05-15-2023 HSC Agenda PacketCITY OF
.� Federal Way
HUMAN SERVICES COMMISSION MEETING
May 15, 2023
5:30 p.m.
*Times are estimates only
Hylebos Conference Room
AGENDA
1. CALL TO ORDER
2. PUBLIC COMMENT
Katherine Festa Information
10 Min.
3. COMMISSIONER COMMENT
Katherine Festa Information
10 Min.
4. MEETING MINUTES
Katherine Festa Action
1. February 2023
S Min.
2. April 2023
5.
OPEN DOORS FOR MULTICULTURAL FAMILIES
ODMF Staff
Presentation &
Questions
10 Min.
6.
FUSION
David Harrison
Presentation &
Questions
10 Min.
7.
COMPREHENSIVE PLAN AD HOC COMMITTEE
Mary Schultz
Discussion
UPDATE
15 Min.
8.
ARPA
Kim Bachrach
Discussion
10 Min.
9.
HOUSING REPAIR PROGRAM
Kim Bachrach
Action
10 Min.
10.
STAFF REPORT
Kim Bachrach
Information
Patti Spaulding-Klewin
IS Min.
11. NEXT MEETING: Katherine Festa
Regular Meeting
June 26, 2023 (4t' Monday due to Juneteenth)
5:30 pm
Hylebos Conference Room
12. ADJOURN Katherine Festa
*Times are estimates only.
Commissioners
Katherine Fest, Chair
Kathryn Scanlon, Vice Chair
Sofia mayo
Aaron Walsh
Cynthia Ricks-Maccotan
Ken Stark
Mary Schultz
Betty Taylor
Vivian Alexander
Elizabeth Hughes, Alternate
Grace Ssebugwawo, Alternate
City Staff
Sarah Bridgeford, Community Services Manager
Victoria Banks, Admin Assistant I
Kim Bachrach, Humans Services Coordinator
Patti Spaulding-Klewin, Human Services Coordinator
www.citvoffederalway.com
253-835-2651
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Federal Way
HUMAN SERVICES COMMISSION
MINUTES
February 27, 2023
COMMISSION MEMBERS PRESENT:
Vivian Alexander
Ken Stark
Katherine Festa (Chair) Betty Taylor
Cynthia Ricks-Maccotan left at 7:09 p.m. Aaron Walsh
Mary Schultz
Grace Ssebugwawo (Alternate)
COMMISSION MEMBERS ABSENT:
Elizabeth Hughes (Alternate)
Sofia Mayo
Kathryn Scanlon (Vice -Chair)
STAFF PRESENT: Sarah Bridgeford (Community Services Manager) on the phone
Patti Spaulding-Klewin (Human Services Coordinator)
Victoria Banks (Administrative Assistant 1)
CALL TO ORDER:
Katherine Festa (Chair) called the meeting to order at 5:32 p.m.
PUBLIC COMMENT:
None. Closed at 5:33 p.m.
COMMISSIONER COMMENT:
Commissioner Ricks-Maccotan shared that CHI Franciscan received a $2M grant from the state
of WA. For the region, health care data demonstrated priorities for Federal Way, with interesting
statistics, i.e. the obesity rate is 10% higher in Federal Way than it is for the county average,
hypertension and diabetes is a little bit higher amongst some populations in Federal Way than
compared to the county wide average. These areas are being concentrated and worked on. The
key is looking at the social determinates of health like food insecurities, housing, transportation
and their ability to pay (income insecurity) those contribute to their not having good health
outcomes in hypertension, managing diabetes, obesity and having access to recreational
activities. Mental health is another huge area of concern, especially amongst the youth and so it
has been raised as one of the top five priorities in the community as linking them to mental
health support, not just while under care but afterwards as well.
MEETING MINUTES:
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Commissioner Ricks-Maccotan motioned to approve the January 23, 2023 meeting minutes,
Commissioner Stark seconded the motion. Motion carried 7-0.
2024-2029 TRANSPORTATION IMPROVEMENT PLAN PRESENTATION:
Traffic Engineer, Rick Perez, Senior Traffic Engineer, Kathy Davis and Public Education and
Outreach Supervisor, Colleen Minion presented the 2024-2029 Transportation Improvement Plan
for the City of Federal Way. Topics included: Comprehensive Plan - for long-term planning and
in the short term, a six -year transportation plan, to include the criteria for prioritizing projects
adopted by City Council. Priority areas include: congestions, safety and impact. Mr. Perez and
team requested input as to how these areas should be prioritized, are there particular types of
projects that they should be putting more emphasizes in?
Kathy Davis, Senior Traffic Engineer, passed out a flyer with QR code to encourage
participation in an on-line survey asking for public input for an accessible transportation
network, i.e. walk, bicycle, or transit use around the City. The survey will help guide the
Transportation division on what types of projects they should be seeking grant money for and
construction strictly with City funds. About 60% of the Transportation revenues are from grants.
In the last two years this division applied for thirteen different grants and received eleven of
them. Other revenue sources include what is asked of developers, transportation impact fee
system that developers pay based on how much traffic is generated (generates between $2-$5M
per year).
PROGRAM YEAR 2022 CONSOLIDATION ANNUAL PERFORMANCE &
EVALUATION REPORT (CAPER) (Staff Report, Public Hearing, Commission
Discussion/Action):
Manager Bridgeford presented the CAPER (Consolidated Annual Performance and Evaluation
Report)specific to Community Development Block Grant (CDBG) funds. The four adopted City
of Federal Way goals are: 1. Expand economic opportunities, 2. Preserve affordable housing, 3.
Prevent and Address homelessness, and 4. Establish and Maintain suitable living environments.
The program year runs on the calendar year, reflecting the calendar year of 2022.
2022 CAPER Highlights: Noticeably lower amounts than normal for expenditures of
$485,067.00 in part for the lateness in which the City received the funds, not having access to the
funds until the last week of October 2022, many of the Capital projects were delayed as a result.
Another delay included FUSION's acquisition of a unit for transitional housing. Originally
scheduled in 2022 but was delayed and now set to close the week of March 6, 2023.
Key Accomplishments: 2022 Housing Repair Program completed four projects and four more
are in progress. With recent increases in demand for construction, there has been a struggle to
obtain contractors. Highline College provided technical assistance to 35 individuals that were
new start-ups or had existing businesses or some continued COVID response; Provided 291
Federal Way residents with public services, including 118 individuals with disabilities, 54
residents through For Inclement programs, FUSION provided case management to 71 people in
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their transitional housing program, and the COVID Response MSC provided eviction prevention
to household for a total of 41 individuals.
Timeline: Human Services Commission Public Hearing on February 27, 2023, then to Parks,
Recreation, Human Services, and Public Safety (PRHSPS) Committee on March 14, 2023, and
finally for consideration at the City Council on March 21, 2023. Submission to HUD no later
than March 31, 2023.
Public Hearing Comments: None, closed at 6:15 p.m.
Commissioner Stark motioned to forward the 2022 Consolidated Annual Performance
Evaluation Report (CAPER) onto the City Council as written, Commissioner Schultz seconded
the motion. Motion carried 7-0.
COMPREHENSIVE PLAN AD HOC COMMITTEE UPDATE:
Commissioner Schultz presented that the Comprehensive Plan committee will have an in -person
town hall meeting on Thursday, March 9, 2023 from: 4:30 - 7 p.m. at the Community Center.
There will be different tables for different chapters, including Human Services. The last meeting
Commissioner Schultz attended Chaney Skadsen was updating a 2015 data points, breaking it
down into percentages of ownership, rentals, age, diversity, location, and size of families.
Subcommittee members will be meeting on March 14, 2023 (tentatively) to work with Keith
initially to work on Human Services chapter.
STAFF REPORT:
Staff member Spaulding-Klewin reported: We will welcome the new Human Services
Coordinator Kim Bachrach on Wednesday, March 1, 2023. There are two drives available for
contributions in the City Hall lobby: 1. food drive for Seniors to benefit Federal Way Senior
Center and is sponsored by Soroptimists. 2, March of Diapers, sponsored by Do the Right Thing
Nonprofit, with a goal of collecting diapers, wipes, etc., donations through check or by scanning
the QR code on the postcard. Flyer shared for virtual and in -person Town Hall meetings on
February 28 and March 9, 2023, if attending *identify self as resident or commissioner*. An
Email was sent to Commissioners requesting input for Human Service Commission presentations
and/or in -person visits, received two responses. The goal is to have eight presentations/visits in
total. Manager Bridgeford received email confirmation of 2023 CDBG allocations: $778,309.00
which is a slight increase from 2022.
NEXT MEETING:
Regular Meeting March 20, 2023 at 5:30 p.m.
Hylebos Conference Room
ADJOURN:
The meeting adjourned at 7:10 p.m.
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Federal Warr
HUMAN SERVICES COMMISSION
MINUTES
April 17, 2023
COMMISSION MEMBERS PRESENT:
Vivian Alexander
Katherine Festa (Chair)
Elizabeth Hughes (Alternate)
Cynthia Ricks-Maccotan
Grace Ssebugwawo (Alternate) in at 5:46
p.m.
COMMISSION MEMBERS ABSENT:
Sofia Mayo
Kathryn Scanlon (Vice -Chair)
Mary Schultz in at 5:35 p.m.
Ken Stark
Betty Taylor
Aaron Walsh
STAFF PRESENT: Patti Spaulding-Klewin (Human Services Coordinator)
Kim Bachrach (Human Services Coordinator)
Victoria Banks (Administrative Assistant 1)
CALL TO ORDER:
Katherine Festa (Chair) called the meeting to order at 5:36 p.m.
STAFF INTRODUCTION:
Kim Bachrach (Human Services Coordinator) introduced herself and gave a brief background of
her past employment.
PUBLIC COMMENT:
None. Closed at 5:40 p.m.
COMMISSIONER COMMENT:
Commissioner Taylor spoke on the poor representation of community members showing up for
the Technical Assistance session for ARPA. Commissioner Taylor spoke to comments from
February 2023 meeting being silenced and felt it was not appropriate.
Commissioner Schultz mentioned the Renton homeless shelter and it's closing and wondering
had their funding run out. Was the City of Federal Way funding any longer -term shelters, i.e.
Comfort Inn?
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Commissioner Alexander mentioned Burien pushing out all the homeless in the South Center
area. Cities are closing things down.
Commissioner Ricks-Maccotan responded to Burien comment about Health Care entities
releasing to homelessness and the impacts on health outcomes.
AMERICAN RESCUE PLAN ACT (ARPA) (Funding for Social Services):
Coordinator Bachrach presented ARPA Request for Proposals (RFP) is available and the
application link is on the City of Federal Way website. On April 11, 2023 Technical Assistance
meeting/session occurred to help non-profit organizations with specific questions concerning
application and supporting documents/requirements. Approximately 5-6 attendees were present.
On -going 1:1 sessions available through the end of May 2023; application will close on May 31,
2023. Coordinator Bachrach spoke on scoring examples using a rubric for the organization's
applications for the Human Service Commission to abide by.
COMPREHENSIVE PLAN AD HOC COMMITTEE UPDATE:
Commissioner Schultz reported the sub -committee met in March 2023 to begin developing the
Vision Statement for the Human Services Chapter of the Comprehensive Plan. Coordinator
Spaulding-Klewin added on that the sub -committee will be meeting monthly through November
2023 to work on the chapter- meeting date and times are in development.
STAFF REPORT:
Coordinator Spaulding-Klewin passed around schedule of in -person agency visits for
Commissioners to sign-up- reminder no more than 4 Commissioners may attend per visit. There
are 6 in -person visits scheduled with 4 agency meeting presentations to be determined based on
Human Service Commission meeting schedule. Monitoring visits are wrapping up from 2022
schedule.
NEXT MEETING:
Regular Meeting May 15, 2023 at 5:30 p.m.
Hylebos Conference Room
ADJOURN:
The meeting adjourned at 6:48 p.m.
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CITY OF FEDERAL WAY
MEMORANDUM
DATE: Monday May 15, 2023
TO: Human Services Commission
FROM: Sarah Bridgeford, Community Services Manager
Kim Bachrach, Human Services Coordinator
Amy Glandon, Executive Assistant to Council
SUBJECT: Request for Move to the Housing Repair Program Third Party
Financial Impacts:
The cost to the City for the Housing Repair Program and the Minor Home Repair Program was
included within the approved Community Services Division budget under Community Development.
In accordance with the approved budget, the Housing Repair Program is funded by a Community
Development Block Grant (CDBG) in the amount of $175,000 in a typical year, though it has been
less in recent years due to delays resulting in funding from prior years being available. Minor Home
Repair will be funded at $100,000 pending the Department of Housing and Urban Development
(HUD)'s approval of the 2023 Annual Action Plan. The first competitive selection process would
include approximately $100,000 for Minor Home Repair and $150,000 for Housing Repair,
dependent on year to date expenditures and current projects. Upon selection of a subrecipient to
administer and implement the program, future costs would continue to be funded by the CDBG
program.
Background Information:
The City of Federal Way proposed to the City Council in March of 2011 to move the City to a
direct entitlement with the HUD for funding through their CDBG. It was approved at the October
4, 2011 City Council Meeting to allocate funding to the newly created Housing Repair Program
with specific parameters. The final approval and adoption took place on November 15, 2011 at
the City Council Meeting, making 2012 the first year that the City of Federal Way offered its
own specialty program dedicated to the repairs and rehabilitation of current housing within the
city limits.
The current Housing Repair Program focuses on the larger and more significant repairs such as
roof replacements, water heater replacements, water line repair and new installations, furnace
replacements, and electrical repair, and new installations. Over the summer of 2022, a feasibility
review was completed to expand the program to include a Minor Home Repairs division based
on presumed benefit of clientele with the program being for older adults.
Throughout the tenure of the Housing Repair program, there have been many challenges that the
Rev. 7/18
City has faced, including utilization of the program from homeowners in the City, procurement
of contractors, and the scope of projects that have been requested. Specific details of each of
these issues follows below.
• Utilization of the Program from Homeowners in the City: Although there are many phone
calls of interest, the process for qualification is extensive for the applicants. This process
includes turning over many documents of personal information to a governmental entity.
Due to the extensive nature of the application process, the number of qualified applicants
has steadily declined over the last few years, limiting the amount of funding that is used
on this program and number of projects that are completed each year.
• Procurement of Contractors: Because the program is supported with federal dollars,
contractors must meet certain requirements to be eligible to perform work with the City's
Housing Repair Program including maintaining registration with Sam.gov and having an
active Unique Entity Identifier (UEI). Additionally, the City's insurance requirements can
be cost prohibitive for medium and smaller contractors. Most medium- and small -sized
contractors cannot afford to hold the higher level of insurance and may choose not to
maintain a UEI without consistent, predictable work. Large -sized contractors who can
afford the insurance and have a UEI have less interest in the relatively small projects that
the City is able to fund. Finding a contractor and keeping them available with limited
work is exceedingly difficult. Amy Glandon worked with contractors who expressed
interest in the program and she greatly expanded the contractor network. Despite this, of
the three projects bid in 2022, two of them went out to bid three to four times due to lack
of response from contractors because contractors are generally busy and the City does not
have enough consistent work available to be considered a priority.
• Scope of Projects Requested: Typically, the request for housing repair falls outside of the
current program parameters. Examples of projects that do not qualify for the City's
program include: exterior home repair including painting, siding, decking; or certain
interior home repairs including painting, flooring replacement, heating upgrades, and
bathroom upgrades.
Staff Recommendation:
Organizations that focus on housing repair and similar types of projects have the consistency of
work and broader contractor network to better implement such programs. As a result, the
Community Development Department is proposing is to move the Housing Repair Program's
administration to a third party that will handle the qualification of the homeowners, scheduling of
the projects, execution of the repairs, and inspections. The City of Federal Way would retain the
Environmental Review process and deed restrictions for loan -based projects. The City will
competitively bid the program to attempt to select a subrecipient to administer and implement the
program. Subrecipients must be nonprofit organizations or other governments. The City would
evaluate the effectiveness of a third -party subrecipient implementing the program and make a
recommendation to continue with a third -party or return to City implementation after two years.
Rev. 7/18