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PRHSPSC PKT 10-14-2008City of Federal Way CITY COUNCIL PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COMMITTEE Tuesday, October 14, 2008 5:30 p.m. 1. CALL TO ORDER 2. PUBLIC COMMENT — THREE (3) MINUTES 3. COMMISSION COMMENTS 4. APPROVAL OF SEPTEMBER 9, 2008 SUMMARY 5. COMMITTEE BUSINESS A. Centerstage Management Proposal B. Amendment to the Diversity Commission By -Laws C. 2009-2010 Human Services Commission Funding Recommendations D. Asphalt Path Repair E. West Campus Trail Tree Removal F. Patrol Auto Theft Task Force G. KC Regional 800 MHZ Radio System 6. PENDING ITEMS • Festivals City Hall Hylebos Conference Room Information Faber Action Hynden Action Hynden Action Ikerd Action Ikerd Action Wilson Information Wilson/Hwang 7. NEXT MEETING — Monday November 10, 2008 5:30pm — Hylebos Conference Room 8. ADJOURNMENT 2008 Committee Members: Staff: Council Member Jeanne Burbidge, Chair Donna Hanson, Director Council Member Jim Ferrell Mary Jaenicke, Administrative Assistant II Council Member Michael Park 253-835-001 City of Federal Way City Council PARKS, RECREATION, HUMAN SERV ICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday September 9, 2008 5:30 p.m. SUMMARY In attendance: Council Committee members Chair Jeanne Burbidge, Jim Ferrell, Council member Linda Kochmar, Cary Roe, Assistant City Manager, Pat Richardson, City Attorney, Karolyn Klohe Assistant City Attorney, Chief Brian Wilson, Donna Hanson, Director PRCS, Steve Ikerd, Facilities and Parks Manager, Mary Jaenicke, Administrative Assistant IL Excused: Council member Michael Park Guests: Brian Ailinger, Parks and Recreation Commission Vice Chair, Alan Bryce, Ron Wood, Centerstage, Deputy Fire Chief Knorr, H. David Kaplan, Citizen. Chair Burbidge called the meeting to order at 5:33p.m. Council member Ferrell moved to add the Centerstage Proposal to the agenda as information only. Chair Burbidge seconded. Motion passed. BUSINESS ITEM South Kine Fire & Rescue's Proposed Boundary Line Adiustment Ms. Richardson presented the background information. The South King County Fire & Rescue (SKCF&R) would like to do a boundary line adjustment on a parcel that they own on S. 356'h, east of the Blueberry Farm. In 1985 there was a deed that gives the County future rights to the Brooklake Community Center's property. The Title Company found a 1970 Statutory Warranty Deed that Lakehaven had conveyed the property to King County Fire District 39. The City had thought that they owned the whole parcel. The SKCF&R is seeking a boundary line adjustment of about 50 feet around the North and East side of their parcel. They need Council approval for their title insurance. Deputy Fire Chief Knorr stated that pursuant to state law, there are response guidelines that need to be followed. SKCF&R have 5 years of good response data that shows that they have weaknesses in the response area along the development of South 356`h, the Senior Retirement Homes and up into the Crossings area. A new Fire Station would alleviate a lot of the longer response times in those areas. They have projected that if they opened that station today they would have about 1,400 calls a year. They are projecting that the station will be running in 2013. Mr. Ikerd asked if the Parks Department would be able to access the Blueberry Farm. Deputy Chief Knorr stated they would maintain a driveway at that location for access. Council member Ferrell moved to not oppose South King County Fire & Rescue's proposed boundary line adjustment for the parcel on S. 356`' Street. Chair Burbidge seconded. Motion passed. PUBLIC COMMENT H. David Kaplan preferred to save his comments until a particular agenda item was going to be presented. COMMISSION COMMENT Brian Ailinger, Parks & Recreation Commission Vice Chair, spoke in support of the items that were being presented tonight by Mr. Steve Ikerd. APPROVAL OF SUMMARY Council Member Burbidge moved to approve the July meeting minutes as written, Council Member Ferrell seconded. Motion passed. BUSINESS ITEMS Centerstage Proposal Mr. Bryce presented the information. Mr. Bryce stated that the proposal document is also a document that is open for discussion. They are open to any solution that will solve the problems that they have identified. Mr. Bryce stated PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday September 9, 2008 Summary Page 3 Celebration Park Maintenance Building Mr. Ikerd provided the background information. Staff bid the supply and installation of the Celebration Park Maintenance Building separately. Council approved the bid on March 20''. When staff went to order the building, the supplier stated that he was unable to supply the building as specified. Staff then went out to bid again, but this time they bid it as a whole package; the building, supply and install, and the cement slab. Three bids were received. The lowest responsive bid was from CHG Building Systems, Inc. for $146,200. The total bid is $168,598 — this includes insulation and tax. Council member Ferrell moved to forward the bid acceptance for the installation of a pre-engineered meal maintenance building in Celebration Park to full Council on September 16 for approval. Chair Burbidge seconded. Motion passed. The acceptance of the sole bidder, "Sound Harley Davidson" for the purchase of two Harley Davidson motorcycles Chief Wilson presented the background information. The Police Department is moving away from leasing vehicles and moving towards purchasing their vehicles. They received one bid. Council member Ferrell asked why they are purchasing the high end priced Harley Davidson's. Chief answered that there are limited options for the types of bikes that can be used in emergency situations. The Department has tested many different bikes. The Harley Davidson has the capabilities that they need, and it is also what the officers prefer. They also already have Harley Davidson bikes in their fleet, and this would maintain some continuity. Council member Ferrell moved to approve and award the bid to "Sound Harley Davidson" for the purchase of two Harley Davidson motorcycles. Chair Burbidge seconded. Motion passed. Look Alike Weapon Legislation Chief Wilson presented the background information. This is to be added to the Legislative Agenda. Earlier this year an officer was investigating a vehicle prowl. He was in a foot chase with the suspect. The suspect pulled what appeared to be a firearm from his waist band and pointed it at the officer. The officer fired at him twice and missed. This firearm was later identified as an "airsoft" pistol. While working with the Prosecutor's Office a loop hole was discovered; the Charge of Assault 2nd Degree did not apply. The weapon has to be capable of producing bodily harm. It is tough to argue that an airsoft pistol is capable of producing bodily harm. They are looking for a solution to make an adjustment to the Assault Statute. If you use a look alike weapon, and point it at a Police Officer in the Commission of a crime this would be a class B felony. Council member Ferrell moved to amend this item, and make it an action item. Chair Burbidge seconded. Motion passed. Council member Ferrell moved approval to support Legislation to modify the Assault Statute to include "Look Alike Weapons". Chair Burbidge seconded. Motion passed. Agreement between City of Federal Way and Ehli Turner Auction to auction surplus vehicles and motorcycles Chief Wilson presented the background information. The contract amount is not to exceed $10,000 in compensation. There is a 10%;fee that is put to the auction house for the value per vehicle. There is a minimum fee of $150 and a maximum fee of $500 per vehicle that is sold. In 2007 the Police Department auctioned 11 vehicles for $20,360, and in 2008 year to date there have been four vehicles with a value of $2,743.00. Council member Ferrell moved approval of the Agreement between Federal Way and Ehli Turner Auctions to auction surplus vehicles and motorcycles. Chair Burbidge seconded. Motion passed. Bid award for the Federal Way Police SWAT Van Chief Wilson presented the background information. The Police Department received four bids. The bidding companies were asked to bid the chassis of the vehicle and the 20 foot box together. The low bid came from a Ford Dealer in Pasco, and Trivan is the company that has done three previous project vehicles for the Department. Council member Ferrell moved approval of the Agreement between Federal Way and Ehli Turner Auctions to auction surplus vehicles and motorcycles. Chair Burbidge seconded. Motion passed. City of Federal Way CITY COUNCIL PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COMMITTEE Tuesday, October 14, 2008 5:30 p.m. 1 2 3 4 5 A VA CALL TO ORDER PUBLIC COMMENT — THREE (3) MINUTES COMMISSION COMMENTS APPROVAL OF SEPTEMBER 9, 2008 SUMMARY COMMITTEE BUSINESS A. Centerstage Management Proposal B. Amendment to the Diversity Commission By -Laws C. 2009-2010 Human Services Commission Funding Recommendations D. Asphalt Path Repair E. West Campus Trail Tree Removal F. Patrol Auto Theft Task Force G. KC Regional 800 MHZ Radio System PENDING ITEMS • Festivals City Hall Hylebos Conference Room Information Faber Action Hynden Action Hynden Action Ikerd Action Ikerd Action Wilson Information Wilson/Hwang NEXT MEETING — Monday November 10, 2008 5:30pm — Hylebos Conference Room ADJOURNMENT 2008 Committee Members: Staff: Council Member Jeanne Burbidge, Chair Donna Hanson, Director Council Member Jim Ferrell Mary Jaenicke, Administrative Assistant II Council Member Michael Park 253-835-001 City of Federal Way City Council PARKS RECREATION HUMAN SERV ICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday September 9, 2008 5:30 p.m. SUMMARY In attendance: Council Committee members Chair Jeanne Burbidge, Jim Ferrell, Council member Linda Kochmar, Cary Roe, Assistant City Manager, Pat Richardson, City Attorney, Karolyn Klohe Assistant City Attorney, Chief Brian Wilson, Donna Hanson, Director PRCS, Steve Ikerd, Facilities and Parks Manager, Mary Jaenicke, Administrative Assistant II. Excused: Council member Michael Park Guests: Brian Ailinger, Parks and Recreation Commission Vice Chair, Alan Bryce, Ron Wood, Centerstage, Deputy Fire Chief Knorr, H. David Kaplan, Citizen. Chair Burbidge called the meeting to order at 5:33p.m. Council member Ferrell moved to add the Centerstage Proposal to the agenda as information only. Chair Burbidge seconded. Motion passed. BUSINESS ITEM South Kine Fire & Rescue's Proposed Boundary Line Adjustment Ms. Richardson presented the background information. The South King County Fire & Rescue (SKCF&R) would like to do a boundary line adjustment on a parcel that they own on S. 356`b, east of the Blueberry Farm. In 1985 there was a deed that gives the County future rights to the Brooklake Community Center's property. The Title Company found a 1970 Statutory Warranty Deed that Lakehaven had conveyed the property to King County Fire District 39. The City had thought that they owned the whole parcel. The SKCF&R is seeking a boundary line adjustment of about 50 feet around the North and East side of their parcel. They need Council approval for their title insurance. Deputy Fire Chief Knorr stated that pursuant to state law, there are response guidelines that need to be followed. SKCF&R have 5 years of good response data that shows that they have weaknesses in the response area along the development of South 356x', the Senior Retirement Homes and up into the Crossings area. A new Fire Station would alleviate a lot of the longer response times in those areas. They have projected that if they opened that station today they would have about 1,400 calls a year. They are projecting that the station will be running in 2013. Mr. Ikerd asked if the Parks Department would be able to access the Blueberry Farm. Deputy Chief Knorr stated they would maintain a driveway at that location for access. Council member Ferrell moved to not oppose South King County Fire & Rescue's proposed boundary line adjustment for the parcel on S. 356th Street. Chair Burbidge seconded. Motion passed. PUBLIC COMMENT H. David Kaplan preferred to save his comments until a particular agenda item was going to be presented. COMMISSION COMMENT Brian Ailinger, Parks & Recreation Commission Vice Chair, spoke in support of the items that were being presented tonight by Mr. Steve Ikerd. APPROVAL OF SUMMARY Council Member Burbidge moved to approve the July meeting minutes as written, Council Member Ferrell seconded. Motion passed. BUSINESS ITEMS Centerstage Proposal Mr. Bryce presented the information. Mr. Bryce stated that the proposal document is also a document that is open for discussion. They are open to any solution that will solve the problems that they have identified. Mr. Bryce stated PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday September 9, 2008 Summary Page 3 Celebration Park Maintenance Buildine Mr. Ikerd provided the background information. Staff bid the supply and installation of the Celebration Park Maintenance Building separately. Council approved the bid on March 20. When staff went to order the building, the supplier stated that he was unable to supply the building as specified. Staff then went out to bid again, but this time they bid it as a whole package; the building, supply and install, and the cement slab. Three bids were received. The lowest responsive bid was from CHG Building Systems, Inc. for $146,200. The total bid is $168,598 — this includes insulation and tax. Council member Ferrell moved to forward the bid acceptance for the installation of a pre-engineered meal maintenance building in Celebration Park to full Council on September 16 for approval. Chair Burbidge seconded. Motion passed. The acceptance of the sole bidder, "Sound Harley Davidson" for the purchase of two Harley Davidson motorcycles Chief Wilson presented the background information. The Police Department is moving away from leasing vehicles and moving towards purchasing their vehicles. They received one bid. Council member Ferrell asked why they are purchasing the high end priced Harley Davidson's. Chief answered that there are limited options for the types of bikes that can be used in emergency situations. The Department has tested many different bikes. The Harley Davidson has the capabilities that they need, and it is also what the officers prefer. They also already have Harley Davidson bikes in their fleet, and this would maintain some continuity. Council member Ferrell moved to approve and award the bid to "Sound Harley Davidson" for the purchase of two Harley Davidson motorcycles. Chair Burbidge seconded. Motion passed. Look Alike Weapon Leeislation Chief Wilson presented the background information. This is to be added to the Legislative Agenda. Earlier this year an officer was investigating a vehicle prowl. He was in a foot chase with the suspect. The suspect pulled what appeared to be a firearm from his waist band and pointed it at the officer. The officer fired at him twice and missed. This firearm was later identified as an "airsoft" pistol. While working with the Prosecutor's Office a loop hole was discovered; the Charge of Assault 2nd Degree did not apply. The weapon has to be capable of producing bodily harm. It is tough to argue that an airsoft pistol is capable of producing bodily harm. They are looking for a solution to make an adjustment to the Assault Statute. If you use a look alike weapon, and point it at a Police Officer in the Commission of a crime this would be a class B felony. Council member Ferrell moved to amend this item, and make it an action item. Chair Burbidge seconded. Motion passed. Council member Ferrell moved approval to support Legislation to modify the Assault Statute to include "Look Alike Weapons". Chair Burbidge seconded. Motion passed. Agreement between City of Federal Way and Ehli Turner Auction to auction surplus vehicles and motorcycles Chief Wilson presented the background information. The contract amount is not to exceed $10,000 in compensation. There is a 10%,fee that is put to the auction house for the value per vehicle. There is a minimum fee of $150 and a maximum fee of $500 per vehicle that is sold. In 2007 the Police Department auctioned 11 vehicles for $20,360, and in 2008 year to date there have been four vehicles with a value of $2,743.00. Council member Ferrell moved approval of the Agreement between Federal Way and Ehli'Turner Auctions to auction surplus vehicles and motorcycles. Chair Burbidge seconded. Motion passed. Bid award for the Federal Way Police SWAT Van Chief Wilson presented the background information. The Police Department received four bids. The bidding companies were asked to bid the chassis of the vehicle and the 20 foot box together. The low bid came from a Ford Dealer in Pasco, and Trivan is the company that has done three previous project vehicles for the Department. Council member Ferrell moved approval of the Agreement between Federal Way and Ehli Turner Auctions to auction surplus vehicles and motorcycles. Chair Burbidge seconded. Motion passed. COUNCIL MEETING DATE: Not applicable at this time ITEM #: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: CENTERSTAGE THEATRE MANAGEMENT PROPOSAL - REVIEW POLICY QUESTION: Should the City Council consider options regarding the management of the Knutzen Family Theatre? COMMITTEE: PRHSPS MEETING DATE: October 14, 2008 CATEGORY: ❑ Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution X Other STAFF REPORT BY Mary Faber, Recreation and Cultural Services Superintendent DEPT: PRCS Attachments: 1) Staff Background Memo, 2) Centerstage Theatre Management Proposal, 3) Knutzen Family Theatre Budget, 4) Centerstage Funding Timeline, 5) KFT Program Outline 6) KFT Major Use and Revenue, 7) KFT Mission and Vis ion Statements, 8) Management Services Analysis of Centerstage Proposal Options Considered: 1. Centerstage Management Proposal for operations of the Knutzen Family Theatre. 2. Knutzen Family Theatre remains a city operated facility. A. Increase funding for Centerstage Theater Arts Productions B. Reduce rental fees for Centerstage Arts Productions 3. Issue Request for Proposal to manage the Knutzen Family Theatre from Arts Groups or Professional Facility Managers. STAFF RECOMMENDATION: Staff is not requesting action at this time, and materials are submitted as information only for the committee's review. CITY MANAGER APPROVAL: 040K DIRECTOR APPROVAL: 94101 to Conuttittee to Council to Committee To Council COMMITTEE RECOMMENDATION: Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: For Review Only (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL # ❑ DENIED 1ST reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinances only) ORDINANCE # _ REVISED — 02/06/2006 RESOLUTION # f�'` 4%L CITY OF 1:t� Federal Way PARKS, RECREATION AND CULTURAL SERVICES CITY COUNCIL COMMITTEE STAFF REPORT DATE: October 7, 2008 TO: Parks, Recreation, Human Services & Police Council Committee FROM: Mary Faber, Recreation and Cultural Services Superintendent VIA: Neal J. Beets, City Manager SUBJECT: Centerstage Management Proposal In June, Centerstage Theatre (CST) presented a proposal to the Arts Commission for consideration of the following requests.- Management equests:Management of the operations of the Knurten Family Theatre (KFT) for a management fee of $75,000. In lieu of management of the Theatre a $50,000 annual award for the provision of live theatrical theatre program services. For the July meeting, the Arts Commission asked staff to provide information on the budget and program operations of the Theatre. The Commission did not meet in August and in September the proposal was reviewed and discussed at the Commission meeting and the committee work plan meeting. The Commission felt that a thorough review of the proposal was necessary to recommend to City Council a final policy decision regarding the on-going requests by CST_ In October, the Arts Commission voted on the two requests outlined in the Management Proposal. In consideration of CST managing the KFT there were three votes for approval and six votes for disapproval, the motion failed. The minutes state that the second request for a $50,000 annual award to CST for live theatre program services failed, however, in review of the minutes the voting record indicated that there were five votes in approval of the $50,000 award annually and four that voted against_ The motion did have enough votes to pass and the Chair of the Arts Commission was notified. The minutes are scheduled to be amended at the November meeting. 1\-Z C'enterstage Proposal to dw Cite of Federal Way A Proposal To The City of Federal Way From Centerstage Theatre September 9, 2008 �X-� THE ISSUES L In 2007, The City of Federal Way subsidized the Knutzen Family Theatre (KFT) in the amount of $125,000_ The Theatre showed a net "surplus" of $27,000_ KFT therefore cost the taxpayers of Federal Way $98,000_* 2. KFT was created in 1998 to house ten Federal Way performing arts organizations (see Appendix A). Only two of these organizations still use the Knutzen. Of these two, 911, Avenue Dance (incorporating Aria Dance) is exploring the possibility of moOng to the Middle School in Fife. Centerstage (CST) has been compelled by a City -initiated change of schedule at the Knutzen to hold one third of the performances of its 2008 Christmas Show at the Theatre On The Square in Tacoma. If aggressive action is not taken, the real possibility exists that in the near future the KFT will house no local performing arts groups. 3. It has been clear to CST for the past foto- years that the current business model with the City of Federal Way does not work_ In 2007 Centerstage's payments to the City for rent of the facility and for labor required by the City, amounted to 23% of its expenditures for that year. In contrast, Seattle Public Theatre rents the Bathhouse Theatre from the City of Seattle (for year-round occupancy) for L41% of its total expenditures. The pressure of these costs has resulted in Centerstage being compelled to request emergency funding from the City Manager's Contingency Fund_ This solution is not a good one for either the City of Federal Way, or for Centerstage, because= (i) The City Manager has other needs and cannot be expected to continue subsidizing CST through his contingency fund. (2) CST cannot continue to operate at KFC when it is uncertain whether or not the City Manager is willing or able to make these monies available_ "we understand that some of the items funded in the Knutzen Family Theatre budget do not relate directl}, to the operations of the Mi '_ The principles of savings to the taxpayer under our management proposal are, however, still Valid, whatever the REAL number may be. A DIRECT GRANT The City of Federal Way, through the Arts Commission, would pay Centerstage the full cost of renting the theatre and the labor costs for technicians as required by the City. The size of this grant would be variable each year, depending upon the number of productions (4 or 5) and the technical requirements of individual productions. These costs would therefore be arrived at in discussion between the City and Centerstage_ This grant Would not compromise Centerstage's eligibility to apply for the Contract For Services Grant through the Arts Commission, nor any Tourism Enhancement grants. 3. We estimate that this grant would be in the range of $40,000-$45,000 per yea r. AME 5 circumstances would we promote a company that does not hold the possibility of making a profit. (d) Summer Workshop for Youth - We support the City's program. Further discussion is needed to establish how this would operate. (e) Offices - Centerstage would move its offices from the Spectrum Business Park to the Knutzen Family Theatre. Costume and other storage would be moved to rooms already identified in previous discussions. This would save Centerstage more than $8,00o per year. 7. All the items outlined in Paragraph 6 would secure Centerstage's financial position. They would eliminate the need for further grant requests from the Ci ty. Savings on rental and tech labor 40,000 Savings on current office space 8,000 Conservative projection of revenue From ALL other events 5,000 TOTAL FINANCIAL BENEFIT $53,000 8. CST suggests that this agreement be entered into as a 24 -month trial. A long- term agreement can then be entered into to the satisfaction of both parties. y. CST will present the City xVith a full Business Plan before a Management agreement is signed. CONCERNS PREVIOUSLY EXPRESSED BY THE CITY OF FEDERAL. WAY i. Is the payment of a management fee unfair to other Performing Arts Organizations in Federal Way? The management fee has nothing to do with arts funding. It is a fee for non -artistic services, none of which any other performing arts organization in Federal Way performs_ 2. Will CST co-operate with other groups who use the ICFT? Centerstage has demonstrated over the past three years that it is co- operative to a fault with the only other local arts organization who uses the KFT_ We refer you to the scheduling performances of Christmas shows, where Centerstage has accommodated all 91h Avenues needs_ 3- Is CST competent to manage the Knutzen Family Theatre? (a) CST has drurnaticoll y increased its annual revenues from $t0.7,000 in 2003 to $199,000 in 2007. Sources: *Improved Box Office Revenues *New funding from major funding organizations (See Appendix D) *Personal gifts increased from $9,00o in 2003 to $26,000 in 2007 *More effective fundraising events *Assistance from City Manager's Contingency Fund (b) Managing Artistic Director, Alan Bryce has spent a career in the Theatre. Here are some resume points: *Artistic Director, Overground Theatre, London. 8 years_ *Development Director, Proctor's Theatre, Schenectady NY. 8 yrs *Artistic Director, Proctor's Too (Second Performance Space) 3Yrs *Theatre Consultant, John F. Kennedy Center for the Performing Arts, Washington DC 2 years *Executive Director, Landers Theatre, Springfield, Missouri. 3 yrs *Author of several plays produced in over 40 theatres in Great Britain and the United States. *Has appeared as an actor in theatres throughout Great Britain, and on TV and Hollywood movies_ (c) CST has entered into an Intern arrangement with DeVryUniversity, designed to enhance its marketing effectiveness. Starting in July 2008, DeVry interns will be working on website design and maintenance; group sales; research of media outlets. (d) Seattle Scenic Studios are SeattIe's premier nonprofit technical theatre support organization and bring a wide range of experienced personnel. (c) Board Of "trustees_ CST's Board is a highly -competent group 9 4. Will CST Staff cooperate with Dumas Bay Centre Staff? CST has never fully understood this objection, since it has never been discussed, simply asserted. CST firmly believes that by re-establishing the nature of the relationship between City and Theatre, the current tensions (with KFT staff, not with Dumas Bay Centre Staff) would be eliminated_ As it stands, CST employees and volunteers have excellent relationships with Dumas Bay Centre Staff. Day-to-day practicalities would have to be discussed, and will be easily resolved. 4. Is CST strong enough? CST is strong in every respect but one. The significant weakness is our business relationship wwith the City. It is that relationship that this proposal addresses. CST has never in its 30 years operated under a deficit. 5. Will CST's operation of the KFT safeguard the mission and vision of the KFC? CST produces twice as many performances each year than all the other performing arts organizations in Federal Way combined, including the KFC itself. Its advertising expenditure in promoting the Knutzen is more than ten times larger than the city's marketing budget for the KFT. Under the City, eight performing arts organizations have left the KFT, and both CST and 9th Avenue Dance have actively explored other options. We believe, therefore, that CST already safeguards KFT mission and vision more aggressively than the City. It is our contention that the City has itself failed to safeguard the mission and vision of the KFT. CST offers no guarantees, but we believe that this proposal provides the template for a far more successful safeguarding of KFT mission and vision. f1PPENDIX B CST's proposed budget for managing the Knutzen Family Theatre APPENDIX B Proposed Budget: CST manages KF -1'2009 Expenditure Miscellaneous marketing 1,000 Season ticket brochure 4,000 OST presents 9,200 Play, 1 17,375 Musical 1 33,6�5 Play- 2 y 17,350 Musical 2 32.250 Musical 3 38,700 CST presents fur kids 14,000 IBAA Bankcard Fee 3,000 Insurance 2,500 Professional Fees 250 Utilities a^_,Soo 1 iouschold Supplies 500 RcCpalr/Nj'jlnte.nauee Sllpplie,; C.uStOdlal La bur .000 Repair/_Maintenance f.aboF 1,00() Seattle Scenic Studios 2,.000 Telephone 2,500 Miscellaneous fees, licenses, permits 2$0 Office Equipment/consumables/postage 2,000 Artistic Director 29,000 Bookkeeper 3,000 Admin Assistant 25,000 FICA/Payroll Taxes 4.500 Contingenc` 5,000 Concessions 500 304,500 Items in red represent new expenditures or income to CST s budget. 13 Income Season/Flex tickets 16,5oo CST Presents 9,000 Play 1 12,000 Musical 1 21,000 Plav 2 [2,000 Musical 2 18,000 Musical 3 2,5,000 CST presents tin- i:ids 10.000 Rcnlals:other art; organizations IO,0o0 Rentals: commercial 7,000 Technical anti House Staff Murder Mystery- (net) 10,000 Management Fec 7;,7000 FAV Arts Commission 12,000 RV Tourism Grants 7,500 Sponsorships/Corporate 12,000 Indi-Odual Donations 22,500 4 Culture 3,000 Rotary 2,000 Seattle Foundation 5,000 Other grants 5,000 Program Advertising 4,000 Other revenue (Concessions etc.) 4,000 304,500 [tents in red represent new c7cpenditures or income to CST's budget. R-v� 15 Show Budgets 2007 (Plan C) 17 Robin Xrnas [tem Absurd Hood A Flea Comedy Show Totals Actors 1950 5200 4550 1000 3900 16600 Director 1000 2000 0 0 0 3000 Designer 750 750 750 750 750 3750 Mus Dir o 1500 0 0 0 1500 Choreo 0 750 0 0 750 15Oo Cos_ Des o 0 0 750 1000 1750 SM 325 325 325 325 325 1625 Musicians 0 t500 0 0 2250 3750 Lite Des 325 325 325 325 325 1625 Hospitality 200 200 200 200 200 1000 Travel 0 0 0 0 0 0 Set 1500 2250 2250 1750 4000 11750 Costumes 500 5000 3000 500 2500 11500 Props 250 600 500 450 1000 2800 Lights 50 50 50 50 50 250 Royalty 550 2000 435 600 0 3585 Poster 200 200 200 200 200 1000 PC/Fiver 875 875 875 875 875 4375 Postage 875 875 87.5 875 875 4375 Mail Sen 525 525 525 525 525 2625 St signs 225 225 225 225 225 1125 Ncxvsp_ Ad 700 700 700 700 700 3500 Programs 975 975 975 975 975 4875 Knutzen staff 1500 2000 1500 1500 2000 8500 Rental 5150 5150 5150 5150 5150 25750 18425 33975 23410 17725 28575 122110 17 Show Budgets 2008 19 Nightmare... Mark Married My Fair Patsy Twain Man Lady Cline Aladdin Actors o 2100 6175 1000 4200 Director o 0 1000 1000 1000 Designer o 750 750 800 800 Music Dir 0 0 1200 1000 1000 Choreographer o 0 500 0 800 Costume Designer o 0 1500 500 1500 Stage Manager 50 325 325 350 350 Musicians (4) O 500 800 3000 1000 Lighting Designer 50 325 325 350 350 Hospitality too 150 200 100 200 Travel 700 0 0 0 0 Set too 1750 2500 2000 4000 Costumes o 200 2500 1000 4500 Props o 1000 600 500 500 Lights 0 50 50 50 $0 Royalty o 0 4200 3200 2500 Poster o 150 150 150 150 Postcard/Flyer 500 goo goo goo goo Postage 100 goo goo goo goo Mail Serxice 200 525 525 525 525 Street Signs 200 250 250 250 250 Newspaper Ads. 200 700 700 700 700 Radio/other media o 0 3000 3000 3000 Programs 50 1000 toxo 1000 1000 Knutzen staff 250 1500 2000 1500 2000 Rental 1200 5200 5200 5200 3,200 3700 18275 37250 28975 40375 19 APPENDIX E PRECEDENT IN OUR REGION FOR NONPROFIT ARTS ORGANIZATIONS MANAGING A CITY-OV%NED FACILITY Although our proposal is specific, there is no template which both parties must agree to. There are many options. To explore some options, CST met with representatives of The Village Theatre and Kirkland Performance Center. The Village Theatre receives a management fee from the City of Everett to operate the Everett Performing Arts Center_ The Kirkland Performance Center is used, rent-free, by a nonprofit corporation in a facility owned by the City of Kirkland. We have outlined below sketches of the agreements both these nonprofits have with the local City. These notes are intended as a reference, which offer other options for Federal Way and CST to explore. P\-211 'NA Kirkland Performance Center "Contact: Steve Lerian, Executive Director, Kirkland Performance Center (425) 828-0422. www.kpeenter.org Dave Ramsay, Manager, City of Kirkland, (425) 587-3001 vvww.ci.kirkland.wa.us *The Kirkland performance center has three 10 -year leases with the City of Kirkland. It was opened in 1997_ *The City provided the nonprofit corporation with the services of a Business Consultant to draw up a viable business plan. *No rent is paid to the City. However, the Kirkland Performance Center raised $4 million of the $5.7 million required to build the facility. Steve Lerian characterized this as "rent in advance". (This is comparable to, but very different from, the arrangement at the Knutzen, where $400,000 was raised through private fundraising -in which CST was intimately involved - and $2 million provided by The City of Federal Way to meet the cost of converting the convent chapel into a theatre). *The nonprofit corporation has full authority over the uses of the building, except for 7 days annually which the City may use for its own purposes_ The nonprofit corporation is reimbursed -for labor costs for any such uses_ *The City otherwise has no programming input_ *The City of Kirkland levies an Admissions Tax on all performance admissions in the City. These taxes are re -granted to the nonprofit corporation (at about $40,000 per year)_ The City further grants $50,000, which is used mostly for maintenance and upkeep. *T lie City is responsible for HVAC, elevators, exterior landscaping and the fabric of the building. The nonprofit corporation is responsible for everything else, including plumbing, maintenance, utilities, sound and lighting_ *If the nonprofit corporation fails, the City of Kirkland inherits everything, including all stage and related equipment. f�-2y 23 KNUTZEN FAMILY THEATRE 2004-2007 Operating Revenue Event Admission Fees Program Fees Theatre - Secondary Tenant Theatre Rentals - Business Theatre Rentals - Arts Organization $ 16,915 $_____10,638 15,456 15,000 4.445 5,260 $ 7,144 5,150 5,747 21,150 _20.401_5_____9,286 16,177 15.150 27,783 21,020 15,632 25,750 24,008 9,989 Theatre - Arts Organization - Nonresident AV Equipment Rental 3,240 5,370 1.805 2.064 5,537 3,142 6,259 1,937 Rehearsal Space - Arts Organization 325 852 26 - Theatre Rental - Commercial 920 10,620 11.226 6,716 Theatre -Nonresidential Art OrgaNzation 600 1,118 632 231 Technical & House Staff 6.399 11,242 12,079 16,787 Investment Interest Grants 530 4,600 1,804 2,500 4.848 1,500 6,493 500 Transfer -In from General Fund - Arts Commission Other Miscellaneous Revenue 5.310 69 7,500 238 - 3,823 - 1.002 Total Operati no_ Revenue $ 84,439 $ 78,952 $ 132,117 $ 124,589 need to be transferred to other departments. Capital cost Total Citv Out of Pocket $ 111,000 Total City Out of Pocket $ 122,000 Operating Expense: the facility. Personnel Costs - Pay/Benefit 121,429 90,070 83.588 122,895 Office supplies 1.802 1,299 2,502 5,011 Household Supplies 1,118 932 90 1,375 Food & Beverage ---- - 632 341 509913 - - - --- - Repair & Maint Supplies 126 208 150 2.235 Clothing & Footwear Professional Services Custodial & Cleaning - 32,574 9,424 - 18,173 2,648 494 22,710 8,673 264 13,290 6,949 Communications/Postage ----- - - - Travel & Training Advertising & Legal Notices --- - 1,390 973 4 -- 855 2,068 ----- - 686 1,319 --- - 543 2,583 Rental of FurnitureiEquipment - - 721 459 Utilities - - - - ---- -- --- Repairs & Maintenance 15,089 --- - - 16,221 -- 2.168 19,676 - 5,784 21.614 ----- 8.685 Printing & Other Miscellaneous 3,243 3,397 2,539 2,533 -A 3&385-. S ^ 149.446-_ S. 189348: ndirect Costs - Total City out of pocket cost = City Cost, not just cost to KFT- Direct Supervision/Support 16,410 18.122 18,043 Cost for a portion of Mary's time General Fund Admin Fee 3,291 3,344 3,394 3.445 Cost for legal svcs, accounting, payroll, accounts payable, etc. Intemal Service Charges 11,305 10,806 10,620 11.226 Costs for computers, phones. copier, mail services .etc. Fota11f1dire(�tad2l.Capital=€a'"Woment .5...._14.596 S:_ 30.560 S 32-136 .5- .. 32,7.14 (64,000) In 2007, KFT contributed S28K to capital fund balance and spent $14K (see capital spending below) difference between utility tax transfer and total loss are set aside in the KFT for capital purposes. apitit_Specidi(g 217U4wACt}tat X2405 Etchral.2QQBAGttiat,=.2007 Jactuat' Capital Spending using Fund Balance. Minor Equipment $ 8,513 $ $ 34,824 $ 14,100 1-\Dort.�!`....,..,:µ.,.,�onnorvrT�.. ...r....a n�_.___'___ ..�T ... ... ..... ........... ... ... ..... Total City out of pocket cost = City Cost, not just cost to KFT- Proposed Under the proposed contract, the City would pay $75.000 to Status Quo Contract Centerstage- The $33.000 indirect costs will not be charged Operating Revenue $ 125,000 to Centerstage but will be picked up by the General Fund. Operating Expense (189,000) Net Operating Loss (64,000) Management Fee 75,000 Because a great portion of the indirect costs are directly related to personnel. the City can only reduce these costs Indirect Cost 33,000 Indirect Cost 33,000 if we layoff employees This would be difficult to do Capital Cost 14,000 Capital Cost 14,000 because these costs are marginal. Other indirect costs will Subtotal Other Costs 47,000 Subtotal Other Costs 47,000 not go away because they are shared costs and would need to be transferred to other departments. Capital cost Total Citv Out of Pocket $ 111,000 Total City Out of Pocket $ 122,000 also will not go away since the City will continue to maintain the facility. 1-\Dort.�!`....,..,:µ.,.,�onnorvrT�.. ...r....a n�_.___'___ ..�T ... ... ..... ........... ... ... ..... N N N N N O O O O O 0 0 0 0 0 00 -t 0) Ul A y 6n EA t0 Vi 6'% 1 � --L Ow 00- C vcn00a3 A N O 0 0 O U1 O Cl O M 0 3 N N n O O O O rt co -4 W to 40 40 _ -1 O W -J N O m Cl A -A w (A N O Cl O m 3 W W N N -� 4O-4Utto Q1 A -&U100 O -4000 CD v Qc CD N O CD co 3 C- N O O co N N m O O � OO a °' N ? p N CD (Jl O O m ' �Oo 0 CD CD 3 = <=w w CD No;oCD 3 p -O O m O N L 3 CJl !/� .C3 7 O O O CD <'T CSO (� CD o 3 cD to 40 40 _ -1 O W -J N O m Cl A -A w (A N O Cl O m 3 W W N N -� 4O-4Utto Q1 A -&U100 O -4000 CD v Qc CD N O CD co 3 C- N O O co K °' N CD O :3v N 4 N 00 co _ - N O O v - O O 0) a °' N ? p N CD (Jl ' �Oo OCD CD CD = <=w w CD No;oCD p -O O 3� O N L CD- C_ 7 C) 7 n 3. 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CQ < _0 (D rn CO O 6 '0 N coCD N E O M Cn to 'O 3 CD -o O CD 7, O <-A n N O c C1 n EA CD N (II D 3 O o� -w CD CD CD O 36 Zy CD �o O CDCD CD acm 7 C1 T� 0 -i7 CD in CD n 0 S CD [n p N 7 n n CD O O Acc v CD O CD !n�� a z O 3 a ov mo oo CD a 3D�n Z) CD- o 0 0 0 v (D -4=3 c m O Q _ o O O '7 u W Knutzen Family Theatre Program Outline 1. Professional Children's Theatre performances a. Storybook Theater b. Thistle Theatre c. Tears of Joy Theatre d. Pushcart Players 2. Participational Children's Theatre a. Missoula Children's Theatre b. Summer Youth Musical Theatre Program i. Two 4-7 yr old theatre camps ii. 9-12 yr old theatre camp iii. 13-19 yr old theatre camp 3. Theatre Classes a. Drama b. Musical Theatre c. Private Lessons d. Shakespeare e_ Acting Technique for advanced teens/adults f. Fall, Winter, Spring season 4. Community Theatre a_ THUGS: A Musical Mafiasco i. January 2008 b. I Hate Hamlet i. January 2009 5. Rental Space for Arts Organizations a. 9`h Avenue Dance b. Aria Dance c. Centerstage Theatre d. Avon Schilproort e. Rose Johnson f. Amy Lalicker 6. Rental Space for Businesses a. World Vision b. Weyerhaeuser c. Lifeway Church d. Veterans Administration of Puget Sound e. Bellarmine School District f. Overflow Dining area R 30 w O m O 5- 0 C Cl - CD U CD 7 3 7 (i? C: c n Q N v 0 (D O C `G v X C 7 n -� � — OZpCn D � m o o m c C c N -R N (D O. ;i o < 70 (D Z) ,< _ a- :3(D m m O C (D 0c =r m m 2 N (O (D CO �) A (D n N 0 oz O w D- - K> K m m 0 < � (o °<' _ C.) CD CD c m07 C)7 — c CD m 07 (D C O CD O_ Km0A'I\-m-i C C m TI TI Zu O N. 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O -j -A O'D 0 (mn (n O O -,, 0)U) 3 m n_ m (D D m :3 S m Cn N G CD (<D ZF 7 m (D rn v m fA fn 69 69 EA (p CD N W CJ) Cn CO r m (D N (D M (D — cn m (n m N (D —) A (D U) O O 7 m En O m� =I N C) W N' O_ (D O (D n -1Kw07\Tr m --15 D) N T. :3-nC ACD� N C) '() (n cc D n w O =F C) Z) OL 0) � � N 0 m C CD in m O CD � m m z m(n 3 CD 0)) m m 7 CD CD in m oN 00 P N N m O —I 00 (D A --� -� D 0 C n (D to (D CD N -z N CL v m m KNUTZEN FAMILY THEATRE 2004-2007 HAKraus Documents\City of Federal WaytKFT - Centerstage KFT SUM 9/17/2008 10:25 PM 2004ActuaC 2005 Actuat '2006 Acgiak_:. 2007 Actual Operating Revenue: ------ ----- Event Admission Fees $ 16,915 $ 10,638 $ 20,401 $ 9,286 Program Fees 15,456 7,144 16,177 15,632 Theatre - Secondary Tenant - - 15,000 5,150 15,150 25,750 -- ---------- Theatre Rentals - Business 4,445 5,747 27,783 24,008 Theatre Rentals- Arts Organization__ 5,260 21,150 21,020 9,989 Theatre -Artnr s Organization -Noesident 3.240 1,805 5,537 6,259 AV Equipment Rental 5,370 2,064 3,142 1,937 -- ---------- --------- - ----- Rehearsal Space -Arts Organizati-on 325 852 26 Theatre Rental - Commercial 920 6,716 Theatre - Nonresidential Art Organization 600 1,118 632 231 Technical & House Staff 6,399 11,242 12,079 16,787 Investment Interest- 530 1,804 4,848 6,493 Grants 4,600 2,500 1,500 500 Transfer -In from General Fund - Arts Commission 5,310 7,500 - - Other Miscellaneous Revenue 69 238 3,823 1,002 Total Operating Revenue _ $_ 84,439-$ 78,952 S 132,117 $ ' 124,589 Net Operating Loss Operating Expense: - Personnel Costs - Pay/Benefit 121,429 90,070 83,588 122,895 Office Supplies 1,802 1,299 2,502 5,011 Household Supplies 1,118 932 90 1,375 - Food 8 Beverage 632 341 509 913 --- - ---- --- --------- -- ---- - - epair & Maint Supplies 126 208 150 2,235 Clothing 8 Footwear - - _ - 494 264 ---- ------------ Professional Services 32,574 18,173 22,710 13,290 -- ------- -------------------------- Custodial &Cleaning 9,424 2,648 -8,673-- 6,949 Communications/Postage 4 Travel 8 Training 1,390 855 686 543 Advertising & Legal Notices 973 2,068 1,319 2,583 ---- - - -- -_ -- - - _- -- 721 459 Rental of Furniture/Equipment Utilities 15,089 16,221 19,676 21,614 Repairs & Maintenance 2,168 5,784 8,685 Printing & Other Miscellaneous _ - 3,243 3,397 2,539 2,533 rotal Operating Expense $ 187,801 $ 138,385 $ 149,440 $ 189,348 . Patin Loss: $ 103,362 S 59,433 $17,323 $ 64,769 ndirect Costs: Direct Supervision/Support ------ not go away because they are shared costs and would 16,410 18,122 18,043 Cost for a portion of Mary's time. General Fund Admin Fee Internal Service Charges -otalIndirect a - 3,291 11,305 $ ____14_,596_$__30,660 ---- 3,344 10,806 $ 3,394 10,620 32,136 $ 3,445 11,226 32,714 Cost for legal svcs, accounting, payroll, accounts payable, etc. Costs for computers, phones, copier, mail services ,etc. In 2007, KFT contributed $28K to capital fund balance and spent $14K (see capital spending below) otat Loss: -E 117,958 $ 14,9,469 (911,473 ftNir)f _Tett Oil,isldy;' $"' 100,668 119;92 `$124 042 - i ' 125,493; ontribubon to KAT irapitat Replacement; $931 $ 74 583. ; 28;DT2 Y difference between utility tax transfer and total loss are set aside in the KFT for capital purposes. apttat.Spending: 2004 Actual. 2005Actual- 2006 Act"air.,20dTAetnaf Capital Spending using Fund Balance. Minor Equipment $ 8,513 $ $ 34,824 $ 14,100 HAKraus Documents\City of Federal WaytKFT - Centerstage KFT SUM 9/17/2008 10:25 PM Total City out of pocket cost =City Cost, not just cost to KFT. Proposed Under the proposed contract, the City would pay $75,000 to Status Quo Contract Centerstage. The $33,000 indirect costs will not be charged Operating Revenue $ 125,000 to Centerstage but will be picked up by the General Fund. Operating Expense (189,000) Net Operating Loss (64,000) Management Fee 75,000 Because a great portion of the indirect costs are directly related to personnel, the City can only reduce these costs Indirect Cost 33,000 Indirect Cost 33,000 if we lay off employees. This would be difficult to do Capital Cost 14,000 Capital Cost 14,000 because these costs are marginal. Other indirect costs will Subtotal Other Costs 47,000 Subtotal Other Costs 47,000 not go away because they are shared costs and would need to be transferred to other departments. Capital cost Total City Out of Pocket $ 111,000 Total City Out of Pocket $ 122,000 also will not go away since the City will continue to maintain the facility. HAKraus Documents\City of Federal WaytKFT - Centerstage KFT SUM 9/17/2008 10:25 PM COUNCIL MEETING DATE: November 4, 2008 ITEM #: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: Amendment to Diversity Commission By -Laws POLICY QUESTION: SHOULD THE CITY OF FEDERAL WAY ACCEPT THE DIVERSITY COMMISSION BY-LAWS AMENDMENT? COMMITTEE: PRHSPS MEETING DATE: October 14, 2008 CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: LYNNETTE HYNDEN, HUMAN SERVICES MANAGER DEPT: Community Development Services Department Attachments: • Memorandum to PRHSPS Council Committee Dated October 2, 2008 Options Considered: 1. Recommend approval of the Amendment to the Diversity Commission By -Laws addressing attendance. 2. Do not recommend approval of the Amendment to the Diversity Commission By -Laws addressing attendance. 3. To amend the proposed Amendment to the Diversity Commission By -Laws addressing attendance. STAFF RECOMMENDATION: Option 1 is recommended. CITY MANAGER APPROVAL:_C7- -%? DIRECTOR APPROVAL:_ C ttee Council Committee Council COMMITTEE RECOMMENDATION: "1 MOVE TO APPROVE OPTION " Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move approval of option (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL # ❑ DENIED IST reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinances only) ORDINANCE # REVISED — 02/06/2006 RESOLUTION # COUNCIL MEETING DATE: November 4, 2008 ITEM #: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: 2009/2010 Human Services Commission Funding Recommendations POLICY QUESTION: SHOULD THE CITY OF FEDERAL WAY ACCEPT THE.HUMAN SERVICES COMMISSION FUNDING RECOMMENDATIONS FOR 2009/2010? COMMITTEE: PR -HSPS MEETING DATE: October 14, 2008 CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: LYNNETTE HYNDEN, HUMAN SERVICES MANAGER DEPT: Community Development Services Department__ _ Attachments: • Memorandum to PRHSPS Council Committee Dated October 2, 2008 • 2008 Human Services Commission Funding Recommendations for 2009-2010 • Housing & Human Services Five Year Strategy Plan • Exhibit A: Public testimony documents_ Options Considered: I- Recommend approval of the 2009-2010 Human Services Commission Funding Recommendations. 2. Do not recommend approval of the 2009-2010 Human Services Commission Funding Recommendations. 3. To amend the proposed 2009-2010 Human Services Commission Funding Recommendations. STAFF RECOMMENDATION: Option 1 is recommended. CITY MANAGER APPROVAL: DIRECTOR APPROVAL: Council Committee Council COMMITTEE RECOMMENDATION: "I MOVE TO APPROVE OPTION " Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move approval of option " (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL # ❑ DENIED IST reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinances only) ORDINANCE # C- 44k CITY OF Federal Way MEMORANDUM DATE: October 2, 2008 TO: PRHS&PS Council Committee FROM: Lynnette Hynden, Human Services Manager VIA: Cary Roe, PE — Assistant City Manager, COO CC: Greg Fewins — Director, Community Development Services SUBJECT: Human Services Commission Recommendations for the 2009-2010 Human Services General Fund On Monday, September 29, 2008, the Commission held a public hearing. Both written and verbal comments were received from some of the agencies who have requested funding via an application process for the 2009-2010 Human Services General Funds. The Human Services Commission provided all of the agencies being considered for funding a preliminary funding decision prior to the public hearing. After the comments were received, the Commission deliberated. A motion was received by the Commission chair to present the funding recommendations to the City Council via the Parks and Recreation, Human Services and Public Safety (PRHS&PS) Council Committee on October 14, 2008. The spreadsheet is attached. Background The common application process in which Federal Way joined with other South King County Cities began in March, 2008. Federal Way staff participated in the Funders Forum where the agencies were invited to discuss with staff from the represented cities questions or comments regarding the funding process. Agency turn out was mixed with new applicants and returning applicants. The City Of Federal Way received 61 applications from approximately 35 agencies located throughout King County that serve Federal Way residents. The sum of Human Services General Funds requested totaled $1,050,145. This was an increase from 2007-2008 total request of $957,668. Year after year Human Service agencies see an increase in requested services and this year the city received a few new agency/program requests. The Human Services Commission's Ad Hoc Committees reviewed all 61 applications during their 4 sessions. The Ad Hoc Committees saw at least two Commissioners participate along with staff. At these meetings questions regarding some of applications were identified which raised further questions. Additional questions were sent to the applicants if their application was not clear or essential information was missing. All requests for additional information were received and were considered by the full Commission. The Human Services Commission held special business meetings in July, August and September to review the applications and consider staff's recommendation for funding. A straw poll was C- 2- ■ Volunteer Transportation — Senior Services of Seattle • Community Dinning — Senior Services of Seattle • Strategy — Support Programs That Promote Individual & Community Safety Throughout Federal Way (Formerly Goal 2) Eighteen applications best fit this strategy and 14 of them were recommended for funding. The total sum recommended for funding is $114,000 or 26% of the overall estimated funds to be available in 2009-2010 The following are the programs recommended: • PACT — Institute for Family Development ■ Safe Zone for Kids — Boys and Girls Club ■ SKC Latina DV Advocacy — Consejo • Continuum of Housing — DAWN ■ Community Advocacy — DAWN ■ 24 -Hour DV Crisis Line — DAWN • We Are Family — KWA ■ DV Advocacy — VCCC • DV Services — YWCA • Substance Abuse Treatment — Kent Y&F ■ 24-hour Crisis Line — Crisis Clinic ■ 2-1-1 Community Information Line—Crisis Clinic ■ Teen Link — Crisis Clinic • Sexual Assault Victim Services — KCSARC • Strategy — Continue to Develop a Comprehensive Human Service Network & Address the Service Needs of Special Needs Groups So That They Can Participate Fully In The Community (Formerly Goal 3) Nine applications best fit this strategy and 5 of them were recommended for funding. The total sum recommended for funding is $35,000 or 8% of the overall estimated funds to be available in 2009-2010 The following are the programs recommended: ■ Family Support Program — VCCC • Russian/Ukrainian Refugee Assist. -Ukrainian Community Center ■ Volunteer Chore — CCS • Strengthening Families — Children's Home Society • General Literacy — MSC • Strategy - Provide A Supportive Environment & Services for Low -Income Families with Children (Formerly Goal 4) Six applications best fit this strategy and 4 of them were recommended for funding. The total sum recommended for funding is $73,000 or 17% of the overall estimated funds to be available in 2009-2010 The following are the programs recommended: • Pregnancy Aid — Pregnancy Aid ■ Mental Health Counseling — VCCC ■ Family Services Programs — Birth to Three • Play & Learn Group — ACAP I >, C 0 o u C N W � C C C 7 c {q w A o a E U 7 T u O Cr) O O O O E O O C w O O O O LL O O O O Ct o a U co w O: o O o o O o O o O o o O o O O o 0 0 O O cm o o O o o O co O O o O O O O O p C O p O O O O O O O O O O O O O O co O O p w O wO OOOwOwO uO O 0 0 0 0E 2 r C) O0 0O O0 O0 O06 0 O N o 0 0 o0 0 0 0 0 0 0 0 o 0 0 0 0 0 0 0 w o O o 0 0 0 0 o0 o 0 0 o O o 0 0 0 0 0 U Cl O O O o 0 o O O o 0 o O O o O O O O p C w O O O O O O Co (D w w w o O w O o O O w p 7 o O Ci IQ rn o 00 0 In y O o - O o r 10 0� (0 U"J 10 C M Cl) to w w w w w w w w w 7 N O W E a O O o 0 0 0 0 0 0 o 0 0 o o w o 0 0 o co 0 O o OO C) C) O O C) C) 0 0 0 O M O d O O N 'O '010 o 0 0 0 0 (O 0 0 0 0 0 0 O N N O O W C p (") 10 O o 0 o O N O o 0 0 0 C) N 0 C) (� 7 N n 0 0 0 0 0 0 10 O O O O O O N (D W O O D O O n N O O N W- 10 fD 10 Q p •' w� (7 w � N e- (p N � d d N � w w � w� N w w w w w w w w w w w w w w M U G m 'o w E E cu _ U O U - W � w C 0 Q � w E . 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E E E _� C U W w IV Q Q 0> j j Q (n U U U U U w w LL w LL S S O Y (n w (n w w (n > VJ } H J N U O Q Q O (p O U O- U U U - U O 0 O 0 O 0 w w Y Y O Y>}} i o F C—� Housing &Human Services Five Year Strategy Plan City of Federal Way CITY COUNCIL PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COMMITTEE Tuesday, October 14, 2008 5:30 p.m. 1. 2. 3. 4. 5. on 7 8 CALL TO ORDER PUBLIC COMMENT — THREE (3) MINUTES COMMISSION COMMENTS APPROVAL OF SEPTEMBER 9, 2008 SUMMARY COMMITTEE BUSINESS A. Centerstage Management Proposal B. Amendment to the Diversity Commission By -Laws C. 2009-2010 Human Services Commission Funding Recommendations D. Asphalt Path Repair E. West Campus Trail Tree Removal F. Patrol Auto Theft Task Force G. KC Regional 800 MHZ Radio System PENDING ITEMS • Festivals City Hall Hylebos Conference Room Information Faber Action Hynden Action Hynden Action Ikerd Action Ikerd Action Wilson Information Wilson/Hwang NEXT MEETING — Monday November 10, 2008 5:30pm — Hylebos Conference Room ADJOURNMENT 2008 Committee Members: Staff: Council Member Jeanne Burbidge, Chair Donna Hanson, Director Council Member Jim Ferrell Mary Jaenicke, Administrative Assistant II Council Member Michael Park 253-835-6901 City of Federal Way City Council PARKS, RECREATION, HUMAN SERV ICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday September 9, 2008 5:30 p.m. SUMMARY In attendance: Council Committee members Chair Jeanne Burbidge, Jim Ferrell, Council member Linda Kochmar, Cary Roe, Assistant City Manager, Pat Richardson, City Attorney, Karolyn Klohe Assistant City Attorney, Chief Brian Wilson, Donna Hanson, Director PRCS, Steve Ikerd, Facilities and Parks Manager, Mary Jaenicke, Administrative Assistant II. Excused: Council member Michael Park Guests: Brian Ailinger, Parks and Recreation Commission Vice Chair, Alan Bryce, Ron Wood, Centerstage, Deputy Fire Chief Knorr, H. David Kaplan, Citizen. Chair Burbidge called the meeting to order at 5:33p.m. Council member Ferrell moved to add the Centerstage Proposal to the agenda as information only. Chair Burbidge seconded. Motion passed. BUSINESS ITEM South King Fire & Rescue's Proposed Boundary Line Adjustment Ms. Richardson presented the background information. The South King County Fire & Rescue (SKCF&R) would like to do a boundary line adjustment on a parcel that they own on S. 356h, east of the Blueberry Farm. In 1985 there was a deed that gives the County future rights to the Brooklake Community Center's property. The Title Company found a 1970 Statutory Warranty Deed that Lakehaven had conveyed the property to King County Fire District 39. The City had thought that they owned the whole parcel. The SKCF&R is seeking a boundary line adjustment of about 50 feet around the North and East side of their parcel. They need Council approval for their title insurance. Deputy Fire Chief Knorr stated that pursuant to state law, there are response guidelines that need to be followed. SKCF&R have 5 years of good response data that shows that they have weaknesses in the response area along the development of South 350h, the Senior Retirement Homes and up into the Crossings area. A new Fire Station would alleviate a lot of the longer response times in those areas. They have projected that if they opened that station today they would have about 1,400 calls a year. They are projecting that the station will be running in 2013. Mr. Ikerd asked if the Parks Department would be able to access the Blueberry Farm. Deputy Chief Knorr stated they would maintain a driveway at that location for access. Council member Ferrell moved to not oppose South King County Fire & Rescue's proposed boundary line adjustment for the parcel on S. 356th Street. Chair Burbidge seconded. Motion passed. PUBLIC COMMENT H. David Kaplan preferred to save his comments until a particular agenda item was going to be presented. COMMISSION COMMENT Brian Ailinger, Parks & Recreation Commission Vice Chair, spoke in support of the items that were being presented tonight by Mr. Steve Ikerd. APPROVAL OF SUMMARY Council Member Burbidge moved to approve the July meeting minutes as written, Council Member Ferrell seconded. Motion passed. BUSINESS ITEMS Centerstage Proposal Mr. Bryce presented the information. Mr. Bryce stated that the proposal document is also a document that is open for discussion. They are open to any solution that will solve the problems that they have identified. Mr. Bryce stated PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday September 9, 2008 Summary Page 3 Celebration Park Maintenance Building Mr. Ikerd provided the background information. Staff bid the supply and installation of the Celebration Park Maintenance Building separately. Council approved the bid on March 20`b. When staff went to order the building, the supplier stated that he was unable to supply the building as specified. Staff then went out to bid again, but this time they bid it as a whole package; the building, supply and install, and the cement slab. Three bids were received. The lowest responsive bid was from CHG Building Systems, Inc. for $146,200. The total bid is $168,598 — this includes insulation and tax. Council member Ferrell moved to forward the bid acceptance for the installation of a pre-engineered meal maintenance building in Celebration Park to full Council on September 16 for approval. Chair Burbidge seconded. Motion passed. The acceptance of the sole bidder, "Sound Harley Davidson", for the purchase of two Harley Davidson motorcycles Chief Wilson presented the background information. The Police Department is moving away from leasing vehicles and moving towards purchasing their vehicles. They received one bid. Council member Ferrell asked why they are purchasing the high end priced Harley Davidson's. Chief answered that there are limited options for the types of bikes that can be used in emergency situations. The Department has tested many different bikes. The Harley Davidson has the capabilities that they need, and it is also what the officers prefer. They also already have Harley Davidson bikes in their fleet, and this would maintain some continuity. Council member Ferrell moved to approve and award the bid to "Sound Harley Davidson" for the purchase of two Harley Davidson motorcycles. Chair Burbidge seconded. Motion passed. Look Alike Weapon Legislation Chief Wilson presented the background information. This is to be added to the Legislative Agenda. Earlier this year an officer was investigating a vehicle prowl. He was in a foot chase with the suspect. The suspect pulled what appeared to be a firearm from his waist band and pointed it at the officer. The officer fired at him twice and missed. This firearm was later identified as an "airsoft" pistol. While working with the Prosecutor's Office a loop hole was discovered; the Charge of Assault 2°d Degree did not apply. The weapon has to be capable of producing bodily harm. It is tough to argue that an airsoft pistol is capable of producing bodily harm. They are looking for a solution to make an adjustment to the Assault Statute. If you use a look alike weapon, and point it at a Police Officer in the Commission of a crime this would be a class B felony. Council member Ferrell moved to amend this item, and make it an action item. Chair Burbidge seconded. Motion passed. Council member Ferrell moved approval to support Legislation to modify the Assault Statute to include "Look Alike Weapons". Chair Burbidge seconded. Motion passed. Agreement between City of Federal Wav and Ehli Turner Auction to auction surplus vehicles and motorcycles Chief Wilson presented the background information. The contract amount is not to exceed $10,000 in compensation. There is a 10%,fee that is put to the auction house for the value per vehicle. There is a minimum fee of $150 and a maximum fee of $500 per vehicle that is sold_ In 2007 the Police Department auctioned 11 vehicles for $20,360, and in 2008 year to date there have been four vehicles with a value of $2,743.00. Council member Ferrell moved approval of the Agreement between Federal Way and Ehli Turner Auctions to auction surplus vehicles and motorcycles. Chair Burbidge seconded. Motion passed. Bid award for the Federal Way Police SWAT Van Chief Wilson presented the background information. The Police Department received four bids. The bidding companies were asked to bid the chassis of the vehicle and the 20 foot box together. The low bid came from a Ford Dealer in Pasco, and Trivan is the company that has done three previous project vehicles for the Department. Council member Ferrell moved approval of the Agreement between Federal Way and Ehli Turner Auctions to auction surplus vehicles and motorcycles. Chair Burbidge seconded. Motion passed. COUNCIL MEETING DATE: Not applicable at this time ITEM #: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: CENTERSTAGE THEATRE MANAGEMENT PROPOSAL - REVIEW POLICY QUESTION: Should the City Council consider options regarding the management of the Knutzen Family Theatre? COMMITTEE: PRHSPS MEETING DATE: October 14, 2008 CATEGORY: ❑ Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution X Other STAFF REPORT BY. Mary Faber, Recreation and Cultural Services Superintendent DEPT: PRCS Attachments: 1) Staff Background Memo, 2) Centerstage Theatre Management Proposal, 3) Knutzen Family Theatre Budget, 4) Centerstage Funding Timeline, 5) KFT Program Outline 6) KFT Major Use and Revenue, 7) KFT Mission and Vision Statements, 8) Management Services Analysis of Centerstage Proposal Options Considered: 1 _ Centerstage Management Proposal for operations of the Knutzen Family Theatre. 2_ Knutzen Family Theatre remains a city operated facility. A. Increase funding for Centerstage Theater Arts Productions B. Reduce rental fees for Centerstage Arts Productions 3_ Issue Request for Proposal to manage the Knutzen Family Theatre from Arts Groups or Professional Facility Managers. STAFF RECOMMENDATION: Staff is not requesting action at this time, and materials are submitted as information only for the committee's review. CITY MANAGER APPROVAL: C;jKK DIRECTOR APPROVAL: t� - to Conmuttee to Council to Conimttee To Comicil COMMITTEE RECOMMENDATION: Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: For Review Only (BELOW TO BE COMPLETED BYCITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL # ❑ DENIED IST reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinances only) ORDINANCE, # REVISED — 02/06/2006 RESOLUTION # P—\ 4%;�' CITY OF Federal Way PARKS, RECREATION AND CULTURAL SERVICES CITY COUNCIL COMMITTEE STAFF REPORT DATE: October 7, 2008 TO: Parks, Recreation, Human Services & Police Council Committee FROM: Mary Faber, Recreation and Cultural Services Superintendent VIA: Neal J. Beets, City Manager SUBJECT: Centerstage Management Proposal In June, Centerstage Theatre (CST) presented a proposal to the Arts Commission for consideration of the following requests: • Management of the operations of the Knurten Family Theatre (KFT) for a management fee of $75,000. In lieu of management of the Theatre a $50,000 annual award for the provision of live theatrical theatre program services. For the July meeting, the Arts Commission asked staff to provide information on the budget and program operations of the Theatre. The Commission did not meet in August and in September the proposal was reviewed and discussed at the Commission meeting and the committee work plan meeting. The Commission felt that a thorough review of the proposal was necessary to recommend to City Council a final policy decision regarding the on-going requests by CST_ In October, the Arts Commission voted on the two requests outlined in the Management Proposal. In consideration of CST managing the KFT there were three votes for approval and six votes for disapproval, the motion failed. The minutes state that the second request for a $50,000 annual award to CST for live theatre program services failed, however, in review of the minutes the voting record indicated that there were five votes in approval of the $50,000 award annually and four that voted against. The motion did have enough votes to pass and the Chair of the Arts Commission was notified. The minutes are scheduled to be amended at the November meeting. 1\-Z C'enterstage PrOP OSal to the Cih' of Federal Way A Proposal To The City of Federal Way From Centerstage Theatre September 9, 2008 V\-�