PRHSPSC PKT 01-13-2009
City of Federal Way
CITY COUNCIL
P ARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COMMITTEE
Tuesday, January 13, 2009
5:30 p.m.
City Hall
Hylebos Conference Room
I. CALL TO ORDER
2. PUBLIC COMMENT - THREE (3) MINUTES
3. COMMISSION COMMENTS
4. APPROVAL OF DECEMBER 9,2008 SUMMARY
5. COMMmEE BUSINESS
A. Community Preparedness Grant Action Ray Gross
B. Pros and Cons of a Police Officer Reserve Program Information Wilson
C. West Campus TraillPalisade Park Asphalt Replacement: Accept Action Tim Dickinson
Work by Northwest Asphalt, Inc.
D. Wildwood Park Asphalt Trail Overlay: Accept work by A.C. Moate
Industries Action Tim Dickinson
E. West Campus Cottonwood Removal: Accept work by Thundering
Oaks Enterprises, Inc. Action Tim Dickinson
F. Federal Way Community Center Marketing Plan and Budget Action Farmer/Faber
G. Arts Commission Contract for Services Action Faber
H. Arts Commission 2009 Work Plan Action Faber
6. PENDING ITEMS
· Festivals
7. NEXT MEETING - Tuesday February 10, 2009 5:30pm - Hylebos Conference Room
8. ADJOURNMENT
2009 Committee Members:
Council Member Jeanne Burbidge, Chair
Council Member Jim Ferrell
Council Member Michael Park
Staff:
Steve Ikerd, Interim Director
Mary Jaenicke, Administrative Assistant II
253-835-6901
City of Federal Way
City Council
PARKS, RECREATION, HUMAN SERV ICES & PUBLIC SAFETY COUNCIL COMMITTEE
Tuesday December 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, Karolyn Klohe, City Attorney, Deputy Chief Andy Hwang, Craig Feldman,
Aquatics Coordinator, Steve Ikerd, Interim Director PRCS, Mary Faber PRCS Superintendent, Doug Nelson,
Community Center Supervisor, Mary Jaenicke, Administrative Assistant II.
Guests: Susan Honda, Arts Commission; Phil Dalrymple, Scot Henderson, Federal Way National Little League
Excused: Council Member Michael Park
Chair Burbidge called the meeting to order at 5:30p.m.
PUBLIC COMMENT
None
COMMISSION COMMENT
Susan Honda, Arts Commission chair reported that the Arts Commission voted in favor of making repairs to the
kinetic sculpture that is located at the Skate Park. Due to the increase in vandalism to the sculpture the Arts
Commission also voted to remove the piece of artwork from the skate park and place it in the round-about located at
the Federal Way Community Center. PRCS Superintendent Mary Faber is meeting with the Public Works
Department to discuss the restrictions of the traffic circle, and to see if it is even possible to place the sculpture there.
The sculpture will be removed from the park in the next few weeks.
APPROVAL OF SUMMARY
Council Member Ferrell moved to approve the November meeting minutes as written, Council Member
Burbidge seconded the motion, Motion passed.
BUSINESS ITEM
Acceptance of WTSC Grant Monev to Purchase Replacement Laser/Radar Devices
Deputy Chief Hwang presented the background information. The Federal Way Police Department is requesting
permission to accept grant money from the Washington State Traffic Safety Commission to purchase two laser/radar
devices. The devices will be given to the Traffic section and will be used to measure speed in and around the school
zones. This will give the Department a total of 13 laser/radar devices. Council member Ferrell moved to approve
the request by the Police Department to use available grant money to purchase two replacement laser/radar
devices for the Traffic Section. Council member Burbidge seconded. Motion passed.
Community Center Pool Chemical Vendor Contract
Mr. Feldman presented the background information. Orca Pacific submitted the lowest bid. This is the same
vendor that staff has been using since they took over the Kenneth Jones Pool, and they have been very pleased with
their services. Council member Ferrell moved approval of a contract with ORCA Pacific, Inc. for supply and
delivery of Pool Chemicals at the Federal Way Community Center. Council member Burbidge seconded.
Motion passed.
Electric Up1?:rade - Annex Brick House
Mr. Ikerd presented the background information. Staff is working to upgrade the Steel Lake Annex Brick House for
the Historical Society. Staff went out to bid to nine companies off of the small works roster, and two bids were
received. Forte Electric was the lowest responsible bidder. Council member Ferrell moved to accept the
electrical upgrade bid from Forte Electric and authorize the Assistant City Manager to execute a contract for
services in the amount of $22,268.70. Council member Burbidge seconded. Motion passed.
PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE
Tuesday December 9, 2008 Summary
Page 2
Emer1!in1! Issues with Chan1!e in Health Codes
No action is requested at this time. Ms. Faber is presenting this to inform the Committee on the change in pool health
codes. The code change is in the pool drain systems including flow rates and grates. The products that are supposed
to replace the current grates and drains are not available by the manufacturer at this time. The health code goes into
effect December 19. This will affect all public and semi-private pools. The Federal Way Community Center has
grates in the lap, leisure and spa that will need to be replaced. If the pools are operated after December 19 without
the grates being replaced, they will be operating out of compliance. Other options are retrofitting the grates and
drains, and this would involve draining the pools, and shutting them down for a week, or close the pools and wait
until January for the new grates. Closing the pools for the month would be a huge business loss for the Center. A
meeting is scheduled with the State and local Health Department regarding how they are going to coordinate the new
health codes. They have surveyed other local pools, and none of them are planning on closing down at this time.
The grates have been pre-ordered, and they have been working with an engineer. Mr. Feldman stated that the Health
Department has told him that their target is going to be on the wading pools because they are very shallow. Ms.
Faber stated that she has scheduled a meeting with the City Manager, and Assistant City Manager to discuss this
issue after the State and local Health Department have their meeting.
Federal Way National Little Lea1!ue Proposal for Fencin1! and Nettin1!
Mr. Dalrymple and Henderson reported that they have finished the lighting project at the sports complex. Because
of the lights, they were able to schedule games in the fall. Mr. Dalrymple and Mr. Henderson presented a proposal
for fencing behind the backstops on fields one and two. They are going to have higher fences for safety issues. They
were considering a netting system, but after further research, they discovered it would be more viable to replace the
existing backstops and extend the wire material. Mr. Henderson stated that the group is energized, and they have
formed a vision committee to look at improvement projects. Because of the improvements made to the complex,
their income has increased. They have also formed a marketing committee to increase participation in their program.
They want to grow their scholarship program, and revitalize the girls program. They had their first girls All-Star
Little League team. Approximately 400 children participated in the FWNLL. Council member Kochrnar suggested
contact service organizations such as Soroptomist and ask them to sponsor.
Council member Burbidge noted that the amount remaining in their budget is $56,250.00, not $57,250.00. Council
member Ferrell moved to approve the FWNLL proposal for fencing and netting at 1911 SW Campus Drive,
Federal Way and forward to full Council on January 6,2009 for approval. Council member Burbidge
seconded. Council member Burbidge asked if the netting was still in the proposal. Mr. Henderson answered that
when they started researching what would be the most viable way to provide the best safety scenario, they realized
that the netting would not work. Council member Ferrell made a friendly amendment to remove the word
netting from the proposal. Motion passed.
NEXT MEETING - January 13, 2009 5:30 p.m. in the Hylebos Conference Room
ADJOURNMENT - Meeting adjourned at 6:20 p.m.
COUNCIL MEETING DATE: 1/20/2009
ITEM #:
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: COMMUNITY PREPAREDNESS GRANT
POLICY QUESTION: SHOULD THE CITY COUNCIL APPROVE COMMUNITY PREPAREDNESS GRANT
PROGRAM?
COMMITTEE: PARKS, RECREATION AND PUBLIC SAFETY
MEETING DATE: 1/13/2009
CATEGORY:
X Consent
D City Council Business
Ordinance
D Resolution
D
D
Public Hearing
Other
STAFF REpORT By: RAy GROSS
DEPT: Public Works
Attachments:
Memo
Community Preparedness Grant Program application
Options:
1. Authorize staff to proceed with the Community Preparedness Grant Program as written.
2. Don't authorize staff to proceed with the Community Preparedness Grant Program and provide direction to
staff.
STAFF RECOMMENDATION: Option (1) Committee approves Community Preparedness Grant Program as
written.
CITY MANAGER APPROVAL: ~
Committee
DIRECTOR APPRO V AL:
#wi
Committee
Council
Council
COMMITTEE RECOMMENDATION:
Committee Chair
Committee Member
Committee Member
PROPOSED COUNCIL MOTION:
(BELOW TO BE COMPLETED BY CITY CLERKS OFFICE)
COUNCIL ACTION:
o APPROVED
o DENIED
o TABLEDIDEFERREDINO ACTION
o MOVED TO SECOND READING (ordinances only)
REVISED - 02/06/2006
COUNCIL BILL #
1sT reading
Enactment reading
ORDINANCE #
RESOLUTION #
(\-\
CITY OF FEDERAL WAY
PARKS, RECREATION & CULTURAL SERVICES DEPARTMENT
Date:
01/05/2009
To:
Parks, Recreation, Human Services & Public Safety Council Committee
From:
Ray Gross, Emergency Management Coordinator
Via:
Cary Roe, Assistant City Manager ~
Subject:
Community Preparedness Grant Program
POLICY QUESTION:
Should the City Council approve the community preparedness grant program?
BACKGROUND:
As part of the 2007/08 mid biannual budget adjustments the City Council authorized agrant program of a
$100,000 dollars to help the community better prepare itself for prolonged power outages and other
emergencies.
Staff began meeting with local assisted living facilities, retirement homes and other community
organizations to help determine their needs in order to better prepare their facilities It was discovered that
most of the facilities have back up power (generator) and the need was more in fuel storage capacity at
these facilities.
After meeting with the facilities operators and the communityorganizations it was suggested to divide the
focus of the grant into three areas. The three areas of focus being power related. communications
improvement with the Federal Way Emergency Operations Center, and general emergency preparedness
projects.
$60,000 of the grant has been designated for backup power related projects.
$25,000 of the grant has been designated for general ernergency preparedness projects.
$15,000 of the grant has been designated for communication projects
The grant program will be aWlrded on a competitive basis with a minimum awarded amount of $2,000
dollars and a maximum award of $40,000 dollars for anyone project. As part of the grant criteria, to
qualify the applying organization will need to provide a 5% match of the total cost. Project funding will
be conducted on a performance based system with the organization obtaining a percentage of funding up
front as project seed money.
~-L-
CITY OF FEDERAL WAY
EMERGENCY MANAGEMENT
PREPAREDNESS ASSISTANCE GRANT
(EMP AG)
GRANT APPLICATION PACKET
GENERAL INFORMATION
The City of Federal Way has created a one time Emergency Management
Preparedness Assistance Grant (EMPAG) to assist local businesses, faith based, and
non-profit organizations increase their emergency preparedness efforts. One time funds
will be awarded on a competitive basis. The minimum amount awarded to anyone
organization will be $2,000 with a maximum award of $40,000. The applying
organizations are expected to provide a certain percentage of matching funds or in-kind
services for the preparedness project.
PERFORMANCE PERIOD
March 01, 2009 through May 31,2010
ELIGIBLE PROJECTS AND ACTIVITIES
The following activities are eligible as projects for consideration. The intent of this
process is to allow grant funds to be used by local community organizations for a variety
of identified emergency preparedness needs.
. Facility enhancement such as installing or increasing generator capacity,
installing a transfer switch, or increasing fuel storage capacity to protect
vulnerable populations or to serve as an emergency shelter/warming
center for the Greater Federal Way community.
. Developing or increasing emergency communications capabilities
between the organization and the City of Federal Way's Emergency
Operations Center.
. Conducting other preparedness activities such as obtaining emergency
kits, equipment and supplies or holding or producing emergency
preparedness awareness fairs and materials.
Emergency Management Division
Emergency Management Preparedness Assistance Grant
local Application Packet
A-S
12/31/08
GRANT AWARD CRITERIA
Applicants should explain how their proposed project will enhance emergency
preparedness in their organization as well as the community as a whole. Proposed
projects will be competitively evaluated according to the following selection criteria:
· Priority will be given to facilities of vulnerable populations or organizations willing
to be an emergency shelter/warming center to develop or enhance applicant's
facility capability to shelter in place or provide shelter. $60,000 of the grant is
allocated for this type of project.
· The ability to contribute to improving community's over all preparedness efforts.
Such as obtaining emergency supplies and equipment. Conducting a
preparedness fair or producing emergency preparedness materials. $25,000 of
the grant is allocated for this type of project.
· Improvement of applicant's emergency communications or notification systems.
Such as amateur radio, National Weather Service all-hazards radios etc. $15,000
of the grant is allocated for this type of project.
BUDGETARY CRITERIA
The following budgetary rules apply to all applications.
Allowable expenses for activities eligible under EMPAG grant:
· Salaries and benefits.
· Printing and reproduction costs.
· Mail and postage costs.
· Equipment purchase and/or rental.
· Supplies and training materials.
· Hiring contractors or consultants to perform work eligible under the grant.
Non-allowable expenses:
· No funds awarded may be used to pay overtime.
· No funds may be used to replace or supplant local government funding of
existing projects.
Emergency Management Division
Emergency Management Preparedness Assistance Grant
local Application Packet
2
l\-~
12131108
MATCH COMPUTATION:
. Applicants must be able to demonstrate their contribution of at least a five
percent matching funds or in-kind contribution match.
. In-kind contributions may consist of, salaries of staff, printing and
reproduction cost, supplies purchased for the project etc.
. Applicants must be able to demonstrate a community wide
use/enhancement provided by the proposed project
APPLICATION REVIEW
Proposed project applications will be subjected to a competitive review process. A
review panel will meet to evaluate all applications and rank them based on the grant
award criteria. The review panel shall consist of selected representatives from Greater
Federal Way Emergency Management Program. The Greater Federal Way Emergency
Management Program is made up of members from the City of Federal Way, Federal
Way Public Schools, Lakehaven Utility District, and South King Fire & Rescue.
The panel will review all applications. An effort will be made to achieve the broadest
possible distribution of these awards.
MEA THOD OF PROJECT FUNDING
Projects that have been selected to be funded will require the applying agency to enter
into an agreement with the City of Federal Way. Funding of the project will be
conducted in three stages based on total project estimated cost minus the 5% matching
funds or in-kind contributions. Upon signing of the agreement the City of Federal Way
will fund up front 25% of the estimated project cost. The agency will need to
demonstrate proof of action or commitment on the project, such as bid awards,invoices
etc. Once work on the project is fully underway as determined in the project timeline, the
City of Federal Way will release 50% more of the allotted funds for the project to the
agency. The agency will then need to demonstrate proof of project completion such an
. exit survey for a preparedness fair or an onsite inspection. Upon satisfaction by the City
of Federal Way that the project is complete according to the statement of work, the
remaining 25% of projects funds will be released.
MONITORING AND FOLLOW-UP REQUIREMENTS
Applicants should provide a project summary on a monthly basis to the Grant
Administrator, Ray Gross, to ensure that the project deliverables are being met, and that
each grant contract is operating within budget. In the event that the project deliverables
are not able to be met during the initial project timeline the grantee should meet with the
Grant Administrator to discuss project options, which may include the City of Federal
Way requesting remaining project grant funding be returned to the City of Federal Way.
An invoice and final performance report is required no later than one month after
completion of the project.
Emergency Management Division
Emergency Management Preparedness Assistance Grant
local Application Packet
3 ~-5
12/31/08
APPLICATION PROCESS
1. Complete the attached Planning Project Application Form.
2. Submit a separate set of applications for each proposed project.
3. Establish the priority, if multiple projects are requested.
4. Submit project proposal electronically via e-mail attachment to the Grant
Administrator, rav.Qross@citvoffederalwav.com
Emergency Management Division
Emergency Management Preparedness Assistance Grant
Local Application Packet
4 Pt-lo
12/31/08
5. If submitting hard copy, please provide one original project proposal and two
copies to the Grant Administrator:
Ray Gross, Emergency Management Coordinator
City of Federal Way
33325 8th Avenue South
P.O. Box 9718
Federal Way, WA 98063-9718
Phone:
Facsimile:
Email:
(253) 835-2712
(253) 835-2709
ray.gross@cityoffederalway.com
6. Applications must be post marked by April 30, 2009.
7. Notification of awarded applications will be made by May 15, 2009. Project
grant funding will be provided in stages and not on a reimbursable basis.
Emergency Management Division
Emergency Management Preparedness Assistance Grant
local Application Packet
5
\\-,
12/31108
PLANNING PROJECT APPLICATION FORM
INSTRUCTIONS
Provide the information requested in items A through H. Use the application format;
however, you may generate this format on a word processor or similar method. Please
type or print all responses clearly.
Limit your response to the space allocated whenever possible. If this is not possible,
please indicate on the form when additional pages are attached. Clear, complete, and
concise information is required for the panel to make fair and equitable decisions.
A. Name of Organization:
8. Mailing Address:
C. Contact Person's Name:
Title:
Telephone:
Facsimile:
E-mail:
D. Title of Project:
E. Contract Information:
Taxpayer Identification #:
Name and Title of Person
Authorized to Sign contract:
Emergency Management Division
Emergency Management Preparedness Assistance Grant
Local Application Packet
6
~-~
12/31108
F. Statement of Work: (May attach additional pages if needed)
Notes:
. Breakdown activities into clear actions
. Identify personnel providing services if applicable
. Identify measurable tangible deliverables/results
Emergency Management Division
Emergency Management Preparedness Assistance Grant
Local Application Packet
7
~-\
12/31108
G. Project Timeline: (may attach additional pages if needed)
(Include measurable activities for task completion and critical dates.)
Emergency Management Division
Emergency Management Preparedness Assistance Grant
Local Application Packet
8 1'\ ~ \-0
12/31/08
H. Budget:
(Please provide a line item of all of your projected costs.)
I ITEM DESCRIPTION I COST I
SALARIES & BENEFITS (Not for payment of overtime).
TOTAL PROJECT COST
I LESS FIVE PERCENT MATCH I I
I GRANT AMOUNT I I
. Match is that portion of the total (cash or in-kind services) contributed by the
grant recipient.
. Final signed invoice voucher to be submitted with final performance report -
voucher not to exceed total amount of contract award.
Emergency Management Division
Emergency Management Preparedness Assistance Grant
Local Application Packet
9 l\-\\
12/31/08
COUNCIL MEETING DATE: January 27, 2009
ITEM #:
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: Pros and Cons of a Police Officer Reserve Program
POLlCY QUESTlON: INFORMATION ONLY - NO POLlCY QUESTION
COMMITTEE: Finance, Economic Development and Regional Affairs
Council Committee
MEETlNG DATE: January 27,2009
CATEGORY:
L Consent
D City Council Business
D Ordinance
D Resolution
D
~
Public Hearing
Other
~!~~Y~~~()I{'f .IJY :pepllty<::hi~rAt1~Y}. J1 ',Vang
Attachments:
1. PRHS&PS Staff Report
Options Considered:
1. Information
DEPT: Police Department
STAFF RECOMMENDATlON: Option #1
CITY MANAGER ApPROVAL: ~
Conmlittee
Council
DIRECTOR ApPROVAL: i1 (II If,^" I}~Y;~ LJiJ.It.--,I;z/;~/~
Committee Council
~
COMMITTEE RECOMMENDATION: PRPS recommends Option _
Committee Chair
Committee Member
Committee Member
PROPOSED COUNCIL MOTION: N/A
(BELOW TO BE COMPLETED BY ClTY CLERKS OFFICE)
COlJNCIL ACTION:
o APPROVED
o DENIED
o TABLEDfDEFERRED/NO ACTION
o MOVED TO SECOND READING (ordinances only)
REVISED - 02/06/2006
COUNCIL BILL #
1ST reading
Enactment reading
ORDINANCE #
RESOLUTION #
~-\
CITY OF FEDERAL WAY
CITY COUNCIL COMMITTEE STAFF REPORT
DATE:
TO:
VIA:
FROM:
January 27,2009
Finance, Economic Development and Regional Affairs Council Committee
Neal J. Beets, City Manager
Brian J. Wilson, Chief of Police
SUBJECT: Pros and Cons of a Reserve Police Officer Program
Backeround
Many communities in our region have a reserve police officer program; however, there are no
medium to large municipal agencies near our community that have a reserve police officer program.
For example, Auburn, Kent, Renton, Tacoma and Tukwila do not have a reserve officer program.
Some of the smaller municipal agencies such as Des Moines, Fife and Milton do have a reserve
police officer program.
The decision to operate a reserve officer program requires careful consideration. The decision
involves weighing the benefits of having volunteer police officers against its risks. One reason for
starting a reserve program is the beliefthe municipalities can save money by using volunteer reserve
police officers to fill in or augment for full-time police officers. However, the City needs to consider
the other aspects ofthe reserve program issue, including their expectations for performance, and the
safety ofthe reserve, full-time staff and the public. The mismanagement ofthe reserve police officer
program can lead to significant costs and, possibly, embarrassment for the City. A significant hurdle
to start a reserve program will be to successfully negotiate with the three labor groups (Guild, PSSA
and Lieutenant Association) which will be necessary since it will impact their working conditions.
The Police Department already has a successful civilian volunteer program to help with various
services such as vehicle maintenance, data entry, greeting citizens in the City Hall Lobby, etc. It is
an exemplary program and it has been well recognized locally, regionally and even at the national
level. The reserve police officer program, if initiated, would be to help when the police department
has to manage special events that attract large crowds. Other duties may include riding with full-
time officers, prisoner transport, crime scene protection, traffic control, working the front desk, etc.
The reserve police officer applicants would be subject to the same background process currently used
to hire full-time police officers. This includes polygraph, psychological and medical examinations as
well as a complete background investigation at a cost of approximately $1,900 per applicant. In
addition, the uniform and equipment costs will be about $3,500 per applicant unless the reserve
officers are required to purchase their own uniform and equipment. The cost of attending the reserve
academy is $400 per applicant. The total cost per reserve officer will be about $5,800.
There will also be a significant supervision and management of the program as the reserve police
I B-L
officers partIcipate in the mandated 224 hour Washington State Criminal Justice Training
Commission (W ACJTC) Reserve Police Officer Academy, and once they begin working within the
agency. The department will also need to commit to assisting at the reserve academy by providing
instructors to teach various subjects. The management of the program can be achieved by a
lieutenant. Depending on the size of the program, it may become necessary to increase a lieutenant
position to successfully oversee and implement the program.
The Des Moines Police Department currently has two reserve officers. The total allotted positions
are 22; however, they have had difficultly firtding quality individuals to fill the positions. A recent
testing of four applicants was deemed to be unqualified. Each applicant is subject to a polygraph,
psychological, medical examinations and 'complete background investigation. The Des Moines
Police Department purchases' all of the reserve officers uniforms and equipment and spends about
$500 a year per reserve officer. The agency also pays for the reserve officers' academy ($400) and
also provides two officers to teach at the academy. In addition, the City pay's fifty cents for every
hour a reserve officer works for L & I coverage. The Des Moines Police Department has no plans to
eliminate the program, and they see many benefits. The reserve officers ride along with other
officers but can work solo capacity after an 18-months training program. The downside is finding
qualified applicants, high turnover rate and the labor issues that arise with the officers Guild on how
reserve officers will be utilized.
The summary of the Pros and Cons of a Reserve Police Officer Program are:
Pros Cons
Reserve officers can be used to augment a Staff time and supervision and management
police force during special events, i.e. 4th of of the program to ensure all mandated
July, Family Fest; etc. training and other requirements are
achieved.
Foster a positive police-community relation Negotiating the impacts to existing
and outreach; applicants are our neighbors bargaining units and contractual
and individuals from our business agreements with the Guild, PSSA and
community. Lieutenant Association.
The program can be a potential recruiting Staff time in background investigations,
tool for hiring full-time police officers. professional testing and equipment costs. I
The deployment of reserves in specific Liability of the program as reserve officers i
I
assignment, i.e. prisoner transport, crime lack the competencies of a full-time police I
scene protection, clerical work, park patrol, officer and higher rate of criminal and
ride with full time officers, etc. unethical conduct.
Reserve police programs are generally for
smaller rural communities and not for
urban cities; Valley Cities do not have
reserve police officer programs.
Reserve police officer programs have a
high rate of turnover.
UProj eets/Reserve Program
2 \2:,-3
COUNCIL MEETING DATE: January 20, 2009
ITEM
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: WEST CAMPUS TRAIL/P ALlSADE PARK ASPHALT REPLACEMENT: ACCEPT WORK BY
NORTHWEST ASPHALT,INC-AG#08-162
POLICY QUESTION: Should the Asphalt work for West Campus and Palisade Park, performed by Northwest
Asphalt, Inc., be accepted as complete?
COMMITTEE: PRHSPS
MEETING DATE: January 13, 2009
CATEGORY:
[gI Consent
D City Council Business
D Ordinance
D Resolution
o
o
Public Hearing
Other
STAFF REpORT By: TIM DICKINSON
DEPT: Parks, Rec. & Cut Services
Purpose of project: Large sections of asphalt trails in both Palisade Park and West Campus Trail were severely damaged by
Cottonwood tree roots and needed to be removed and replaced. The work within this project, including removal and
replacement of sections of asphalt trails, has been completed, and the city is prepared to formally accept the contract as
complete.
The total amount of this contract is $44,354.83. The contract came in on budget with no contingency or change orders
needed.
Five percent of the construction amount has been retained by the City until acceptance and release by other agencies.
The work performed by Northwest Asphalt, Inc. is acceptable, and performed within the scope of the contract and schedule.
Attachments: None
Considered: None
STAFF RECOMMENDATION: Staff recommends that the contract with Northwest Asphalt, Inc. be accepted as
complete, and that their retainage be released.
CITY MANAGER ApPROVAL: ~
Co ee
DIRECTOR ApPROVAL:
:55-
Committee
Council
Council
COMMITTEE RECOMMENDATION:
Committee Chair
Committee Member
Committee Member
PROPOSED COUNCIL MOTION: HI move acceptance of the asphalt trail work performed by Northwest Asphalt
at West Campus Trail and Palisade Park, as complete, and approve release of thire retainage. "
(BELOW TO BE COMPLETED BY CITY CLERKS OFFlCE)
COUNCIL ACTION:
o APPROVED
o DENIED
o T ABLEDfDEFERREDINO ACTION
o MOVED TO SECOND READING (ordinances only)
REVISED - 02/06/2006
COUNCIL BILL #
1 ST reading
Enactment reading
ORDINANCE #
RESOLUTION #
(-\
COUNCIL MEETING DATE: January 20, 2009
ITEM
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: WILDWOOD PARK ASPHALT TRAIL OVERLAY: ACCEPT WORK BY A.C. MOA TE INDUSTRIES,
INC-AG #08-157
POLICY QUESTION: Should the asphalt overlay work for Wildwood Park, performed by A.c. Moate Industries
Inc., be accepted as complete?
COMMITTEE: PRHSPS
MEETING DATE: January 13,2009
CATEGORY:
[gJ Consent
D City Council Business
D Ordinance
D Resolution
D
D
Public Hearing
Other
STAFF REpORT By: TIM DICKINSON
DEPT: Parks, Rec. & CuI. Services
. Purpose of project: Large sections of the asphalt trail had become unsafe due to normal wear, root damage and settling over
many years. The work within this project, included preparation and installation of a I ~ inch asphalt lift to provide a surface
consistent with ADA standards. All aspects of the project have been completed, and the city is prepared to formally accept
the contract as complete.
The total amount of this contract is for $32,793.74. The contract came in on budget with no contingency or change orders
needed.
Five percent of the construction amount has been retained by the City until acceptance and release by other agencies.
The work performed by A.C.Moate Industries, Inc. is acceptable, and performed within the scope of the contract and
schedule.
Attachments: None
Qp_~i_c.>E~_~_c.>!!~~~~!~~=__~~_'!~_________________
STAFF RECOMMENDATION: Staff recommends that the contract with A.C.Moate Industries, Inc. be accepted as
complete, and any retainage be released.
CITY MANAGER ApPROVAL:
DIRECTOR ApPROVAL:
51:
Council
,Committee
Council
COMMITTEE RECOMMENDATION:
Committee Chair
Committee Member
Committee Member
PROPOSED COUNCIL MOTION: HI move acceptance of the asphalt trail work performed by A. C.Moate
Industries, Inc. at Wildwood Park, as complete, and approve release of any retainage. "
(BELOW TO BE COMPLETED BY CITY CLERKS OFFICE)
COUNCIL ACTION:
o APPROVED
o DENIED
o T ABLEDIDEFERREDINO ACTION
o MOVED TO SECOND READING (ordinances only)
REVISED - 02/0612006
COUNCIL BILL #
I ST reading
Enactment reading
ORDINANCE #
RESOLUTION #
~-\
COUNCIL MEETING DATE: January 20, 2009
ITEM
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: WE ST CAMPUS COTTONWOOD REMOVAL: ACCEPT WORK BY THUNDERING OAK
ENTERPRISES, INC.
POLICY QUESTION: Should the tree work performed by Thundering Oak Enterprises, Inc. be accepted as
complete?
COMMITTEE: PRHSPS
MEETING DATE: January 13, 2009
CATEGORY:
[2J Consent
D City Council Business
D Ordinance
D Resolution
D
D
Public Hearing
Other
STAFF REpORT By: TIM DICKINSON
DEPT: Parks, Rec. & CuI. Services
West Campus Trail cottonwood rernoval along trail corridor between SW 320th St and SW 325th Pl. This work,
included removal of 60 non-significant trees and treatment of the stumps to prevent further damage to the asphalt
trail which was scheduled for new asphalt following this project. All work has been completed, and the city is
prepared to formally accept the contract as complete.
The initial contract for the tree removal was not to exceed the amount of $53,410.00. The final bill for the
project was $46,107.00.
The work performed by Thundering Oak Enterprises, Inc. is acceptable, and performed within the scope of the
contract.
Attachments: None
QP._!!~!!~_~~~~!~~~~~;.__~~~~
..........H......__.........._._...._........._.__......._...._.__..........._.......__.......__................_............._.............._.............._....__........_......................._..................m...................._.._____......_._.__.._........__m..._.................... ......_..._...._.....
STAFF RECOMMENDATION: Staffrecornmends that the contract with Thundering Oak Enterprises, Inc. be
accepted as complete, and that their retainage be released.
CITY MANAGER ApPROV A :
DIRECTOR ApPROVAL:
51:-
Committee
Council
Council
COMMITTEE RECOMMENDATION:
Committee Chair
Committee Member
Committee Member
PROPOSED COUNCIL MOTION: "I move acceptance of the Cottonwood removal on West Campus Trail
performed by Thundering Oak Enterprises, Inc. as complete and approve release of their retainage.. "
(BELOW TO BE COMPLETED BY CITY CLERKS OFFICE)
COUNCIL ACTION:
o APPROVED
o DENIED
o T ABLEDIDEFERRED/NO ACfION
o MOVED TO SECOND READING (ordinances only)
REVISED - 02/06/2006
COUNCIL BILL #
I ST reading
Enactment reading
ORDINANCE #
RESOLUTION #
~-\
COUNCIL MEETING DATE: January 20, 2009
ITEM
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: FEDERAL WAY COMMUNITY CENTER MARKETING PLAN AND BUDGET
POLICY QUESTION: SHOULD THE COUNCIL APPROVE THE STRATEGIC COMMUNICA nONS AND MARKETING
PLAN AND BUDGET?
COMMITTEE: PRHSPS
MEETING DATE: 1.13.09
CATEGORY:
D Consent
[8J City Council Business
D Ordinance
D Resolution
D Public Hearing
D Other: Info only
DEPT: City Manager's Office &
Parks, Recreation and Cultural
Services respectively
STAFF REpORT By: LINDA FARMER. COMMUNICA nONS AND
GOVERNMENT AFFAIRS MANAGER, MARY FABER, RECREATION AND
<::::{!~I!:!~_~!:_~.t.:~Y!~.t.:~~Y.!'!.:".~~~_<::::!~~~!:~<::::2.~~~!~.~!.!2!.':l~______.______
Attachments: Federal Way Community Center Strategic Marketing Cornmunications Plan and Budget
Background:
On June 17,2008, the Federal Way City Council approved the idea of creating a Strategic Communications and
Marketing Plan and Budget for the Federal Way Community Center. The City hired Cipalla Communications for
$30K and the firm worked with an internal team of City staff to cornplete the work between July and December
2008. City staff are presenting the resulting plan and budget to the Parks Commission (January 8, 2009), to the
Parks, Recreation, Human Services and Public Safety Committee (January 13,2009) and then to the full Council
(January 20, 2009). The proposed budget for the plan is estimated at $80K and can be sourced from the
Community Center's Capital Construction Budget.
Options Considered:
1) Approve the Strategic Communications and Marketing Plan and Budget.
---.})-__~~i~~_!h~_~?:~!_~g~~_<::::_<?~~!!!(;!~?!!_~_~~~_..M~~!~!i~g_~}~_'.lE_<!~~~g~_~~~~~!.~(;_!.~~f.!._!?_~~~~(;_~~I}!g~_~:____
STAFF RECOMMENDATION: Option 1
Council
DIRECTOR ApPROVAL: ~
Committee
Council
CITY MANAGER ApPROVAL:
COMMITTEE RECOMMENDATION:
Committee Chair
Committee Member
Committee Member
PROPOSED COUNCIL MOTION: NA
(BELOW TO BE COMPLETED BY CITY CLERKS OFFICE)
COUNCIL ACTION:
o APPROVED
o DENIED
o T ABLED/DEFERREDINO ACTION
o MOVED TO SECOND READING (ordinances only)
REVISED - 02/06/2006
COUNCIL BILL #
1sT reading
Enactment reading
ORDINANCE #
RESOLUTION #
f:"-\
COUNCIL MEETING DATE: January 20,2009
ITEM #:
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: ARTS COMMISSION CONTRACTS FOR SERVICES
POLICY QUESTION: Should the Council approve the 2009 Arts Commission Contracts for Services funding?
COMMITTEE: PRHSPS
MEETING DATE: January 13,2009
CATEGORY:
[gI Consent
D City Council Business
D Ordinance
D Resolution
D
D
Public Hearing
Other
DEPT: PRCS
_~!'~!!~~Q~!~!_:_M~R~~~~~~~~~~~!ig~~~~S::~1.~~~L~~~i(;~~~~~!:___
The Arts Commission Contract for Services Program is a program of the Arts Commission that funds
local arts organizations who provide cultural programs within the community. The City serves as a
partner in the provision of services. Local arts organizations completed an application; the Arts
Commission reviewed the applications, interviewed each organization and developed funding
recommendations. The budget for the 2009 Contract for Services Program is $38,200.
Attachments: 2009 Contract for Services Recommendation
Options Considered:
1. Approve the Arts Commission 2009 Contract for Services.
2. Decline the proposed Arts Commission 2009 Contracts for Services funding and request the Arts
Commission to make revisions.
STAFF RECOMMENDATION:. Staff recommends approval of the 2009 Arts Commission Contracts for Services
funding and authorization to move forward with developing contracts for services
CITY MANAGER ApPROVAL:
DIRECTOR ApPROVAL:
sY
to Council
to Committee
To Council
COMMITTEE RECOMMENDATION:
Committee Chair
Committee Member
Committee Member
PROPOSED COUNCIL MOTION: HI move approval of optionl, the acceptance of Arts Commission 2009
Contracts for Services funding and authorize staff to move forward and develop contracts for services. "
(BELOW TO BE COMPLETED BY CITY CLERKS OFFICE)
COUNCIL ACTION:
o APPROVED
o DENIED
o TABLEDIDEFERRED/NO ACTION
o MOVED TO SECOND READING (ordinances only)
REVISED - 02/06/2006
COUNCIL BILL #
1 ST reading
Enactment reading
ORDINANCE #
RESOLUTION #
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(;,,2-
COUNCIL MEETING DATE: January 20,2009
ITEM #:
...___._....m............_._.__._...... .... _.___h.__..~.._.__._.__.._.____.___..._...__.____.._._..._........_.___ ..m........... m...__.___....._..._.._.....__ .. ._...._._.._._..._...................._......_nm......_...._....._......_.......__ ...m......................_....... .......--..._____._____....mh________.__...nm...__..__......____
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: ARTS COMMISSION 2009 WORK PLAN
POLICY QUESTION: Should the Council approve the Arts Commission 2009 Work Plan?
COMMITTEE: PRHSPSC
MEETING DATE: January 13, 2009
CATEGORY:
~ Consent
D City Council Business
D Ordinance
D Resolution
D
o
Public Hearing
Other
~~~~_~~Q~!~X.:M~!YE~!?~!,_~~~!:~~!!Q~_~!!~L~~I_~!:~!_~y~~.:.._~~l?_!:_ ...._______________~~_~~_=._~_~~~.________
Annually the Arts Commission schedules a retreat to review current Work Plan and develop the plan for the
upcoming year. The Work Plan outlines the projects, programs and associated funding for the year. In 2009, the
Arts Commission will focus on updating the Cultural Plan, planning the third Writer's Retreat, and improving
public relations-press, newsletters and web information.
Attachments:
I. Proposed 2009 Arts Commission Work Plan
2. 2009 Arts Commission Budget
Options Considered:
I. Approve the proposed Arts Commission 2009 Work Plan.
2. Decline the proposed Arts Commission 2009 Work Plan and request the Arts Commission to make
reVISIOns.
...-.-..........--.-.----...-..-............-.-...............--..---...-..-......__...__..._......._._.__..........__........._......._....._m._..........._......_..._...._..._..._........_._.........._......_........................_...__......_....._..._......................_...........___.___.__...._.___..__...._....._.................._.._.._.............
STAFF RECOMMENDATION: Staffrecornrnends Council approve option I, acceptance of the proposed 2009 Arts
Cornmission Work Plan.
CITY MANAGER ApPROVAL:
~
to Committee
to Council
DIRECTOR ApPRO V AL: ~
to Committee
To Council
COMMITTEE RECOMMENDATION: Forward the Arts Commission 2009 Work Plan to City Council for approval
on January 20,2009.
Committee Chair
Committee Member
Committee Member
PROPOSED COUNCIL MOTION: HI move approval of option 1, acceptance of the proposed 2009 Arts
Commission Work Plan. "
(BELOW TO BE COMPLETED BY CITY CLERKS OFFICE)
COUNCIL ACTION:
o APPROVED
o DENIED
o T ABLEDffiEFERREDINO ACfION
o MOVED TO SECOND READING (ordinances only)
REVISED - 02106/2006
COUNCIL BILL #
1sT reading
Enactment reading
I ORDINANCE #
RESOLUTION #
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Arts Commission Budget 2009
001 7200 352 573 22
Part -Time Stafi
Office Supplies
Books, Maps, Periodicals
Operating Supplies
Food & Bevera e
Consultants
Per Diem and Meals
Exhibit Stipends & Materials
King County Performance Network (Dance)
Knutzen Family Theatre Concert Series
New Program Contracts
N ewsletterlFliers/Promotio
Public Art
Rece tions
Red,White & Blues Festival
Arts Program Scholarships
Smnmer Sounds on the Beac
Smnmer Arts Camps
Writer's Workshop
Council Allocation/Contract For Services
*Cultural Plan
$400.00
$250.00
$150.00
$250.00
001 7200 352 573 23
Exhibit Sti ends & Materials
King County Performance Networ
Knutzen Family Theatre Concert
New Program Contract (Steve
Newsletter/FlierslPromotion
$1 ,000
N/A
$4,500
$1,000
$10,000
Rece tions
Red White & Blues Festival
Scholarshi s
Summer Sounds on the Beach
Summer Musical Theatre, Arts
Dumas Bay Writer's Workshop
Contract for Services
Update Cultural Plan:
,
$500
$10,000
$2,000
$3,000
$2,000
$2,000
$38,200
k:/artscomlbudget/2009 Adopted
\-\ -- l,l