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PRHSPSC PKT 02-22-1999C hrl' City of Federal Way CITY COUNCIL PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COMMITTEE Monday, February 22, 1999 City Hall 12;00 p.m, Mt. Baker Room/Second Floor AGENDA 1. CALL TO ORDER 2. PUBLIC FORUM 3. COMMISSION COMMENTS 4. APPROVAL OF FEBRUARY 8, 1999 SUMMARY 5. COMMITTEE BUSINESS A. Twin Lakes Homeowner's Association Action Agreement B. King County District Court Contract Proposal C. Police School Security Contract D. Youth Facilities Grant Letter of Intent E. Skate Park F. Kikaha O Ke Kai Canoe Club/Steel Lake G. Soroptimist Flag Display/Campus Drive 6. NEXT MEETING - March 8, 1999 - 5:30 p.m. 7. ADJOURNMENT Committee Members: Jack Dovey, Chair Jeanne Burbidge Linda Kochmar Action Coulombe Action Lindell/Wang Action Coulombe Action Schroder Action Wilbrecht Information Reuter Update Schroder Staff: Jennifer Schroder, Director Sue Floyd, Administrative Assistant 661-4041 City of Federal Way City Council PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COMMITTEE Monday, February 8, 1999 City Hall 5:30 p.m. Administration Conference Room SUMMARY In attendance: Council Committee Chair Jack Dovey; committee member Linda Kochmar; Jennifer Schroder, Director ofParks, Recreation and Cultural Services; Ann Guenther, Human Services Manager; Chief Ron Wood, Public Safety Department; Sue Floyd, Administrative Assistant; Guest Eric Olsen, Vice Chair of Human Services Commission Committee Chair Jack Dovey called the meeting to order at 5:30 p.m. PUBLIC FORUM None COMMISSION COMMENTS None APPROVAL OF JANUARY 25, 1999 SUMMARY The January 25, 1999 minutes were approved as written. BUSINESS ITEMS 1999 HUMAN SERVICES COMMISSION WORK PLAN The Human Services Commission finalized and approved their proposed 1999 work plan at their January 25 meeting. The plan included the following projects: 1. Review the performance of contracted agencies (Human Services and Community Development Block Grant) on a quarterly basis. Ask agencies to make a brief report to the Commission regarding their program and progress toward meeting annual performance goals. 2. Tour human service agencies funded by the City. 3. Participate in a spring retreat to work on team building and consensus building skills, and integration of new Commission members. 4. Review the draft King County CDBG Consortium Consolidated Plan for 2000-20003. 5. Update the Community Profile Section of the City's Human Services Comprehensive Plan, regarding human service needs. 6. Conduct the 2000 Community Development Block Grant allocations process and prepare recommendations for Council. 7. Conduct a mid -biennium review of agencies that received 1999-2000 funding. Evaluate the performance of 1999 contracted human services agencies and make recommendation to the City Council for any changes to the 2000 funding. 8. Increase community awareness of human service needs and services available. a) Submit articles on human services issues to local newspapers. b) Make presentations regarding the City's human services program to service groups and/or churches. 9. Review a comparison of the Federal Way Human Services Program with other local cities. The comparison will include information on the level of human services funding available in each city and information on the allocations processes used by other human services commissions and advisory boards. Ms. Guenther noted that item 4 will be brought to the Council Committee for review at a future meeting. In regard to item5, she explained that the Community Profile section of the Human Services Plan will be updated. This section contains statistics regarding the human services needs and service gaps in our community. The policy section of the plan is not scheduled to be updated. Parks, Recreation, Human Services & Public Safety Council Committee February 8, 1999 Summary Page Two Council member Kochmar asked how the City could encourage agencies to locate in Federal Way. Ms. Guenther noted that many agencies funded by the City serve a number of cities and cannot afford to have an office in every city they serve. There was discussion about various options, including increased funding and availability of low-cost office space. Ms. Guenther stated she would like to do an analysis of the current programs funded by the City, showing how many programs are located here and how many programs are located in other South King County cities. LINDA KOCHMAR MOVED, JACK DOVEY SECONDED A MOTION TO APPROVE THE 1999 WORK PLAN AS PROPOSED BY THE COMMISSION AND FORWARD TO FULL COUNCIL FOR APPROVAL ON FEBRUARY 16, 1999. MOTION PASSED. PUBLIC SAFETY UPDATE Chief Woods updated the committee on the Public Safety Department's staffing levels. The department is in the process of hiring. Five people have been hired in the last six weeks. Crime statistics for year-end are in the process of being fmalized. There has been a decrease in crime in Federal Way. The officers assigned to high schools have received a complimentary evaluation from the School District. NEXT MEETING February 22, 1999, 12:00 p.m. ADJOURNMENT The meeting adjourned at 5:55 p.m. Item 5A CITY OF FEDERAL WAY CITY COUNCIL PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COMMITTEE Date: February 16, 1999 From: Department of Public Safety Attention: Daniel J. Coulombe, Commander Subject: Twin Lakes Homeowners Security Agreement Background: This proposed agreement between the Twin Lakes Homeowners Association and the City of Federal Way provides for dedicated police services on the properties of Twin Lakes, on a shared cost basis. Twin Lakes Homeowners would pay $75,000 per year ($25,000 for each officer) for three full time officers, to provide additional police coverage on their properties. Additionally, the City has tentative approval of a federal grant (COPS Universal) to pay $25,000 per each position for the next three years, essentially covering the City's half of the cost of the officers. Much like the SeaTac Mall contract, the City would benefit by adding three additional officers to its force, with a 50% subsidy from the private sector, and a 50% grant from the Federal government for three years. Deployment of patrol officers is based on a combination of factors to include; call load experience, geographical location, natural barriers such as divided highways, and size of area. Officers are assigned a specific area or district, and are responsible for handling the calls in that area. All areas in the city are provided with this level of coverage, regardless of economic status. Existing police coverage in the Twin Lakes area will not diminish, and patrol units will still be assigned coverage in that district of the City. The homeowners group has elected to purchase additional security and police coverage. By this agreement, the Homeowners Association and the City could take advantage of several benefits such as: direct radio contact with the police force governing the effected area, statistical knowledge of crime patterns and activity in the area, highly trained full commissioned police officers, and immediate availability of additional police resources to other locations in the city, in the case of catastrophic event. As a precondition to receipt of Federal funds, the Office of Community Oriented Policing Services requires the City Manager to execute an agreement assuring the Federal government that the City will comply with particular legal requirements. One of those requirements (Assurance No. 11) mandates that the City "devise a plan to retain the increased hiring level with state and local funds after the conclusion of (its) grant" (see attached Assurances). Growth projections over the next three years indicate a steady increase in population, which will generate an increase in demands for police services. It is realistic that the police department will increase in size, and be in a position to maintain these three positions when the grant period expires. The attached agreement is currently under review by the Legal Department. Committee Recommendation: Motion to enter into an agreement with the Twin Lakes Homeowners Association for dedicated police services on the properties of Twin Lakes on a shared cost basis. APPROVAL OF COMMITTEE REPORT: Committee Chair Committee Member Committee Member DRAFT z ,6-s9 AGREVMENT FOR TWIN LAKES HOMEOWNERS ASSOCIATION This agreement for Police Services (hereinafter referred to as "Agreement") is effective this _ day of 119 . The parties (hereinafter collectively referred to as "Parties") to this Agreement are the City of Federal Way, a Washington municipal corporation (hereinafter referred to as "City"), and Twin Lakes Homeowners Association (hereinafter referred to as "Twin Lakes"), which is the Twin Lakes Neighborhood, Inc. (hereinafter referred to as "Neighborhood"). A. It is in the best interest of the citizens of Federal Way for the City's Police Department to implement a comprehensive public safety program, which program covers all geographic areas of the City and which recognizes that increased police presence in a densely populated area of the City, such as the Neighborhood, is a benefit to all; and B. The City desires to contribute to citizen safety by providing additional services as represented in a police "mini -beat" in the Neighborhood. NOW, THEREFORE, the Parties agree as follows: 1. Services. The City shall provide the police services more specifically described in Exhibit "A," attached hereto, and incorporated by this reference as if set forth in full herein (hereinafter referred to as "Services"). 2. Term. Except as otherwise provided herein, this Agreement shall commence on April 1, 1999, and terminate on March 31, 2001 (hereinafter referred to as "Term"). The Agreement shall automatically renew every year, unless otherwise indicated in writing by either of the parties pursuant to Section 3 of the Agreement. 3. Termination. Prior to the expiration of the Term, this Agreement may be terminated by either Party upon sixty (60) days prior written notice to the other Party, unless terminated sooner due to a default. 4. Compensation. In consideration of the City performing the Services, Twin Lakes agrees to pay the City an amount equal to Seventy Five Thousand and no/100 ($75,000.00) Dollars, calculated at a rate of Twenty -Five Thousand and no/100 ($25,000.00) Dollars per officer per year, and shall be subject to adjustments for a partial year or a reduction in the number of officers, if applicable. Payment by Twin Lakes for the Services will be made on a monthly basis, the first payment due prior to the inception of the Services. In the event of a reduction in the contract price, the City shall refund the difference of any prepaid amount to Twin Lakes within fifteen (15) days after written demand. Page - 1 of 4 5. Indemnification. 5.1. Twin lakes Indemnification. Twin Lakes agrees to indemnify and hold the City, its elected officials, officers, employees, agents, and volunteers, harmless from any and all claims, demands, losses, actions and liabilities (including costs and all attorney fees), to or by any and all persons or entities, including, without limitation, their respective agents, licensees, or representatives, arising from, resulting from, or connected with this Agreement to the extent caused by the negligent or intentional acts, errors or omissions of Twin Lakes, its partners, shareholders, agents, employees, or invitees or by the Twin Lakes' breach of this Agreement. The Twin Lakes indemnification shall not be limited in any way by any limitation on the amount of damages, compensation or benefits payable to or by any third party under Worker's Compensation Acts, disability benefit acts or any other benefits, acts or programs. 5.2 City Indemnification. The City agrees to indemnify and hold Twin Lakes, and their respective officers, directors, shareholders, partners, employees, and agents harmless from any and all claims, demands, losses, actions and liabilities (including costs and attorney fees) to or by any and all persons or entities, including, without limitation, their respective agents, licensees, or representatives, arising from, resulting from or connected with this Agreement to the extent caused by the negligent or intentional acts, errors or omissions of the City, its employees agents while acting under the direction of the City. 5.3 Survival. The provisions of this Section shall survive the expiration or termination of this Agreement with respect to any event occurring prior to such expiration or termination. 6. Independent Contractor Status. The City is performing services under this Agreement as an independent contractor, and, as such, is responsible, at its sole cost and expense, for maintaining all appropriate insurance, including but not limited to, Worker's Compensation insurance, and the payment of all taxes, including but not limited to state and federal income, social security, disability, and all other taxes. The City shall maintain general liability insurance in the amount of $1,000,000.00 single limit, and $2,000,000.00 aggregate, which coverage include property liability. Twin Lakes shall be named as additional insureds, and the City shall furnish certificates of insurance to Twin Lakes upon request. 7. General Provisions. This Agreement contains all of the agreements of the Parties with respect to any matter covered or mentioned in this Agreement. No provision of this Agreement may be amended or modified except by written agreement signed by the Parties. This Agreement. shall be binding upon and inure to the benefit of the Parties' successors in interest, heirs and assigns. Any provision of this Agreement which is declared invalid or illegal shall in no way affect or invalidate any other provision. In the event either of the Parties defaults on the performance of any terms of this Agreement or either Party places the enforcement of this Agreement in the hands of an Page -2of4 attorney, or files a lawsuit, each Party shall pay all its own attorneys' fees, costs and expenses subject to such rights to recover same pursuant to Section 5. The venue for any dispute related to this Agreement shall be King County, Washington. Failure of either party to declare any breach or default immediately upon the occurrence thereof, or delay in taking any action in connection with, shall not waive such breach or default. Time is of the essence of this Agreement and each and all of its provisions in which performance is a factor. 8. Notices. Any written notices to be given hereunder by either party to the other may be effected either by personal delivery or by mail, registered or certified, postage prepaid with return receipt requested. Mailed notices shall be addressed to the following addresses, but each Party may change the address by written notice in accordance with this paragraph. Notices delivered personally will be deemed communicated as of actual receipt; mailed notices will be deemed communicated as of two (2) days after deposit, postage prepaid, in the U.S. Mail. The City City of Federal Way 33530 1st Way South Federal Way, WA 98003 Attention: City Manager Twin Lakes Twin Lakes Homeowner's Association 3420 S.W. 320th, Ste. B-3 Federal Way, WA 98023-2209 Attention: Coralee Owsley, President DATED the day and year set forth hereinabove. CITY OF FEDERAL WAY KENNETH E. NYBERG, City Manager 33530 1 st Way South Federal Way, WA 98003 ATTEST: N. CHRISTINE GREEN, CMC, City Clerk Page -3of4 APPROVED AS TO FORM: LONDI K. LINDELL, City Attorney TWIN LAKES HOMEOWNERS ASSOCIATION, INC. LE A:\TWINLK.AGR 1/4/99 - abm CORALEE OWSLEY, President 3420 S.W. 320th, Ste. B-3 Federal Way, WA 98023-2209 Page -4of4 EXHIBIT "A" SCOPE OF SERVICES 1. The City will provide to the Twin Lakes Homeowner's Association (hereinafter referred to as "Twin Lakes") three (3) full time, experienced police officers ("Contract Officers") to provide security for Twin Lakes which is the Twin Lakes Neighborhood, Inc. (hereinafter referred to as "Neighborhood.") and the Twin Lakes community. 2. The City will retain control over the Contract Officers, and the Contract Officers will work under the general and direct supervision of the Police Department and will adhere to departmental policies and procedures. The Contract Officers will work in a full duty status while on duty as in any Police Department duty assignment. Contract Officers will be in uniform during duty hours and will be provided with radios, vehicle, and other regularly used police equipment. Bicycles and computer equipment may be provided, at the Police Department's option, to increase service levels. 3. Twin Lakes may provide in-line office space or other facilities to increase public access and visibility of the Contract Officers. Twin Lakes may direct the security efforts of the Contract Officers on a day-to-day basis, consistent with Police Department policies, to assure continuity, coverage, and coordination of efforts; provided, however, that in the event of a conflict between Twin Lakes direction and Police Department policy, the Police Department policy shall control. 4. Hours of coverage will be flexible to address the needs of the Twin Lakes community and will be established by the Police Department in conjunction with Twin Lakes. Contract Officers will be assigned in one (1) year increments, however, Contract Officers may be rotated to address Police Department needs and Twin Lakes's interests. Seven (7) day a week coverage will be maintained by the Contract Officers with fifteen (15) eight (8) hour shifts worked per week (excluding officer absences due to illness, time off, or training), or an alternative shift agreeable to both parties. Absences greater than the occasional eight (8) hour shift (or alternative shift) will be replaced by general assignment of officers. Contract Officers will lose no benefits, assignment, training, or promotional opportunities due to the Agreement. 5. Contract Officers will combine foot patrol and vehicle patrol of the Twin Lakes community to provide security, visibility, and police services. Page 1 of 4 6. - Contract Officers will serve within the Twin Lakes interior as a "mini -beat" within the general geographical dispersal structure of the City, placing it as a section within a regular beat. The regular beat officer, in whose beat the Twin Lakes mini -beat is placed, will provide presence and response capabilities consistent with general beat management strategies. Twin Lakes coverage by the regular beat officer will not be reduced by the presence of the Contract Officers or by the use of other police agency representatives. 7. During assigned periods, the Contract Officers will respond to police or public safety incidents when practical. If the matter can be resolved by the Contract Officers expediently, no general assignment or specialized assignment officers will need to respond. If needed, as determined by the Police Department, other officers will be dispatched as in the resolution of any similar matter throughout the City. If the incident requires extended investigation or follow-up investigation away from Twin Lakes, or prisoner transportation, general assignment officers will relieve the Contract Officers to allow them to resume their security duties. 8. The area of patrol coverage by Contract Officers pursuant to this Agreement shall be the area described in the plats recorded in the King County Auditors Office as Twin Lakes Divisions One, Two, Three, Four, Five, Six, Seven, Eight, Nine, and Ten, including all single family residential structures therein, Twin Lakes Golf and Country Clubhouse and Pro Shop at 3583 SW 320th Street. This shall include all greenbelt areas and commonly held property owned by Twin Lakes Homeowners' Association, but excluding all apartment houses, condominiums, shopping center shops, stores and professional buildings, and duplex at 3200 block of 43rd Place SW, as well as the Parker E. Cook Townhouses at 32004 43rd Place SW. The Twin Lakes office, 3420 SW 320th Street, Suite B-3, front and back doors will be checked nightly and on weekends. 9. Contract Officers may be contacted by a resident within the Twin Lakes plats by cellular phone, Federal Way Department of Public Safety at (253) 661-4600, Police Support Officer (PSO) Desk at (253) 661-4711, Watch Commander at (253) 661-4710, or by dialing 911. Contract Officers shall maintain a daily report sheet recording incidents in the area patrolled, and any observations deemed significant during an officers assigned shift. These daily report sheets will be delivered to the Twin Lakes office within forty-eight (48) hours after each 24 hour period. Twin Lakes will be provided copies of incident reports in accordance with the laws currently in place regulating their release. 10. Contract Officers will maintain a resident record in each car as supplied by the Association Office. Should there be any unusual condition involving the property of a resident situated in said plats, the resident will be notified as soon as possible. Page 2 of 4 11. Contract Officers shall provide the residents of Twin Lakes plats with the following service as required: A. Physical inspection (check homes of residents on vacation or absent for more than twenty-four hours) a minimum of once every shift. However, residents must make sure dispatch or the Contract Officers are notified of departure and return if service is to be rendered. B. Provide telephone stickers, as required and approved by Twin Lakes, to include the following information: Contract Officers cell phone number, Police and Fire at 911. Sufficient quantity of stickers for the term of the contract will be supplied to Twin Lakes as needed. C. Physical inspection of club, pro shop, and maintenance yard of Twin Lakes Golf and Country Club. D. Contract Officers shall keep a current log of all residents in Twin Lakes. This information will initially be furnished by Twin Lakes. E. Contract Officers shall be proficient in applying a community oriented policing philosophy in the performance of their duties. F. Should Contract Officers notice a street light out, notify Puget Sound Power and Light (929-1100) of the incident, giving specific location or the pole by the house address and enter in the Officer log. Any road defects are to be reported to the Twin Lakes office and duly noted in the vehicle log sheet. G. All parks under the Twin Lakes' jurisdiction will be patrolled to ensure compliance with the covenants (the parks are for the use of the Twin Lakes residents and their guests only). H. The Federal Way Department of Public Safety will provide a quarterly report to Twin Lakes regarding activity and incidents within the Twin Lakes plats. This report will be submitted within thirty (30) days following the end of the quarter. I. Twin Lakes Covenants (attached to this Agreement, and marked as Exhibit "B") will be enforced by Contract Officers on behalf of Twin Lakes to the extent allowed by law. Page 3 of 4 IN WITNESS WHEREOF, the parties hereto have set their hands and seals the day and year first hereinbelow written. TWIN LAKES HOMEOWNERS ASSOCIATION Date: Signature Printed Name / Title FEDERAL WAY DEPARTMENT OF PUBLIC SAFETY Lo Signature Printed Name / Title Page 4 of 4 Date: EXHIBIT "B" TWIN LAKES DECLARATION OF COVENANTS, CONDITIONS AND RESTRICTIONS for the TWIN LAKES HOMEOWNERS ASSOCIATION TWIN LAKES DECLARATION OF a. COVENANTS, CONDITIONS AND RESTRICTIONS TWIN LAKES HOMEOWNERS ASSOCIATION 3420 S.W. 320th STREET, SUITE B-3 FEDERAL WAY, WA 98023 w OC N C_°� 13 `o'L'm '°mc°� O �o`mma� �-2= mm�m�oo °� tnF- m N ca o a E- p o o m m >,° w N m W. 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N a3 N Z ty la O w d > C C vdO O O _:.r- C Y •cf >= Z m of O Y y a) C ] O c p M Y� mW M mW M m �c4� Y_ OZ S Lo u 0 m aoi`o Y- C0 m at m Z >_ O 0 d O 1_ �_ Y O 0 O a0 C c°.' ti m O CO m ti co Y al al -= O CO LLI m (n m Y fN Z .�- C �- m m as j> a E O a) dp O ul N � W O a1 ,_CD O N O L O O O � '� m � 03 O W ca W W>g LLI W .-Q Ca: CO N Z., Z`�c B O Y d r ` r —>' m Om>O� Z M Z? Z M Z L n..C_ CCUO.c _C N C O O al r O raE N W U r O. N Q N O 3 2 10 C E O -fn i ca Y m m L m - L h m y L m C L O C fa O a E L C a) OI " m L W O �"'" U 11J U [n O¢ d W Z '- M ca W L C O L n O— Z 07 O C '> _ N a) al Cr Z F- C F- ca w F- C F- Z t Z COC;; y L (n o ctl Dr F- O Q •- O C m` r c ca a co ca C N N O al al 2m N 3 C Y (/� O L m O N ?` r d ca d O O S E N cfl is J Q 01/11/99 MON 16:20 FAX 202 514 9272 COPS 0002 U.S. Department of Justice Office of Community Oriented Policing Services Assurances Several provisions of Federal law and policy apply to all grant pMVaans. We (the Office of Commus ity Oriented Policing Services) need to secure your assurance that you (the applicant) will comply with these provisions. If you would like further inform tion about any of the matters on which we seek your assurance, please contrict us. By yourauthorized representative's signature, you assure us and ciatify to us that you will comply with all legal and, administrative require- ments that govern the applicant for acceptance and use of Federal grant funds. In particula; you assure is that: 1. You have been legally and officially authorized by the appropriate governing body (for example, mayor or city courodl) to apy for this grant and that the persons signing the application and thee assur- ances on your behalf are authorized to do so and to act on your behalf with respect to any issues that may arise during processing of this application. 2. You will comply with the provisions of Federal law which limit certain political activities of your employees whose principal em- ployment is in connection with an activity finarne,ed in whole or in part with this grant These restrictions are set forth in 5 US.C. § 1501, et seq. You will comply with the minimum wage and maximum hours visions of the Federal Fair Labor Standards Act, if they :apply to 4. You will establish safeguards, if you have not done so already, to prohibit employees from using their positions for a purpose that is, or gives the appearance of being, motivated by a desire for private gain for themselves or others, particularly those with whom they have family, business or other ties. 5. You will give the Department of justice or the Comptroller Genend access to and the right to examine records and documents rfdated to the grant 6. You will comply with all requirements imposed by the Depart- ment of Justice as a condition or administrative requirement of the grant; with the program guidelines; with the requirements of OMB Circulars A-87 (governing cost calculations) and A 12B or A-133 (goo. erring audits); with the applicable provisions of the Omnibus Crime! Control and Safe Streets Ao` of 1968, as amended; with 28 ©M Part 66 (Uniform Administrative Requireanents); with the provisions of the current edition of the appropriate COPS grant owner's nunu ; and with all other applicable laws, orders, regulations or circulars. gerhdRL disability or age, unlawfully exclude any person fiout partic%. ipation in, deny the benefits of or employment to any person, or sub ject any person to discrimination in corinection with any Pim or activities funded in whole or in part with Federal funds. These civil rights requirements are found in the non-discrimination provi- sions of the Ornn bus Crime Control and Safe Streets Act of 1968, as amended (42 U.S.C. § 3789(d)); Title VI of the Civil Rights Art of 1960 as amended (42 U.S.0 § 2OWd); the Indian Civil Rights Act (25 U.S.C. §§ 13M-1303); Section 504 of the Rehabilitation Act of 1973, as amend- ed (29 U.S.C. § 794); Tide 14 Subtitle A of the Americans with DLuW- ities Act (ADA) (42 USC § 12101, et seq.); the Age Discrimination Act of 1975 (42 U.S.C. § 6101, et seq.); and Department of justice Non -Discrimination Regulations contained in Title 28, Parts 35 and 42 (subparts C, D. E and G) of the Code of Federal Regulations. A. In the event that any court or administrative agency makes a finding of diseirnination on grounds of race, color, religion, national origin, gender; disability or age against you after a due process hearing, you agree to forward a copy of the finding ng to the Office of Civil Rights, Offire of justice Programs, 810 7th Sheet, 1WV, Washington, DC 20531. B. If you are applying for a grunt of 5500,000 or more and Depart- ment regulations aS CFR 42.301 et seq.) require you to submit an Equal Opportunity Employment Plan, you will do so at the time of this application, if you have not done so in the past If you are applying for a grant of less than $5W,= and the regulations require you to maintain a Plan on Ste in your oboe, you will do so within 120 days of your grant award. 9. You will insure that the facilities under your ownership, lease or supervision which shall be utilized in the accomplishment of the project are not listed on the Environmental Protection Agency's (EPA) list of Violating Facilities and that you will notify us if you ate advised by the EPA indicating that a facility to be used in this grant is under consideration for listing by EPA. 7. You will, to the extent practicable and consistent with applicable 10. If your state has established a review and comment procedure law, seek recruit and hire qualified members of racial and ethnic under Executive Order 12372 and has selected this program for minority groups and qualified women in order to further effective review, you have [Wade this application available for review by Law eabreement by increasing their ranks within the sworn poli- state Single Point of Contact- bons ontacttions in your agency_ 11. 'ou will devise a plan to retain the increased hiring level with I u will not, on the ground of race, color, religion, neuronic origin, s and local funds after the conclusion of your grant. 1 hereby certify compluurae with the above assunmces that go erri the application and use of Fa*ml funds. Sigrhature bate: Kenneth E. Nyberg, City Manager 01/11/99 MON 16:21 FAX 202 514 9272 COPS US. Department of justice Office of Community Oricnted Policing Scrvir s Cefffflafflons Regardng Lobtrymg; oeharmexr t9on aW Orf Res, m pudftMarie MW*ee Workplace Requiremeltds Coordination Witt Af xted Aged" Nor -Pilo: 'th% and Rete ria, X003 Although the Department of justices has made every effort to eamplify the application prot�y, other provisions of Federal law require us to seek your certification regarding certain matters. Applicants should read the regulations cited below and the instructions for certification included in the regulations to and mb-nd the requirements and wbed-w they apply to a particuUr applicant Signature of this form provides for complione witra ees#i&ntion regtdreunents under 28 CFR Part 69, "New Restrictiams on Lobbying," and ?B CFR Part 67, "Govpivuricnt wide Debasuent wd Suspension (Ncatprocunmnatt) and Govemnnent-wide &Viiremaib for Drug -Ree Worlphice (Grants)," and the coordination and nonsuppl ming requirements of the Public Safety Partnership and Ca x muruty Polidng Act of 19K Mw certifications shallbe treated as a material represecr tation of fact upon which reliance will be placed when the Deg>a runt of justice dem to award the coveted grant L Lobbying As required by Section 1352, Title 31 of the US. Code, and ample- metoed at 28 CFR Part 69, for persons entering into a grant or coop erative agreement over $100000, as defined at 26 CHR Part 69, the applicant certifies that A. No Federal appropriated funds have been paid or will be paid, by or an behalf of the undersigned, to any pert far Mu - 'King or attempting to influence an officer or employee of any o'eiC-Y a Member of Congress, an officer or employee pf Congress, or an employee of a Member of Cors in connection with the malang of any Federal gram the entering into of arty cooperative agreement; and the extension, oondnuatiorw, renewal, amendment or modification of any Federal grant or cooperative agreetttatt; B. If any funds other than Federal appropriated hinds ha -.e been paid or will be paid to any person for influencing or anampting to influence an officer or employee of any agency, a Member of Congmss. an otfiaer or employee of Congress. or an employee of a Member of Cangreess in connection with this Fede>tl pint or cooperative agreement the undersigned shall complete and sub- mit ubmit Standard Form — LLl- "DLidostue of i",obbying Activities," in accordance with its instructions: C The undemiigncd shall require that the language of this certifi- cation be included in the award documents for all subawatds at all tiers (including subgrants, contracts under grants and o.)operr tive agreements. and subcontracts) and that all sub -recipients shall certify and disclose aQvniiagly. 2 Debarment Suspension and Other Responsibility Matzos (Direct Recipient) As required by Executive Order 12549, Debarment and Snspetzsion. and irnpiemented at 28 CFR Part 67, for prospective participants in primary covered trzinuctions, as defined at 28 CFR Part 67, Section 67.510 — "he applicant certifies that it and its prir� (i) Are not presently debarred, suspended, proposed foo debarcreent, docU ed ineligible, wmtmb to a denial of Federal benefits by a state or Federal court or volwatarily excluded farm eovaed traruactiorts by any F Ieral depart matt or agency; (n) Have not within a three-year period preceding this aPPb" cation been convicted of or had a dvr'1 judgment uttered against them for coaun4ssion of fraud or a aia3ttal oaanse in cordw0iert with obtaining, attempting to obtain, or perform ung public (Federal, state or local) trar>gaetim or contract under a public trarmae3ion; violation of Federal or state antitrust statuian or =mmissi an of eatbe= eaten daft forgery, bt*ay, falsification or destruction of records, malft false statbwrmts, or receiving stolen pmpaty; (iii) Ate not presently indicted for or otherwise criminally or civilly d wged by a gwerrinumt:31 eritity MedleroL state or local) with mmmkoian of any of the offenses eteatrsated in paragraph (A)Cu) of this oetidcation; and (iv) Have not within a three-year period pm dtrag this appli- cation had one or rnom public transacdonts (Federal tete or local) tartninated for cause or dc&ult; and B. Where the applicant is unable to certify to any of the state- ments in ties a tifiomdon, he or she sleall attach an explanation to this application - 3. I3rvFrm Workplace (Grantees Other Than Individuals) As required by the Drug -Free Worlptace Act of 1986, and imple- mented at 28 CFR Part 67 Subpart F, for grantHes, as defined at 28 CFR Part 67, Sections 67.615 and 67AM -- A The applicant certifies that it will, or will continue to, provide a drug-free wmicplace by; (i) Publishing a statement notifying employees that the unlawful manubacture, distribution, dispersing, possession or use of a controlled substarcr is prohibited in fire grantee's workplace and specifying the actiom that will be taken against employees for violation of such prohibition; Cru) Establishing an on-going drug-free awarerxss program to inform employees about— ol/11/99 MON 16:21 FAX 202 B14 9272 COPS '= t® (a) The dangers of drug abuse in the workplace; (b) The gnmtee's policy of maintaining a drug -flee workplace; (c) Any available drug counseling, rehabilitation and anpl,oy- ee assistance prograrns; and (d) The penalties that may be imposed upon employees far drugAmse violations oocturing in the woetplaee,; (iii) Making it a requirement that each employee to be engaged in the performance of the grant be given a copy, of the statement xwpdzed by paragraph(to; (iv) Notifying the employee in the statement requited by paragraph G) that: as a condition of employment tuder the grant the employee will �i- (a) Abide by the tercets of the statement and (b) Notify the employer in waiting of his or her coruvimon for a violation of a c icninal drug statute o=nTing in tt a work - plane no Taber than five cedar days after such mrcvidi= (v) Notifying the agency, is writing; within 10 ad a dar days after receiving notice under subparagraph (tv)(b) finer an employee or odvuwise rw ynving actual notice of such amvlc- then. F *yats of convicted employees must provide rotim, uvluduV position title, to: COPS tom, UOQ V=vcd Ave„ NW, Waahirhgt DC 2DS30. Notice shall Include the Menh& cation numbet(s) of each affeciod grant; 00 Thldng one of the foIlowmg aciiocts, w4hid 30 calendar days of receiving notice rinses subparagraph (iv)(b)r wiffi respect to any employee who is so convicted — (a) Taking appropriate persoruhel action against sud-t an employee, up to and including teravnaticat, c ndistent with the requirements of the RehabWtation Act of 1973, au amend- ed; or (b) Requiring such employee to participate satisfscbx0y In a drug abuse amistance or -rehabilitation program. approved ke such prupmes by a Federal, state or local health, law enforce- ment or other appropriate agency; (vii) Making a good faith effort to continue to nuairtafn a dru.—ftee workplace through implementation. of pang apps (1), (hj, (iii), (h►), (v) and NO. la.) 004 S. The grantee may insect in the space provided be]aw the rite(s) for the perfornurxe of work dare in eorvhectican with the specific crurd: Plane of performance (stzei t address, city, oouaty, State, zip code) CITY OE FEDERAL. WAIS DEPT. OF PUBLIC) lSr�AcQFETY Cho* (fit �7Glar� �'file'�wt are not identified �- FEDERAL �UI WVY.. 98003-6791 Section 67.0 of the regulations provides that a grantee that is a state may elect to make one certification in each Federal fiscal yearyear,a copy of which d xdd be induded with each application for Department of justice funding. States and state agencies ayty elect to use OJP Form 4061/7. Check O if the state has elected. to complete OJP Fo= "1/7. d. Cootdination Tike Public Safety partnership and Community PolicingAct of 1994 tegpirea applicarhts to a l fy that thaw has been appropriate eoordi ration whit all agerdes that may be affectrd by the applicant's grauht proposal if approved. ASect ed agencies may wdude, amcnhg others, the Office of the United States Attorney, state or local praecurmrs, or eoatectieawl agencies. The applicant certifies that *me has beak appropriate coordination with all affected ngeides, S. Nonsuppbmfing The applicant hereby certifies that Federal funds will not be used to replace or supplant state or local funds. or funds supplied by lite &assn of Indian Affairs, that would, in the absenct; of Federal aid. be made available to or for law enforcement purposes. & Rahentlan The applicant hereby certifies that it understands that it must abide by ifs subavtbed plan to retain the additi--al olbeer positions at the candudon of the grarit period. GzanteeNameandAddress;_ City of Federal Way 34008= 9th Ave So., Federal Way, WA - 98003 Application No. and/or Ptoject Name: COPS - UHP Grantee IRS/ Vendor Number 91-1462550 Typed Name and Title of[AwFmtorvementRepnsentative Ronald T. Wood, Director of Public Safety T As the duly xu&m .eJ reprt mbai x of etre governing bas l f, r hen+y off Ofy tyro the ram b&t&xg due gaverrmrg body to rfu abase n!rNfrca- dom;, 6tduaing the pans to retaim Elections of were officiate: taro mut n4icm tyre Samrnurg bad y of its oUiptions wu(er +tris gnett Typed Nacre and We of Government Repuemntative: Signature Kenneth E. Nyberg, City Manager Dat>c 8 officers Item 5B CITY OF FEDERAL WAY CITY COUNCIL PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COMM TTEE Date: February 22, 1999 From: Londi Lindell, Assistant City Manager and City Attorney Iwen Wang, Management Services Director Derek Matheson, Assistant to the City Manage Subject: District/Municipal Court Services Background The City is required by State Law to provide "court of limited jurisdiction" services to its citizens, either via a City -operated Municipal Court or a contract with the County's District Court system. The City currently provides these services via an interlocal agreement with King County that expires on December 31, 1999. Proposed District Court Interlocal The City Attorney, representatives of other suburban cities, and representatives ofKing County have been involved in negotiations for the past several months to draft a new District Court interlocal agreement. The current draft agreement, approved by the County Council on February 8, provides for a five-year contract that eliminates the current per -case filing fee arrangement and replaces it with a 75/25 split of revenues collected from City cases — 75% to the County, 25% to the City. In addition, the cost of capital improvements, either to the court system as whole or to a specific division, would be allocated to the County and the affected city or cities based upon caseload. Staff estimates this interlocal will increase the City's annual court expenditures by $143,990 (27%) to a total expenditure of $673,430 per year plus the cost of capital improvements. The benefits of this contract are that it may be slightly less expensive than a Municipal Court (although District Court capital improvement costs, once known, will shrink the margin), the contract offers a longer term than past agreements (three to five years, renewable twice), it creates a management review committee with County and City representatives for resolving operational issues, it includes a new performance measurement system, and it provides for indemnification of the City by the County. The drawbacks of the interlocal are the large increase in cost for continuing the current level of service, the unknown extent and costs of capital improvements that would be allocated to the City, the County's ability to terminate the interlocal if the City does not approve capital improvement projects, the substantial advance notice required for the City to terminate the interlocal (18 months), the prohibition on forming a Traffic Violations Bureau (which is allowed by State Law and sometimes increases a city's revenue collections), and the lack of a prohibition on the County seeking legislation to block the formation of municipal courts in the future. Municipal Court Alternative Concurrent with the District Court negotiations, City staff have studied the feasibility of forming a Federal Way Municipal Court, which would consist of a Municipal Judge (0.8 FTE), a Court Commissioner (0.75 FTE), a Court Administrator, and nine court clerks. Staff estimates it would cost approximately $300,000 in 1999 start-up expenditures to form a Municipal Court and roughly $744,752 per year thereafter to operate it. At this level, the Municipal Court alternative is slightly more expensive than the District Court contract (approximately $70,000 per year). However, the District Court contract's capital assessments, once determined, will decrease this margin. A Municipal Court would need to be operational on January 1, 2000. The benefits of a Municipal Court include greater local control over the costs and quality of service, enhanced revenue collections that are experienced by new municipal courts (due to greater enforcement), flexibility in setting the number of judicial officers and court staff, City supervision of the Judge and Court staff, and enhanced coordination with the Management Services and Public Safety Departments (especially police officer schedules, thus reducing overtime costs). The drawbacks of a Municipal Court are the start-up costs and the possibly slightly higher annual operating cost. Attachments Summary of District Court Interlocal District Court Interlocal District Court vs. Municipal Court Cost Comparison District/Municipal Court Staffing Analysis Potential funding sources for District Court Interlocal or Municipal Court Committee Recommendation Option #1: Forward the proposed interlocal to the full City Council at its March 2 meeting with a do pass recommendation. Option #2: Direct the City Manager to begin the process of forming a Municipal Court to be operational on January 1, 2000, and direct that the appropriate ordinance be drafted and forwarded to the full City Council for first reading at its March 2 meeting. APPROVAI. OF COMMI-1"1'1!'.1+, REPORT: Committee Chair (.'ommit.tee Member Cotntnittcc Member Summary of Terms of Interlocal Agreement for the Provision of District Court Services February 9, 1999 Parties: A separate contract will be offered by King County to each individual City that wishes to enter into this agreement. Each agreement will be substantively identical, except as noted below. Term: The length of the contract is five years, with an automatic extension for two additional five year terms unless the contract is terminated by either party (see "Termination" below). To facilitate transitions to municipal court in the future or to facilitate development of a joint city -county jail/court facility, the additional term(s) may be shortened to less than five years if the City provides notice to the County that it will implement such an alternative prior to the end of the next five year term. A special shorter initial term of three years has been requested by Federal Way, Medina, Clyde Hill, Hunts Point, Yarrow Point and Beaux Arts. If these cities do not notify the County of their intent to create a municipal court at the end of the three year term (such notice to be given 18 months in advance), then their contract will extend an additional two years to be in sync with the basic five-year term offered to all other cities. Termination: The agreement will automatically renew for an additional five-year term unless notice of termination is given 18 -months in advance. The deadline for providing this termination notice extends if the parties are then engaged in negotiation of a separate capital financing contract (see below under "Capital") to allow full opportunity to complete negotiations before triggering the 18 -month termination notice requirement. Termination may be for any reason. Price: The County will retain 75% of the revenues generated from City cases filed in district court. The County will remit the remaining 25% to the City. The revenues split on this 75/25 formula include: fines, forfeited bail, penalties, court costs, and parking ticket payments. Cities are no longer charged a "filing fee" for cases. The County will pay for all district court services, including interpreters and one-half of jury fees on City -filed cases. The City is responsible for paying its prosecutors, public defenders, witness fees, and one-half of the jury fees on City -filed cases. The County will remit to the State its share of local court revenues from City filings. The County will provide a detailed report monthly to each City detailing these revenues and payments; Cities will receive payments weekly. The 75/25 revenue split does not include capital facilities costs (see below). Each City is encouraged to do its own fiscal analysis comparing the cost of this agreement to the alternative of a municipal court. For most cities, this agreement is more expensive than the current District Court contract, but is less expensive than creating a municipal court. The County expects to recoup about 70-75% of its operating expenses under this agreement. Note that a City not currently operating a traffic school or traffic violations bureau as of January 1, 1999 must agree not to initiate such a program during the term of the contract (since these programs can skim significant revenues out of the courts). • Services: Court services will be provided at essentially current (1998) levels over the life of the agreement, including County probation service. A special provision is included for Bellevue, which provides its own probation services, to allow Bellevue to at any time also receive probation services from the County for no additional cost. Filing Fees: Filing fees, chargeable to defendants and not to the City, are established in the agreement. These fees are based on the County's costs of providing District Court. The new fees will be $175 for a criminal citation and $19 for an infraction; annual increases of these fees are built into the agreement. When judges impose these filing fees on defendants in- city -filed cases, 25% of any revenue derived would be returned to the City; 75% would be retained by the County. Capital Facilities: The agreement provides for the possibility of separate agreements under which the County and the City(s) could agree to jointly fund capital improvements for the District Court system. Capital Projects are defined as projects with a useful life of over five years, or major technology improvements, where such projects are not otherwise typically categorized by the County as "major maintenance. Capital Projects would also include any projects included by the County Council in the District Court Capital Improvement Program (no such projects are currently included). There are two types of capital projects: Division Improvements, which benefit the cities in a single Division of the District Court, and System Improvements, benefiting all cities in the system. Capital projects so defined would be discussed as follows: At the end of year three of each five-year term, the County will make a formal proposal to the City/Cities for capital facilities financing. Some of the projects might be System Improvements proposed to be funded jointly by the County and all District Court Cities. Other projects proposed might be Division Improvements proposed to be funded jointly by the County and all Cities in the relevant Division. There is no requirement that a City agree to pay for any such facilities. However, the County may elect to terminate the agreement at the end of the then -running five-year term for any reason, including non - participation in a project. Termination requires 18 -months advance notice. This gives the County and the Cities incentive to seriously address capital project proposals. In addition to these "scheduled" discussions of capital, the County may bring forward certain capital proposals at any time for consideration by the City. Such "unscheduled" proposals must be approved by at least 60% of the city caseload in the Division or System (as appropriate to the proposed improvement) and not less than 40% in number of the cities in the Division/System in order to move forward at all. Even if the requisite number of cities approved a project, no City could be required to sign a capital cost-sharing agreement: instead, the County could choose to implement the project and to terminate the dissenting City's contract upon 18 months advance notice. The terms of a capital cost-sharing contract will be separately determined, and are not fixed at this time. However, unless otherwise agreed, the cost sharing formula is that a City will pay based on its percentage caseload in the Division/System, provided that combined cities' contributions to a project do not exceed 50% of the cost (see Contract for specific wording). This formula is consistent with the Court Commission Report in which the Cities participated last year, and which was incorporated into the SCA Regional Finance and Governance proposal. • Re -opener: The agreement will be reopened in event of changes in law which alter significantly the economics of the deal. This could include legislation acted upon in 1999 (e.g., DUI legislation), and could include an adverse court decision invalidating part of the agreement. • Performance Measures:. An agreed set of performance measures will be tracked at the Division and System levels to allow service levels, workload and performance to be tracked. • Management Review Committee: A committee consisting of County, Court, and City personnel will be established in each Division. It will meet regularly to discuss and attempt to resolve operational issues. • Dispute Resolution: Issues not resolved by the Management Review Committee are first referred to the chief executives of the County and City for resolution, then to non- binding arbitration. System wide conflicts (such as issues around interpretations of the Agreement) are referred to a comparable system -wide committee, then to a panel of the presiding judge/designee, county executive/designee and two city representatives. If they are unable to resolve the issue, it goes to non-binding arbitration. • Legislative Advocacy: The parties agree to jointly advocate for a larger share of court revenues to be retained at the local level; to upgrade the statewide court computer systems; and to such other issues as they may agree in the future. • Indemnification: The agreement includes mutual indemnifications. • No Other Agreement: The County agrees not to enter into an agreement for court services with any city not an original party to this agreement on terms and conditions other than set forth in this agreement, as it may be amended. • Other sections: The agreement includes standard agreement language on notice and other issues. Interlocal Agreement for Provision of District Court Services between King County and the City of Whereas, the City of , Washington, (hereinafter, the "City) and King County (hereinafter, the "County") have reached agreement on the terms and conditions on which the City will purchase and the County will provide district court services; and Whereas, the City and the County wish to provide for a contractual arrangement with respect to provision of such district court services.which provides certainty to both parties over time as to costs incurred and services provided and received; and Whereas, RCW 3.62.070, as amended, provides for the charging of a filing fee for every criminal or traffic infraction action filed by cities in county district courts for municipal ordinance violations; and Whereas, RCW 3.62.070, as amended, further provides that such filing fees be established pursuant to an agreement as provided for in chapter 39.34 RCW, the Interlocal Cooperation Act; and Whereas, consistent with these statutes, the parties have negotiated the terms of this interlocal agreement which includes the establishment of individual infraction and citatIdii filing fees and provides for the payment of certain prescribed amounts by the City in lieu of such filing fees; and Whereas, the parties agree that it is in their best interest to ensure the continued responsive, effective and efficient delivery of district court services by the County to the City, in the manner described herein; NOW, THEREFORE, in consideration of the mutual benefits described herein, the undersigned parties agree as follows: Section 1. Term. This Agreement shall be effective as of January 1, 2000, and shall remain in.effect for an initial term of five years ending on December 31, 2004, provided that unless terminated pursuant to Section 1.1 or alternately extended pursuant to Section 1.2, this Agreement shall automatically be extended upon the same terms and conditions for an additional five year term commencing January 1, 2005, and ending on December 31, 2009. In addition, this Agreement shall automatically extend upon the same terms and conditions for a second additional five-year term thereafter (commencing January 1, 2010, and expiring on December 31, 2014), unless terminated or alternately extended as. provided herein. 1.1 Termination. This Agreement is terminable by either party without cause and in its sole discretion if such party provides written notice to the other no later than 18 months prior to the expiration of the five year term then running. For the initial five year term, this notification date is June 30, 2003. The termination notice date may be charred as provided in Section 1.2. 1.2 Alternate Extension. Notwithstanding the foregoing, the term of this Agreement may be extended as described below: 1.2.1 Shorter Term Extension Upon Notice of Alternative Court Arrangements. If, on or before the date which is 18 months prior to the final anniversary date of any five- year contract period, the City certifies to the County that it intends to create or join a :municipal court, or create or participate in a new court facility with the County at some time after January 1, 2005, and the City provides an estimate of the date on which such new court or facility arrangement will commence, then this Agreement shall remain in effect until such time as. the City actually initiates such municipal court operations or the new County/City court facility is opened. The parties agree to negotiate a transition plan to address issues relating to such change in court and/or facility status. The purpose of this section is to facilitate a shorter extension of the Agreement if necessary to accommodate change in court or facilities, and to provide for an orderly transition in status of court arrangements for the City. 1.2.2 Extension pending conclusion of negotiations with respect to amending Agreement or Capital Project Financing Contract(s). So long as the parties are negotiating in good faith for changes in this Agreement or a separate Capital Project Contractor Contracts (defined in Section 4.2), then the term of this Agreement shall be autorq; tically extended on the same terms and conditions such that termination occurs not less than 18 months after the end of such good faith negotiations. The end of good faith negotiations may be declared in writing by either..party. Following such declaration, . there shall be a 30 day period in which either party may provide written notice to the other party of its intent to terminate this Agreement at the end of the extended Agreement term. The purpose of this section is to ensure that neither party is forced to arbitrarily conclude negotiations for lack of time to address budgetary or operational concerns and to provide an opportunity for provision of timely termination notice after negotiations are concluded. 1.3 (Special provision for Cities of Medina, Clyde Hill, Hunts Point, Yarrow Point, Beaux Arts and Federal Way). Eariy.Termination Option. The City has the option to terminate this Agreement for any reason effective January 1, 2003, provided that the City gives written notice to the County of such termination not later than June 30, 2001, which notice shall certify that the City will be filing its cases in a municipal court as of January 1, 2003. If the City fails to provide such notice, then the term of this Agreement shall be automatically extended through December 31, 2004, and all other provisions regarding extension of this Agreement shall apply. Section 2. District Court Services. The County shall provide District Court Services for all City cases filed by the City in King County District Court. District Court Services as used in this Agreement shall mean and include all local court services imposed by state statute, court rule, City ordinance, or other regulation as now existing or as hereafter amended, except that this Agreement is subject to re -opener as described in Section 5. District Court Services include all local court services currently provided by the County to the City including: filing, processing, adjudication, and penalty enforcement of all City cases filed, or to be filed, by the City in District Court, including but not limited to issuance of search and arrest warrants, motions and evidentiary hearings, discovery matters, notification and subpoenaing of witnesses and parties, bench and jury trials, pre- sentence investigations, sentencings,-post-trial motions, the duties of the courts of limited jurisdiction regarding appeals, and any and all other court functions as they relate to municipal cases filed by the City in District Court. District Court Services shall also include probation services unless the City notifies the County in writing that it does not wish the County to provide probation service at least six months prior to January 1 of the year in which probation services shall not be provided. The County shall provide all necessary personnel, equipment and facilities to perform the foregoing described District Court Services in a timely manner as required by law and court rule. 2.1 Level of Service. District Court Services shall be provided at a level essentially equivalent to those provided to the City. in 1998. The parties intend by this provision to maintain the overall level and type of service as was provided in 1998, including scheduling of court calendars, but to permit the County to make minor service modifications overtime if necessary. 2.2 (special provision for Bellevue) Probation Services. Consistent with the definition of District Court Services, although the City (Bellevue) does not, as of the effective date of this Agreement, receive probation services from the County, the City may at any time request such services be provided by the.County for no additional cost to the City. Such request shall be made at least six months prior to January 1 of the year that Bellevue wants to have the County provide probation services. Additionally, the City may request the County provide collection services for the City's probation department under comparable terms as received by the County probation department from the County Finance Office. Section 3. Filing Fees Established; City Payment In Lieu of Filing Fees; Local Court Revenues Defined. 3.1 Filing Fees Established. A filing fee is set for every criminal citation or infraction filed with the District Court. The filing fee is $175 for a criminal citation and $19 for an infraction. (The basis for. this filing fee is shown in Exhibit A, attached). Filing fees will increase at the rate of an additional $5 per year for criminal citations and $ .50 per year for infractions. 3.1.1 Compensation For Court Costs. Pursuant to RCW 3.62.070 and RCW 39.34.180, the County will retain 75% of Local Court Revenues (defined below) as full payment for all City court costs, including those filing fees established in 3.1. The Cities shall receive 25% of Local Court Revenues. The County retention of 75% of Local Court Revenues is in lieu of direct City payment for filing fees and it is agreed by the Cities and County to be payment in full for District Court Services and costs provided by the County to the IF City under this Agreement, including but not limited to per -case filing fees. 3.2.1. In entering into this Agreement for District Court Services, the City and County have considered, pursuant to RCW 39.34.180, the anticipated costs of services, anticipated and potential revenues to fund the services, including fines and fees, filing fee recoupment, criminal justice funding, and state sales tax funding. 3.3 Local Court Revenues Defined. Local Court Revenues include all fines, forfeited bail, penalties, court cost recoupment and parking ticket payments derived from city -filed cases after payment of any and all assessments required by state law thereon. Local Court revenues include all revenues defined above received by the court as of opening of business January 1, 2000. Local Court Revenues exclude: 1. Payments to a traffic school or traffic violation bureau operated by a City, provided that, if the City did not operate a traffic school or traffic violations bureau as of January 1, 1999, the City will not start such a program during the term of this Agreement. - 2. Restitution or reimbursement to a City or crime victim, or other restitution -as may be awarded by a judge. 3. Probation revenues. 4. Any reimbursement received by the County for interpreter fees. 5. Reimbursement for home detention and home monitoring, public defender, jail costs, witnesses and jury fees on City -filed cases. 100% of these revenues excluded from "Local Court Revenues" shall hc. retained by the party to whom they are awarded by the court or who operates or contracts for the program involved, as appropriate. 3.4 Monthly Reporting and Weekly Payment to City. The County will provide to the City a weekly remittance report and a check or wire transfer to the City from the County for the City's 25% share of Local Court Revenues (less appropriate amounts for jury fees) no later than three business days after the end of the normal business week.On a monthly basis, the County will provide to the City reports listing City cases filed and revenues received for all City cases on which the 75/25 allocation of Isocal Court Revenues is calculated in a format consistent with the requirements described in Exhibit B. Unless modified by mutual agreement, Exhibit B shall set out the process and content for financial reporting to the City from the County. In order to facilitate smooth implementation of this contract the agreed monthly report format will be used by the County in parallel with reporting in place prior to this agreement as of September 1999 through December 1999. Any weekly reporting would run in parallel beginning November 1, 1999 through December 31, 1999. 3.5 Payment of Other Court -related costs. Consistent with the definition of Local Court Revenues, the City will be responsible for payment of all witness fees on City -filed cases and one-half of the jury fees on City -filed cases. The County is responsible for paying all interpreter fees and one half of the jury fees on City -filed cases. To facilitate 4 �v the timely payment of these amounts, the County will pay the City -share of City jury fees to the third parties to whom such amounts are due, and will deduct these amounts from the City share of Local Court Revenues monthly. Such deductions will be detailed on the monthly financial report consistent with Exhibit B. The County assumes responsibility for making such payment of City jury fees on a timely and accurate basis. 3.6 Payment of State Asse§sments. The County will pay on behalf of the City all amounts due and owing the State relating to City cases filed at the District Court out of the gross court revenues received by the District Court on City -filed cases. The County assumes responsibility for making such payments to the state as agent for the City on a timely and accurate basis. As full compensation for providing this service to the City, the County shall be entitled to retain any interest earned on these funds prior to payment to the State. Section 4. Capital Projects 4.1. Capital Projects Defined. Capital Projects are those projects which do not constitute major maintenance or ordinary maintenance items in the customary practice bf the County, have a useful life of not less than five years (unless otherwise agreed for a particular project, or constitute a significant technology system improvement), or are part of a Capital Improvement Program for the District Courts approved by the County Council. Without limitation, examples of Capital Projects include construction of a new courtEoom with a useful life of five years or more or acquisition of a system -wide records management system. Capital Projects do not include the cost of operating or maintaining such projects. 4.2 Capital Project Contracts. A Capital Project Contract, as used herein, is a separate contract between the County and the City or cities that includes the terms and conditions under which a.Capital Project will be acquired. Notwithstanding anything in this Agreement to the contrary, a Capital Project Contract may include any terms and conditions to which the parties may agree. Failure to reach agreement on a Capital Project Contract shall in no event constitute a breach of this Agreement. 4.3 No Capital Projects Currently Scheduled. As of the date of this Agreement, the County has no Capital Projects scheduled for the District Court in the County Council approved 1998-2003 Capital Improvement Program, with the exception of the new Issaquah Division Courthouse, which Capital Project is not subject to the terms of this Agreement. 4.4 Scheduled Discussion of Proposed Capital Projects. Not later than the end of year three of the initial Agreement term (December 31, 2002), the County will present in writing to the City a proposal describing any proposed Capital Projects the County wishes to acquire for the District Court Division or System in the next occurring five year period (e.g., Years 4 and 5 of the initial Agreement term, and years 1 through 3 of the next occurring Agreement term, should the Agreement be extended consistent with Section 1). Such proposal shall at the same time be presented to all other cities in the Division/System with Comparable Agreements (defrned in Section 4.5.1 below). The City and the County shall work with the other affected cities with Comparable Agreements to negotiate the terms of any Capital Project Contract. 4.4.1 The parties agree to negotiate in good faith with regard to such proposed Capital Projects to determine whether it is in the mutual interest of the parties to provide for the acquisition of such Capital Project(s) under a separate Capital Project Contract, and what the terms of such separate Contract will be. 4.4.2 It is the goal of the parties that, with respect to Proposed Capital Project Contracts, negotiations be concluded within 6 months (by June 30, 2003), in order to permit either party to give timely notice of termination of this Agreement consistent with Section 1.1. If good faith negotiations are continuing as of such notice date (June 30, 2003), the term of this Agreement shall extend as provided under Section 1.2. 4.4.3 If this Agreement is extended for an additional term of years as provided in Section 1, then the County will again provide a set of proposed Capital Projects for consideration by the City at the end of year 8 (December 31, 2007) and the same process for discussion and/or negotiation of separate capital agreements shall proceed as provided above. 4.5 Capital Cost Sharing Proposal. The parties agree that the cost of a Capital Project will tleshared on the following basis unless the parties agree otherwise for a particular project. For the purpose of Sections 4.5 and Sections 4.6 caseload is defined as the total number of all cases including infractions and parking, regardless of how filed,,,in the entire District Court or the relevant Division. The caseload for the City is defined as all cases filed as City cases including infractions and parking in the District Court. 4.5.1 Division Improvements. Division Improvements are Capital Projects that benefit the cities in a single District Court Division. Unless otherwise agreed, the costs for a division improvement shall be shared on the following basis: the City will pay a cost share equivalent to the City's percentage caseload in the Division; provided that where more than one city contracts with the County for District Court Services in the same Division under an agreement with this same capital cost sharing provision ("Comparable Agreements"), and the City and such other cities collectively contribute over one-half the caseload to the Division, the City shall pay its pro -rata share of the Division Improvements costs based on its caseload where all city contributions shall together equal 50 % of the cost of the project. The County shall pay any additional share of costs not attributable to City cases, but not less than 50% of the total. 4.5.2 System Improvements. System Improvements are defined as Capital Projects that benefit all Divisions of the District Court. Unless otherwise agreed, the costs for a system improvement shall be shared on the following basis: the City will pay a share equivalent to its percentage caseload of the System caseload, provided that the cost contribution of all cities in the System shall not exceed 50%. The County shall pay any additional share of costs not attributable to City cases, but not less than 50% of the total. 0 4.6 Unscheduled Capital Proposals Not In the County's CIP And Not Approved In Section 4.4 In addition to the Scheduled Capital Proposals described in Section 4.4, the County may at any time present a capital proposal to the City regarding an emergency need of the District Court or other need not anticipated in the CIP process. County shall submit such Unscheduled Proposals to all cities with Comparable Agreements as appropriate to the Proposal (e.g., Division Improvements shall be presented to all cities with Comparable Agreements in a Division). The County and the City shall work together with such other cities to determine whether a sufficient number of cities as defined below agree to the Capital Proposal. 4.6.1 Division Improvements. In the case of Division Improvements (defined in Section 4.5. 1) if cities comprising at least 60% of the city caseload in a Division and not less than 40% of the number of cities signatory to this Agreement and Comparable Agreements in such Division reach agreement with the County on a Capital Project Contract, then such Contract shall be entered into and shall be effective fof only those parties signatory to such Capital Sharing Contract. City caseload is defined as all cases filed by any city in a division. However, if there are only two cities in a Division, then both cities must agree to a Capital Project Contract for it to be executed between the City and the County. 4.6.2 System Improvements. In the case of System Improvements (defined in Section 4.4.2); if Cities comprising at least 60% of the city caseload in the System and not less than 40% of the number of cities signatory to this Agreement and Comparable Agreements reach agreement with*the County on a capital sharing contract, thele such contract shall be entered into and shall be effective for all parties signatory to such capital sharing contract. 4.6.3 County Option to Terminate. If the City is in a Division with more than two cities purchasing District Court Services and the necessary number of other cities have reached final agreement with the County as described in Section 4.6.1 to proceed with a Capital Project Contract for a Division Improvement but the City does not agree to sign such Contract, then the County in its sole discretion may terminate this Agreement effective as of the next occurring January 1 which is not less than 18 months from the date on which the County provides written notice to the City of the County's intent to terminate the Agreement based on the refusal of the City to sign the Capital Sharing Contract. If the County and the necessary number of cities have reached final agreement with the County as described in Section 4.6.2 to proceed with a Capital Project Contract for a System Improvement but the City does not agree to sign such Contract, then the County in its sole discretion may terminate this Agreement effective as of the next occurring January 1 which is not less than 18 months from the date on which the County gives written notice to the City of the County's intent to terminate this Agreement based on the City's refusal to sign the Capital Sharing Contract. It is the intent of the parties that this option to terminate may be exercised by the County only when Capital Project Contracts for Unscheduled Capital Proposals are entered into by the required number of Cities described in Sections 4.6.1 and 4.6.2. 4.7 Eastside Cities Jail Facility. The County agrees to explore in good faith with Cities in the Northeast and Bellevue Divisions the possibility of co -locating court facilities, funded under the capital funding provisions in this Agreement, or leasing court space in an Eastside jail facility, if one is developed by the cities. The parties do not intend by this provision to limit their consideration of options for proceeding with such a facility. 4.8 Other Agreements Not Prohibited. Nothing in this Agreement shall be construed to prohibit separate agreements between the County and a City to purchase or lease facilities. Section 5. Re -opener. In the event of. (i) changes in state statute, court rule, City ordinance, or other regulation requiring the County to provide new court services not included in District Court Services as provided by the County during 1998, or resulting in reductions or deletions in District Court Services provided during 1998. Provided such new services or reduction of services are reasonably deemed to substantially impact the cost of providing such services; or (ii) any decree of a court of competent jurisdiction in a final judgment not appealed from substantially altering the economic terms of this agreement; or iii) chgnges in state statute, court rule, City ordinance, or other regulation which substantially alter the revenues retained or received by either the County or. Cities related to City case filings; Then, the parties agree to enter into re -negotiation of the terms of this Agreement. The Agreement shall remain in full force and effect during such negotiations. Section 6. Performance Measures. The parties agree that the performance measures described in Exhibit C will be periodically reported not less frequently than quarterly on a Division or System -wide basis, as indicated. These measures are for continuous discussion and review by the Management Review Committee, and are not the basis for non-payment by either party. The performance measures may be altered from time to time as agreed by the Management Review Committee. Section 7. Management Review Committee. For the purpose of reviewing and resolving Division operation and coordination issues between the County and City and other cities within the Division, there shall be established a Division Management Review Committee. The Management Review Committee members shall include: (i) The judge representing the Division on the -District Court Executive Committee or his/her designee; (ii) A representative from the King County Department of Adult Detention; (iii) A representative from the King County Probation Office; (iv) A representative for each city at the city's discretion (v) Such additional representatives from the City Police Department, City legal j department and City prosecutorial staff or other staff as the City may designate. (vi) At his/her option, a representative from the County Executive's office. (vii) The administrator of the appropriate court division. The Management Review Committee shall. meet monthly, unless the parties -mutually agree to a different schedule. Any city within the Division, or the representative of the County Executive or the District Court is authorized to convene a meeting of the Management Review Committee upon a minimum of ten (10) working days written notice to the other. The Management Review Committee shall develop an agreed upon monthly reporting protocol, which will involve case tracking by the Coutts, performance measure tracking, and additional statistical tracking by cities as the parties may agree. The Management Review Committee shall also develop and track additional performance benchmarks for Division operation issues as the parties may agree. 7.1 Unresolved Issues. Unresolved issues arising at the Management Review Committee shall be referred to the Dispute Resolution procedure defined for Division issues described in Section 8. 7.2 State Audit. The County will make available to the City the report of the State Auditor on any audit conducted regarding the court division providing services to the City. Section 8. Dispute Resolution. Any issue may be referred to dispute resolution if it cannot be resolved to the satisfaction of both parties through the Management"Review Committee. Depending on the nature of the issue, there are two different dispute resolution processes, described as follows: 8.1 Division Disputes. Disputes arising out of Division operation and management practices which are not resolved by the Management Review Committee will be referred to the Presiding Judge of the District Court (or his/her designee) and the Chief Executive Officer of the City (or his/her designee); provided that where the dispute involves several cities with Comparable Agreements, the City agrees to work with other cities to select a single representative. If these two persons are unable to reach agreement within 60 days of referral, then the dispute shall be referred to non-binding mediation. The mediator will be selected in the following manner: The City shall propose a mediator and the County shall propose a mediator; in the event the mediators are not the same person, the two mediators shall select a third mediator who shall mediate the dispute. Alternately,. the City(s) and the County may agree to select a mediator through a mediation service mutually acceptable to both parties. 8.2 System Disputes. Disputes arising out.of District Court System operations or management, or involving the interpretation of this Agreement in a way that could impact the entire System and other Cities with Comparable Agreements, shall be referred to a committee consisting of City representative from each Division selected by the cities with / Comparable Agreements in each Division, and a team of representatives appointed by the i 9 County Executive and Presiding District Court judge. Failure to reach an agreed upon solution within 45 days shall result in referral of the dispute to a panel consisting of. (1) the presiding district court judge or his/her designee; (2) the County Executive or his/her designee; (3) two City representatives (appointed by the Cities). Failure of this group to reach agreement within 30 days shall result in referral of the issue to non-binding mediation, conducted in the manner described in Section 8.1. Section 9. Legislative Advocacy. The County and City agree to jointly advocate for changes in state law to secure a larger share of retained revenues from District and Municipal Court filings. In addition, County and Cities will jointly agree to advocate for a state financed upgrade to the DISCIS system. The parties shall annually review whether there are additional opportunities for legislative changes of mutual interest. Section 10. Indemnification. 10.1 City Ordinances, Rules and Regulations. In executing this Agreement, the County does not assume liability or responsibility for or in any way release the City from any liability or responsibility which arises in whole or in part from the existence or effect of City ordinances; rules or regulations, policies or procedures. If any cause, claim, suit, action or administrative proceeding is commenced in which the enforceability and/or validity of any City ordinance, rule or regulation is at issue, the City shall defend the same at its sole expense and if judgment is entered or damages are awarded against the City;,the County, or both, the City shall satisfy the same, including all chargeable costs and attorneys' fees. 10.2 City Indemnification of County. The City shall indemnify, defend and hold harmless the County, its officers, agents and employees, from and against any and all claims, actions, suits, liability, loss, costs, expenses, and damages of any nature whatsoever, including costs and attorneys fees in defense thereof, for injuries, sickness or death of persons (including employees of the City), or damage to property, or the violation of any person's civil rights, which is caused by or arises out of the City's acts, errors or omissions with respect to the subject matter of this agreement, provided, however, (i) that the City's obligation to indemnify, defend and hold harmless shall not extend to injuries, sickness, death, damage or civil rights violations caused by or resulting from the sole actions or negligence of the County, its officers, agents or employees; and (ii) The City's obligation to indemnify, defend and hold harmless for injuries, sickness, death, damage or civil rights violations caused by or resulting from the concurrent actions or negligence of the City and the County shall apply only to the extent that the City's actions or negligence caused or contributed -thereto. 10.3 County Indemnification of City. The County shall indemnify, defend and hold harmless the City, its officers, agents and employees, from and against any and all claims, actions, suits, liability, loss, costs, expenses, and damages of any nature whatsoever, H including costs and attorneys fees in defense thereof, for injuries, sickness or death of persons (including employees of the County), or damage to property, or the violation of any person's civil rights, which is caused by or arises out of the County's acts, errors or omissions with respect to the subject matter of this agreement, provided, however that The County's obligation to indemnify, defend and hold harmless shall not extend to injuries, sickness, death, damage or civil rights violations caused by or resulting from the sole actions or negligence of the city, its officers, agents or employees; and The County's obligation to indemnify, defend and hold harmless for injuries, sickness, death, damage or civil rights violations caused by or resulting from the concurrent actions or negligence of the County and the City shall apply only to the extent that the County's actions or negligence caused or contributed thereto. 10.4 -Indemnification for Events Occurring Prior to Termination Of Court Services -The obligation to indemnify, defend and hold harmless for those injuries provided for in Sections 10.2 and 10.3 extends to those events occurring prior to the termiriation of court services under this Agreement as provided in Section 1.1. No obligation exists to indemnify for injuries caused by or resulting from events occurring after the last day of court services under this Agreement as provided in Section 1,1. 10.5 Actions Contesting Agreement. Each party shall appear and defend any action or legal proceeding brought to determine or contest: (i) the validity of this Agreement; (ii) The -legal authority of the City and/or the County to undertake the activities contemplated by this Agreement. If both parties to this Agreement are not named as parties to the action, the party named shall give the other party prompt notice of the action grid provide the other an opportunity to intervene. Each party shall bear any costs and expenses taxed by the court against it; any costs and expenses assessed by a court against both parties jointly shall be shared equally. Section 11. Independent Contractor. Each party to this Agreement is an independent contractor with respect to the subject matter herein. Nothing in this Agreement shall make any employee of the City a County employee for any purpose, including, but not limited to, for withholding of taxes, payment of benefits, worker's compensation pursuant to Title 51 RCW, or any other rights or privileges accorded County employees by virtue of their employment. Nothing in this agreement shall make any employee of the County a City employee for any purpose, including but not limited to for withholding of taxes, payment of benefits, worker's compensation pursuant to Title 51 RCW, or any other rights or privileges accorded City employees by virtue of their employment. At all times pertinent hereto, employees of the County are acting as County employees and employees of the City are acting as City employees. Section 12. Notice. Any notice or other communication given hereunder shall be deemed sufficient, if in writing and delivered personally to the addressee, or sent by certified or registered mail, return receipt requested, addressed as follows, or to such other address as may be designated by the addressee by written notice to the other party: To the County: King County Executive, Room 400-, King County Courthouse.516 Third Avenue, Seattle, Washington 98104 To the City: (Insert title of Mayor, City Manager or City Administrator and address) Section 13. Partial Invalidity. Whenever possible, each provision of this Agreement shall be interpreted in such a manner as to be effective and valid under applicable law. Any provision of this Agreement which shall prove to be invalid, void or illegal shall in no way affect, impair, or invalidate any other provisions hereof, and such other provisions shall remain..in full force and effect. Notwithstanding the foregoing, this agreement shall be subject to re -negotiation as provided in Section 5. Section 14. Assignability. The rights, duties and obligations of either party to this Agreement may not be assigned to any third party without the prior written consent of the other party, which consent shall not be unreasonably withheld. Section 15. Captions. The section and paragraph captions used in this Agreement are for convenience only and "shall not control or affect the meaning or construction of any of the provisions of this Agreement. Section 16. Entire Agreement. This Agreement, inclusive of the Exhibits hereto, contains the entire. agreement and understanding of the parties with respect to the subject matter hereof, and supersedes all prior oral or written understandings, agreements, promises or other undertakings between the parties. Section 17. Amendment or Waiver. This Agreement may not be modified or amended except by written instrument approved by resolution or ordinance duly adopted by the City and the County; provided that changes herein which are technical in nature and consistent with the intent of the Agreement may be approved on behalf of the City by the Chief Executive or Administrative Officer of the City and on behalf of the County by the County. Executive. No course of dealing between the parties or any delay in exercising any rights hereunder shall operate as a waiver of any rights of any party. Section 18. Right of Cities If Agreement Modified Any executed amendment to this Agreement with any City with a comparable agreement shall be made available on the same terms and conditions to any other city that contracts with the County for district court services, subject to unique and unusual circumstances specific to individual cities and approval of the management review committee for the division. Section 19. No Different Agreement. With City The County agrees that it will not enter into an Agreement for court services with any city not an original party to this agreement on terms and conditions other than set forth in this agreement or as subsequently amended. 1? /g- Section 20. No Third Party Rights. Except as expressly provided herein, nothing in this Agreement shall be construed to permit anyone other than the parties hereto and their successors and assigns to rely upon the covenants and agreements herein contained nor to give any such third party a cause of action (as a third -party beneficiary or otherwise) on account of any nonperformance hereunder. Section 21. Counterparts. This Agreement may be executed in two counterparts, and each such counterpart shall be deemed to be an original instrument. Both such counterparts together will constitute one and the same Agreement. IN WITNESS WHEREOF, the City and the County have executed this Agreement this day of , 1999. King County City.of King County Executive Chief Executive or Administrative Officer Date: Date: Approved as to Form: Approved as to Form: King County Deputy Prosecuting . City Attorney Attorney 13 EXHIBIT A CALCULATION OF FILING FEES (Section 3.1) BASED ON DISTRICT COURT COSTS PER CASE FILED - District Court total budget* less Probation less State case costs less Court Administration costs less Office of Presiding Judge Net Costs Judicial Workload by Type of Filing Alloc,gted Costs by Type of Filing Number of Total Filings Cost per Filing (estimated filing fee) 1998 est. totals $19,469,888 ($2,775,993) ($178,464) ($495,787) ($367,830) $15,651,815 Infraction 20.1% Citation Civil Tot 50.7% 29.2% 10C $3,146,015 $7,935,470 161,190 35,040 $19.52 $226.47 n.a. * total budget includes all Current Expense Fund, Criminal Justice Fund, overhead and security costs Exhibit B Interlocal Agreement for Provision of District Court Services Reporting Requirements and Procedures This exhibit identifies and describes reporting procedures for the County. These reports will enable cities to: • Ensure that the revenue from City cases is appropriately credited to the City, enabling the City to reconcile the remittance to detail information. • Monitor revenue collection trends by filing year, case type, and disposition. ■ Have revenue reported in a way that matches the BARS account codes on remittances. • Provide historical comparisons to current activity for forecasting purposes. It is the intention to provide all reports in an efficient manner, through DISCIS or some other electronic method. 1. Reporting Development Committee to be established. A Reporting Development Committee (Committee) consisting of representatives from the County, and Cities party to the contract; shall be established to develop the form, content, and reporting mep.banism (e.g., paper or electronic) for the reports outlined in sections below. The Committee shall develop these report formats no later than June 30, 1999. The Committee shall terminate effective December_31, 1999. ' 2. Reporting Test Period. The agreed monthly report format will be used by the County in parallel with current reporting as of September 1, 1999. Any weekly reporting would run in parallel beginning November 1, 1999. During the test period all reports shall be provided to Cities for evaluation. Proposed changes to reports during this period shall be referred to the Reporting Development Committee. 3. Modifications to reports after January 1, 2000: Any new reports or changes to the form, content, or timing of reporting requirements after January 1, 2000 will be recommended to and processed through the Management Review Committee (contract section 7), or a sub -committee established by that Committee, temporarily formed for the purpose of report evaluation. 4. Reporting requirements: a. Weekly Remittance Reporting Remittance Summary Report- To summarize revenue remitted to the City. Supplement the current format to show: ■ The calculation of the City's 25% portion; • The number of cases (related to the payment amount); and • recoupment/reimbursements and victims assistance at 100%. b. Monthly Filing Reporting Jurisdiction Billing Report (DR7004PX) - To show listing of all City filings with the Court. Remittance Reconciliation Report- to reconcile the total due the City. Remittance & Disposition Detail - to show remittance and disposition detail. c. Management Reporting Infraction Revenue Summary Report- To show summary and detail of Parking, Traffic, and Non -traffic infraction revenue in total and by type Criminal Citation Revenue — To show summary and detail of DWI, Criminal traffic misdemeanor, Non -Traffic misdemeanor revenue in total and by type Annual Reporting. The.December report should summarize the results of the full year for all monthly reports where such YTD information is not provided on a monthly basis. Ell Z2 1• EXHIBIT C PERFORMANCE AND WORKLOAD INDICATORS The following items will be reported by the County on a quarterly basis unless_ otherwise agreed, when available electronically. 1. Percentage of filings by case type which fail to appear or have a warrant issued 2. DISCIS caseload report, which includes items such as filings by case type, dismissals and number of hearings. 3. Number of guilty/committed by broad case type 4. Time from filling to disposition by broad case type S. Number of continuances requested/granted by broad case type 6. Number of probation violation review hearings 7. Citation re -offenders by broad case type 8. 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Estimated Municipal Court Startup Cost: $300,000 2. Projected Operating Cost Increase: a) District Court Contract $145,000 b) Municipal Court $215,000 POTENTIAL SOURCES: 1. Sources Available for Capital Projects/Court Startup Costs: a) Unallocated General Fund Balance $732,191 b) Unallocated Real Estate Excise Tax $670,000 2. Sources Available for Court Contract/Operation: a) Fines and Forfeiture Revenue Exceeds Budget $150,000 b) Additional Criminal Justice MVET Distribution $70,000 Item 5C CITY OF FEDERAL WAY CITY COUNCIL PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COMMITTEE Date: February 16, 1999 From: Department of Public Safety Daniel J. Coulombe, Commander Subject: Police School Security Contract Background: On August 12,1998, the City and the Federal Way School District ("FWSD") entered into an interim and temporary agreement for the purpose of providing police School Resource Officer ("SRO") services at Decatur and Federal Way High Schools. This agreement was prompted by the unexpected campus security supervisor position vacancies at those schools. This interim agreement was initially intended to end on January 27, 1999. Attached you will find a January 13, 1999 letter from Superintendent Tom Vander Ark requesting an open ended extension of the initial agreement with a "two-week" cancellation privilege. As the letter states, FWSD is still waiting for a decision from the Office of the Superintendent of Public Instruction ("OSPI") as to the legality of a longer term contract with the City for security services. FWSD would like to continue the same services at the same compensation rate [$186.14 per officer per day] as the trial period. When FWSD receives the OSPI's decision, they will need to be able to end the arrangement with a two-week notice if the decision is negative. Committee Recommendation: Motion to extend the Agreement with FWSD on a month to month basis, until either party notifies the other with a two week notice of termination, or until a permanent agreement with FWSD can be negotiated, assuming such SRO subcontracting is allowed by OSPI. APPROVAL OF COMMITTEE REPORT: Committee Chair Committee Member Committee Member k:\parks\fwsdsecu. agt FEDERAL WAY January 13, 1999 Chief Ron Wood Federal Way Police Department 34008 91h Avenue South Federal Way, Washington 98063 Dear Chief Wood: In August 1998, our agencies entered into an interim and temporary agreement for the purpose of providing police SRO services at Decatur and. Federal Way High Schools. The condition. which prompted our critical need for SRO services, occurred with two -campus- security supervisor position vacancies at those schools. I am advised by Mike Sweeney, Federal Way Public Schools Security Services Manager, that he has met with you and Deputy Chief Chaney conceming the pending "expiration" and necessity for (what could be) a "day-to-day' extension of that interim "one -semester" agreement — initially intended to end .-i January 27, 1999. Mr. Sweeney informs me that he has discussed with you the ambiguity involving the district's present and future capacity to subcontract on a permanent, or even temporary basis. As you are aware we have submitted to the OSPI a feasibility study relating to SRO subcontracting as required by RCW 28A.400.285. That study was commissioned shortly after our interim agreement was struck, and it was submitted to the OSPI the first week of December. We await a "finding" from the OSPI relating to the district's SRO subcontracting capacity. You might also be aware we are concurrently negotiating with the security bargaining unit to mitigate the effects of subcontracting upon them (should we be allowed to do so). That bargaining unit has also filed a ULP with PERC relating to our actions. As you can see there is uncertainty surrounding the district's lawful capacity to subcontract at this time. Yet in the absence of that certainty, we cannot permit campus safety and security provided by your SRO's to be compromised by abandoning our previous agreement. The district's near and longer term direction cannot be established without the. -fact-finding resolution from the OSPI and following certain negotiations with the bargaining unit (which have not progressed at the pace the district would prefer). In this uncertain arena, which will become considerably clearer this spring, we respectfully seek your agency's approval of an extension of our initial August 12 agreement --in effect continuing services at those two high schools. We also seek a "two-week" notification "cut - clause. " should the district be directed that it cannot subcontract for SRO services with police. Should we prevail in that determination, you should anticipate SRO subcontracting ^egotiations to commence it detail. The district will likely seek a 5 -year agreement with terms and inditions negotiated between us. Phone (253) 945-2000 • 31405 18th Avenue South • Federal Wad-, WA 98003-5433 0 www.fkvsd.wedner.edu Letter to Chief Wood January 13, 1999 Page 2 Finally, we have recently been informed of the availability of a $60 million "Cops in Schools" (CIS) grant program administered by the DOJ. Police agencies with prior "COPS", "COPSAHEAD", or "UHP" grants may simply apply for additional funding. The community policing partnership advocated under the CIS grant requires that the police department apply and act as the primary grant recipient. Please be assured that the school district is eager to participate and support such a partnership to improve the safety of our schools and their patrons, and to promote police/youth interaction in less conventional community policing problem solving efforts. I am informed that the extension and need for a short "cut -clause" are generally acceptable to you. Please communicate with me regarding acceptance or any need for modification. As always, thank you for your understanding in this precarious time frame. Sincerely, Al Thomas J. Vander Ark Superintendent Item 5D CITY OF FEDERAL WAY CITY COUNCIL PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COMMITTEE Date: February 11, 1999 From: Jennifer L. Schroder, Director Parks, Recreation and Cultural Services Department Subject: Youth Athletic Facilities Grant Program Background Referendum 48 authorized the Seahawks/soccer stadium construction and created a "Youth Athletic Facilities"(YAF) Grant Program. This grant program is funded from a $10 million donation by Mr. Paul Allen and the Seahawk organization. The $10 million will be equally divided among three YAF categories: 1. New facilities (including land acquisition) 2. Improving existing facilities by adding capacity 3. Maintaining existing facilities with out adding capacity Approximately $3,300,000 will be distributed in each program category in 1999. The YAF program will be administered by the Interagency Committee for Outdoor Recreation (IAC). The IAC held information meetings on how the funds will be distributed statewide, eligibility and primary focus of the grant funds. Applications that will score well for funding considerations are projects that involve an increase in capacity or use of an outdoor athletic field facility, addresses a recognized need for ages up to 18, multiple partnership involvement, and public support. Opportunity The Federal Way Youth Soccer Association (FWYSA) is willing to commit $150,000 toward a project that would increase the capacity of a current facility to accommodate the demand for practice time for youth soccer. On February 8, I met with David Vining, President of the Federal Way Youth Soccer Association, George Pfeiffer (FWYSA) and Rod Leland of Federal Way School District. Several park and school sites were reviewed for consideration. Two sites that emerged as potential candidates were Sacajawea Park's football/soccer field and the upper football practice field at Federal Way High School. The field at Sacaj awea Park is not lit and has poor drainage. Use of the field is typically closed in November due to the poor drainage. Parks, Recreation, Human Services & Public Safety Council Committee Page Two February 11, 1999 A project to light the field, fix the drainage and to install a playing surface that can accommodate an aggressive schedule of use would greatly address the current short fall for practice field time. A second grant application could be submitted to light the high school field. This would allow the youth to schedule the field for soccer practice in the evening following the school's scheduled use. Federal Way High School may be included in the upcoming bond issue the District is considering. Recommendation The first step in the application process is to submit a letter of intent. The letter of intent provides the IAC a preliminary indication of the amount and type of applications that maybe submitted. The letter of intent does not obligate the agency to submit a application. It was, however, strongly recommended by the IAC that to insure eligibility, a letter of intent be submitted by March 1, 1999. Staff recommends that the City submit a letter of intent with the FWYSA and the Federal Way School District regarding field renovation and improvements to Sacaj awea Park and/or Federal Way High School field. A partnership application would only be submitted with a project scope approved by the City Council, Federal Way School District and the FWYSA. Committee Recommendation Motion to approve submittal of a letter of intent with the Federal Way Youth Soccer Association and the Federal Way School District to the Interagency Committee for Outdoor Recreation regarding field renovation and improvements to Sacajawea Park and/or Federal Way High School field. APPROVAL OF COMMITTEE REPORT: Committee Chair Committee Member Committee Member January 14, 1999 Jennifer Schroeder, Director Parks, Recreation & Cultural Services Dept. 33530 1 st Way South Federal Way, WA 98003 ` Subject: Lighted All Weather Soccer Fields Dear Ms. Schroeder: Recently the Federal Way Youth Soccer Association (FWYSA) authorized the expenditure of more than $150,000.00 for soccer field acquisition, construction, and/or rehabilitation. Depending upon the City of Federal Way's interest and the availability of matching funds the association may be able to further supplement this amount. Given this authorization FWYSA has begun to explore all opportunities which might eventually lead to the establishment of additional lighted all weather soccer fields in the City of Federal Way or within its annexation area. I am sure that you are quite aware that the shortage of such fields in our area is acute. We hope to garner the City's assistance in our endeavor to acquire/construct additional soccer fields on a number of fronts. Currently the most pressing issue facing us in this endeavor is the preparation of a grant proposal to the Interagency Committee for Outdoor Recreation (IAC). We hope to leverage IAC Youth Athletic Facilities Account Grant Program funds in order to acquire and construct the much needed soccer fields. The City's participation in the application process can only strengthen the proposal. We have talked with Rob Leland (Facility Services Director) of the Federal Way School District and he assures us that they are prepared to commit resources to the establishment of additional soccer fields in the Federal Way area. We want and need the City's participation in this venture. To make this work we desperately need your expertise and experience with the IAC as well as your concurrence with our goals. We would like to meet with you and Rob to discuss a partnering approach to the IAC grant proposal and we would like to brainstorm any other ideas or opportunities pertaining to additional soccer fields of which you might be aware. Please give me a call at your earliest convenience to arrange a time to meet. I can be reached at work at 425=237=0586 or at home at 253=835=0162. I look forward to hearing from you. cerely, David A. Vining, President Federal Way Youth Soccer Association cc: FWYSA Board Members Rob Leland, FWSD III. How Funds Are Distributed: Proportional Fund Distribution YOUTH ATHLETIC FACILITIES ACCOUNT.(YAF) GEOGRAPHIC GROUPS AND PERCENT OF YOUTH NORTHWEST GROUP 14.2% EASTERN WASHINGTON NORTH GROUP Skagit NORTH OLYMPIC Snohomish 13.8% GROUP watcorn Ads - 9'/ Chelan _ Cbnam Douglas Grays Harbor KING F laterad Grant Jettarson 26.6% KNtdla• Kltsap Lincoln Mason Okanogan San Juan PIERCEMURSTON Pend Oreille GROUP spok.ne 18.1% stave.. SOUTH WEST GROUP Clark 9'% Co..gt: EASTERN WASHINGTON L.I. SOUTH GROUP P—Mo.6 shklalura 11.2 Asotin, Benton, Columbia, Franklin, Garfield, Klkkitat, SkamanI., Walla Walla, Whitman, Yakima YAF Account Allocation in Geographic Groups YAF Account Groups Youth Percent of Approximate Approximate Approximate Population Statewide "New Facility' "Improving 'Maintained in the Youth Funds Facility" Funds Existing Facility" Group Population Funds North Olympic 93,7911 9.09%1 $300,0571 $300,057 $300,057 Northwest 146,2541 14.18%1 $467,8971 $467,897 $467,897 King 274,4061 26.60%1 $877,8831 $877,883 $877,883 Pierce -Thurston 165,9411 16.09%1 $530,8801 $530,880 $530,880 Southwest 92,7991 9.00%1 $296,883 $296,883 $296,883 Eastern WA North 142,906 13.85% $457,186 $457,186 $457,186 Eastern WA South 115,407 11.19% $369,211 $369,2111 $369,211 Notes: IAC used OFM data reporting 1,031,504 people in the youth population statewide Percent figures have been rounded and do not equal 100% Dollar figures have been rounded, based on $3,300,000 per category New Facilities Proposal. Applications may be submitted for a minimum YAF Grants grant of $100,000 and a maximum YAF grant of $300,000. Applicants must provide half of a project's total cost: a 50% match. [That is, the smallest total project cost this category will support is a $200,000 proposal, with 50% from the applicant and 50% from YAF.] Grants may be used for land or building acquisition, facility development, and associated costs. "in bounds" items have priority over "out of bounds" items. Please review the complete set of policy proposals for more detail. Improving or Proposal. Applications may be submitted for a minimum YAF Renovating grant of $50,000 and a maximum YAF grant of $150,000. Facilities Applicants must provide half of a project's total cost: a 50% Grants match. [That is, the smallest total project cost this category will support is a $100,000 proposal, with 50% from the applicant and 50% from YAF.] Grants must be used to expand the capacity of an existing youth or community athletic facility. "In bounds" items have priority over "out of bounds" items. Please review the complete set of policy proposals for more detail. Grants for Proposal: Applications may be submitted for a minimum YAF Maintaining grant of $5,000 and a maximum YAF grant of $75,000. Facilities Applicants must provide half of a project's total cost: a 50% match. [That is, the smallest total project.cost this category will support is a $10,000 proposal, with 50% from the applicant and 50% from YAF] Maintenance grants may not increase facility capacity. "in bounds" items have priority over "out of bounds" items. Please review the complete set of policy proposals for more detail. Matching The draft guidelines will allow the applicant's match share to Funds come from any combination of cash, donations of labor and equipment, and other public and private sources. 47 Item 5E CITY OF FEDERAL WAY CITY COUNCIL PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COMMITTEE Date: February 16, 1999 From: David Wilbrecht, Deputy Director Parks, Recreation and Cultural Services Department Subject: Skate Park Background: The City Council authorized staff to begin design development of the Skate Park to be located at the northeast corner of Steel Lake Annex north of the all-weather soccer field. Early work in the process included several public meetings and a clay model built by volunteers. With the model and information collected during the public process, staff forwarded comments and information to the architect. The architect has completed approximately 80% design and has sent them to the City for review. The 80% drawings will be presented at the Council Committee meeting on February 22, 1999. Recommendation The next step in the process is to approve the 80% design, authorize the architect to complete the design development, bid documents and forward the construction budget estimates to the city for review. Committee Recommendation Motion to approve the 80% design, authorize staff to complete design development, bid documents and report construction budget estimates to the Council Committee. APPROVAL OF COMMITTEE REPORT: Committee Chair Committee Member Committee Member Item 5F CITY OF FEDERAL WAY CITY COUNCIL PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COMMITTEE Date: February 11, 1999 From: Kurt Reuter, Athletics and Specialized Services Mana Subject: Kikaha O Ke Kai Canoe Club Background: The Kikaha O Ke Kai Canoe Club of Federal Way is a member of the Pacific Northwest/Oregon Racing Canoe Association, which is a 501-C associate of the International Polynesian Canoe Federation. The IPCF.organizes the World Springs and Pacific games competitions. The club has been in existence for two years. Membership is comprised of youth and adults. Teams from both age groups currently practice at Steel Lake. During the summer of 1998, the City received several complaints about canoe club activities from citizens living on the lake. Most of the complaints revolved around three issues. The canoes were traveling too fast on the lake, canoes were often too close to docks, and the activity was occasionally loud. Staff reviewed Park Ordinance No. 91-82 and determined that it specifically prohibited certain activities. Section I, No. 29 Trials and Competitions states "It is unlawful to engage in any trials or competition for speed, endurance or hill climbing involving any vehicle, boat, aircraft or animal in any park." During the fall of 1998, staff met with the canoe club and suggested they review the ordinance and petition the City Council to change the ordinance. Until the ordinance is changed, they would be prohibited from activities such as racing and competition at Steel Lake Park. Within the current ordinance, the club could practice canoe strokes, water safety and other non- competitive activities. The club has four boats which are transported on a 40 -foot trailer. Their current practice schedule is October through March, once a week (Sundays at 9:00 a.m.), and April through September, four days a week (Monday through Thursday, 4:30-7:30 p.m.). The canoe club has scheduled their 1999 Regatta at Magnuson Park in Seattle. The event was held at this location in 1998. They have requested that the event be held at Steel Lake in 2000. The canoe club came to the Parks, Recreation, Human Services and Public Safety Council Committee meeting on November 23, 1998, requesting the City reconsider the park ordinance that prohibits "...any trials or competitions for speed, endurance, or hill climbing involving any vehicle, boat, aircraft or animal in the park." Parks, Recreation, Human Services & Public Safety Council Committee Page Two February 11, 1999 Council asked that staff review the ordinance, gather information on the needs of the canoe club and review impacts to Steel Lake Park and Steel Lake. On January 28, 1999, staff met with Bill Schilling, current presidents of the Kikaha O Ke Kai Canoe Club and reviewed their request for use of the lake. Issues that impact the lake, park patrons and staff were discussed. At the conclusion of the meeting, we agreed to request that the Parks and Recreation Commission hold a public meeting on the proposed change to the ordinance. Staff will contact the School District to hold the meeting at Truman High School. Immediately following the meeting and a presentation by the canoe club, those interested will be given an opportunity to experience the canoes first hand. The club would demonstrate how they use the lake and invite the public to participate in the experience. Staff will work with the Parks and Recreation Commission to hold this public meeting as soon as possible and report back to the committee with information from the public meeting and a recommendation on the proposed ordinance change.