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PRHSPSC PKT 12-09-2005 City of Federal Way CJ'fY COUNCIL PARKS, RECREATION, IllJMAN SERVICES & PUBLlC SAFETY COMMlTTEl~ Monday, December 12, 2005 City Hall 6:00 p.m. llylebos Conference Room 1. CALL TO ORDER 2. PUBlJC FORUM 3. COMMISSION COMMENTS 4. APPROV AL OF NOVEMBER 14,2005 SUMMARY 5. COMMITTEE BlJSINI~SS A. Federal Way Symphony Special Event at Dumas Bay Centre Information Fa bel' B. Organit,ational Capacity Building Pilot Program Information Allen-Mpyisi C. Allocation of 2006 CDBG Funds for Emergency Feeding Program Action O'Donnell I). 2005-2006 Youth Commission Work Plan Action Moc E. Thompson Property - Selecting a Park Name Acti on Sanders F. DSl-IS Interlocal Agreement for Agency Respite Care Action Fabcr Recreation Services G. Arts Commission 2006 Work Plan Action Faber 11. Arts Comrnission Cultural Arts Contracts for Services Action Faber L Parks Commission 2006 Work Plan Action I-Ianson J. On-] ,ine Crime Report Software Purchase Action Kirkpatrick 6. PENDING lTEMS . Community Center/Update on Business Plan . Reserve Officer Programs/R isk Management . 'l'hompson Property . Celebration ])arktl'ournaments 7. NEXT MEKflNG -- January 23,2006 6:00pm - Dash Point Conference Room 8. AD.lOURNMJ':N'l' __n ----'-...-... ____no ....----- ".--- .-.-... ...---... ----.-..-.-- .-----..- ._---". 2005 Committee MClnbers: Staff: .Ieanne Burbidge, Chair Donna Hanson, Director .lack Dovey Mary .Iacnicke, Administrative Assistant .I im Ferrell 835-6901 City of Federal Way City Council I)ARKS. RECREATION. HOMAN SERVICES & PUBLIC SAFETY COONCIL COMMITTEE Monday, November 14,2005 5 :00 p.m. SUMMARY In attendance: Council Comnlittec members Chair J~anne Burbidge, Jack Dovey, .Iim Fcrrell, Mayor Dean McColgan, Deputy Mayor Linda Kochmar, David Moseley, City Manager, Derek Matheson, Assistant City Manager, Anne Kirkpatrick, Dircctor of Public Safety, Pat Richardson City Attorncy, Donna Ilanson, Director PRCS, Paul Bucich, Surfacc Watcr Manager, Angelina Allen-Mpyisi, I-Iuman Services Manager, Mary Faber PRCS Superintendent, 13 Sandcrs Park Planner, Mary Jaenicke, Administrativc Assistant. Guests: John Lcskovar, Citizen. Richard Bye, Human Serviccs Commission, Charlic Demming, Heery International. Chair Burbidge called the meeting to order at 5 :05p.m. PUBLIC FORUM John Leskovar: Mr. Leskovar stated that even if the Public SaJdy Department wcrc fully staffcd, they would be unable to enforce the law to thc levels that he thinks would be appropriatc in a community like Federal Way. Mr. Leskovar would like thc City to rcsearch whether or not thc City has the assets to cover the liability that relates to volunteers. He would also like the Council to hire a City Manager that has a broad range of cxpcrience in Pub lie Safety. If we were to have a significant public safety event, he doubts the city would be able to respond to the needs of the citizens. Having volunteers would be another way to providc Public Safety. Council member Kochmar requestcd staff to report back from a risk management point of vicw. This itcm would be addcd to pending items on the agenda. COMMISSION COMMENT - None APPROV AL OF SUMMARY Council mcmbers Dovey and Ferrell moved to accept the Octobcr meeting minutes as written. Motion passed. BUSINESS ITEMS Mid-Biennium Review of 2005-2006 Human Services Contracts Ms. AlIen-Mpyisi stated that the purpose of a mid-biennium review is to evaluate agency contract pcrformanccs, and make recommendation to any changes to the individual contract funding levcls for the second year, The city is currently funding 25 agencies that are operating 38 programs for the 2005-2006 grant cycle. Staff has been providing quarterly updates to the Human Services Commission. StaJf and thc Commission have also been conducting site visits with the organizations. They have found that at least five agencics had emerged as having potential issues that werc of conccrn. Staff has worked with those agcncies and improvements have becn made. Ms. Allen-Mpyisi has estimated what may be available for additional funding for next year that eould bc made available for organizations bcginning in 2006, That amount is approximately $437,000. With an additional $6,770 anticipated to be available in 2006, funding options were outlined for the Human Services Conunission to consider. The Human Services Commission determined that the highcst need was energy assistance and emergency food, They suggested that if additional funding is available, that the funding be given to the Catholic Corrununity Services Emergency Assistance Program, and the Multi-Service Center's Emergency Food Program. Council member Dovey moved to approve option 1, which is to recommend continued funding in 2006 to 24 human service agencies receiving funding from the City with the exception that should the Human Services Gcneral Fund increase to a total of $437,270 it is recommended that Catholic Community Services Emcrgency Assistanec I)rogram, and the Multi-Service Center's Emergency Food Program receive a proportionatc share of any additional funding. Forward option 1 to the full City Council and place this item on the December 6 conscnt agenda. Council member Burbidge second cd. Motion passcd. COllncil member Ferrell recllsed. Historic Cabins Park - 85% Desil!n Review Ms. Sanders presented the design, improvements planned for the park include a 15-space parking lot. This parking lot will be removed away from the wetland buffer, which is whcre jt is currently_ in addition to the parking, thcy are PARKS, R(<~CRKATlON, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Monday October 10, 2005 Summary Page 2 also proposing to add a sidewalk to the cabins and trail, landscaping and a single restroom. Ms. Sanders reportcd that they are proposing to use pervious concrete, due to the faet that it is very elose to the wetland buffer. Ms. Sanders has been working with thc Public Works Dcpartrnent and an engineering finn. The adjacent wetland limits the amount of land available for a traditional stormwater system. Mr. Bucich presented information and gave a demonstration on how the pervious concrete works compared to regular concrete products. He introduced a newer product called perco-crctc. One advantage of Pcrco-crete is that it can be added to any concrete. It absorbs 1/3 of the volumc of water by weight, when it reaches the upper limit of what it can absorb, the water will weep through the concretc mass, What doesn't go through and stays in the concrete will evaporate and come back out and goes back into thc air. Mr. Bucich also introduccd pervious concrete. Pervious concretc allows water to percolate through the pavement, dircctly into the soil below. The watcr will movc slowly through the soil. Thc bcst ways to maintain the pervious conerete is to vacuum/street sweep it. Putting porous concrete in the parking lot and sidewalk will cost about $1,000 less than the original design. The perco-crctc is more expensive. The perco-crete may bc used on the sidewalks as a test. Mr. Bucich stated that this type of concrete should work very well at thc Cabins Park. Pcrvious concrete has a life cycle of 50-75 years. Pervious asphalt would I1ccd to be re-surfaccd every 10 ycars. Council mcmber Dovey asked if staff was considering using this for the Community Center. Sanders answered that it was discussed, but the cost was too high. Council member Dovey requcstcd that pervious concrete be on a future Land Use agenda. Council member Dovey movcd to forward option I, which is to accept the 85% design of the Historic Cabins Park, and authorize staff to procecd to 100%. design, and forward to the fulI City Council for approval on Decembcr 6, 2005. Council member Ferrell scconded. Motion passed. Communitv Center Ulldate Ms. Sanders introduced Charlie Dcmming, the Construction Manager for the Community Ccnter. Mr. Demming provided the Committee an update on the Conununity Ccnter. Mr. Demming reported that one pay request has bccn paid. The project is being tracked financially. He presented a "dashboard report". The report includes information on the financials, thc schedule, an executivc summary that explains what has occurred to date, and a summary on the issues that have becn dealt with during thc current month. Mr. Demming will be atlcnding these meetings periodically to provide thc Committee an update. Couneil member Dovcy requested that Council be advised if thcrc are any substantial change orders. Thc construction team mccts every Tuesday morning. Community Center Site - PUl!ct Sound Enerl!y Easement The policy qucstion is whether or not the Council should grant an easement to Puget Sound Encrgy for the purpose of constructing, operating and maintaining electrical services to the Community Center site. Council member Dovey moved to forward option 1, which is to accept the easement agreement with Puget Sound Encrgy and forward to full City Coullcil for approval 011 November IS, 2005. Council member Ferrell seconded. Motion passed. Communitv Center Mission Statement Ms. Faber stated that the Advisory Committee providcd staff with mission statements for them to use to develop the mission statement for the Community Ccntcr. Staff reviewed thc work of the Advisory Committee and reworked it to create a single mission statement, which eould be easily remembered and reproduced easily. The Parks and Recreation Commission has reviewed and approved the rccommended mission statement. Council member Ferrell moved to approve option A, statement I, and forward to City Council on Dccember 6, 2005 for approval. Council member Dovey seconded. Motion passed. PENDING ITEMS Mayor McColgan would like a report on thc number of teams involved in tournaments at Celebration Park to pending items. Mayor McColgan stated that we havc grand fathered a lot of tournaments into weekends at the park, It is his understanding that the amount of teams participating in these tournaments has decreased. He wants to ensure that we are maximizing the amount of economic impact for thc tournaments. ANNOUNCEMENTS - Nonc NEXT MEETING -- December 12, 2005 (i:OO p.m. in the lIylebos Conference Room ADJOURNMENT - Meeting adjourned at 5:47p.m. S.f\ CITY OF FEDERAL WAY PARKS, RECREATION AND CULTURAL SERVICES DEPARTMENT MEMORANDUM ,-...."---.".'---'. "-..-'..- "--..---.-.,.,'---.. DATE: November 14, 2005 TO: Parks, Recreation, Human Services and Public Safety Council Committee FROM: Mary Faber, Recreation and Cultural Services Superintendent Rob Ettinger, Dumas Bay Centre Coordinator VIA: David MoSe~anager SUBJECT: Federal Way Symphony Special Event at Dumas Bay Centre Report -_..,"'--,.,._-,.~'-'_.,..._-_._,.- ----.". - - Policy Question This is an infoffi1ational memo only, no action is requested. J3aekground The Fcderal Way Symphony requested the use ofthc outdoor grounds at Dumas Bay Centre for a Symphony event. The practice has becn to allow groups who schcdule inside spaces to use the grounds as a part of their rental agreement for the following reasons. . The conference and retreat facility is an enterprise fund, which means it does not receive general fund subsidy for operations. Scheduling large, outdoor events that would require the use of the entirc parking area and noise associatcd with set-up and the event would not be compatible with a business and/or conference booking. The potential loss of revenue for two days (set-up and event) would be $5,000-$8,000, There is also an impact to the Knutzen Family Theatre- a potential revenue loss of$300-$600. Recreation and Cultural Services utilize the lower floor of the building and did not schedule the rooms for any afternoon/evening activities. . The park was originally purchased with Washington State grants including Open Space Bond issue funds and Conservation Futures funds. A park improvement was recently funded through Aquatic Lands Enhancement Account Funds. The park was purchased and has been managed as a passivc use park. After reviewing the Hearings Examiner's Decision, the Mitigated Deteffi1ination of Non-significance and the City Council's decision, the City Attorney determined that this type of concert was a legal use on the grounds of Dumas Bay. As this type of use could have an impact on future requests for usc ofthe property and require scheduling changes for Dumas Bay Centre the Arts Commission and Parks Commission reviewed the following: -Arts Commission -- Business impacts to the conference facility, theatre and impact to recreation programs. 1 p\.. \ ---..- -Parks Commission - Site Impacts on the neighborhood, noise, parking, and environmcnt. . Council was presented with threc options in January 2005 and approved a onc-year trial of the Dumas Bay Centre Park grounds [or a Fcderal Way Symphony concert to bc hcld during the month of August 2005, Fcdcral Way Symphony would pay thc special event fee of$I,500 and potcntial business loss of up to $5,000. Thc City would provide in-kind sponsorship for the event [or use of City resources up to $8,480 for staffing. . Council also requested a report of information following thc event: -direct and indirect cost of city resources -business impacts -affects to the property -overall community outreach and benefits Staff FeQort A. Direct and Indirect Cost: The following table provides information on projccted eity resources and actual. The event required very few city resources. The placement of the event allowed vendors to unload on roadways and did not require city assistance and the planning committee did not require a lot of planning assistance. Staff Planninl! Support Projected Actual Recreation Operations Superintendent 40 Hours 12 Hours Dumas Bay Centre Coordinator 40 IIours 10 I-lours Assistant City Attorney 10 IIours 1 Hour Department Director 10 Hours 2 Hours Park Operations Superintendent 10 Hours 4 Hours TOTAL 110 Hours: $4,440 29 Hours: $1,177 &V911t S!:,Q12Q.I:t Projected Actual Contracted Landscaping Crew -Park Preparation 30 4 Hours Contractcd Landscaping Crew -Park Restoration 20 8 Hours Parks Maintenance Worker - Equipment Transportation on Grounds 24 N/A Parks Maintenance Worker - Equipment Transportation on Grounds 16 N/A Parks Maintenance Worker 2 - Irrigation 4 2 Hours Dumas Bay Centre Coordinator 20 16.5 Hours Dumas Bay Ccntre Building Supcrvisor - event staff 40 30 Hours TOT ALS 154 Hours: $4,040 60.5 Hours: $1,261 Total Projected Cost: $8,480 Total Projected Cost: $8,480 Total Actual Cost $2,438 2 t=\.. '2- B. Business Impacts: There were two clients that wcre interested in booking the facility during the Fcderal Way Symphony event. The first was a wedding rental that we had to decline duc to the parking and compatibility of use with the Symphony event as they would have been active at thc same time. Revenuc from a wedding rental is a minimum of $990.00, Any catering services would have been in addition to the facility fees. If catering was provided, additional revenue would have bcen earned. The second was a booking for a family reunion for two nights and three days for 50 people attending. The rental fee [or this event would have been $7,700, excluding tax. Total actual loss of business rental was $8,690.00, excluding tax. e. Affects to the Property: Minimal damage to the facility due to wear and tear as well as setup and takcdown occurred during the event. The delivery and removal of the piano damaged the grounds and minimal irrigation damage as well. The original discussion was that the piano would be carted over to the stage and placed where needed. In actuality, the piano was delivered by a one- ton dual axel truck, which drove on the grounds over two irrigation control boxes. The weight of the vehicle created ruts in the grass area as well. This damage however was limited to the area behind the stage and was repaired with minimal staff time and no cost above routine land care maintenance. The tent was setup in such a manner that did damage the grounds. D. Community Outreach and Benefits: The Federal Way Symphony sold out the event (288 tickets, and II general audience). There havc been many positivc statements made from the individuals who attended; it was a well planned, well done event. One call was receivcd at about 9:30 p.m. from a resident of Bayview Estates who did not leave their name. They called to ask if we heard music coming from our area or if the music was coming from our grounds. Staff informed the caller that there was a special event on site and the event should be over soon. The caller expressed concerns that it was getting late and the music could be heard quite elearly from their home. Committee reeomm~l}dation No action requested this report is for information purposes only. 3 f\..3 5.\?) CITY OF FEDERAL WAY CITY COUNCIL PARKS, RECREATION, HUMAN SERVICES AND PUBLIC SAFETY COMMITTEE Date: ~ From: isi, Human Services Manager Via: Subject: Attached is information on an Organizational Capacity Building Pilot program being designed by the Community Development Services Department's Human Service Division and will be implemented in partnership with the City of Tukwila. The concept of the Organizational Capacity Building Pilot (OCBP) program emerged as a result of the City of Federal Way and City of Tukwila's concerns with the health and sustainability of small grassroots human service organizations located in Federal Way and Tukwila. These groups are providing good services to a number of people from diverse social-economic backgrounds that live in Federal Way and Tukwila. However, because these agencies have limited staff infrastructure they don't have the time or money to invest in organizational capacity building efforts nor do some of them have a sufficient understanding of how strengthening their whole organization can contribute to them being more effective in achieving their mission and sustaining their programs. Through the proposed program these small grassroots human service agencies will learn techniques to successfully govern and manage themselves, develop assets and resources, forge and maintain community linkages, and continue to deliver valued services in Federal Way and Tukwila. At the December 12 meeting, I will go over the intend goals for the program, the program concept, and the proposed timeline in moving this project forward. During this time you will have the opportunity to ask questions, discuss your thoughts and reactions to the proposed pilot project. If you have questions prior to the meeting, please contact me at ext. 2650 or at anqelina.allenmpvisi@citvoffederalwaV.com Committee Action No action is recommended at this time. \j-\ ~- ORGANIZATIONAL CAPACITY BUILDING PILOT PROGRAM Brief Description The Organizational Capacity Building Pilot (OCBP) program is a collaborative program of the City of Federal Way and the City ofTukwila. This capacity building strategy is designed to increase the organizational effectiveness of smaller grassroots human service agencies. Through the program these organizations will learn teclmiques to successfully govern and manage themselves, develop assets and resources, forge and maintain community linkages, and continue to deliver valued services in Federal Way and Tukwila. Rationale The City of Federal Way and City of Tukwila are working with a number of small grassroots human service agencies, some of who are managed with limited staff, volunteers or a board of directors. These agencies are committed groups who are successfully serving a variety of individuals, seniors, youth, and families living in Federal Way and Tukwila. However, it may be overwhelming to both "run their programs," and fulfill their organization's mission and address the future health and sustainability of their agencies. In addition, as public, private and federal budgets continue to shrink competition for contributed income has intensified and will impact these organizations ability to successfully secure future on-going support to operate their programs. The City of Federal Way and City ofTukwila believe that increasing the overall effectiveness of small grassroots human service agencies will contribute greatly to their programs and their ability to serve the local community. These organizations have some capacity but could use more to help them better address thcir mission or purpose. Without strong internal operations (i.e. Board, management, staff, fund development communications, accounting, community linkages, etc.), it's difficult for a small human service organization to do a good job of delivering effective programs or improve the quality of life for individuals, seniors, youth and families. Goals . Strengthen the organizational infrastructure of small grassroots human service organizations in Federal Way and Tukwila. . Increase the capacity and knowledge of the staff and board to effectively manage and lead their human service agencies. . Share lessons learned with other grantmakers, policy makers and other stakeholders to expand and replicate this model in other communities in King County. Program Concept The City of Federal Way and the City ofTukwila will identify four small human service groups to participate in the program. An outside consultant with expertise in nonprofit capacity building will be hired to work with each participating group to expand their capacity for effectiveness and sustainability. ~~2- The project will have six distinct components (see Exhibit 1) Exhibit 1 Project Assessment Develop Goal ~ I Coaching I~ Final report to preparation ~ of human ~ Capacity ~ Achievement City of FW & servlee Building (Can include City of Tukwila agenCIes Plan training or T A). During the project preparation phase, the consultant will be selected, the appropriate assessment tool will be identified and modified, if necessary, and the participating agencies will be invited and confirmed. During the assessment phase, a self-evaluation tool will be administered and analyzed, pertinent documents (by laws, policies, board records, financial reports, etc.) will be analyzed and selected individuals may be interviewed. The assessment will look at the present capacity of these four agencies and will identify what is working well and what is needed to help the organizations become stronger and better able to fulfill their mission. The assessment phase will conclude with the presentation of a report to each organization identifying areas for attention and recommendations for action. The planning phase will begin with at least one extended planning session, led by the consultant and involving the board of directors and key staff members. The result of this session will be the identification of three to six capacity-building goals for implementation. Subsequently a plan will be developed by the organization, with the assistance of the consultant. The plan will include: 1. Strategies or methods that best allow it to get stronger in each priority area; 2. Who will lead the effort in each area and by when; 3. How the organization will know its been successful in building in each area; 4. How those within the organization will be accountable for following through in areas that affect them; and 5. How the organization will integrate what its learned into day-to-day operations. Plan implementation will be the responsibility of each organization and willlikcly include a number of components: 0 Education in nonprofit management and governance; 0 Structural changes for the board or the organization; 0 Fund development planning and fund raising; and 0 Additional learning and organizational changes as needed. b-3 2 -- In order to assure confidence in the changes thcy are making and to assist each group in staying focused on prioritized goals, the consultant will provide "coaching" services during the plan implementation period. This coaching will include tcchnical assistance, resource identification and validation of steps being taken to achieve goals. To determine the success of the pilot project, the final report process will include a repeat assessment with each organization to determine if changed behavior actually did take place. New attitudes, skills and knowledge are just some of the potential changed behavior techniques that could emerge from the evaluation. Throughout the process the consultant will meet with the Human Services Managers of the City of Federal Way and City ofTukwila to report on the progress of the agencies and present a final report. To help city human service staff gain the necessary skills to increase their understanding of nonprofit organizational effectiveness, staffwill be allowed the opportunity to participate with the consultant on an organizational assessment to gain the practical skills needed to conduct future organizational assessments. Timeline of the project The proposed timeline to begin project implementation is as follows: Date Activity December 2005 Finalize program design and select assessment tool. --- December/January 2006 Select consultant. Identify the 4 human service agencies that will participate in the program. February 2006 Consultant hired and under contract. March 2006 Consultant conducts organizational assessments. April - May 2006 Consultant works with human service agencies to develop their capacity building plans. June - November 2006 Agencies work on capacity building plans. Consultant provides technical assistance and coaching during this process. December/J anuary 2007 Final report submitted to the City of Federal Way and City of Tukwila. Determine whether to replicate and expand the program. ~-L{ 3 Estimated cost of the program The estimated cost of the program is listed below. Project Component Activities Time Cost (4 Cost (2 agencies) agencies) Assessment selection Meeting(s) wi city staff; adapting 5 hours 500 500 existing tool --, Assessment tool Preparation meeting; distribution; 9 per 3,600 1,800 administration tracking/receiving; data entry; agency analysis and preparing comments for report Additional assessment Obtaining and analyzing materials; 4 per 1,600 800 activities preparing comments for report agency Report to agency Writing, producing (copying, binding) 8 per 3,200 1,600 and presentation agency ",- ~.'~ ~",','."- - - - - Plan development Planning retreat facilitation 6 per 2,400 1,200 agency Plan implementation *Coaching, technical assistance, 12 per 4,800 2,400 resource identification; max: 2 hours agency per month average Evaluation assessment Administration, collection, data entry, 7 per 2,800 1 ,400 analysis agency Final report Preparation and presentation 8 total 800 800 - Total 19,700 10,500 project cost * An option for each agency, in lieu of an hour of coaching time, participating agencies may elect to send up to two representatives to any half-day seminar presented by the Nonprofit Center, thus providing them access to capacity building training. The City of Federal Way, Community Development Services Department's Human Service Division has funds left over from its annexation/census project that will be used to fund this project. The City ofTukwila is in the process of determining what they can invest to the project. Additional private and philanthropic support will be sought through United Way of King County and other sources. B-5 4 b.L CITY OF FEDERAL WAY CITY COUNCIL PARKS, RECREATION, HUMAN SERVICES, AND PUBLIC SAFETY COMMITTEE ;{) Date: December 5, 2005 I,/f . From: Kelli O'Donnell, C BG Coordinato Via: David Mosel , y anager Subject: Allocation of 006 CDBG Funds for Emergency Feeding Program Policy Question: Should the 2006 COBG funds designated for an Emergency Feeding Program in Federal Way be awarded to the Multi-Service Center or the Emergency Feeding Program of Seattle & King County? Backqround: See memorandum to Human Services Commission dated November 8, 2005. Options: 1. Award $10,000 of 2006 COBG funds to the Multi-Service Center Emergency Food Program, The Multi-Service Center Emergency Feeding Program utilized 2005 COBG funds to increase services available to clients at their food bank in Federal Way. Funds were used to purchase diapers, baby formula, baby food, low-sodium and low-sugar food. Funding of the program in 2006 would provide funds for the agency to continue offering these items at the food bank. 2. Award $10,000 of 2006 COBG funds to the Emergency Feeding Program of Seattle & King County. The Emergency Feeding Program of Seattle & King County distributes food bags at various sites in Federal Way to provide a two..:day supply of food for individuals or families. As noted in the Human Services Commission staff report, the Emergency Feeding Program of Seattle & King County is a new 501 (c)3 that was formed due to a reorganization of a program formerly operated by the Church Council of Greater Seattle. The program continues to operate in Federal Way and is funded by the Human Services General Fund. The Federal Way clients served by the program in 2005 have dropped by approximately 32% due to the reorganization. Staff Recommendation: Staff recommends Option 1 because of the expanded choices offered at the Multi- Service Center food bank with the additional funding. , G-\ -- Commission Recommendation The Human Services Commission moved to forward option 1 to the Parks, Recreation, Human Services and Public Safety Committee for recommendation to the full Council. Committee Recommendation Forward option ~ to the full City Council for consideration at the January 3, 2006, City Council meeting on the Consent Agenda. Please contact me at (253) 835-2653 or kellio@fedway.org if you have any questions regarding this item. GL ~ C.ITY 0':- "... .....,.,..,.:7' Federal Way MEMORANDUM DATE: November 8, 2005 TO: Human Services Commission ~ FROM: Kelli O'Donnell, CDBG Coordinat . SUBJECT: Funding of the Emergency Feedi Program (EFP) for 2006 - -,- Policv Question: Should 2006 CDBG funds in the amount of $10,000 designated for an emergency feeding program fund the Multi-Service Center Food Bank or the Emergency Feeding Program of Seattle and King County? Backqround: The Church Council of Greater Seattle (CCGS) discontinued the Emergency Feeding Program and withdrew their 2005/06 application for funding. The former staff of the CCGS Emergency Feeding Program formed a new non-profit in 2005 called the Emergency Feeding Program of Seattle and King County. Due to the reorganization of the program, Federal Way chose to fund the Emergency Feeding Program of Seattle King County in the amount of $7,800 from the Human Services General Fund. CDBG funds in the amount of $10,000 for the Emergency Feeding Program in 2005 were allocated to the Multi-Service Center food bank to expand services. During the 2006 allocation process, $10,000 was designated for an emergency feeding program with the implementing agency to be decided between the Emergency Feeding Program of Seattle King County and the Multi-Service Center when more data was available from 2005. Attached for the Commission review is a comparison of the budget and demographics for 2005 for the emergency feeding programs offered by the Multi-Service Center and the Emergency Feeding Program of Seattle King County (Attachment 1); a comparison of the budget and demographics should the City choose to fund the Emergency Feeding Program of Seattle King County in 2006 (Attachment 2); and, a summary of the performance measures for 2004 and 2005 for both programs (Attachment 3). Staff has provided technical assistance to the Emergency Feeding Program and they have made progress in building internal systems and controls. The Emergency Feeding Program of Seattle King County is serving significantly fewer clients than the previous program. The 2005 CDBG application reported 60,698 unduplicated clients served by the program in 2004 throughout King County. The program has served 9,068 unduplicated clients as of the end of September 2005 throughout King County. As of the end of September 2005, the program has served 426 unduplicated Federal Way clients, of which, 67 were between the ages of 0 and 4 years old. This is a reduction of 32% of the 678 unduplicated Federal Way clients served by the program as of the end of the third quarter in 2004. The Multi-Service Center Emergency Feeding Program received $10,000 in CDBG public service funds for the purchase of diapers, baby formula, baby food, low-sodium, and low-sugar food for distribution at the food bank. The items were not regularly purchased by the food bank and were only available when donated by stores or the public. The food bank has served 8,281 undup/icated Federal Way clients through the end of the third quarter, of which, 909 were Page 1 of2 <:"-3 between the ages of 0 and 4 years old, This was a slight reduction from the 8,598 served during the same time period in 2004. COBG funds were used to purchase 4,465 pounds of diapers, baby formula, baby food, low-sodium, and low-sugar food for distribution at the food bank. The addition of COBG funds has increased the choices available to Federal Way residents using the food bank service. Staff recommends that the 2006 COBG funds for an emergency feeding program continue to be distributed through the Multi-Service Center food bank. The Emergency Feeding Program of Seattle King County has seen a significant reduction in the number of clients served throughout the program and is still building capacity of the program. The addition of COBG funds at the Multi-Service Center has increased the resources available to Federal Way residents including diapers and baby food/formula as well as providing low-sodium and low-sugar food choices to clients of the food bank. Proposed Motion: I move to recommend that the 2006 COBG funds designated for an emergency feeding program be awarded to the Multi-Service Center food bank in the amount of $10,000. Recommendation to be forwarded to the Parks, Recreation, Human Services and Public Safety (PRHS&PS) Council Committee for recommendation to the full Council. Please contact Angelina at (253) 835-2650 or anQelina.allenmpvisi@citvoffederalwaV.com or Kelti at (253) 835-2653 or kelli.odonnell@citvoffederalwav.com if you have any questions regarding this item. Page 2 of2 C-~ -- ..- .... c Q) J ro ~ <( it ~~~ 0 0 II) ~~*cf.~~cf.~****-*- t..g m m 1:: 0.. 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"'0 Q) u... !II E -Q) 0) .- _ U')d.I "U .1j) 0,0 o "~u.. :::l -:5 1: t- o ~ m 0 :::l >- a. "'-= U ...... >- (.) .:::: C 0 I.c Q) ;$?, tI) n en 0 l\J nl Q) ... (J) <9'" 0 Q) Cl ro 'U CD en c E c Cl coO Q) UJ 'U C '- u E :Q (J) ro c - ~ (J) (I)::..> ... 'U I tIlQ) Q) C:> > C ~ C C S: C '- ro ::.. 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NM <;f ~<O,........ > - <I) 2 c.:> c.:> 0:: .~ ~ ~ o 0 C-~ 0 S.'0 CITY OF FEDERAL WAY PARKS, RECREATION AND CULTURAL SERVICES DEPARTMENT MEMORANDUM -. .,,-,~-,-,., -","~ Date: December 12,2005 To: Parks, Recreation, Human Services and Public Safety Council Committee Via: David M~anager From: Aaron Moe, Recreation Coordinator CC: Mary Faber, Recreation and Cultural Services Superintendent Subject: 2005-2006 Youth Commission Work Plan .~~..- -.-,- -_..." "' '-' Policy OuestiQn: Should the PRHSPS Commission approve the Youth Commission 2005-2006 Work Plan? Background: On October 20, 2005, the Youth Commission held a special meeting to develop a work plan for the 2005-2006 school year. The list of activities and events and their tentative schedule is listed as follows: 1. TUNE Nights - (November, February, May) 2. Adopt-A-Family - (mid-December) 3. Citv- Wide Talent Show (March) 4. Tee[l Art EXPQ_(March-April) 5. Youth Recognition Night (April) 6. Battk9fthe BaIlds - (August) 7. Sp_~cial Even.!s Coordination/Participation - includes: MLK Day, Tricks 'n Treats Festival, Teen Flashlight Egg Hunt, Federal Way Festival Days, Relay for Life, Adopt-a-Beach, Red White & Blues Festival, and Jingle Bell Brunch. (throughout the year) Options: 1. Approve the 2005-2006 Youth Commission Work Plan and place before full council for approval on January 3,2006 for approval. 2. Decline the 2005-2006 Youth Commission Work Plan and request that the Youth Commission revise the proposed plan. ~ommittee Rccommgndation Forward option _ to the full City Council for approval on January 3,2006 " r_n -" APPROVAL OF COMMITTEE REPORT: Committee Chair Committee Member Committee Member ,.~ -, .. "- b-\ 2005 - 2006 Federal Way Youth Commission Work Plan 1. TUNE . l-lold three teen nights at Beamer IIigh School in December, February, and May. . Chairs: Chelsea Friedman, Allison Palumbarit . Sub-Committee: Clancey Four Bear, Ilanna Ory 2. Special Events . Support Recreation and other comm ission' s special events through commission volunteer time. Events include: 1. Tricks 'N Treats Funfest, October 28 2. Jingle BeIl Brunch, December 11 3. Martin Luther King Jr. Celebration, January 19 4. Easter Egg Hunt, March 25 5. Red Whitc and Blues Festival, July 4 6, Adopt a Beach, June 7. Festival Days 8. Relay [or Life, June . Chair: Sarah Kirsch 3. Adopt a Family . Sponsor a family during thc holiday season. December . Chairs: Kiley Martin, Shannon Bernardy . Sub-Committee: Anthony Hutchinson 4. Talent Show . Sponsor and present an All-City Youth and Teen Talent show at Knutzen, family theater, March . Chairs: Allison Palumbarit, Hanna Ory . Sub-Committee: Cathrine Rawsthorne, Nelly Ava 5. Teen Art Expo . Work with the arts commission to recognize youth and teen artwork through display at Knutzen, March/April . Chairs: Hayley Johnson, Doris Jeong . Sub-Committee: Catherine Rawsthrone, Michelle Fernandez 6. Youth Recognition Night . Recognize outstanding FW youth hat Knutzen Family Theater. April . Chairs: Doris Jeong, Sarah Kirsch . Sub-Committee: Shannon Bernardy, Hayley Johnson 7. Battle of the Bands . Local teen bands perform for a concert competition. August . Chairs: Chelsea Friedman . Sub-Committee: Allison Palumbarit, Clancey Four Bear, Anthony llutchinson, Hanna Ory D-L S.t CITY OF FEDERAL WAY PARKS, RECRKATION AND CULTURAL SERVICES MEMORANDUM Date: December 5, 2005 To: PRHSPS Council Committee From: B Sanders, Park Planning & Development Coordinator ~ Via: David MO~anager Subject: Thompson Property-Selecting a Park Name Policy Question: Should the Thompson property, which is to be developed as a park, be named "Cascade Park?" Back1!;round: This 2.8 acre property was purchased by the City in 1997 from Leonard A. Thompson and Marjorie Lee Thompson for the purpose ofbuilding a park. Construction is schedulcd to begin in the spring. A sub-committee of the Parks Commission took on thc task of suggesting a potential name. They presentcd their preferred list to the Parks Commission on Deccmber 1, 2005. The Commission approved "Cascade Park," the first choice recommendation of the sub- committee, and requested that it be forwarded to the Council for consideration. 'rhis name was selectcd based on its regional significance. Options: I. Adopt "Cascade Park" as the official name for the property commonly referred to as the "Thompson Property." 2. Do not adopt "Cascade Park" as the name for the Thompson Property and reconsider other potential names. Staff Recommendation: Staff recommends adopting thc namc "Cascade Park." Committee Recommendation: Move to adopt the name "Cascade Park" for the Thompson property and to place this item on the December 20, 2005 Council Consent Agcnda. -, - ....,'.~ ] AI)I)ROVAL O]j' COMMITTEE REI)ORT: Committee Chair Committee Member Committee Member -- f;-\ S.t: CITY OF FEDERAL WAY PARKS, RECREATION AND CULTURAL SERVICES MEMORANDUM --... '"----.- "--." ,.-..--- n___.. "-"... --... ---...-- ---_._.~.. "--.... ....---.- "---- DATE: Decembcr 12,2005 TO: PRHSPS Council Committcc VIA: David ~ Manager FROM: Jcnnifer BurbiClge, Community Rccreation Coordinator CC: Mary Faber, Recreation and Cultural Scrvices Superintendent SUBJECT: DSHS Inter/ocal Agreement for Agency Respite Care-Recreation Services --"...-.,--"- - .___,_._no .--- ---. ---- -'---.-"."- Eolicy Questioll~ Should the City cnter into an Interlocal Agreemcnt with Dcpartment of Social and Hcalth Serviccs (DSI-IS) Division of Dcvelopmcntal Disabilitics (ODD) for funding recreation services for individuals with disabilities? ;Background: The purpose ofrespite care for the clients of DDD is to provide intermittent relief for persons providing care for developmentally disabled individuals. Onc ofthe ways care can be provided is in a Community Setting (our supcrvised rccreation and cultural services programs), on a planned basis. The agreemcnt would allow clients to register for eligible recreation programs at no chargc. DSHS would reimburse thc city for the program fees. A copy ofthe Agreement is attachcd for revicw. QRtions~ 1. Authorize thc City Manager to enter into an Intcrlocal Agrcement with DSHS Department of Developmcntal Disabilities to providc respite care opportunities through recreation services to individuals with disabilities, 2. Declinc the authorization for the City to entcr into an Interlocal AgreeOlcnt with DSHS Deparimcnt of Dcvelopmcntal Disabilities, Committqc R_ecQ1l1menda!ion: Forward option __ to the full City Council for approval on January 3,2005, APPROV AI-I OF COMMITTEE REPORT: -..".,-...,.."---- --.... _.'n______,.'.____.. ---....',."---,. ._'-,_... ..- Committee Chair Committee Mcmber Committee Mernber 1 F-\ , DSHS Contract Number: INTERLOCAL AGREEMENT 0564-85129 .".l;t~'l\'1N~':'> Agency Respite Care SOCIAL&I-1EAI.TH SERVICES o Out of Home in Licensed Facility o Staffed Residential licensed by Children's Administration o Home Care Agency in Client's Home [gJ Community Settings Check the box that applies This Contract is between the State of Washington Department of Social and Health Program Contract Number: Services (DSHS) and the Contractor identified below, and is issued pursuant to the Contractor Contract Number: Interlocal Cooperation Act, chapter 39.34 RCW. CONTRACTOR NAME CONTRACTOR doing business as (DBA) Ci!y of Federal Way Parks, Recreation and Cultural Svcs. Dept. CONTRACTOR ADDRESS CONTRACTOR UNIFORM CONTRACTOR DSHS INDEX BUSINESS IDENTIFIER (UBI) NUMBER PO Box 9718 70364 Federal Way WA 98063-9718 CONTRACTOR CONTACT CONTRACTOR TELEPHONE CONTRACTOR FAX CONTRACTOR E-MAil ADDRESS Jennifer Burbidge Prks,Rec,C (253) 835-6900 Ext: (253) 835-6929 jennifer. burbidge@cityoffedera Iwaycom DSHS ADMINISTRATION DSHS DIVISION DSHS CONTRACT CODE Aging and Disability Services Division of Developmental Disabilities 1735LP Administration DSHS CONTACT NAME AND TITLE DSHS CaNT ACT ADDRESS Linda Sheehan 1700 E Cherry St - DDD Contracts Manager Seattle W A 98122 DSHS CONTACT TELEPHONE DSHS CONTACT FAX DSHS CONTACT E-MAil ADDRESS (206) 568-5685 Ext: (206) 720-7334 sheehlw@dshs_wa.qov IS THE CONTRACTOR A SUBRECIPIENT FOR PURPOSES OF THIS CONTRACT? CFDA NUMBER(S) No CONTRACT START DATE CONTRACT END DATE CONTRACT MAXIMUM AMOUNT 10/24/2005 09/30/2008 $0.00 EXHiBITS. TheJo//Owing:Exhibitisattached andhefeby. ineOrPClratecl.ihtothlSCoritract by reference: '--. .EXhiblfA-RafeSchedule The terms ahdcondiUonsofthis:AgrEiElment are an intll!l(ation..andrElpre~ehtationof the final,entire. andexClusiveuilderSUtriding:between the parties . superseding and merging aU previous. agreements, writlngs,and communications, oralorotherwise,regarding the subject matter of this Agreement, between the parties. The parties signingbelowrepte~l1!nt that they;halllrtead ang understand this Coritract, and have the authority to execute this ...AgreE\menf, lJfjlsAQreement,.$l1all.J)I;l. bil1dinq,.o.r:LDSI;-t$only }Jpon:.$ign::jW.m .bY;.QSt'!$"..... CONTRACTOR SIGNATURE PRINTED NAME AND TITLE DATE SIGNED DSHS SIGNATURE PRINTED NAME AND TITLE DATE SIGNED John Cordy, Business Manager, DDD DSHS Central Contract Services 1735LP Agency Resplte.Care Intertocal (6--09-05) F--2- Page 1 SPECIAL TERMS AND CONDITIONS 1. Definitions. The words and phrases listed below, as used in this Contract, shall each have the following definitions: a. "Agreement" means this Interlocal Agreement, including all Exhibits and other documents attached or incorporated by reference. b. "Assistance" means help provide to a client for the purpose of aiding him/her in the performance of tasks. c. "Authorized" means approved by a ODD case manager as evidenced by receipt of an SSPS Social Services notice. d. "Case Resource Manager" means the DSHS or ODD social worker assigned to a client and who authorized the services performed under this Agreement. e. "Central Contract Services" means the DSHS central headquarters contracting office, or successor section or office. f. "Client" means a person whom DSHS has determined financially and programmatically eligible to receive services and for whom specific services have been authorized. g. "Community Settings" means entities such a's community center, senior center, park and recreation, summer programs, and adult day care. h. "Contract" means the entire written agreement between DSHS and the Contractor, including any Exhibits, documents, and materials incorporated by reference. i. "Contracts Administrator" means the manager, or successor, of Central Contract Services or successor section or office. j. "Contractor" means the individual or entity performing services pursuant to this Interlocal Agreement and includes the Contractor's owners, members, officers, directors, partners, employees, and/or agents, unless otherwise stated in this Agreement. For purposes of any permitted Subcontract, "Contractor" includes any Subcontractor and its owners, members, officers, directors, partners, employees, and/or agents. For purposes of this Interlocal Agreement, the Contractor shall not be considered an employee or agent of DSHS. k. "Debarment" means an action taken by a Federal official to exclude a person or business entity from participating in transactions involving certain federal funds. I. "ODD" means the Division of Developmental Disabilities within the DSHS Aging and Disabilities Service Administration. m. "DSHS" or the "Department" means the state of Washington Department of Social and Health Services and its employees and authorized agents. n. "Essential Care" means services that are deemed necessary for the safety or well-being of the client, including but not limited to services specified in the individual's Service Plan. o. "Personal Information" means information identifiable to any person. including, but not limited to, information that relates to a person's name, health, finances. education, business, use or receipt of governmental services or other activities, addresses, telephone numbers, Social Security Numbers, OSHS Central Contract Services 1735LP Agency Respite Care Intenocal (6-09-05) F-3 Page 2 driver license numbers, other identifying numbers, and any financial identifiers. p, "Physical Assistance" means the provision of hands-on assistance on the performance of daily tasks or activities, q. "Primary Caregiver(s)" or "Caregiver" means the parents, legal guardians or other persons who have or assume primary responsibility for the necessary care of the client. r. "Protective Supervision" means supervision to ensure the safety and well being of a client, exclusive of those responsibilities, which should be assumed by a legal guardian, s. "RCW" means the Revised Code of Washington. All references in this Contract to RCW chapters or sections shall include any successor, amended, or replacement statute. http://slc.leQ.wa,qov/ t. "Regulation" means any federal, state, or local regulation, rule, or ordinance, u, "Respite Care" means intermittent relief for persons providing care for developmentally disabled individuals on either an emergency or planned basis. v, "SSPS" means the Social Service Payment System, the service authorization and payment system used by DSHS. w. "Service Plan" means an individual service plan (isp) or Plan of Care (POC) which is written plan for long term care service delivery which identifies ways to meet the Client's needs with the most appropriate services. x. "Subcontract" means any separate agreement or contract between the Contractor and an individual or entity ("Subcontractor") to perform all or a portion of the duties and obligations that the Contractor is obligated to perform pursuant to this Agreement. y, "Subrecipient" means a non-federal entity that expends federal awards received from a pass- through entity to carry out a federal program, but does not include an individual that is a beneficiary of such a program, A subrecipient may also be a recipient of other federal awards directly from a federal awarding agency. z, 'Transportation Services" means the process of transporting a client from one location to another. aa. "Unusual Incidents" means a change in circumstances or events that concern a client's safety or - well being. These may include, but are not limited to the following examples: an increased frequency. intensity, or duration of any medical conditions;, adverse reactions to medication, severe behavioral incidents that are unlike the client's ordinary behavior, severe injury, running away, physical or verbal abuse to themselves or others, etc bb. "WAC" means the Washington Administrative Code. All references in this Contract to WAC chapters or sections shall include any successor, amended, or replacement regulation. http://slc.leQ.wa.Qov/ 2. Purpose. The purpose of this Contract is to: The purpose of respite care for the clients of DDD is to provide intermittent relief for persons providing care for developmentally disabled individuals on either an emergency or planned basis to assist a client to remain in the least restrictive environment. I Care shall be provided in the residence of the client's familylrelative, in the licensed residence/facility of the Contractor, or in a' Community Setting. DSHS Central Contract Services 1735LP Agency Respite Care Interlocal (6-09-05) Page 3 F-~ 3. Contractor Qualifications. a. The Contractor shall be licensed, registered, and certified as is required by law. b. Community settings providing respite care must meet the regulations governing their business or activity. c. The Contractor agrees to undergo a criminal history background check conducted by DSHS, as required by RCW 43.20A.710. If the Contractor has employees or volunteers who will have unsupervised access to Clients in the course of performing the work under this Contract, the Contractor will conduct criminal history background checks on those employees, 4. Statement of Work. The Contractor shall provide the services and staff, and otherwise do all things necessary for or incidental to the performance of work, as set forth below: a, Upon receipt of and in accordance with the provisions of a written service authorization form issued by DSHS the Contractor shall: (1) Provide physical assistance, support and supervision to the client in daily routine activities and to prevent injury to him or herself and to others; (2) Obtain information about the client's essential care requirements from the parent(s) or primary caregiver(s) and ensure that the client's needs are met while providing services; (3) Contact the client's parent or primary caregiver(s) if the Contractor has not heard from them within seven (7) days of the Contractor's receipt of the service authorization to make arrangements for specific dates and times of care; (4) Make arrangement with the primary provider of assistance for emergency medical treatment should this become a necessity at some future time; (5) Provide protective supervision for the client at all times the Contractor is engaged in providing services; (6) Inform the parent(s) or primary caregiver(s) of any unusual incidents (as defined above) that occur while providing services; (7) Maintain copies of all Social Service Payment System (SSPS) authorizations to provide services; b. In addition to the above, the contractor may also provide as authorized the following: (1) Provide the client transportation to and from community resources and agencies. (2) Provide written progress reports as requested by a ODD Case Resource Manager or per other ODD procedures. (3) Complete and maintain copies of the work verification records for all services provided. These records Shall be kept on file by the Contractor for the duration of this Contract and thereafter for a period of 6 years and will be available to DSHS upon request for purposes of audit, monitoring and/or service verification. c. Community Settings shall provide care that assists, in a safe manner, client participation. (see section 4.e.(3).(a) through (f) below). DSHS Central Contract Services 1735LP Agency Respite Care Interfocal (6-09-05) F-5 Page 4 d. Contractor shall not require client, client's guardian and/or client's legal representative to enter into any agreement releasing or limiting contractor's legal liability for injuries arising out of premises operation, acts of independent contractors, products completion, or personal injuries sustained due to contractor's negligence in connection with providing services under this contract unless contractor, at the same time, requires client, client's guardian and/or client's legal representative to release the State of Washington and all of its agencies, agents, contractors, servants and employees from liability for any acts of contractor causing injuries arising out of premises operation, acts of independent contractors, products completion, or personal injuries sustained due to contractor's negligence in connection with providing services under this contract. e. Further Requirements for Agency and Licensed Facilities: (1) The Contractor shall not provide care if there is no vacant bed in the licensed home or the provision of care exceeds the number of licensed beds in the home. (2) The Contractor shall ensure that they or their care providers possess the following minimum qualifications: (a) Be eighteen (18) years of age or older; (b) Possess the following minimum standards of knowledge and experience: (i) General knowledge of acceptable standards of performance, including the necessity to perform dependably, report punctually, maintain flexibility, and to demonstrate kindliness and caring to the client; and (ii) Knowledge of when and how to contact the client's representative and the client's case manager, (c) Adequate skills to read, either directly or through an interpreter, understand. and implement the service's authorized plan; (d) Adequate communication skills to convey and understand, either directly or through an interpreter, information required to implement the client's written service plan and verbal instructions; and (e) Adequate skills to maintain provider records of services performed and payments received. (3) The Contractor shall ensure that the care providers are able to: (a) Understand specific directions for providing the care that an individual client requires; (b) Provide services within the scope of practice for their profession/skill level; (c) Observe the client for change in health status, including weakness, confusion, and loss of appetite; (d) Identify problem situations and take appropriate action; (e) Respond to emergencies without direct supervision; and (f) Accept the client's individual differences and preferences when performing routine tasks. f. Cooperate with DSHS in the evaluation of their performance under the terms of this Contract including the following: DSHS Central Contract Services 1735LP Agency Respite Care Intertocal (6-09-05) F-lo Page 5 (1) Follow-up contact with clients, their families, guardians or primary caregivers regarding their satisfaction with the services provided; (2) Investigation and documentation of all complaints about the service provided; and (3) Periodic monitoring of service documentation records and of billing and payment data on SSPS. 5. Consideration. Total consideration payable to Contractor for satisfactory performance of the work under this Contract shall be based on the following: a. The fee for service shall not exceed the rate listed in Exhibit A - Rate Schedule. b. DSHS will only reimburse the Contractor for the number of hours authorized and provided per client. c. In case of a legislatively mandated vendor rate increase, the rates will be adjusted accordingly and will be incorporated into this Contract on the date the rate(s) become effective. DSHS will provide written notification of rate increases to the Contractor. 6. Billing and Payment. a. DSHS shall issue invoices generated by SSPS to the Contractor. b. The Contractor shall indicate on each invoice received from DSHS whether the services were delivered. c. The Contractor shall submit the invoices for payment as directed on the invoice or by using Invoice Express. d. The Contractor shall contact the DSHS staff who authorized the services if there is any problem with the SSPS invoice. e. DSHS shall use the completed SSPS invoice to generate payment to the Contractor. f. DSHS shall not pay the Contractor for cancelled or missed appointments, nor for scheduled hours of service when clients are not seen or served by the Contractor. g. In the event that the Client has fewer waiver resources available than the rate set in Exhibit A, the client or their family may choose to receive the services and pay the difference of the authorized amount and the Exhibit A set rate. The authorization will reflect this difference, if any. The Contractor accepts the DSHS payment amount, together with any Client participation amount, as sole and complete payment for the services provided under this Contract. The Contractor agrees to be responsible for collection of the Client's participation amount (if any) from the Client in the month in which services are provided. h. DSHS will only reimburse the Contractor for authorized services provided to clients in accordance with this Contract's Statement of Work and the client's Service Plan. If DSHS pays the Contractor for any other services, the amount paid shall be considered an overpayment and must be returned to the Department. i. If DSHS pays the Contractor for services authorized but not provided by the Contractor the amount paid shall be considered tobe an overpayment. j. If this Contract is terminated for any reason, DSHS shall pay for only those services authorized and provided through the date of termination. DSHS Central Contract Services 1735LP Agency Respite Care lntertocal (6-09~O5) F-l Page 6 -_.,._~.- 7. Duty to Report Suspected Abuse. In addition to the preceding Services, the Contractor shall report, in accordance with state law, all instances of suspected Client abuse immediately to the Department at the current state abuse hotline (1-800-562-6078). 8. Duty to Report Unusual Incidents. The Contractor shall submit written information of any unusual incident to the ODD Resource Manager or the DSHS contact listed on page 1 of this Contract within seventy-two (72) hours. 9. Duty to Report Death of Clients. The Contractor shall report all deaths of DSHS clients receiving services from the Contractor within twenty-four (24) hours to the ODD Resource Manager or the DSHS contact listed on page 1 of this contract. 10. Drug Free Workplace. The Contractor, and the Contractor's employees and sub-contractors, shall abstain from the use of alcohol and illegal drugs in the workplace and in the performance of their duties. 11. Insurance. For purposes of this Agreement: a. DSHS certifies that it is self-insured under the State's self-insurance liability program, as provided by RCW 4.92.130, and shall pay for losses for which it is found liable. b. The Contractor certifies, by checking the appropriate box below, initialing to the left of the box selected, and signing this Agreement, that: o The Contractor is self-insured or insured through a risk pool and shall pay for losses for which it is found liable; or o The Contractor maintains the types and amounts of insurance identified below and shall, prior to the execution of this Agreement by DSHS, provide certificates of insurance to that effect to the DSHS contact on page one of this Agreement. Commercial General Liability Insurance (CGL) - to include coverage for bodily injury, property damage, and contractual liability, with the following minimum limits: Each Occurrence _ $1,000,000; General Aggregate - $2,000,000, The policy shall include liability arising out of premises, operations, independent contractors, products-completed operations, personal injury, advertising injury, and liability assumed under an insured contract. The State of Washington, DSHS, its elected and appointed officials, agents, and employees shall be named as additional insureds. DSHS Central Contract Services 1735LP Agency Respite Care Interlocal (6-09-05) F-~ Page 7 ..--,. GENERAL TERMS AND CONDITIONS 1. Amendment. This Agreement may only be modified by a written amendment signed by both parties. Only personnel authorized to bind each of the parties may sign an amendment. 2. Assignment. The Contractor shall not assign this Agreement, its rights or obligations hereunder, without obtaining the prior written consent of DSHS. DSHS shall not recognize any assignment without such prior written consent. In the event that consent is given and this Agreement is assigned, all terms and conditions of this Agreement shall be binding upon the Contractor's successors and assigns. 3. Compliance with Applicable Law. At all times during the term of this Agreement, the Contractor shall comply with all applicable federal, state, and local laws and regulations, including but not limited to, nondiscrimination laws and regulations. 4. Confidentiality. The Contractor may use Personal Information and other information gained by reason of this Agreement only for the purpose of this Agreement. The Contractor shall not disclose, transfer, or sell any such information to any party, except as provided by law or, in the case of Personal Information, with the prior written consent of the person to whom the Personal Information pertains. The Contractor shall maintain the confidentiality of all Personal Information and other information gained by reason of this Agreement, and shall return or certify the destruction of such information if requested in writing by DSHS. 5. Debarment Certification. The Contractor, by signature to this contract certifies that the Contractor is not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participating in this Agreement or any Program Agreement by any Federal department or agency. The Contractor also agrees to include the above requirement into any subcontracts entered into, resulting directly from the Contractor's duty to provide services under this Contract. 6. Disputes. Disputes shall be determined by a Dispute Board. Each party to this Agreement shall appoint one member to the Dispute Board. The members so appointed shall jointly appoint an additional member to the Dispute Board. The Dispute Board shall review the facts, Agreement terms, and applicable statutes and rules and make a determination of the dispute. As an alternative to this process, either party may request intervention by the Governor, as provided by RCW 43.17.330, in which event the Governor's process shall control. Participation in either dispute process shall precede any judicial or quasi-judicial action and shall be the final administrative remedy available to the parties. 7. Governing Law and Venue. The laws of the state of Washington shall govern this Agreement. In the event of any action brought hereunder, venue shall be proper only in Thurston County, Washington. 8. Hold Harmless. The Contractor shall be responsible for and shall hold DSHS harmless from all claims. loss, liability, damages. or fines arising out of or relating to the Contractor's, or any Subcontractor's, performance or failure to perform this Agreement. or the acts or omissions of the Contractor or any Subcontractor. DSHS shall be responsible for and shall hold the Contractor harmless from all claims, loss, liability, damages, or fines arising out of or relating to DSHS' performance or failure to perform this Agreement. ~c. The Contractor waives its immunity under Title 51 RCW to the extent it is required to indemnify, defend, and hold harmless the State and its agencies, officials, agents, or employees. DSHS Central Contract Services 1735LP Agency Respite Care Inter10cal (6-09-05) F-,\ Page 8 --.- 9. Maintenance of Records. During the term of this Agreement and for six (6) years following termination or expiration of this Agreement, the Contractor shall maintain, and provide DSHS with reasonable access to, its records sufficient to: a. Document performance of all acts required by law, regulation, or this Agreement; b. Substantiate the Contractor's statement of its organization's structure, tax status, capabilities, and performance; and c. Demonstrate accounting procedures, practices, and records which sufficiently and properly document the Contractor's invoices to DSHS and all expenditures made by the Contractor to perform as required by this Agreement. 10. Order of Precedence. In the event of an inconsistency in this Agreement, the inconsistency shall be resolved by giving precedence in the following order: a. Applicable federal and state of Washington statutes and regulations; b. Special Terms and Conditions contained in this Agreement; c. General Terms and Conditions contained in this Agreement; d. Exhibits or other documents incorporated by reference. 11. Ownership of Material. Material created by the Contractor and paid for by DSHS as a part of this Interlocal Agreement shall be owned by DSHS and shall be "works for hire" as defined by the U.S. Copyright Act of 1976. This material includes, but is not limited to: books; computer programs; documents; films; pamphlets; reports; sound reproductions; studies; surveys; tapes; and/or training materials. Material which the Contractor uses to perform this Inter/ocal Agreement but which is not created for or paid for by DSHS is owned by the Contractor; however, DSHS shall have a perpetual license to use this material for DSHS internal purposes at no charge to DSHS, 12. Severability. If any term or condition of this Agreement is held invalid by any court, such invalidity shall not affect the validity of the other terms or conditions of this Agreement. 13. Subcontracting. Except as otherwise provided in this Agreement, the Contractor shall not subcontract any of the contracted services without the prior approval of DSHS as specified in a written amendment to this Agreement. Contractor is responsible to ensure that all terms, conditions, assurances and certifications set forth in this Agreement are included in any and all Subcontracts. Any failure of Contractor or its Subcontractors to perform the obligations of this Agreement shall not discharge the Contractor from its obligations hereunder or diminish DSHS' rights or remedies available under this Agreement. 14. Subrecipients. a. General. If the Contractor is a subrecipient of federal awards as defined by Office of Management and Budget (OMB) Circular A-133 and this Agreement, the Contractor shall: (1) Maintain records that identify, in its accounts, all federal awards received and expended and the federal programs under which they were received, by Catalog of Federal Domestic Assistance (CFDA) title and number, award number and year, name of the federal agency, and name of the pass-through entity; (2) Maintain internal controls that provide reasonable assurance that the Contractor is managing federal awards in compliance with laws, regulations, and provisions of contracts or grant OSHS Central Contract Services 1735LP Agency Respite Care Interlocal (6-09-05) f=-JO Page 9 agreements that could have a material effect on each of its federal programs; (3) Prepare appropriate financial statements, including a schedule of expenditures of federal awards; (4) Incorporate OMS Circular A-133 audit requirements into all agreements between the Contractor and its Subcontractors who are subrecipients; (5) Comply with any future amendments to OMS Circular A-133 and any successor or replacement Circular or regulation; (6) Comply with the applicable requirements of OMS Circular A-87 and any future amendments to OMS Circular A-87, and any successor or replacement Circular or regulation; and (7) Comply with the Omnibus Crime Control and Safe streets Act of 1968, Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, Title II of the Americans with Disabilities Act of 1990, Title IX of the Education Amendments of 1972, The Age Discrimination Act of 1975, and The Department of Justice Non-Discrimination Regulations, 28 C.F.R. Part 42, Subparts C.D.E. and G, and 28 C.F.R. Part 35 and 39. (Go to www.ojp.usdoj,qov/ocr/ for additional information and access to the aforementioned Federal laws and regulations.) b. Single Audit Act Compliance, If the Contractor is a subrecipient and expends $500,000 or more in federal awards from any and/or all sources in any fiscal year, the Contractor shall procure and pay for a single audit or a program-specific audit for that fiscal year. Upon completion of each audit, the Contractor shall: (1) Submit to the DSHS contact person the data collection form and reporting package specified in OMS Circular A-133, reports required by.the program-specific audit guide (if applicable), and a copy of any management letters issued by the auditor; (2) Follow-up and develop corrective action for all audit findings; in accordance with OMS Circular A-133, prepare a "Summary Schedule of Prior Audit Findings." c. Overpayments, If it is determined by DSHS, or during the course of a required audit, that the Contractor has been paid unallowable costs under this or any Program Agreement, DSHS may require the Contractor to reimburse DSHS in accordance with OMS Circular A-87. 15. Termination. a. Change in Funding. If the funds DSHS relied upon to establish this Interlocal Agreement are withdrawn, reduced or limited, or if additional or modified conditions are placed on such funding, DSHS may immediately terminate this Interlocal Agreement by providing written notice to the Contractor. The termination shall be effective on the date specified in the notice of termination. b. Default. If for any cause, either party fails to fulfill its obligations under this Agreement in a timely and proper manner, or if either party violates any of the terms and conditions contained in this Agreement. then the aggrieved party will give the other party written notice of such failure or violation. The responsible party will be given 15 working days to correct the violation or failure. If the failure or violation is not corrected, this Agreement may be terminated immediately by written notice from the aggrieved party to the other party. c. Convenience. Either party may terminate this Interlocal Agreement for any other reason by providing 30 calendar days' written notice to the other party. d. Payment for Performance. If this Interlocal Agreement is terminated for any reason, DSHS shall only pay for performance rendered or costs incurred in accordance with the terms of this Agreement and prior to the effective date of termination. DSHS Central Contract Services 1735LP Agency Respite Care Interlocal (6-09-05) ~-I I Page 10 .. 16. Treatment of Client Property. Unless otherwise provided, the Contractor shall ensure that any adult client receiving services from the Contractor has unrestricted access to the client's personal property. The Contractor shall not interfere with any adult client's ownership, possession, or use of the client's property. The Contractor shall provide clients under age eighteen (18) with reasonable access to their personal property that is appropriate to the client's age, development, and needs. Upon termination of the Contract, the Contractor shall immediately release to the client and/or the client's guardian or custodian all of the client's personal property. 17. Waiver. Waiver of any breach or default on any occasion shall not be deemed to be a waiver of any subsequent breach or default Any waiver shall not be construed to be a modification of the terms and conditions of this Agreement unless amended as set forth in Section 1, Amendment, of the General Terms and Conditions. Only the Contracts Administrator or designee has the authority to waive any term or condition of this Agreement on behalf of DSHS. APPROVED AS TO FORM BY THE OFFICE OF THE ATTORNEY GENERAL DSHS Central Contract Services 1735LP Agency Respite Care Interlocal (6-09-05) ~-)2 Page 11 rnent> q~l~m~,ti(>n Pament'CocJ~L Out-of home in a licensed facility: Not to exceed 8 hours 7306 - Hourly . Daycare/Childcare Daily = $71.44 in a 24 hour period 7311- Daily . Child foster home, [8 hrs x $8.93 7809,7812 . Child group home . AFH 8178,8278,8378 . ARC ~~..............""~~,',-,~~~.- Staffed residential home $14.93 hr Not to exceed 8 hours 7315 licensed by Children's in a 24 hour period Administration ---__._._JiE-'!, 8277, 837L.w., Home care agency: $14.93 hr Pay for each hour 7315 in client's home 7854, 7855 . ~-----~-__-__-~ _~_1.L?L!l277, ~lZL.__ Camp and other $14.93 hr Number of Hours:::; 7306, 7311, 7315, community settings Cost of service ~ providing respite 14,93. 8177,8277,8377 Round up or down as -"'-~,_._. makes sense. '- .,--------....-..~"._.- -~_.,,_....'~.~"_. ."~~"w_'''','_.,~ ._~_ "--- "". ...~'"'"~.,.,,-, .-----.- Camp and other EA (each) 7340 community settings For FS services only, Not applicable 7856 providing respite DoNOT use for Waiver 8176 clients once the respite assessment is com leted. ..~~-,~...........----_~. ~-~. .~_._. Notes: . Use of hourly codes for out-of-home respite care and community activities is only required for Waiver clients with a completed respite assessment. . Respite and personal care cannot be paid at the same time for the same service. Respite services include any personal care and supervision that is needed. . Respite in SOLA is not authorized or paid through SSPS. . Waiver respite assessment results in maximum number of hours per year so authorizations must be hourly. . Community Settings will be reimbursed at the Contractor's publiShed fee for services provided. A copy of the Contractor's Publish~d Service and Fee Schedule can be located at the following web site www.cityoffederalway.com. A printed copy of the Contractor's Published Service and Fee Schedule shall be maintained in the Contractor's Contract file for each year services are provided by this Contract. . A custom contract must be developed and approved at HQ to pay more than the rates listed above. DSHS Central Contract Services i=-13> 1735LP Agency Respite Care Intertocal (6-09-05) Page 12 5.C, CITY OF FEDERAL WAY PARKS, RECREATION AND CULTURAL SERVICES DEPARTMENT MEMORANDUM __."_'___"'__' '_.." "_. _n_' "_n __... ,__ __. ..___., ,_ '__ '"__.. .._u_ ...-- "-."-.-'-'- DATE: December 12, 2005 TO: Parks, Recreation, Human Services and Public Safety Council Committee VIA: David FROM: Mary Faber, ecreation and Cultural Services Superintendent SUBJECT: Arts Commission 2006 Work Plan ~"."._",.,__.,.__,,,__. ,__ -__"'_0"--' .__._ ___ _"_ '''"___ _", '"__ "'_"'0"--- "'- Policv Question: Should the PRHSPS Commission approve the Arts Commission 2006 Work Plan? Background: The Arts Commission held a retreat on November 9 to develop the proposed 2006 Work Plan, reviewed a working draft at the November 17 Committee meeting and approved the Work Plan at their December 1, 2005 meeting. Primary work elements of the Plan include managing Community Center 2% for Art program, updating the Cultural Plan, hosting a writer's event such as a speaking engagement and maintaining on-going programs. The Work Plan is reflective of the adopted 2006 budget. 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"' .y-- ....- -- (J) - III - C CIl G-""L- Arts Commission Budget 2005/06 ~:!~'I~~!M;lADMINjBtljjGE'I~n...'.'.......): *R:t$~1tJMMM..AQMJNJ..ijUpQWI%n. ..... ...:.n..:?/..............2QQ'$. 001 720035257322 001 7200 352 573 22 Part -Time Staf Parr-time Staf $400.00 $400.00 ., Office Supplies Office Supplies $250.00 $250.00 Books, Maps, Periodicals Books, Maps, Periodicals $150.00 $150,00 Operating Supplies Operating Supplies $250.00 $250.00 Food & l3evera e Food & Bevera 'c $500.00 $500.00 Consultants Consultants $1,100.00 $1,100.00 Per Diem and Meals Per Diem Meals $400.00 $400.00 $700.00 $700.00 $300.00 $300.00 $200.00 $200.00 ~1}'I~jgM~:;;t~t}9~Rt\.M~~MR9.t~it:;:U: 001 7200 352 573 23 Exhibit Stipends & Materials Exhibit Stipends & Materials $1,000.00 $1,000.00 King County Performance Network (Dance King County Performance Network $500.00 $500,00 Knutzen Family Theatre Concert Serie Knutzen Family Theatre Concert Serie, $2,050.00 $2,050.00 New Program Contract New Program Contracts $1,000.00 $500.00 N ewsl ettcr/FI i ers/Promotion N ewsl etter/FI i ers/Promotion $7,200.00 $7,200.00 Public Art Public Art $6000.00 $6000,00 Receptions Recc tions $500.00 $500.00 Red,White & Blues Festival Red,White & Blues Festival $8,450.00 $8,450,00 Arts Program Scholarship Scholarships $2,000.00 $2,000.00 Summer Sounds on the Beach Summer Sounds on the Beach $1,000.00 $1,000.00 Summer Arts Camp_ Summer Museial Theatr $2,000.00 $2,000.00 Council Allocation/Contract For Services $27,200 $27,700 Cultural Plan Update Cultural Plan $37,059 $32,059 Additional Assistance to Centerstage $10,000 $5,000 >><$9595\\1800' ..........:'; .....................:::u(J.l)~~mTQrrAti$<n}:::::........... Administration Budget: $4,250.00 $4,250.00 Program Budget: $105,959.00 $95,959.00 ...............:.:::.i.............:..........{{:.:.:::\:::$11.m~mU}(J: :........:n$lOd..~Q$iOd * 1 0,000 Allocation in 2005, $5,000 in 2006, reduced Cultural Plan funding k:/artscum/budgct/200506reviscd 12,05 G-2> CITY OF FEDERAL WAY S \-\ PARKS, RECREATION AND CULTURAL SERViCES DEPARTMENT . MEMORANDUM -..---.... DATE: December 12, 2005 '1'0: Parks, Recreation, I-Iuman Services and Public Safety Council Committee Vlk David M~nagCr FROM: Mary Faber, Recreation and Cultural Serviccs Superintendent SUBJECt': Arts Commission Cultural Arts Contracts/or Services --.---..--.. --... policv Question: Should the PRIISPS approve funding for the 2006 Cultural Arts Contracts for Services Programs? 1311Gkground: The Cultural Arts Contract for Services Program is a program of thc Arts Commission that funds local arts agencies who offer cultural programs within the community. The City serves as a partner rather than a producer of arts programming which allows the City to provide cultural services for rcsidents for a lower cost. Local arts agencies complcted an application; the Commission reviewcd the applications, intcrviewed each agency and developed funding recommendations. The budget for the 2006 Contract for Serviccs Program is $33,200. At the November 3,2005 Arts Commission meeting the foIIowing recommendations were approved: L~~. Organi,.ation I FUnding"J:~quest ___ Recom~lended Fundi~g I ! A~ia[?<lI1~~~:(Jl~PllT1Y . ..i~'OOO .mmmmmm_ mlm Fcdcral Chorale : 3,300 ! 3,300 . ............................................ ........ T ............................................................... .""""......, ~:oI11nlllllityF(;~!i\lali\ss{)ciati()nmm .mmmmmm. .....5,000 mmmm. m mm'm 3,000 I <::(;Illc,:rsrage .1.hca.tr(;i\~!sC()11SCrvalor)' mm ..mm'm m..19,999m ; .mmml},(j(ltlm 1:~c:cJ(;rlilyvaySXT1~pll()IlXmm .mi.m .1},09Qm . . r ..... m .mmm?'~()() , I ct Cities Chorusm! .ml,?(lQ .mlmm .......1,000 , i ~'c:cJ(;Ta.I\Vay<;~)<llitiglloLt~(;~(;rr{)Elll!llg;1.Tt~ m. .... !. ........ 509. .mmmmmjm 500 'otal __. $36,300 ,~~3,200 Options: 1). Approve the 2006 Contract for Services Program and placc bcfore full Council for approval on January 3, 2006. 2), Decline the 2006 Contract for Services Program and request the Arts Commission to revisc thc rccommendcd funding amounts. Committee Recommendation: Forward option _ to the fuII City Council on January 3, 2006. _ _.'.'~ ~~." ...,- .",'''- APPROV AL Off COMMITTEE REPORT: ~~ ~~._ ..'n~__ Committee Chair Committee Mcmber Committee Mcmber -\-\ - , _ .._ _ ___n__ ..... ....... .._.,.. n. .___ __n.. .._ ______ _ 0) .~ :t:: u ro c ...-. g .2 ~ ~ & .~ ~ .~ U) 'yL..C '" 0 .<:: '- (1) 't: u .E u)"f/.I<Dw . ro LO':f- ~ ~ ~j!lE'-p ,~ ]j .~ ;: " ro -- ..c m L _~ ~ ~ ~ Fg:J~ 't: E 0 "'OCTO) . v, I.. 01 c\j f.I? __ (f) ~ ~ ~ .~tt~ .~ ~ :a ro E ID~c~OD 5l &l Q) (f) CO "'D (/) - - 0:::: 4> ..c C::-t-:-;:-J~ ~ (J) 2 U n:l <t it> .9 (l) .~ , g j' -g ~ID13~ g -5 ~ . ii ~ ~ ~~~o 8 85m 5 g .~ ~ ~ ~ r ~' -g u f LL ~ 0.. 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L \U +-'....... t.....S. .~ CO O::::J 'c a. 0 .~ l(l * E !II ro ..... @ ~ 1il CO E .c. U5 LL.c >- :J 0 (J) (j) 0 L L n OJ 0 0 OJ I-- (j) (; 0 tOll-- .~.~ 0; ... 0 >. U- >. i":' >. .<::: >. <( c .'!!.'!! F o OJ l1:l ~~~.8 l1:l 0 l1:l Ol ~ ~ ~ !i, U ~ ~ 2l1:l ~ !II ~~ >. 00 K ~ ro ~~ ~~ ro 2 roE c ou t oLE OJ OJ OJ... "- ... (; EO ~ 1" D to ~ EU c:~ ~ '-' ~1:: 1.- Q)~ ~ -L (1) 0 ~ Q) 0 CJ) 1D Q) Q.) l'U ~ t. ro <( u.. 0- 00 U- -, u..n.. J:: <<<<:'- -~.,. -,.~ .. "_,,,"','-~ +-\-2- S. J- CITY OF FEDERAL WAY PARKS, RECREATION AND CULTURAL SERVICES DEPARTMENT MEMORANDUM ---.....,'-'-... ....--...-. ..--. ..-- ----.-... DATE: December 12, 2005 TO: Parks, Recreation, Human Services and Public Safety Council Committee VIA: David MO~anager FROM: Donna Hanson, arks Recreation and Cultural Services Director SUBJECT: Parks Commission 2006 Work Plan ~",..,_.,- .-...- n___n. --. -..--.."....-- Policy Question: Should the PRHSPS Commission approve the Parks Commission 2006 Work Plan? Backqround: After discussion and planning throughout the year, the Parks Commission reviewed the proposed 2006 Work Plan on November 3, 2005, On December 1, 2005, the Commission made final revisions and approved the document to be forwarded to the PRHSPS Council Committee. Major work elements of the Plan include the Park Plan Update, Community Center Fund Raising, French Lake Park, Downtown Public Space, and Camp Kilworth. The Work Plan is reflective of the adopted 2006 budget. The proposed Work Plan is attached for review. Options: 1). Approve the 2006 Parks Commission Work Plan and place before full Council on January 3, 2006 for consideration. 2). Decline the 2006 Parks Commission Work Plan and request that the Parks Commission revise the proposed plan. Committee Recommendation: Forward option _ to the full City Council for approval on January 3, 2006. -" A"PROV AI.. OF COMMITTEE H.EPORT: Committee Chair Committee Mem ber Committee Member "~.. - ~r'. 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Ii - -f>. wOw -> 1'0 WN 0 0 1'0-> :::pO '- '" "'"',l' => , '" <: - = "::J ~ ,. Q. " :J :J 0, <:; _ -9. -9. '8 -9. -9. -9. -9. I.\) cg ~ -9. ~ ;3' .... ;-; 5" :"1 ..., ~ ;-' ~ 5- :;' ~ a. (D (0 (Q (Q ::J - -'.,~, .. .. .....- -~- (JJ ,.+ III r0- C (/l -~- ." .",,"" ..--. """]: - L ~,1 CITY OF FEDERAL WAY CITY COUNCIL COMMITTEE STAFF REPORT - DATE: December 5, 2005 TO: Parks, Recreation, Human Services, and Public Safety VIA: David e 1 ~~r _______ FROM: Anne E. Kirk atrick ~/ f C SUBJECT: On-Line Crime Report Software Purchase Reauest to Purchase On-I",ine Crime Reporting software, which enables citizens/victims of non-priority crimes the ability to complete and submit a report via the Internet. Backe:round For approximately one year the police department has been looking at various ways to accept simple crime reports via the Internet. After reviewing numerous systems, we are ready to propose a system from ePoliceDepartment. This system will provide better and faster service to citizens and streamline the workload for police employees who normally handle these types of reports. There are many advantages to the system we plan to implement. Citizens will be able to print a copy of their report for their records upon completing the report, at no cost. Citizens will also be able to file reports at their leisure and not have to wait for an officer to respond or talk on the telephone. The On-Line Crime Reporting System will help free up officers so they will be more available for in-progress and high-priority calls. The On-line Crime Reporting system can be accessed from any computer with Internet access by going to www.citvoffederalwav.wa.gov/policereport/. The police department will also install a computer in the Police lobby so citizens may walk in and file reports on-line. Other public access computers are available at various libraries throughout the City and County. The cost of this system is $15,000, with an annual maintenance fee of$3,000. The vendor of this product is working extensively with our records management vendor, Spillman Technologies to fully integrate the data from the on-line crime reports into our database. It is anticipated that by 2nd quarter 2006 we will be able to handle over 300 reports per month via the Internet. The funding source is made available from drug related asset forfeiture funds. The types of reports that can be filed via the Internet include: Thefts without suspect information when the property value is under $5,000. Thefts from automobiles without suspect information. I 3-' Attempts to steal a vehicle without suspect information. Vandalism without suspect information, which is not a hate crime. Annoying telephone calls without suspect information. Lost property reports, i.e. cell phones, etc. Minor damage and/or private property hit-and-run accidents without a suspect license plate or current location of suspect vehicle. Staff recommendation Staff recommends the purchase and implementation ofthe On-line crime report software. Committee recommendation Forward to full council at the December 20,2005, regular meeting to authorize the City Manager to enter into a license agreement with ePoliceDepartment inc. APPROVAL OF COMMITTEE REPORT: Committee Chair Committee Member Committee Member 2 ~-:L