTS Commissioner Frank Fields thanked Commissioner Debbie Harvey for speaking at the Council Meeting in regards to a Senior Center during the imagining of downtown. Deputy Mayor Susan Honda noted that the discussion of what would actually be built in downtown has not been had yet as it is still in the bid process. She noted that the developers that have submitted bids at this point have only considered housing. Commissioner Harvey asked what the Senior Advisory Commission could do to keep a senior center at the forefront of Council's mind, which Deputy Mayor Honda noted that it is not off the table, and she would keep the Commission updated throughout the process. Chair Lana Bostic brought up that Olivia Sullivan at the Federal Way Mirror contacted her about an article in the paper about the Senior Advisory Commission. She is hoping that Ms. Sullivan will include the Senior Health & Resource Fair as a calendar note in all upcoming issues up to the date. Chair Bostic also requested for Ms. Sullivan to come and take an updated picture of the Commission. As there will be multiple Commissioners missing from the March meeting, this item will be brought back for consideration in April. Commissioner Frank Fields noted that it is Black History Month and encouraged all Commissioners to support any Black History events throughout the city. 4. COMMISSION BUSINESS A. APPROVAL OF JANUARY 18, 2023 MEETING MINUTES Commissioner Tammy Dziak moved approval of the January 18, 2023 Meeting Minutes as presented; second by Commissioner Kenneth Pratt. Motion passed unanimously. B. AIRPORT PRESENTATION / GUEST: BILL VADINO, POL/CYADVISOR Page 1 of 3 Mr. Bill Vadino brought a presentation handout for each Commissioner to reference throughout his presentation. He noted that the Master planning process will be beginning late 2024, and that there are two parts including the State and the National parts, with each part allowingfor public comment. He noted thatthe insulation on sound was extended to 3 miles past the airport, but that Federal Way falls in the 3-6 mile range, and therefore is not insulated from sound, and residents in Federal Way deserve to have peace and quiet at their homes. Mr. Vadino noted that as noise mitigation has been taking place, the focus has transitioned to the particulates in the air and their effect. In May, there is a lobbying opportunity regarding the four bills including: noise mitigation, protecting airport communities, aviation impacted communities, and grants for communities to study and mitigate). Mr. Vadino noted that the statewide airport commission has gone back to the drawing board for sites for the new airport. Chair Lana Bostic thanked Mr. Vadino for his presentation. C. PRIOR YEAR REVIEW Chair Lana Bostic introduced the areas that she has been most proud of for the work of the Commission in 2022, including: the updates and redistribution of the brochure, the Avalon Christmas drive, and the work towards the Senior Health and Resource Fair. Chair Bostic thanked everyone for their hard work and noted that there has been nothing but positive reactions to the brochure. She is looking forward to the event in May and having a table at the State of the City Address. Vice -Chair Catherine North reiterated the compliments of Chair Bostic and thanked all Commissioners for the marvelous job that they have put in. D. REVIEW OF BYLAWS & RULES OF PROCEDURE Amy Glandon gave a brief explanation of the reason for review of the Bylaws. Deputy Mayor Susan Honda noted the history of the Commission, stating that the Council had wanted a Senior Commission for many years, and then the Mayor directed the creation of it. It is a unique Commission in that it reports directly to Council. In review of the different bylaws, Vice -Chair Catherine North noted that it appears that the Commission is held to a higher standard of attendance than Council is. Deputy Mayor Honda stated that it should be the same standard and that it should be revised. She did note that if an absence is going to happen, there should be an email sent and a phone call. She stated that it is so vital because a quorum is required in order to conduct business, and if there is no quorum, there is no reason to meet. Commissioner Debbie Harvey commented that it all goes back to the reason to join the Commission, and if you are not going to participate for months at a time, then there should be reflection as to how you are representing the people of Federal Way. Ms. Glandon reviewed the Rule of Procedure and noted that decorum should be held at the meeting at all times, and following Robert's Rules of Procedure is how the meetings are run. Deputy Mayor Honda stated that if there is an instance of the Commission meeting getting out of hand, that Staff would be the ones to step in and rectify the situation. E. SENIOR HEALTH & RESOURCE FAIR ITEM E1- DRAFT LETTERS FOR VENDORS & SPONSORS Amy Glandon passed out the drafted letter that should go out to all vendors and sponsors with additional information about the day -of event. Upon review of the drafted letter, minor changes were made. A revised draft will be sent out to the Commission for final approval at the next Commission Meeting. ITEM E2 - PUBLICITY & ADVERTISING Vice -Chair Catherine North brought up information regarding the programs on the day -of, and suggested doing a half -sheet flyer rather than a full program. Commissioner Debbie Harvey brought up her struggle in locating a vendor for the bags with printing. Deputy Mayor Susan Honda noted that she believes that the City has done bags like this previously and Page 2 of 3 asked Ms. Glandon to look into it city-wide to bring information for a vote at the next meeting. **Commissioner Debbie Harvey left briefly at 3:37pm and returned at 3:41pm. Chair Lana Bostic mentioned the four areas where Commissioners and/or volunteers would need to be present on the day of the event, including: at the loading dock to direct people to set-up, raffle, front table and greeting, and floating through the event to assist. Commissioners volunteered and were assigned as follows: • Loading Dock Directing: Commissioners Frank Fields & Kenneth Pratt • Raffle: Chair Lana Bostic & Commissioner Tammy Dziak • Front Table/Greeters: Commissioners Cheryl Volheim, Debbie Harvey, & Sue Ellebrecht • Floats: Chair Lana Bostic, Vice -Chair Catherine North, Commissioners Tammy Dziak & Vicky Foreman **Commissioner Sue Ellebrecht left briefly at 3:48pm and returned at 3:51pm. 5. STAFF REPORT • Amy Glandon invited the Commission to attend the State of the City Address on Thursday, February 16th at the Performing Arts & Event Center, and noted that the Senior Advisory Commission would be sharing a table with Council in the lobby. Ms. Glandon also noted that March will mark the next time the Commission would be going before Council with their quarterly update. • Deputy Mayor Susan Honda stated that she would let the Commission know when it was time for them to begin lobbying for a new Senior Center. She showed a flyer for the Soroptimist Drive Through Food Drive going on all of February, and then invited the Commissioners to bring in any extra birthday or Christmas cards as the Soroptimists sign them and bring them to Avalon and Garden Terrace for the staff to hand out to residents. 6. OTHER BUSINESS • Commissioner Debbie Harvey asked Deputy Mayor Susan Honda what type of construction was going on at the Commons Mall, to which Deputy Mayor Honda replied a new credit union. 7. NEXT MEETING - Wednesday, March 8, 2023 at 2:OOpm in the Hylebos Conference Room. 8. ADJOURN -The meeting adjourned at 3:58pm. Attest: Amy Glandon, Executive Assistant to Council Approved by Senior Advisory Commission: Page 3 of 3 Item 4D PROPOSED CHANGES TO BYLAWS Current Bylaw: 9a. The Commission shall meet at least quarterly at a predetermined time and location. Special meetings may be held upon call of the chairperson, as necessary. 9b. Not less than 24-hour's notice shall be given for the cancellation of any regular meeting of the Commission, or for scheduling of a special meeting. Proposed Change: 9a. The Commission shall meet at least quarterly at a predetermined time and location. Special meetings may be held upon call of the chairperson, as necessary. Not less than 24-hour's notice shall be given for the scheduling of a special meeting 9b. Not less than 24-hour's notice shall be given for the cancellation of any regular meeting of the Commission, except in emergent situations. Current Bylaw: 10a. If a Commissioner misses three meetings (excused or unexcused) in a consecutive 12-month calendar year period, the Community Services Manager will notify the chairperson. Proposed Change: 10a. If a Commissioner incurs three unexcused absences in a consecutive 12-month calendar year period, the City Staff member will notify the chairperson. Current Bylaw: 12b. City staff will provide necessary staff reports. Staff reports will be sent to Commissioners no less than one week prior to the date of the meeting. Proposed Change: 12b. City staff will provide necessary staff reports. Item 4E1 City of Federal Way Senior Advisory Commission We are so honored that you will be joining us at our first annual Senior Health & Resource Fair planned by the City of Federal Way Senior Advisory Commission! We wanted to take this opportunity to thank you again, and to make sure that any needs that you may have are communicated. For starters, please review the following checklist of items that will be important for the day of the event (Thursday, May 11, 2023): ➢ Please arrive at the PAEC beginning after 9am for set-up. Access is through the loading dock. Please make sure that you are ready to go when our doors open at 10am. ➢ Please bring a door prize for a giveaway. ➢ Please bring a table cover and any accessories that you may need for your table, including handouts, brochures, business cards, etc. ➢ If you have a presentation that you are giving, please turn in any media no later than Monday May 1, 2023 via email to Amy Glandon at: amy.i�landon@cityoffederalway.com ➢ Your contact for this event is Amy Glandon. Her cell phone number is 253-457-0067. This number can be used for any questions, concerns, or emergencies leading up to the event. We will have a snack bar that is open with drinks and light refreshments for sale. Please respect the PAEC and bring no outside food or drink into the center. We have the ability for special accommodations (to an extent), including: ➢ Electrical access (plugs) If you require any accommodations, please reach out via email to: amy.glandon@cityoffederalway.com as soon as possible so that it can be accounted for. There are a limited number of plugs around the lobby of the PAEC, so it will be given on a first -come, first -serve basis. We will be printing a program with all the vendors and sponsors listed. Please let us know if there is a specific contact name/phone number that should be included in that program. We will be updating our Senior Resource Guide, a brochure that is handed out for free to the Federal Way Community, and would like to include any vendors/sponsors that are not currently listed in it. If you would like to be included, please let us know. We thank you again, and look forward to this great event! You are all making it possible for our Senior Community to be honored and to "Age with Style"! Thank you, City of Federal Way Senior Advisory Commission Lana Bostic, Tammy Dziak, Sue Ellebrecht, Frank Fields, Vicky Foreman, Debbie Harvey, Catherine North, Kenneth Pratt, Cheryl Volheim Item 4E1 FEDERAL WAY PERFORMING ARTS & EVENT CENTER Parking & Entrance Map 7T ?7 Item 4E2 BAGS & PRINTING APPROVAL Option 1 - Imprinted Eco-Friendly Woven Tote Bag from qualitylogoproducts.com • Item Size - 14.5" x 13.5" Material - 80GSM Non -Woven Polypropylene Maximum Logo Size - 8" x 8" $0.96 each - 300 quantity = $288.00 subtotal for just the bags $34.00 set-up charge $0.00 logo printing (in White) $36.89 estimated shipping $33.74 estimated tax Total - $392.63 - see attachment B Option 2 - Custom Eco-Friendly Non -Woven Shopping Tote Bag Medium Size from 4allpromos.com • Item Size - 16" x 12" x6" Material - 80GSM non -woven polypropylene Maximum Logo Size - 10" x 8" $1.15 each - 300 quantity = $395.00 subtotal for just the bags $50.00 set-up charge $0.00 logo printing (in White) $120.65 estimated shipping $57.13 estimated tax Total - $622.78 - see attachment C Option 3 - Celebration Shopping Tote Bag from 4imprint.com • Item Size - 10" x 8" x 4" • Material - 80GSM non -woven polypropylene • Maximum Logo Size - 6" x 6" $1.71 each - 300 quantity = $513.00 $40.00 set-up charge $0.00 logo printing (in White) $34.89 estimated shipping $58.79 estimated tax Total $646.68 - see attachment D Item 4E2 ATTACHMENT A - LOGO & ARTWORK -:::�*Z... ft-�- 71-/ CITY of Federal ay Senior Health & Resource Fair 2023 Sponsored By: 00-0�- MSC MULTI -SERVICE CTNTER Virginia Mason Humana Franciscan Health Item 4E2 ATTACHMENT B - 01BB95 Item Total 300 x $0-96 ea - Logo Setup This is a One Time Fee Logo Printing 1 Color Included ShipplmJ (1 Box) To Zi p 9 B360 (Commercia l) Estimated Tax Guaranteed Total $288.00 $34.00 FREE $3 6.89 $33.74 $392 6-3 Shipping & Contact Info; Item Color Array Glandon Orting, WA 98360 Reflex Blue: 300 Qty. us Phone; (253) 835-2401 Logo Color Email; arny_glandon[iacityoffederalway-corn White Item 4E2 Item 4E2 ATTACHMENT C Custom Eco-Friendly Non -Woven Shopping Tote Bag - Medium Size ©©©©© 417 reviews. SKU: 340-BG108 1 Day 5 Day No Imprint Normal Production Price $2 fii $2-4i 8-2-M 5 Day Discount Price $120 $1.13 Need It Faster? Call us at 1-077-786-1290 !tllike m Omp Ship! Need More? ext. 115 forspecial pricing beyond the quantities shown. Color:" Imprint Color 1:Imprint Color 2: Imprint Color 3: Reflex blue While none v none v Imprint Color4: 300 x $1.15 ea. Quantity:' 300 Subtotal:S345.00 5 Day min qty. 100 Setup Charge: $60.00 Total: $395.00 Looking for an economy bag that has a lot of room? Look no furthert A pleasing tote bag made of durable and recyclable 80 GSM non-wcven polypropylene. This spacious open tote features a box gusset 6 inch deep, winfomed handles 22 inch long and crisp binding edge seams. Great color choices_ Price includes a one -color, one -location screen -print. Additional imprint colors, location and Lull color imprint option available at an additional cost_ Please call Tor more InTomtatlon. Due i0 Dur hock bottom pricing, no discount after can be applied to this product This promotional non -woven tote bag is a great value_ With 22-inch handles and plenty of colors, this is a versatile shopper bag. show all Colors: Black, Burgundy, Carolina blue, Huntergreen, Lime green, Navy blue, Orange, Pink, Purple, Red, Reflex blue, Teal, White,Yellow • Size: 16" W x 12" H x 6" D • Imprint Area: W x H • Per Imprint ColoIO Ur Set Up Fee: $50.00 • Additional Far Color Fee: $0 42 (Product price includes first imprint color) _om:fr..a_..om��:riT�ae;_=�ew.11tma.Rlxeyela�FrOe Bao: *Please note that this price does not reflect tax or shipping charges. Item 4E2 ATTACHMENT D - Order Summary Celebration Shopping Tote $513.00 Bag - 1 0" X 8" Extra Charge 4Q.00 Royal Blue Qty:300 Subtotal (1 products) $553.00 Shipping $34.89 Tax $5 .79 Tax Exempt? Enter Coupon Code Total $646.68 Item 4E3 FINAL VENDOR LIST 1. Adult Library Services 2. Alzheimer's Association 3. Auburn Survivors of Suicide 4. Careage Home Health 5. Carina 6. City of Federal Way Mayor's Office/Airport Resources 7. City of Federal Way Public Works Department 8. City of Seattle Human Services/Aging & Disability Services 9. Comfort Keepers 10. Concierge Care Advisors 11. Continuum Care 12. DSHS/ESA/CSD 13. Edward Jones (Federal Way) 14. Edward Jones (Tacoma) 15. El Centro de la Raza 16. Elder Travel 17. Envision Healthcare at Home 18. Family Resource Homecare 19. Federal Way Community Caregiving Network 20. Federal Way Community Center 21. Federal Way Senior Center 22. GenCare 23. GenPride 24. Grief Share 25. Hopelink/Community Transportation Navigator 26. Keller Williams/Soaring Eagle Investments 27. King County Long Term Care Ombudsman Program 28. Korean Women's Association 29. NAMI of South King County 30. Northwest Wellness 31.One Medical 32. SHIBA/Solid Ground 33. Sound Generations/Meals on Wheels 34. South King Fire & Rescue 35. South King Tool Library 36. TED Program 37. Village Green Item 4E4 FINAL SPONSOR LIST SILVER SPONSOR(S) - 1. Affinity Healthcare 2. Humana GOLD SPONSOR(S) - 1. Life Point Law 2. Multi -Service Center 3. Virginia Mason Franciscan Medical IN -KIND SPONSOR 1. Steel Lake Presbyterian Church Item 4E5 TABLE RENTAL APPROVAL Vendor - Anna's Party Rentals 7710 Waller Rd E Tacoma, Wav 98443 253-531-1313 Table Information - 6' party tables with delivery & pick-up (20 tables) $285.00 subtotal $28.78 tax $313.78 total Table Information -- 6' party tables with delivery & pick-up (30 tables) $385.00 subtotal $38.89 tax $423.89