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Council PKT 01-20-2009 Special/Regular .~ Federal Way AGENDA FEDERAL WAY CITY COUNCIL Council Chambers - City Hall January 20, 2009 lVlVvV. citvoffederalwav. com ~ecial MeetinQ - 6:30 1m! 1. CALL MEETING TO ORDER 2. EXECUTIVE SESSION - Potential Litigation/RCW 42.30.110(1 )(i) 3. ADJOURNMENT ~ular Meetinq - 7:00 1m! 1. CALL MEETING TO ORDER 2. PLEDGE OF ALLEGIANCE 3. PRESENTATIONS 8. Steel Lake Advisory Committee (SLAC) Certificates of Appointment b. City Manager Emerging Issues & Introduction of New Employees · Senior and Disabled Citizen Tax Rebate Program 4. CITIZEN COMMENT PLEASE COMPLETE A PINK SLIP & PRESENT IT TO THE CITY CLERK PRIOR TO SPEAKING. Citizens may address City Council at this time. When recognized by the Mayor, please come forward to the podium and state your name for the record. PLEASE LIMIT YOUR REMARKS TO THREE (3) MINUTES. The Mayor may interrupt citizen comments that continue too long, relate negatively to other individuals, or are otherwise inappropriate. 5. CONSENT AGENDA Items listed below have been previously reviewed in their entirety by a Council Committee of three members and brought before full Council for approval; all items are enacted by one motion. Individual items may be removed by a Councilmember for separate discussion and subsequent motion. a. Minutes: January 6, 2009 Regular and Special Meetings (page 3) b. Community Preparedness Grant (PRHSPSC 1-13-09) (page 14) c. Arts Commission 2009 Work Plan (PRHSPSC 1-13-09) (page 26) d. Arts Commission Contract for Services (PRHSPSC 1-13-09) (page 30) e. West Campus Cottonwood Removal: Accept work by Thundering Oak Enterprises, Inc (PRHSPSC 1-13-09) (page 32) Consent Agenda Continued... f. West Campus Trail/Palisade Park Asphalt Replacement: Accept Work by Northwest Asphalt Inc. (PRHSPSC 1-13-09) (page 33) g. BPA Trail at SW 356th Street Pedestrian Crossing: Award Contract (LUTe 1-5-09) (page 34) h. Grant application for prosecution coordination through co-location project. (PHSPSC 1-13-09) (page 36) 6. COUNCIL BUSINESS Federal Way Community Center Marketing Plan & Budget (PRHSPSC 1-13-09) (page 46) 7. INTRODUCTION OF ORDINANCE 2008 Edition of the National Electric Code Adoption (LUTe 1-5-09) (page 82) AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF FEDERAL WAY, WASHINGTON, AMENDING CHAPTER 5, ARTICLE X, OF THE FEDERAL WAY CITY CODE TO ADOPT THE 2008 EDITION OF THE NATIONAL ELECTRICAL CODE. (AMENDING ORDINANCE NOS. 90-33, 92-143, 95-234, 98-320, 01-402, 04-465, AND 07-563.) 8. CITY COUNCIL REPORTS 9. CITY MANAGER REPORT 10. EXECUTIVE SESSION Potential Litigation Pursuant to RCW 42.30.110(1 )(i) 11. ADJOURNMENT The Council may add items and take action on items not listed on the agenda. . .'- **In an effort to "Think Green" 600 sheets of paper were saved by eliminating duplicate copies of the Consent Agenda supporting documents. COUNCIL MEETING DATE: January 20,2009 ITEM #: 5a CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: CITY COUNCIL MEETING MINUTES POLICY QUESTION: Should Council approve the draft minutes of the January 6, 2009 Regular and Special City Council Meetings? COMMITTEE: Not Applicable MEETING DATE: Not Applicable CATEGORY: ~ Consent D City Council Business D Ordinance D Resolution D D Public Hearing Other _~!~!!~~Q~!."!}X:'..!Yl?!~RPH~~~!t!_ Attachments: Draft meeting minutes of the January 6, 2009 Regular and Special City Council Meetings. DEPT:lVotApplicabk Options Considered: 1. Approve the minutes as presented. 2. Amend the minutes as necessary. STAFF RECOMMENDATION: Staff recommends approving the minutes as presented. CITY CLERK ApPROVAL: lV/A Committee DIRECTOR ApPROVAL: lV/A Committee N/A Council Council COMMITTEE RECOMMENDATION: lVot Applicable PROPOSED COUNCIL MOTION: "I MOVE APPROVAL OF THE MINUTES AS PRESENTED". (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: o APPROVED o DENIED o TABLED/DEFERREDINO ACTION o MOVED TO SECOND READING (ordinances only) REVISED - 02/06/2006 COUNCIL BILL # 1 ST reading Enactment reading ORDINANCE # RESOLUTION # A Federal Way MINUTES FEDERAL WAY CITY COUNCil REGULAR MEETING Council Chambers - City Hall January 6, 2009 - 7:00 pm www.cityoffederalway.com 1. CALL MEETING TO ORDER Mayor Dovey called the meeting to order at 7:02 p.m. Councilmembers in Attendance: Mayor Jack Dovey, Deputy Mayor Eric Faison, Councilmembers Jeanne Burbidge, Dini Duclos, Jim Ferrell, Linda Kochmar, and Mike Park. Staff in Attendance: City Manager Neal Beets, City Attorney Pat Richardson, and City Clerk Carol McNeilly. 2. PLEDGE OF ALLEGIANCE Bob Piquette led the pledge of allegiance. 3. PRESENTATIONS a. Arts Commission Certificate of Appointments Councilmember Burbidge presented Certificates of Appointment to Maggie Ellis, Bette Simpson, Susan Honda, Maureen Hathaway, Lorie Wood and David Bauch. Councilmember Burbidge also presented Certificates of Appreciation to outgoing Arts Commissioners Peggy LaPorte and Richard McPhail. b. Recoanition of Snow/Ice Control Crews and Administrative Assistants Assistant City Manager Cary Roe introduced Public Works Director Marwan Salloum, who recapped the City's response to the recent snow and ice events. During a nine day period, twenty four Parks and Public Works staff members, worked a combined 2,600 hours to ensure city roads were safe for drivers. Mr. Salloum also thanked the Council for authorizing the purchase of proper equipment to de-ice, sand and plow city roads. Mayor Dovey presented certificates of appreciation to the staff members to recognize their efforts. City Council January 6, 2009 Regular Meeting Minutes Page 1019 c. City Manaoer Emeroino Issues & Introduction of new Employees City Manager Neal Beets introduced Amy-Jo Pearsall, Assistant City Attorney, and Jesse Hannahs, Senior Traffic Engineer. Mr. Beets reported that on January 24, the city will conduct a sweep to pickup shopping carts. Retailers will be notified of the upcoming event and Mr. Beets will report back to Council. 4. CITIZEN COMMENT Betty Taylor followed up on her concerns regarding pedestrian crossings and streetlights near her residence. She provided the Council with information on Community Development Block Grant (CDBG) funding for cost effectiye streetlights. Peo Altman spoke in support of the Performing Arts Center (PAC), and urged the Council to keep the project on the City's Legislative Agenda. The PAC will create new job opportunities and bring additional revenue to the City. Norma Blanchard spoke regarding stray cats in her neighborhood. She feels the City and King County Animal Control are failing to address the issue. Ms. Blanchard also spoke against the development of the Performing Arts Center. Jo Ann Kaye spoke against the development of a Performing Arts Center. She does not support developing a new facility during the current economic crisis, and feels increasing public safety services would be a greater benefit to residents. Kathy Franklin. read a letter from Ron Tally, a Federal Way Symphony Board member, that encouraged the Council to move forward with the development of the Performing Arts Center. The venue would bring additional revenue to the City and would allow local organizations to perform in their own community, rather than going to another City. Bene Daoan spoke on the importance of arts programs. However, she does not support the development of a Performing Arts Center. The City has the Knutzen Family Theatre and other local venues available to them. She suggested the City sponsor Summer stock programs. Jim Burbidoe participates in, and supports the performing arts. The Council has had a vision of a Performing Arts Center for years. He supports developing the facility now, and emphasized that funding would come from Capital Funds, not Operating Funds. If Federal Way does not lobby for and receive the Capital Funds, then another City will. Monte Powell spoke in support of the Performing Arts Center. The State has set money aside for cities to develop Capital Projects such as a Performing Arts Center. He feels Federal Way should request the State funding for this project. Phil Wamba spoke in support of the Performing Arts Center. The funding to develop the project will come from the State as well as private donations. The current economic downturn will provide low construction costs for the development. City Council January 6, 2009 Regular Meeting Minutes Page 2 of9 Joan Tabrum spoke in support of the Performing Arts Center. She emphasized the importance of having a venue in the community where children can perform and leam about the arts. Betty Huff spoke in support of including the Performing Arts Center on the City's Legislative Agenda. This facility is not a luxury item. It is an investment in the City and the community. It will bring people to the City, which will bring revenue. It will create new jobs in the City as well. Debra Feammelli is a newly appointed Symphony Board member. She spoke in support of Performing Arts Center and stated the venue will provide Federal Way's children with values and numerous opportunities. Tom Murphv. Federal Way School District Superintendent stated the District is open to discussions with the City for possible development on the Truman property, as well as possible partnership opportunities. Robert Millen spoke in support of the Performing Arts Center. The city needs a facility where students and organizations can perform. The current market will allow the City to get a good value for their money. Diana Noble-Gulliford spoke in support of the Performing Arts Center. This project has been included in the Comprehensive Plan for many years. Federal Way's downtown area is in need of re-development and this project would be a great kickoff. Carrol H. Clemens spoke in support of the Performing Arts Center. The City is at a place where they have the opportunity to make this dream a reality. There are many smaller, less developed cities have are able to support these types of venues. Construction costs and interest rates are low right now. Now is the time to support a Performing Arts Center. David Runvan has been following this issue. Listening to, and weighting the pros and cons. He does not feel Federal Way needs a Performing Arts Center. The city has the Knutzen Family Theatre, and if a larger venue is needed there are many available in neighboring cities. Sue Pisek feels the city has been successful providing parks and recreation facilities to residents since its incorporation. The development to of a Performing Arts Center is the next logical step for Federal Way. She is a memberofThe Jet City Chorus and right now Federal Way does not have a facility large that is large enough to accommodate the groups performances. City Clerk Carol McNeilly, read the following comments into the record: Robert "Bob" Dockstader thanked the City for their efforts during the snow and ice. He is a long time resident, and this year was the first time his street was plowed. Alan Harvey stated the Showstopper Dance Company is an important part of the community and he feels Federal Way is in need of a Performing Arts Center. JoAnn Piquette and members of Federal Way Coalition for a Performing Arts Center sang a song to show support for the development of a Performing Arts Center. City Council January 6, 2009 Regular Meeting Minutes Page 3 of9 5. CONSENT AGENDA Items listed below have been previously reviewed in their entirety by a Council Committee of three members and brought before full Council for approval; all items are enacted by one motion. Individual items may be removed by a Councilmember for separate discussion and subsequent motion. a. Approval of Meeting Minutes: December 2, 2008 Special and Regular Meetings - APPROVED b. ORDINANCE: Amendments to FWCC: Definitions (Chapt. 4 & 9) (First Reading 12/02/2008) - APPROVED ORDINANCE #09-591 c. ORDINANCE: Amendments to FWCC: Animal Law (Chapt. 4 & 9) (First Reading 12/02/08) APPROVED ORDINANCE #09-592 d. ORDINANCE: Amendments to FWCC: Land Use Definitions (Chapt. 5, 11, 12, 13, 15, 16, 18, 19, 20, 21 & 22) (First Reading 12/02/08) APPROVED ORDINANCE #09-593 e. ORDINANCE: Amendments to FWCC: Land Use Process (Chapt. 5,14,15,18,19 & 22) (First Reading 12/02/08) APPROVED ORDINANCE #09-594 f. ORDINANCE: Amendments to FWCC: Technical Errors (Chapt. 5,13,21 & 22) (First Reading 12/02/08) APPROVED ORDINANCE #09-595 g. ORDINANCE: Amendments to FWCC: Nuisance (Chapt. 9, 10,13,15 & 22) (First Reading 12/02/08) APPROVED ORDINANCE #09-596 h. ORDINANCE: Amendments to FWCC: Civil Code Enforcement (Chapt. 1, 5, 8, 10, 11,12, 13, 14, 15, 16, 17, 18, 19, 20, 21 & 22) (First Reading 12/02/08) APPROVED ORDINANCE #09-597 i. ORDINANCE: Amendments to FWCC: Business Regulations (Chapt. 3,9 & 14) (First Reading 12/02/08) APPROVED ORDINANCE #09-598 j. ORDINANCE: Amendments to FWCC: Civil Enforcement (Chapt. 3 & 9) (First Reading 12/02/08) APPROVED ORDINANCE #09-599 k. ORDINANCE: Amendments to FWCC: Definitions in the City Code (Chapt. 2, 3, 8, 9, 14 & 17) (First Reading 12/02/08) APPROVED ORDINANCE #09-600 I. ORDINANCE: Amendments to FWCC: Criminal Law (Chapt. 1,5,6,11,13,14,15, 16, 17, & 22) (First Reading 12/02/08) APPROVED ORDINANCE #09-601 m. RESOLUTION: Directing Final Re-organization of the Federal Way City Code (LUTC 11-17-08. PRHSPSC 11-10-08 and FEDRAC 11-25-08) APPROVED RESOLUTION #09-539 n. Feder31 VV3Y N3tion31 Little Le3gue Propos31 for Fencing (PR,",SPSC 12 Og 00)_ PULLED AND APPROVED o. Acceptance of WTSC Grant Money to Purchase Replacement Laser/Radar Devices (PRHSPSC 12-09-08) APPROVED p. Community Center Pool Chemical Vendor Contract (PRHSPSC 12-09-08) APPROVED q. Electric Upgrade - Steel Lake Annex Brick House (PRHSPSC 12-09-08) APPROVED MOTION: Deputy Mayor Faison moved approval of the consent agenda as presented. Councilmember Burbidge second. City Council January 6, 2009 Regular Meeting Minutes Page 4019 Mayor Dovey pulled Consent Agenda item (n) Federal Way National League Proposal for Fencing, and requested a presentation on the item. VOTE: Motion to approve the Consent Agenda Items (a) - (m), & (0) -(q) carried 7-0. Pulled Item: Consent (n)/ Federal Way National Little LeaQue Proposal for Fencina (PRHSPSC 12- 09-08 ) Federal Way National Little League is a non-profit organization that has served the community for the past seventeen years solely on volunteer efforts. They recently received a $75,000 grant from the City to improve fencing, and per City policy they are requesting approval to spend the funds. MOTION: Mayor Dovey moved to approve Consent Item (n)/Federal Way National Little League Proposal for Fencing as presented; Councilmember Ferrell second. VOTE: Motion carried 7-0. 6. COUNCIL BUSINESS a. Committee Appointments - Steel Lake Advisory Committee Prior to the regular meeting, Council conducted a special meeting to interview candidates for appointment to the City's Steel Lake Advisory Committee. MOTION: Councilmember Duclos moved the following appointments to the Steel lake Advisory Committee: Thomas Dezutter to a two-year term expiring December 31, 2011; Margaret Reyhner to a two-year term expiring December 31,2011; William Lineham to a two-year term expiring December31,2011; and Melanie Cannon to a two-year term expiring December 31, 2011. Councilmember Ferrell second. VOTE: Motion carried 7-0 b. Community Center Generator Installation Bid Award Councilmember Kochmar stated installation of the generator would allow the City to operate the Community Center as an Emergency Management Center, as well as a Warming Center during emergency conditions. MOTION: Councilmember Kochmar moved to award the Community Center Building Generator Electrical Installation Contract to Maries Corp dba Amaya Electric in the amount of $140,828.00 including state sales tax, and authorize the City Manager to execute the contract. Councilmember Ferrell second. VOTE: Motion carried 7-0 City Council January 6, 2009 Regular Meeting Minutes Page 5 of9 c. Le~islative Aoenda Consideration (Tabled at December 2. 2009 City Council Meeting; From FEDRAC 11-2 -2008\ Communication and Government Affairs Manager, Linda Farmer, background information on the Legislative Agenda. MOTION: Councilmember Duclos moved to vote on the legislative agenda, excluding the Performing Arts Center. Council member Ferrell second. AMENDMENT: Councilmember Burbidge moved to amend the main motion by including the Performing Arts Center in the Councils discussion and vote. Council member Kochmar second. The Council discussed the intent of the main motion and amendment. Councilmember Duclos called the question. VOTE ON AMENDMENT: The amendment failed 2-5. Mayor Dovey, Deputy Mayor Faison, Councilmembers Duclos, Park and Ferrell dissenting. VOTE ON MAIN MOTION: Main Motion carried 7-0. MOTION: Councilmember Duclos then moved to include the Performing Arts Center on the City's Legislative Agenda. Councilmember Burbidge second. Councilmember Ferrell spoke against including the Performing Arts Center in the 2009 Legislative Agenda. He thanked everyone who provided input on this issue. The cost to develop this project is double the amount spent on the Community Center, and there has not been any discussion on the expenses associated with operating a facility like this. Councilmember Park stated the Council is only voting on whether on not to include the Performing Arts Center on their Legislative Agenda. They are not giving the green light on building the facility. Regardless of the current economic state, the funds being awarded by the State are allocated for capital projects, the funds cannot be used for operating costs. He would like the Council to discuss this project at their upcoming retreat. Councilmember Ducols supports including the Performing Arts Center in the 2009 Legislative Agenda. She fully supports economic development in the downtown area and will continue to advocate for it. Deputy Mayor Faison admitted that he is not a great supporter of the arts. However, it is the Council's responsibility to listen to what the citizens want. In last years citizen survey, 62% of residents polled supported using City funds for development of a Performing Arts Center. City Council January 6, 2009 Regular Meeting Minutes Page 60f9 He further noted approximately 80% of those polled supported using city funds in the re- development of the downtown area. He will vote in favor of including the Performing Arts Center in the Legislative Agenda. Councilmember Burbidge supports including the PAC in the 2009 Legislative Agenda. She feels the venue would bring revenue and employment opportunities to the city. It would provide a venue for students and local organizations to perform. Councilmember Kochmar noted many of the items on the Councils Legislative Agenda have been part of the agenda year after year. The City Center Access Project was included in the agenda without any discussion by the Council. She echoed Councilmember Parks' comments that the Council is only voting on whether or not to include the project on the agenda. She will vote in favor of this motion. Mayor Dovey stated he supports including the PAC in the Legislative Agenda. However, if after further discussion, there is not a solid business plan he is not supportive of the city running this project. He strongly supports this project being run by the private sector. He also noted that if this project does not make business sense on paper; he will not support it going further. VOTE: Main Motion carried 6-1. Councilmember Ferrell dissenting. d. Monthlv Financial Report The Finance/Economic Development/Regional Affairs Committee (FEDRAC) did not meet during the month of December. The November financial report is coming before the City Council for approval. MOTION: Councilmember Park moved approval of the November 2007 Financial report as presented. Councilmember Duclos second. VOTE: Motion carried 7-0. e. Vouchers The Finance/Economic Development/Regional Affairs Committee (FEDRAC) did not meet during the month of December. The November vouchers are coming before the City Council for approval. MOTION: Councilmember Park moved approval of the November 2007 Financial report as presented. Councilmember Duclos second. VOTE: Motion carried 7-0. City Council January 6, 2009 Regular Meeting Minutes Page 70f9 f. SCORE Interlocal Aqreement Councilmember Park stated this item was discussed at the December 2, 2008 Council meeting. Assistant City Manager Bryant Enge stated the Interlocal Agreement presented is for jail services for the Cites of Renton, Auburn, Des Moines, Tukwila, Burien, SeaTac and Federal Way. The Cities will form an organization called the South Correction Entity Facility Public Development Authority (SCORE). Bonding for the project will be issued to SCORE organization rather than individual cities. MOTION: Councilmember Park moved approval of the SCORE Interlocal Agreement. Councilmember Duclos second. VOTE: Motion carried 7-0. 7. INTRODUCTION & FIRST READING OF ORDINANCES INTRODUCTION & ENACTMENT OF ORDINANCE: a. Creatinq South Correction Entity Facility Public Development Authority (SCORE) APPROVED ORDINANCE #09-602 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF FEDERAL WAY, WASHINGTON, AUTHORIZING THE CREATION OF A PUBLIC CORPORATION TO BE KNOWN AS THE SOUTH CORRECTIONAL ENTITY FACILITY PUBLIC DEVELOPMENT AUTHORITY; APPROVING A CHARTER AND BYLAWS; ESTABLISHING A BOARD OF DIRECTORS TO GOVERN THE AFFAIRS OF THE AUTHORITY; AND APPROVING PROCEDURES FOR THE CONDUCT OF ITS AFFAIRS. City Clerk Carol McNeilly read the Ordinance Title into the record. MOTION: Councilmember Park moved approval and enactment of the Ordinance. Councilmember Duclos second. VOTE: Motion carried 7-0. 8. CITY COUNCIL REPORTS Council member Park reported on upcoming meetings. He thanked city staff for the wonderful job they did during the snow and ice Councilmember Duclos - thanks Police Chief/City Manager for providing hotel vouchers for the homeless during the recent freezing weather. She reported on upcoming meetings. Kochmar reported the Land UselTransportation Committee (LUTC) discussed the City Center Access project at their January 5, 2009 meeting; she noted an Open House is scheduled in February. She also thanked staff for all their efforts during the recent snow storm. Burbidge upcoming meeting she will be attending, as well as upcoming events at Knutzen Family Theatre. Free Community health fair at community center this weekend. City Council January 6, 2009 Regular Meeting Minutes Page 8 019 Councilmember Ferrell had no report this evening. Deputy Mayor Faison noted that the map shown while discussing the snow routes was not updated with the annexed area and current borders of Federal Way. He asked staff to make sure the updated maps are used in the future. He also commented on the issues brought up at tonight's public comment. He would like the Council to discuss current animal control services and street light improvements at a future date. Mayor Dovey discussed his attendance at various city and regional meetings, including the upcoming Valley Comm Board Meeting on January 12th. He reported various other South Sound Cities has requested Federal Way begin or look into an ARCH program for human services similar to the one which exists in their cities currently. Councilmember Burbidge agreed to add it to the PRHSPSC for further discussion. 9. CITY MANAGER REPORT City Manager Neal Beets reported the Council would be conducting an Executive Session on Property Acquisition Pursuant to RCW 42.30.110(1 )(b). He stated the session may go 10:00 p.m. and suggested the Council make a motion to suspend the rules. MOTION: Councilmember Kochmar moved to suspend the Council rules to allow the meeting to go beyond 10:00 p.m. Councilmember Burbidge second. VOTE: Motion carried 7-0. 10. EXECUTIVE SESSION a. Property Acquisition Pursuantto RCW 42.30.110(1)(b) The Council adjourned into Executive Session at 9: 40 p.m. The Council reconvened in open session at 10:20 p.m. 11. ADJOURNMENT With no further business before the Council, Mayor Dovey adjourned the meeting at 10:20 p.m. ATTEST: Carol McNeilly, City Clerk Approved by Council on: City Council January 6, 2009 Regular Meeting Minutes Page 9 of9 ~. F~deral Way MINUTES FEDERAL WAY CITY COUNCil SPECIAL MEETING Council Chambers - City Hall January 6, 2009 5:30 P.M. www.cityoffederalway.com 1. CALL MEETING TO ORDER Mayor Dovey called the meeting to order at 5:31 p.m. Councilmembers present: Mayor Dovey, Deputy Mayor Faison, Councilmembers Burbidge, Kochmar, Park, Ferrell and Duclos. 2. COMMITTEE INTERVIEWS - Steel Lake Advisory Committee The Council interviewed the following candidates: Thomas Dezutter, Margaret Reyhner, William Linehan and Melanie Cannon. 3. DELIBERATIONS The Council discussed appointment options to the Steel Lake Advisory Committee. 4. EXECUTIVE SESSION Potential Litigation Pursuant to RCW 42.30.440(1) (i) The Council adjourned to Executive Session at 6:20 p.m. The Council reconvened at p.m.6:50 p.m. 5. ADJOURNMENT Mayor Dovey adjourned the special meeting at 6:50 p.m. ATTESTS: Carol McNeilly, City Clerk Approved by Council: Minutes -City Council Special Meeting January 6, 2009 COUNCIL MEETING DATE: 1/20/2009 ITEM #: !5b 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: Ur\ Committee -f#-" " Co ' DIRECTOR APPROVAL: ~ Committee COMMITTEE RECOMMENDATION: Of-\-\~~ \ Committee Member PROPOSED COUNCIL MOTION: (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: o APPROVED o DENIED o TABLED/DEFERRED/NO ACTION o MOVED TO SECOND READING (ordinances only) REVISED - 02/06/2006 COUNCIL BILL # 1 ST reading Enactment reading ORDINANCE # RESOLUTION # CITY OF FEDERAL WAY PARKS, RECREATION & CULTURAL SERVICES DEPARTMENT Date: 01105/2009 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 OUESTION: 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 emergency preparedness projects. $15,000 ofthe 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. 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 01/14/09 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 01/14109 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. METHOD 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 detennined 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 01/14/09 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 01/14109 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 01114109 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: B. 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 01/14109 , F. Statement of Work: (May attach additional pages if needed) - - , Notes: . Breakdown activities into clear actions . Identify personnel providinQ services if applicable . Identify measurable tangible deliverableslresults Emergency Management Division Emergency Management Preparedness Assistance Grant Local Application Packet 7 01114/09 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 01/14109 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 LESS FIVE PERCENT MATCH GRANT AMOUNT · 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 01/14109 COUNCIL MEETING DATE: January 20, 2009 ITEM #: 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: IZI Consent D City Council Business D Ordinance D Resolution D D Public Hearing Other ~!~!':!':..~~2~!~X:M~_~~!?~~L.~~s:.~~~~i.~!1.~!1._4g~!~~~!~y~~:~~p~:.....__._..___._ ....._~_~~:._=._~~~_~_____._.____.._.___.__ 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: 1. Proposed 2009 Arts Commission Work Plan 2. 2009 Arts Commission Budget Options Considered: 1. 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. STAFF RECOMMENDATION: Staff recommends Council approve option 1, acceptance of the proposed 2009 Arts Commission Work Plan. CITY MANAGER ApPROVAL: ~ to Committee DIRECTOR ApPROVAL: CJH/\ to Committee Committee Member PROPOSED COUNCIL MOTION: "I 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 TABLED/DEFERRED/NO ACTION o MOVED TO SECOND READING (ordinances only) REVISED - 02/06/2006 COUNCIL BILL # 1 ST reading Enactment reading ORDINANCE # RESOLUTION # ~ ~ ~~ ...'"C o 5& i~ .; ~ ~ 01 ~ d~ !8 ~ Qi .=: ltJ QI .... ltJ III ... <t QI .c ... 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E ~ .... o ~ Q)~ c~ Q).- Ogj enQ) t:- <(Q) 0l:5 a5 .S: C e E';;; Q) o OlO 't:.S Q) Q) Qi u o..Q)C .s:::;E ~ 2alo m:t:'t: .8"'E ~ .- E ~o~ o..O~ ("') s (,) G) 'e' a.. ro 'u G) 0.. en Arts Commission Budget 2009 001 7200 352 573 22 Part -Time Sta Office Supplies Books, Maps, Periodicals Operating Supplies Food & Bevera e Consultants Per Diem and Meals 001 7200 352 573 23 Exhibit Stipends & Materials King County Performance Network (Dance) Knutzen Family Theatre Concert Series New Program Contracts N ewsletterlFlierslPromotion Public Art Rece tions Red,White & Blues Festival Arts Program Scholarships Summer Sounds on the Beach Summer Arts Camps Writer's Workshop Council Allocation/Contract For Services *Cultural Plan 001 7200 352 573 23 Exhibit Sti ends & Materials King County Performance Network Knutzen Family Theatre Concert New Program Contract (Steve NewsletterlFliers/Promotion , $500 $10,000 $2,000 $3,000 $2,000 $2,000 $38,200 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: k:/artscomlbudget/2009Adopted 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: ~ Consent D City Council Business D Ordinance D Resolution D D Public Hearing Other DEPT: PRCS ~!~!"!"!~~9.~!~y.=.Ml:l!.Y..!':~~~E,-~~~~~~!il:)~~~~g~!~~!~~~~~~~~l1.p!:m 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: 1'1ii)) DIRECTOR ApPROVAL: ~ Ft>\"~a.~ \~ r"'-\\ c.a~. \ ~)~'"* s"Y- -@ to Committee COMMITTEE RECOMMENDATION: d... \u.c.~a-;~~. Committee Member ROPOSED COUNCIL MOTION: "I move approval of option], 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 T ABLEDIDEFERRED/NO ACTION o MOVED TO SECOND READING (ordinances only) REVISED - 02/06/2006 COUNCIL BILL # 1 ST reading Enactment reading ORDINANCE # RESOLUTION # en GI U .~ ';j GI GI II) ::> ... l:T o GI "'0:: ts~ .s~ c o o .. en GI ~ GI 0:: g '6 c ::> II.. - c ~ l'II U o ~ CD o o N - c o ~g ~ - c .2 B .!2 <( 1IO o o N - .. en GI ::> l:T GI 0:: Ql o o N - c :8 l'II 'tl C GI E E 8 GI 0:: Ql o o N ~ c o :;:l l'II N 'c l'II Cl ... o <Ii <:: '" 'C:; 'w ::J E "0 <:: '" '" '" J!! >> .<:: c. '" C, o ~ o .<:: '" '" '" ::J Cl Q; ~ '" "j; Cl <:: '6 <:: ::J "- o o <0 N U'l ,... U'l M o o <0 M o o <t <to o o <0 M >- c <tl a. E o () Q) u c <tl o <tl ~ Cl "5 a. en .e E "' '" .<:: '" 5 Q; .0 E '" .<:: '" "0 <:: '" "' "2 '" c. E o '" '" '" <Ii nit: <:: '" .Q g '" 0 "'U ~ ~ c.E "0 ~ ~(I) 8~ o o C') M o o co Lri o N <Ii o o C1l ~ o N ~ <Ii Q) ~ o .<::: () >- <tl :s: ~ Q) '0 Q) u... 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N o o ltl ~ :% z rJ> :J i5 .<::: () <n Q) "" <3 Q5 ...., Q) :5 '0 c o :E ro 8~ >-<1: ~.~ roE -8.@ Q) Q) u...a. o o ..- ~ o o U'l. ..- o o o N o o ltl ~ rJ> Cl C ~ >- c o E ro I o o N o <t o o N a) .., o o N a) .., o o II) ;1; o o N co .., C1l o c o 1ij '0 c Q) E E o u Q) c:: ~ Q) Cl '0 :J .a ~ <n E <tl a, o is. E o C,) rJ> t:: ~ .>i en iii '0 I- COUNCIL MEETING DATE: January 20, 2009 ..................................... .............................................. .................................. .............................................................................................. .......... ..................... ............................. ................. ........................................ ITEM #:5 e., 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: ~ 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 removal 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~!.~.~.~.G~.~~!~~!~~;.N.~~~_ m.mmmmmmmmmmmm m. ..mmmmm....mm.m..mmmmmm.._..mm..m.mm.m.. .........mmmm......mmmmmmmmmmm STAFF RECOMMENDATION: Staff recommends that the contract with Thundering Oak Enterprises, Inc. be accepted as complete, and that their retainage be released. CITY MANAGER ApPROV A6) o .ttee @;l C; cil DIRECTOR ApPROVAL: s::c.- Committee COMMITTEE RECOMMENDATION: T3 Committee Member Committee Chair 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 retain age. . " (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 # 1 ST reading Enactment reading ORDINANCE # RESOLUTION # COUNCIL MEETING DATE: January 20, 2009 ITEM #: Gf CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: WEST CAMPUS TRAIL/PALISADE 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: ~ Consent D City Council Business D Ordinance D Resolution D D Public Hearing Other STAFF REpORT By: TIM DICKINSON ...................m......................................................................................................................... ............................................................................................................ ........................ DEPT: Parks, Rec. & CuI. 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 Qp!!~~~~~~~!.~~.t.:~~.~....N~.~~.. STAFF RECOMMENDATION: Staff recommends that the contract with Northwest Asphalt, Inc. be accepted as complete, and that their retainage be released. CITY MANAGER ApPROV AL:~ CO ee :Yt:J) ~ DIRECTOR ApPROVAL: .~ Committee eJ COMMITTEE RECOMMENDATION: Committee Member PROPOSED COUNCIL MOTION: "1 move acceptance of the asphalt trail work peiformed by Northwest Asphalt at West Campus Trail and Palisade Park, as complete, and approve release of thire retain age. " (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 # 1 ST reading Enactment reading ORDINANCE # RESOLUTION # COUNCIL MEETING DATE: January 20, 2009 ITEM#:5fL .................--....---...--...--.....--..-..-...--.-..._.-J.._m__...----......---....-- CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: BPA Trail at SW 3561h Street Pedestrian Crossing Contract Award POLICY QUESTION: Should the Council award the BPA Trail at SW 356th Street Pedestrian Crossing Contract to the sole vendor? COMMITTEE: Land Use and Transportation Committee MEETING DATE: January 5, 2009 CATEGORY: ~ Consent 0 Ordinance 0 Public Hearing o City Council Business 0 Resolution 0 Other ~!~~!_~~2_~'!_~!~B::i~~X~!~:.>:!_~:~:~.g~!x!t:.am(;__~-'!g_~~~~r_~_____________________I.!~!!:__~~!\~~<?E~~________________ A TT ACHMENTS: Memorandum to the Land Use and Transportation Committee dated January 5, 2009. OPTIONS CONSIDERED: l. Award the BPA Trail at SW 356th Street Pedestrian Crossing Contract to R. O. Jones' Stop Experts, Inc., the lowest responsive, responsible bidder in an amount not to exceed $2-6;060:00 and authorize the City Manager to execute the contract. "!.~ i If 05. +c 2. Do not award the BPA Trail at SW 356th Street Pedestrian Crossing Contract to the lowest responsive, responsible bidder and provide direction to staff STAFF RECOMMENDATION: Staff recommends Option I be forwarded to the January 20, 2009 City Council Consent Agenda ~~~ . CITY MANAGER ArrROV AL: 7}1;;(j;') ~ . ~ 'i. OunClt DIRECTOR ArrROV AL: ittee @- COMMITTEE RECOMMENDATION: Forward the above staff recommendation to the January 20,2009 City Council Consent Agenda for approval. PROPOSED COUNCIL MOTION: "I move to direct staff to award the BPA Trail at SW 356th Street Pedestrian Crossing Contract to R. D. Jones' Stop Experts, Inc., the lowest responsive, responsible bidder in an amount not to exceed $1f:.86/J.'(j(j and authorize the City Manager to execute the contract. " Zb/~,fc -L~ . " / ;; 1t./z/\. la~ ~ Dini Duclos, Member ~~~~ Lmda Kochmar, Chair (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 # I ST reading Enactment reading ORDINANCE # RESOLUTION # CITY OF FEDERAL WAY MEMORANDUM DATE: TO: VIA: FROM: SUBJECT: January 5, 2009 Land Use and Transportation Committee Cary M. Roe, P.E., Assistant City Manage~,~iefOperations Officer, Emergency Manager Rick Perez, P.E., City Traffic Engineer fllf BPA Trail at SW 356th Street Pedestrian Crossing Contract Award BACKGROUND: On October 7, 2008, Council approved the use of Rectangular Rapid Flashing Beacons (RRFB) for improving pedestrian safety on BPA Trail at SW 356th Street. Staff has obtained approval from Federal Highways Administration for citywide use of RRFB. Quotes were solicited from multiple vendors of LED vendors and received one from R.D. Jones' Stop Experts, Inc. for $26,060. This quote included elements that are not needed or could be provided by King County. King County's estin}ate for elements such as signing and overhead sign installation will be provided once it is established what equipment the vendor is providing, but this cost not expected to exceed $25,000. Hence the total project cost is expected to be less than $51,000, compared to the project budget of $315,000, based on the cost of providing a full signal. ... ..... >,.t~s f rilhs +"'><' Oi' {lj3Y(tjO J {;'v,l TO I ~4-L J f flZf; Lj6J:!fa tA- k:\lutc\2009\01-05-09 bpasw356 award.doc _~~~_~_!!:_~!~!~~..~~!~:_~~~~~!]'._.~~'._~~~?_ ..___________.______....___.__ m__________....._____!!~~.~: .~J~}_~____._ CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: GRANT APPLICATION FOR PROSECUTION COORDINATION THROUGH CO-LOCATION PROJECT POLICY QUESTION: SHOULD THE CITY COUNCIL AUTHORIZE THE CITY ATTORNEY TO EXECUTE A MEMORANDUM OF UNDERSTANDING WITH KING COUNTY, AUBURN AND RENTON FOR A GRANT APPLICATION FOR DOMESTIC VIOLENCE PROSECUTION COORDINATION THROUGH CO-LOCATION PROJECT? COMMITTEE: PRHS&PS MEETING DATE: 1/13/09 CATEGORY: X Consent D City Council Business Ordinance D Resolution D D Public Hearing Other ~!~FF~_!>.Q~!.~~-=-_:r.~~C1AJ.UC~~.2~?_CI1r ATTQ~EY _____...._~!!~.:.!_~~_____._____________.__ The attached staff report explains the purpose and effect of the Federal grant for coordinating domestic violence prosecution. The deadline for filing the application is January 15, 2009. If the Committee does approve the application, the matter will go before the full City Council on January 20, 2009. King County has been informed. Attachments: (1) Staff report; (2) a proposed draft Memorandum of Understanding for Prosecution Coordination through Co-location Project and (3) a draft Memorandum of Agreement between King County and the City. Options Considered: 1. Authorize the City Attorney to execute a (1) Memorandum of Understanding for Prosecution Coordination through Co-location Project and (2) Memorandum of Agreement between King County and the City in a form acceptable to the City Attorney. 2. Reject the proposed grant application and do not authorize the City Attorney to execute the documents. STAFF RECOMMENDATION: Apply for the Federal grant by authorizing the City Attorney to execute the necessary documents. CITY MANAGER APPROVAL: CZi~ @- DIRECTOR ApPROVAL: ~ COMMITTEE RECOMMENDATION: Op'\'~""" \ .fMi Council Committee Member PROPOSED COUNCIL MOTION: HI move approval of Option 1 and authorize the City Attorney to execute the necessary documents ". (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: o APPROVED o DENIED o TABLED/DEFERRED/NO ACTION o MOVED TO SECOND READING (ordinances only) REVISED - 02/06/2006 COUNCIL BILL # I ST reading Enactment reading ORDINANCE # RESOLUTION # ~ CITY OF ifili ~ Federal Way CITY ATTORNEY'S OFFICE MEMORANDUM DATE: TO: FROM: JANUARY 13, 2008 CITY COUNCIL MEMBERS PATRICIA A. RICHARDSON, CITY ATTORNEY f~ SUBJECT: GRANT APPLICATION FOR PROSECUTION COORDINATION THROUGH CO-LOCATION PROJECT On Monday the City learned of an opportunity to apply for a Federal grant and become a member of collaborative effort for domestic violence prosecution. A King County Deputy Prosecutor would be assigned half-time among Auburn, Renton and Federal Way for the purpose of building a cohesive domestic violence prosecution involving misdemeanor and cross over felony charges thereby helping victims in more timely fashion and increasing DV offender accountability. The grant does not require the City to expend any monies other than providing a workstation for the Deputy Prosecutor and does not require the City to maintain the level of service after it expires. However, due to the success in Seattle of this program, it is my understanding that the project is now a part of the regular budget. The application must be submitted by Thursday, January 15, 2009. Consequendy, the full City Council will not be able to approve the grant application in time. If the Council Committee approves the grant application, the matter will be placed on the City Council Agenda for January 20, 2009. The City Attorney will subsequendy notify King County of Council's decision. K\memo\council\2009\dv pros grant app MEMORANDUM OF UNDERSTANDING Prosecution Coordination through Co-location Project The City of Seattle through the Human Services Department, Domestic Violence and Sexual Assault Prevention Division enters into a Memorandum of Understanding as a collaborative partner with the following agencies: King County Prosecuting Attorney's Office, Auburn City Attorney's Office Federal Way City Attorney's Office, and Renton City Attorney's Office. I. Description of Partner Agencies " ~. ~/ an application for of Protection Orders The above mentioned partners have come together to collaborate the Fiscal Year 2009 Grants to Encourage Arrest Policies and Program. The partners have agreed to enter into a collaborative be the lead agency and named applicant and the application. The partners desire to enter into a Memorandum provided by the collaborative. to be The application prepared and approved submitted to the Office on Violence its J,lartners is to be ~~ary 15,2009. ",,',"0'" ,,,',,,,,,,,,"" City of Seattle, Human.~irvicesJ)epartment, Division works acr9ss~i~City departments to violence, and is the Arresf:&ogramapplicant. The Prevention Divis~<:m is a le~d#gency.oo?iegi accountabilitYiirliP: . ...c?ordinatt~n acrosfir service J,lfoviders..... . .. . Violence & Sexual Assault Prevention the City's response to domestic Violence & Sexual Assault to address victim safety and offender ms, and support community-based agencies as ',,'''.,:'/,.:',/'./I,. "/:";':0</;<", """~,<//".,",, KiniS Cdii~~l)rosecuting AI~!fley 's QJfice, Domestic Violence Unit, established in 2000, prosecutes ... ..meanor dom~tic violence cases in unincorporated King County and all felony domestic viol.. .. . ..~ases in th~~ounty as well as coordinates the county's protection orders for domestic violenc~.: tims... ':".:":>,,;;)': '''f//~'',,~..' Auburn City Attorney\'i!JJfice <./'. /./i , ;' , u .,., . ::';:):~~%:%~>:;:~:':>' Federal Way City Attorney's Office has a history of working domestic violence issues. In 1989 the City became involved with the Domestic Violence Community Coordinated Response Team ("CCR") for the South King County area and established domestic violence advocates/liaisons within the legal department in 1998. A full-time prosecutor dedicated strictly to domestic violence was authorized when the citizens voted in late 2006 to increase the utility tax. Additionally, the City Council enacted a sentencing enhancement for strangulation during the commission of domestic violence crime, which and has subsequently been adopted by the State. The City Council also enhanced a sentencing enhancement for committing domestic violence in the presence of children. In 2008 the city filed 665 (by citation) domestic violence cases. Renton City Attorney's Office II. Project Summary This Memorandum of Understanding represents a collaboration to strengthen and enhance safety for victims of domestic violence by coordinating domestic violence pr9~~futions in King County through vigorous case development, information sharing, plea nego!~~tfofis~::!IDd case prosecution. ,::~~;;>> III. ';<:/';;~;," '<>~j;<,~ ,;~,":u:::::~~ ~" ~ ~':::;:::~::>~, For more than 10 years, the City of Seattle, Human S~1Wices Division, Doni~f;'\1iolence and Sexual Assault Prevention Division has been work~,~ollabor(l,tively with the'~~~:<::Q;unty Prosecuting Attorney's Office. Likewise, the King~~~ty Pros~~~ting AttorneY's"mce has partnered with the cities of Auburn, Federal Way, and"R,~~?~,:~ese agencies alsO have extensive histories of working together as well on a varieij.?~:projects related to domestic violence and other crimes in Seattle and:~:~egion.'< , /":i:<^>:>:~" History of Collaboration 'J<<>>,,~J One example ofthe collaboration between'iiE::g~i~!:~:~i~ Attorn,:Office and the King County Prosecuting Attorney's Office is the:~tosecut~~~:~?,.19~atiqn:project which has placed a 0.5 FTE felony prosecutor i~~g~ City Attorney.&~.9ffice.7hf~~~16cation of a county felony prosecutor in the City A~"t~~"Qffice has pro~~n incredib~ysuccessful at increasing coordination between ~jurisdi~j~~~s. The sucd~~~ of this project is the reason for expanding the project to three ne\\Cciti~~:~n King:~~unty. c" "";', '" _, << , -, ,~ ,,~ The city of A~RW:f9llabri~~~:~m~~i:;~9~ty'bn a training to promote understanding of county anq,fltYJxjl1:~i~~:~d pr~i~~9ls on d6rl1estic violence. In 2006, the city of Auburn presentfqWith King Co~ty at a o.~.rence on "Networking and Information-Sharing on DV case~:i~~)J.g County." ,... . .";"".<< . ,., ,0',. ',', ~"<i'/ ."., '\<".:<""/'0'0,,",. ','"./~"J'.,'., ..,.",' . ..,,<<<< ~ '" ',~ ,<< ..," ,<<.,,<< ~ ',', ," .,. ~ ", . <':','-;"" '>,,'<',",'_/ The city 0:t~~~~9n collabora(~ with King County on implementation of STOP grant activities. A representatlv~:!9F Rento~;',as a member of the V A W A STOP Grant advisory board which focused on creating:,~~darcl~~ed forms for domestic violence cases. The city of F ederal W~y.lias collaborated with King County on the creation and passage of the felony Assault by strangulation statute in Washington. This collaboration began in 2005 and included cross training on the issue of strangulation, passage of an Assault by strangulation municipal code, and coordinated efforts to raise awareness of the issue of strangulation. The city of Federal Way has also collaborated with King County in multiple trainings to promote understanding of each agencies policies and protocols on domestic violence. Through these collaborative relationships, the project partners, with City of Seattle taking the lead on writing the application, well prepared to respond to the FY09 Arrest Grant. This project was designed to address needs in our community that our criminal justice partners have identified. IV. Development of the Application The City of Seattle's Domestic Violence and Sexual Assault Prevention Division together with the King County Prosecuting Attorney's Office took the lead in facilitating the development of the written proposal. Discussions with project partners were conducted via individual telephone calls and email. Project partners provided the following assistance in d~~~loping the application: . King County Prosecuting Attorney's Office - participated il'!.;~feparatory discussions to develop the project idea; coordinated contact and discussio~;~th three municipal city attorney's offices; provided material for the project n 'ive~~.~udget; reviewed and edited drafts of the project narrative; and firmly co.; <:ed to Sl:t~~~~ the project. . Auburn City Attorney's Office -participated in I?~~~~tory discussi~~~ to develop the project idea; and firmly committed to support~e'project. . ..); . Federal Way City Attorney's Office -parti~~~~~d in pre~aratory discusst~~49:;develop the project idea; and firmly committed tosup~~~.~he pr~J~c;~. .';::~:> . Renton City Attorney's Office -participated in pt~~'t~t)fy discussions to develop the project idea; and firmly committed to support the p~j~t. ""/" V. Roles and Resp~nsibili#~ \'\i'/>" ^,',,', ,,,,,-.,,-., ",:'7,;:-,,>..-;,.,':;'.-,;:;.,:; <<~ The King County Ptg~~~~~~g Attq~ey's Office Wi.t~pe responsible for all the duties and responsibilities related to':";>..'~::..~~..>; .... . . ....j>/ 1. Desi~~i~~.~.~alf-tim~;~~puty:ft~~~~~g Attorney in the Criminal Division to engage in.t~ihg:re~~~:~t~ome~~~;:yiolence'c~~~s from the Auburn, Federal Way, and Renton ~iice departrrien~~Rthe ci~;~~?ry:ey's offices of these three cities, and be available as a ';l:~~8urce for poteriti~:;.~elony fi~j~g: The Deputy Prosecutor will focus on crossover cases in .. . ng misdemeai).~dome~c violence defendants who have active King County feloiiY:;'~Jl1estic violelt cases or probation matters, and on cases referred for felony filing by~Auburn,~~deral Way, and Renton police departments of city attorney's fn -'~><<<<~><< ' " o lces...::.:;....:/. 2. Providing assi~~e to the three city attorney's offices for the following purposes: a. Assist ~a advise in the screening of domestic violence cases from the Auburn, FederafWay, and Renton police departments to the city attorney's offices of these three cities and, if appropriate, steer potential felqny and crossover cases to the Domestic Violence unit of the King County Prosecutor's Office. Rush file felony cases where required. b. Coordinate and assist in the staffing and early plea negotiations of crossover domestic violence cases between the Auburn, Federal Way, and Renton city attorney's offices and the Domestic Violence unit of the King County Prosecutor's Office to leverage and improve case dispositions. c. Serve in the role of felony domestic violence advisor and provide case specific advice and assistance on all manner of domestic violence prosecution. d. Advise and assist with development and operation of high impact and serial domestic violence offender prosecution in cross over cases. e. Provide specialized domestic violence related training on felony prosecution and filing and disposition standards. f. Give other unspecified domestic violence related legal assistance as required and agreed to by both agencies. 3. Attend quarterly meetings of the grant implementation team. .?ii, 4. Provide data for semi-annual progress reports, as mutually a~~etttipon, due to the Department of Justice for this grant. ",:.:, ~<<:> -~:<;::~3: ~::';,;"" ". '" Auburn City Attorney's Office will be responsible for all thedf,ties ati(i~~~ponsibilities related to: ':::;::'" '<:;;5;k~~f~3~}, 1. Providing adequate work space for the Deputyi~tbse<:titing Attorney;~;!~~offices in the Auburn City Hall or Auburn Justice Cente~;~fgerform tile functions idett.~~g;~bove. This will include a computerized work statibn,:;~!ephon~~:;W1d other standat:j:;t'jffice supplies, equipment, and furnishings.:,:;;.....":'.. 2. Attending quarterly meetings of the grant implem~~~~gn team. 3. Providing data for semi-annual p~gress reports due t~;:~~ Department of Justice for this grant. .. .,. "Ni'.'N " Federal Way City Attorney's Office will bef~s;~~~i~.ti:f~~5~1 the ~f~:s and responsibilities <:'<:'. ":'<<,, ""//'"r~-'~::":-"_i-_ /:'~_ related to: '5' " ",i:l::',::"'" 1. Providing adequ~~~::~~~: ace for the ~plity proses:liiing Attorney in its offices in the Federal WaYS~~Hall 0" .,..tice Center t~.rerform the functions identified above. This will includea'<:~h;l?~terize~:?,ork station, teJ~l?R-one, and other standard office supplies, equipment, and fillil~hing~;,;.,. ". . 2. Attendin~i~g~erly;~~~~~~~::rt;m~:~~~t;>>hplementation team. 3. Prq)t:iding'6i~:~q! semN~l1al progressJreports due to the Department of Justice for this "~<-/:>," .' <>,<<>><:;",'"<>., "</),,//..-> ~$fut. 'i';;::::;;; <<<-<":>:> RentonCi~:;f\ttorney's ofr~i;}-Vill b~';responsible for all the duties and responsibilities related to: '<; . ",>,;. 1. Providiijil:.1:pequate w~~k space for the Deputy Prosecuting Attorney in its offices in the Renton Ciiji:~l:.1:ll orl;~~tice Center to perform the functions identified above. This will include a co~'ed work station, telephone, and other standard office supplies, equipment, an . . shings. 2. Attending quarterly meetings of the grant implementation team. 3. Providing data for semi-annual progress reports due to the Department of Justice for this grant. The City of Seattle, Human Services Department, Domestic Violence and Sexual Assault Prevention Division will be responsible for all duties and responsibilities related to: 1. Reimbursing King County Prosecuting Attorney's Office for the part-time Deputy Prosecuting Attorney's salary, benefits and other expenses per the project budget; 2. Convening and facilitating the quarterly meetings of the grant implementation team; 3. Submission of all required reports, records, and financial audits to the Department of Justice; 4. Provision of all required copies of publications and materials produced under this grant to the Department of Justice; and 5. Negotiation of any necessary extensions or amendments with the Department of Justice. The roles and responsibilities described above are contingent on City of Seattle receiving funds requested for the project described in the OVW grant application. under this Memorandum of Understanding would coincide with the grant to be October 1,2009 through September 30, 2011. . Amy Heyden, a Planner with the City of . David Martin, Senior Deputy Prosecuting Prosecuting Attorney's Office Domestic . Daniel Heid, City Attorney, Aub~;~ . Patricia Richardson, City Attorney~~~ ~~ ~ ~..;,~l~ ay; and . Larry Warren, City Attorney's Offi6~) ~~n\~#;;::<~" "',\'>\~,,"/<<"~,/'.., VI. Planning and Development Team Representatives of the planning and development '<<.....',:.,i:!/ . '-"':<<:<:<:::~::?><',: ;' ,',':;,;<' These individuals will be~~~~~~~ible for devel~g~gand iIti~t~,Menting the project activities as described in the projec~~~~~~<~ese individ~ls, or their/appointed representative, will meet immediately followin.~~ij:ward oftQ:~;~ant to dete~ine project start-up strategies and timeline, and will subsequentlyin*month~:"as part of the~~~lS Steering Committee to monitor project implementation. ~/", ~ <:: ~"..;</ o'.<<>x.</~,-'/ ~'",<z:;:;::=::~';a~:~::~~::,:,;:::,:;:::::y VII. VIII. Commitment A. There is a firm commitment from each of the project partners to achieve the stated project goals by working together. The collaboration service area is King County. B. The partners agree to collaborate on a project to improve domestic violence victims' access to the criminal legal system through prosecution co-location pursuant to the program narrative of the grant application attached to this agreement. C. Compensation for partners' contribution to this project will be provided as outlined in the attached 0 VW budget detail worksheet. D. We, the undersigned have read and agree with this MOD. Further, we have reviewed and approve the proposed project pertaining to the collaborative effort described here. IX. Approval Patricia A. Richardson City Attorney Federal Way Date: We, the undersigned have read and agree with this MOD. approve the portion of the proposed budget pertaining to the Alan Painter, Acting Director City of Seattle Human Services Department Date: DRAFT MEMORANDUM OF AGREEMENT BETWEEN FEDERAL WAY CITY ATTORNEY'S OFFICE AND OFFICE OF THE PROSECUTING ATTORNEY, King County, Washington This agreement between the Federal Way City Attorney's Office and the King County Prosecuting Attorney's Office is effective upon signing for the term of January 01, 2009 through December 31, 2009. Whereas there is a need to enhance communication and coordination of domestic violence prosecutions through vigorous case development, information sharing, case prosecution and other case specific legal assistance, the parties agree to the following: 1. That the King County Prosecuting Attorney's Office designates a half-time Deputy Prosecuting Attorney in the Criminal Division to engage in filing review of domestic violence cases referred to the Federal Way City Attorney's Office by the Federal Way Police Department ("FWPD"), and be available as a resource for potential felony filing. The Deputy Prosecutor will focus on crossover cases involving misdemeanor domestic violence defendants who have active King County felony domestic violence cases or probation matters, and on cases referred for felony filing by FWPD or the Federal Way City Attorney's Office. 2. That the Deputy Prosecutor is a King County Deputy Prosecutor and is not an employee of the Federal Way City Attorney's Office. The Deputy Prosecutor's primary point of contact under this memorandum shall be Federal Way's chief prosecutor. 3. That the Deputy Prosecutor will be assigned to work part time in the offices of the Federal Way City Attorney's Office, with allowance for felony case handling at the Domestic Violence unit of the King County Prosecutor's Office and will provide assistance to the Federal Way City Attorney for the purposes hereinafter specified: a. Assist and advise in the screening of domestic violence cases from the Federal Police Department to the Federal Way City Attorney and, if appropriate, steer potential felony and- crossover cases to the Domestic Violence unit of the King County Prosecutor's Office. Rush file felony cases where required. b. Coordinate and assist in the staffing and early plea negotiations of crossover domestic violence cases between the Federal Way City Attorney's Office and the Domestic Violence unit of the Prosecutor's Office to leverage and improve case dispositions. c. Serve in the role of felony domestic violence advisor and provide case specific advice and assistance on all manner of domestic violence prosecution. Advise and assist with development and operation of high impact and serial domestic violence offender prosecution in cross over cases. d. Provide specialized domestic violence related training on felony prosecution and filing and disposition standards. e. Give other unspecified domestic violence related legal assistance as required and agreed to by both agencies. 1 4. The Federal Way City Attorney's Office will provide the part-time Deputy Prosecuting Attorney with adequate work space in its offices in the Federal Way City Hall to perform the functions identified above. This will include a computerized work station, telephone and other standard office supplies, equipment and furnishings. 5. The Parties understand that the City of Seattle, as the primary grant recipient, will reimburse the King County Prosecuting Attorney's Office for the part-time Deputy Prosecuting Attorney's salary, benefits, and other expenses and that, other than the cost of providing work space and work-related equipment as set forth in paragraph 4 .of this agreement, Federal Way shall not be responsible for any other expenses related to this Agreement 6. Substantial additions or modifications to this Agreement shall be reduced to writing, signed by both parties and attached as an Addendum to this Agreement. CITY OF FEDERAL WAY OFFICE OF THE PROSECUTING ATTORNEY Patricia A. Richardson City Attorney Date Daniel T. Satterberg Prosecuting Attorney Date K:\agreements\1aw\2009\MOA dv prosecutor 2 COUNCIL MEETING DATE: January 20, 2009 ITEM #: l..Qcv 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 COMMUNICATIONS AND MARKETING PLAN AND BUDGET? COMMITTEE: PRHSPS MEETING DATE: 1.13.09 CATEGORY: D Consent 1ZI 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 F ARMER. COMMUNICATIONS AND GOVERNMENT AFFAIRS MANAGER, MARY FABER, RECREATION AND CULTURAL SERVICES AND CIP ALLA COMMUNICATIONS Attachments: Federal Way Community Center Strategic Marketing Communications 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 complete 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. ~)_g~j~~!~!?:~_~!!.~~~gi~g~~~!~~~ig~~..~r.!9:_M~~~~!!!.!g~!~!.!~!.!<:!~l.1:4g~~~!.!4..4!~~~_!.~!~f.f.!~_.~~.l.<:.~~~~!l:g~~: STAFF RECOMMENDATION: Option 1 CITY MANAGER ApPROVAL: ~...~!\ . ' ~ oun . \ DIRECTOR ApPROVAL: ~ Committee COMMITTEE RECOMMENDATION: 0 f-t'\ 0,,", / I Committee Member PROPOSED COUNCIL MOTION: NA (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: o APPROVED o DENIED o TABLEDffiEFERRED/NO ACTION o MOVED TO SECOND READING (ordinances only) REVISED - 02/06/2006 COUNCIL BILL # 1 ST reading Enactment reading ORDINANCE # RESOLUTION # (IP.1I l 1 II FEDERAL WAY COMMUNITY CENTER STRATEGIC COMMUNICATIONS PLAN Presented to the City of Federal Way Federal Way, Washington NOVEMBER 20, 2008 FEDERAL WAY COMMUNITY CENTER STRATEGIC COMMUNICATIONS PLAN Introduction In June 2008, Cipalla Communications, Inc. was asked to develop a communications and marketing plan with recommendations for the Federal Way Community Center. The Community Center, a 72,OOO-square-foot building combining fitness and recreational facilities with community services, classes and rentals, opened in April 2007 . During its first year of operation, the Community Center recorded about 300,000 visits, primarily from Federal Way residents or those working within city limits. Although the overall attendance was good and most visitors to the Community Center ranked the building and its offerings as excellent, first-year revenue and attendance fell below city expectations. The communications plan is designed to assist the Federal Way Community Center (FWCC) in developing a strong, effective and consistent communications strategy that integrates its print, broadcast and interactive media. The value of strategic communications is that thry target kry audiences with relevant messages - ones that resonate with audiences and motivate them to act. This targeted communications strategy enhances outreach, increases exposure, improves efficiency and contains costs. A cohesive communications and marketing plan will enhance the Community Center's proflle and provide direction to its outreach efforts. Our goal was to develop strategic communications that capture the Center's mission and resonate with key audiences critical to the Center's fiscal health. These communications will support the City's goals to increase pass sales, drop-in use and event rental. This communications plan makes recommendations based on an assessment of existing communication vehicles, flllancial reports and other research shared with us, and ongoing communications with City staff. Our recommendations are designed to better integrate, expand and target communications within the scope of the organization's resources. Included with our recommendations are an implementation budget and schedule to demonstrate that our communications blueprint is realistic and achievable. ENHANCING BUSINESS IMPACT During the "discovery phase" of this project, we read that newspaper accounts reported that the Community Center fell short of attaining its income projections during its first year of operation. However, after the first-year operational analysis was completed, staff found that these original projections may have been unrealistic, given the building's physical capabilities and current staffing levels. The Community Center staff shared with us their key business objectives for the second year of operation: 1. The Community Center wants to sell more passes. Target: revenue increase of 10 to 15 percent. 2. The Community Center wants to increase daily admission sales. Target: revenue increase of 20 percent. Federal Way Community Center Strategic Communications Plan -2 3. The Community Center wants to increase building rentals, particularly for high-end special events, such as weddings, auctions and corporate functions, which generate more revenue. T at;get: revenue increase if 15 percent. The recommendations that follow were developed to help the City reach these business objectives. All communications coming from the Community Center, regardless of how small, reflect on the quality of the facility and, by implication, the City of Federal Way. If the communications fall short, they will impact the ability of the City to attract new members and encourage facility rentals, areas that are critical to reaching and maintaining fiscal health. This report is divided into the following sections: Part I: Research and Rationale . Report methodology . Key audiences and messaging . Identity development Part II: Key strategic priorities Part III: Recommendations Part IV: Metrics Part V: Implementation schedule, milestones and budget Part VI: Appendices · Appendix A: Communication audit overview · Appendix B: Key messages Federal Way Community Center Strategic Communications Plan PART I: RESEARCH AND RATIONALE METHODOLOGY Our methodology consisted of reviewing communication materials written, produced and distributed by the Federal Way Community Center since it opened in April 2007 and assessing their impact in terms of strategy, branding and messaging as well as visual and editorial content. Our findings were included in an audit report presented to the City in July 2008. A 2-page overview from our communication audit is included in the appendices (Appendix A). In numerous meetings with FWCC staff, we next worked to identify key audiences and develop messages for each audience - a critical step in developing an organization's communication strategy. Communicating with key audiences in ways that are meaningful, direct and personal helps ensure that a message will ring true. This increases the chances that your message will resonate, be retained and acted upon. A WORD ABOUT COMMUNICATIONS Communications do not exist in a vacuum. To be effective, communications need to have a consistent look and feel, a clear message that focuses on the target audience, and be delivered in a timely and effective way. Consistency. An over-arching rule for effective communications is consistency in terms of look and feel- or branding. Communications that consistently apply the same graphic standards (typography, colors and logo applications) and use a uniform design approach are successful in gaining recognition, audience share and credibility. Focus. Once the look and feel of your communications have been created and standards are applied to guide their development, it's critical that communications be targeted - that is, the communication and its message matches the audience. Relevant communications result in more positive actions and outcomes. Delivery. The vehicle to reach your audience is just as important as the message and the look of the communication. Whether it's outdoor signage, coupon stuffers or Web content, the vehicle must be evaluated in terms of how directly and quickly it will reach the target audience. We encourage the FWCC staff to explore some new distribution options, some of which are discussed in the recommendations that follow. KEY AUDIENCES Working with the City's communications and government affairs director, key managers from the Parks, Recreation and Cultural Services Department, and Community Center staff members, we identified and refined four key audiences. These are categories of individuals that the Community Center wants to inform, educate and motivate to participate in FWCC programs and services. The key audiences are: Pass Holders and Drop-ins . Prospective pass-holders . Current pass-holders . Drop-ins who are not prospective pass-holders Federal Way Community Center Strategic Communications Plan Rental Audience . Family and special occasion rentals . Corporate rentals . Community rentals . Athletic rentals Community Center Patrons - Prospective · Teens, adults or seniors who use the no-fee side of the Community Center The Media · Federal Way and regional print, broadcast and Web-based are the primary media markets. KEY MESSAGES After identifying key audiences, we next developed a set of key messages for each audience. These were vetted through staff meetings. The key-message platform (Appendix B) is a tool to help frame future communications so that they resonate with target audiences, capture their interest and spark action. Why key messages are important Key messages communicate an organization's relevance to a specific audience. For messages to cut through the clutter and connect with a target audience, they must be clear, memorable and meaningful. The Community Center's key message platform provides an inventory of relevant messages targeted to each audience that was identified as critical to the organization's success. How to apply key messages To make the best use of key messages, refer to them when planning a presentation, promotion or other communications. The messages can be used as a lead sentence, as a "call out" in copy, as a banner on a Web site, or re-concepted as a headline in a newsletter or direct maiL Key messages work in much the same way as graphic standards. They streamline communication development, create consistency in copy tone and give your communications strategic value. Over time, the consistent and frequent use of these messages with specific audiences will enhance credibility and strengthen the organization's relationship with these important groups. Federal Way Community Center Strategic Communications Plan IDENTITY DEVELOPMENT - "WHO WE ARE AND HOW WE SAY WHO WE ARE" Identity development or branding accomplishes a very simple objective: to quickly communicate who you are to the people you want to reach. A brand is made up of two parts: the personaliry (who we are) and the voice (how we say who we are). These are brand attributes. Once an organization identifies its brand attributes, the next step is to translate them into a compelling and memorable graphic symbol or logo. The brand is extended when the logo is applied, in a consistent and effective way, to every communication. Graphic standards written in plain English with easy-to-follow instructions ensure a consistent brand application with designated colors, typefaces and formats. U sing these standards, the logo is applied to business cards, brochures, posters, advertising, rack cards, Web site banners, vehicle signage and apparel. The consistent application of a strong and memorable logo helps ensure that your organization is remembered and respected. Over time, the brand and the organization accrue equity in the form of enhanced credibility and recognition. A positioning line, or tagline, further extends the brand recognition by capturing the vision, key message or distinguishing attribute of the organization in a few succinct and compelling words. Federal Way Community Center logo and positioning line The effort to create a logo for the Federal Way Community Center began in fall 2008. It is expected to debut in early 2009. The new logo includes elements of the City of Federal Way brand, such as the "wave," and a new positioning line was created - It all happens here. The customized "i" in the word "community" communicates the importance of the individual in relationship to the Community Center, and the wave can be viewed as a road leading to the Center's door, reinforcing the facility's goal to become the heart of the community. The tagline reflects some of the key attributes of the Community Center: An active, dynamic place where people gather and connect with their neighbors in a safe, central and authentic environment. The word "all" signifies the wide range of activities offered by the Center, and the sentence structure itself reinforces and reflects the City's tagline (It's all within reach). Federal Way Community Center Strategic Communications Plan PART II: KEY STRATEGIC PRIORITIES We have identified the following strategic priorities that we believe are central to the marketing success of the Federal Way Community Center. · Expand relationships with existing pass-holders and regular drop-ins to maximize long- term customer loyalty and encourage renewals and pass-holder conversion. · Build brand (new logo and tagline) recognition so that it stimulates new passholders and increased rentals. · Link, standardize and integrate communications to create awareness of, and cross- promote, the Center's diverse programs and activities - and its role in the community. · Develop new initiatives that help educate and engage the pass-holder and drop-in audiences, and use these activities to "sell" diverse Center offerings. · Enhance the Community Center's Web pages - as part of an overall effort to upgrade the City's Web site - so that key audiences can find the information they need to participate in Center activities, build relationships and improve their health and fitness. · Maintain an ongoing dialogue with area residents and businesses about the value, quality programming and accessibility of the Community Center through special events, campaigns and health-awareness programs. Federal Way Community Center Strategic Communications Plan PART III: RECOMMENDATIONS The following recommendations provide a road map to help the Federal Way Community Center develop a strong and effective communication strategy that integrates print and interactive media, as well as signage, in a consistent and meaningful way. Recommendation # 1 Ensure consistent brand application. Consistendy applied brand elements ensure audience identification. 1.1 - Graphic standards Graphic standards - a simple and powerful tool- guide brand management, save staff time and conserve organizational resources. Graphic standards are a reference tool for communicators, graphic designers and production artists, allowing them to quickly apply a look and feel- consistent with the organizational brand - for all your communications. Consistently applied design elements ensure that your audience will quickly identify that the communication originates from your organization and enhance perceptions of professionalism and credibility. Graphic standards guiding the usage of the new Federal Way Community Center logo and tagline will be developed and included as part of a comprehensive graphic standards manual that is being developed on a separate track. The graphic standards, or style manual, will present the City's identity in a variety of applications, ensuring its consistent use across departments and programs. 1.2 - Visual library One of the most rewarding aspects of the work performed by the staff of the Federal Way Community Center is the positive impact it has on the lives of people and the community in which they live. The personal element is central to the work of this organization. A central library of images will reinforce the mission of the Community Center and will enhance brand recognition and emphasize the Community Center's chief benefit - improved social and physical well being. We recommend a portfolio of images be identified - either original photography or stock photographs when appropriate - that convey the personal or human element inherent in the various activities undertaken at the FWCC: sports, fitness, senior gatherings, teen activities, birthday and wedding celebrations, and business and family rentals. These signature photos can be used repeatedly in different and creative combinations on a variety of communications and on the Web pages to reinforce a distinctive look and feel for Community Center communications. Federal Way Community Center Strategic Communications Plan Recommendation #2 Develop direct-mail postcards; delete capabilities brochure. Targeted direct-mail postcards can motivate and excite key rental audiences. The current capabilities brochure is outdated, and its distinctive design with tiered inserts is expensive to reprint. We recommend deleting the capabilities brochure and in its place, create direct-mail postcards targeted to appeal to distinct audiences important to the Center's revenue stream. The direct-mail pieces would be four-color and large-format (approximately 9" x 6" ). They can be mailed as part of a direct-mail appeal as well as handed out at important trade shows. They can also be part of a rental kit package (see Recommendation #6). A strong call to action can drive readers to the Web site to find photos and rate information. Our recommendation is to target two of the Community Center's higher-end rental audiences: weddings and business rentals. Although we know that City budgets are tight for the coming year, this action may pay for itself in the long run by generating additional rental mcome. A professionally produced direct-mail postcard focused on weddings can encourage wedding planners to consider the FWCC's contemporary, light-filled spaces and access to the outdoors. A second direct-mail piece targeted to business audiences can be used to attract luncheons, holiday parties, award dinners and other business-related events. Mid-sized businesses that might need a rental space for employee events, nonprofits looking for a fundraising space (i.e., to hold an auction), or professional organizations seeking a business lunch spot (i.e., Kiwanis) would be ideal audiences. In order to compete and attract attention, these communications need to be professionally written and designed with a strong focus on benefits. Recommendation #3 Standardize existing communications. Streamlined communications increase impact and conserve resources. FWCC currently produces a range of communications from flyers advertising special offerings to schedules and rate sheets. Although these communications provide important information, they appear to be written and designed from scratch each time, which consumes valuable staff time and budget. Streamlining and standardizing your communication materials by using templates, consistently applying the brand and other design elements, and integrating printed materials into the Web site, when possible, will provide staff and budget savings without diminishing usefulness and impact. Developing easy-to-read schedules, event flyers and other communications will also enhance credibility and improve member loyalty. All communications need to be proofed and edited for consistency in grammar and style, such as capitalizations and punctuation. Please refer to the communications audit for additional comments on specific communication pieces. Federal Way Community Center Strategic Communications Plan 3.1 - Facility schedule and rate-sheet handouts Schedule and rate information are some of the facility's most important and most frequendy requested documents. These handouts should be created to reflect the quality of the facility and dedication of the instructors. Our recommendation is to design a template that will be used for all fitness areas (pool, fitness, etc.). The handouts should incorporate the new facility logo and tagline. We recommend a color palette of four colors, one for each sea'son, so staff and visitors can tell at a glance if they have the new schedule in hand. Paper stock in those colors can be purchased in advance for cost effectiveness. The current rate schedule is difficult to understand and cumbersome to use. We recommend streamlining rates to round out the figures and either use a figure with tax or without tax - do not use both. Round out the rates so they do not total an odd number as they currendy do (i.e., $38.13 or $49.04). The rate schedule should have promotional introductory copy that highlights one of the premiere benefits of being a passholder - no Joining or initiation fees. The introductory copy should also include a new streamlined format and clear definitions of terms and payment options. These are all selling points to promote the facility. We also recommend deleting the "nonresident-rates passes" column on the current rate sheet and simplifying the nonresident fee structure by adding a footnote that says something to the effect: "Nonresidents will be charged a slighdy higher rate (or designated percentage more) than City of Federal Way residents." Because people who work in Federal Way receive the resident fee, you will need to define eligibility for resident fees, similar to the way "household" is defined. 3.2 Templates for coupons and passes Coupons and passes constitute a significant opportunity to build brand awareness and encourage people to participate in Center activities. They are also an important cross- promotional item for a facility that offers diverse activities. These materials should have a clearly stated offer and a consistent look and feel that immediately identifies them as a FWCC communication. The current size (6 1/2" x 2 7/8") seems to work well: It fits easily into a business envelope or rental kit and is convenient to grab a handful to hand out at events. Coupons and passes for 2009 need to be redesigned to incorporate the new logo and tagline. 3.3 Special event/programmatic flyers and quarterly flyers The flyers and mail-outs use different types of art, backgrounds and typefaces. Similar to coupons and passes, these communications should have a family look and feel. However, they need to remain flexible in terms of messaging and offerings. Federal Way Community Center Strategic Communications Plan Currendy, the flyer size varies. The size should be standardized, signaling to the reader that this handout is about a time-specific special event or program offering. The size also needs to be distinguished from the smaller size used for coupons and passes. In addition to flyers, the Community Center communicates with certain audiences, such as seniors, on a regular basis about upcoming events using quarterly flyers - many of which are mailed out. We are assuming these audiences require printed materials because they may not have access, or be inclined, to use a computer to find information. For quarterly flyers for seniors (and other specific audiences), we recommend a set of pre- printed one-sided sheets - similar to the quarterly calendar developed for the City's Economic Development Department. One side of the sheet is blank and can be run through an office printer with up-to-date information when small quantities are needed or photocopied in large quantities for a wider distribution. The printed side can use photos from the Visual Library (see #1.2 above) reflecting appropriate Center activities and audiences - again reinforcing key messages and establishing a unified look and feel for Center communications. 3.4 Facility tour card that promotes recruitment One of the key objectives of this communications plan is to increase pass-holder numbers. To enhance user levels, it's critical that a fitness enthusiast or a "fragile egg" - those on the verge of participating in a fitness program - visiting the center for the first time experience a positive first impression. We recommend an expanded tour card that focuses on the Center's fitness capabilities and can also work as a self-guided tour when staff is not available. It should be well designed with an attractive illustrated map of the Center - a communication a visitor will want to keep - and a specific call to action. Although it can have a few bullets to cross-sell other Center services such as rentals, its focus should be on fitness and the benefits of being a passholder. Key benefits should be clearly and prominendy highlighted. The rate sheet would work as a companion piece to the tour card so that someone who visits the center can walk away with all the information he or she needs to make a membership decision. 3.5 Rack cards At present, the rack cards are serving multiple purposes. They have schedule information, they advertise programs and they encourage rentals. One included a 2008 calendar on the reverse side. We recommend an activity and audience-focused approach with four versions focusing key activities and key audiences important to the Center. Our recommendations are: · Swimming · Fitness and recreation (can include the climbing wall, gym and jogging track) · Teens · Seniors Federal Way Community Center Strategic Communications Plan Rack cards that focus on audiences and activities increase the likelihood that people will pick them up and keep them because the information is relevant to what they need to know and want to do. Photography and text would focus on the specific activity or audience and integrate, visually and editorially, the new logo and tagline. 3.6 Boilerplate description of the Community Center A boilerplate is text that can be reused in new contexts without being changed much from the original. The rationale is that the more often you repeat information, the more you increase your chances that it will be heard and remembered. A boilerplate can be used in a program catalog, in a news release about the Community Center or in a presentation made by FWCC staff at a conference or trade show. Boilerplate language that is succinct and well-written should be created, and used often and consistendy from communication to communication. This saves stqfJ time and ensures consistent and correct messagzng. Recommendation #4 Keep advertising targeted and specific. Effective advertising can build awareness and understanding of the Centers mission. Advertising is expensive, hard to measure and ineffective unless it's strategic, targeted and specific. Advertising involves purchased media. It does not include free placements, such as calendar listings or media coverage. In order to conserve advertising dollars and increase effectiveness with timely placements, it's critical to take time each year to create an advertising plan. An advertising plan usually includes the following elements: · Media oudets (newspapers, magazines, etc.), which lists all of the media in which advertising will be placed. · Advertising goals, which explains why and how this plan meets these goals. · Audience, which looks closely at your target audience by demographics or lifestyle. Ad kits offered by newspapers and magazines will contain this information, and it's usually available online, as well. It's important that advertising oudets match the audiences you are trying to reach. · Strategy statement, which will guide your media buys. · Budget and calendar, which outlines what money is to be spent where, and when. Make sure you know the ad placement dates and allow enough time to design and create the ad to ensure the placement deadline is met. Because the Community Center is using other vehicles - rack cards, flyers, etc. - to advertise program offerings, we recommend that purchased media focus on: 1. Awareness building 2. Special offers 3. Citywide celebrations/events 4. Rentals Federal Way Community Center Strategic Communications Plan Creating ad templates that can be updated with photos and new copy will save budget and staff time. 1. Awareness building. This type of advertising is designed to build awareness about the Community Center, its location, offerings and mission. This type of advertising should have a specific message and be scheduled at specific intervals. 2. Special offers. To increase pass-holder numbers, it's important to advertise promotions that would attract community members to use the Center for the first time - these are Federal Way residents who may not see other marketing materials available to people who visit the Center on a regular basis. These ads should have a clearly defined offer, such as three free visits or aT-shirt or hat (designed with the new Center logo) when signing up to be an annual pass-holder. (To ensure that promotional items help build awareness, consider items that can be worn or seen outside the building, such as ball caps or bumper stickers.) 3. Citywide celebrations. The central role the Community Center plays in the life of Federal Way residents is an important part of its mission. Ads related to citywide events sponsored or held on Community Center property not only pull people into the event, but they also reinforce this important mission. 4. Rentals. We believe the Center can benefit from advertising the availability of its rental space. Rental ads must be audience-specific, both in terms of content and placement. For example, an ad to encourage rentals for business luncheons or employee events will vary gready in content and tone from an ad focused on marketing the Center as a wedding/reception site. In a like manner, reaching a business audience might involve taking out a relatively inexpensive ad in a company newsletter or trade publication, whereas reaching a bridal audience might involve a more expensive media buy in a magazine such as Seattle Bride. Recommendation #5 Develop a folder for greater marketing and media impact. A well-designed folder has great flexibility and can communicate key messages. A fully branded folder that reflects the Center's new identity can make a strong and positive first impression. The folder can be used for all types of event rentals, from family birthdays to weddings to corporate luncheons. An over-arching message or mission statement can be printed on the folder pockets or cover, without dating the folder. A folder has tremendous longevity and inserts can be easily customized for rental outreach, media materials, state legislators, VIP visitors and professional colleagues. Individuals considering a rental - a key source of revenue - will feel as though they are getting a customized package that reflects the specific requirements of their event, and not a generic overview of the Center's capabilities. Recommendation #6 Strengthen rental-market outreach communications. Targeted and well-designed rental materials give you a competitive edge. Federal Way Community Center Strategic Communications Plan The Community Center is competing with numerous rental facilities in the region - from hotel space to church halls. What sets the Center apart is that it's a new venue that offers additional attractions - such as the swimming pool, climbing wall or gym - all housed in a light-filled and contemporary building. It is unlikely that the Community Center will be able to compete with higher-market private venues, such as country clubs, for certain types of events. However, the rental space at the Community Center is modem and beautifully situated against a wooded backdrop. In good weather, its access to the outdoors can be a huge draw. Additionally, City ownership enhances confidence that the venue is safe, secure and well-managed. To attract renters in this competitive market, your communication materials need to be professionally written and designed with a strong marketing message and crafted in a warm and inviting tone. These materials present a valuable opportunity to highlight your facility and the professional way you work with your rental audience. The potential for word-of-mouth recommendations - from colleagues or friends and families - can be significant in helping to build this market. (Creating ads to market building rentals was discussed in a preceding recommendation.) 6.1 Rental kit inserts One way to differentiate the Community Center from the competition is to develop and design materials that highlight its setting, quality of the facility and high level of professionalism offered by facility staff. Kit materials should include professional photography of key events - weddings, birthdays and family celebrations - and be written in a warm and friendly tone so that potential event renters feel as though their event can truly achieve a "once-in-a-lifetime" status. This is particularly critical for certain types of events, such as weddings and anniversaries. We recommend developing a standard cover letter with key attributes that can be customized and included in each rental kit in response to an inquiry. If the kit goes out in response to an inquiry, the cover letter will be personalized. However, the same letter in a non-customized version can be used as part of a generic rental kit for individuals who drop in and ask for information. Additional kit materials can include a contract, a list of "Do's and Don'ts" when planning your event at the FWCC, a helpful event checklist, testimonials, suggested activities, list of fees and contact information. Consider having some of these materials available in multiple languages to increase outreach to target audiences. These materials should be housed in the new Community Center folder for an attractive and clean presentation. The folder will provide a helpful organizational tool that the potential renter can use for his/her event - keeping the Center's message and services highly visible. Y ou'll also want to develop a survey form to solicit feedback following each event. This is an excellent way of communicating with rental audiences, showing that you care about their opinion, and providing your staff with feedback to improve your rental program in the future. Federal Way Community Center Strategic Communications Plan Posting an electronic survey form on the rental Web pages should be incorporated into future plans. 6.2 Web site content for rentals In place of the capabilities brochure, which was the prime communication for rental audiences, we recommend that rental information which changes over time (i.e. rates and contract requirements) be housed, as downloads, on the Web site - along with high-quality photography of specific rental events. (Additional upgrades to the existing Web site are discussed in Recommendation #7.) This approach gives you greater reach and flexibility when updating information. Printed materials, such as the direct-mail postcard (discussed above) will provide a high-quality marketing piece highlighting benefits that can be used for an extended period of time for multiple purposes - hand-outs at trade shows, mail-outs and as a folder insert. The call-to-action on the direct-mail communication should drive prospective rental clients to the Web site to download specific information and view photographs with event set-ups. The rental information on the FWCC Web pages needs a complete redesign. One way to achieve this is to create a landing page that billboards facility rentals exclusively. (Currently, rentals are one of a list of items that viewers can access, along with pass-holder fees and general facility information.) Once at the landing page, potential renters can go to separate pages that correspond to their specific event - weddings, birthdays and family events, and business meetings and events. The landing page should include forceful marketing copy paired with a selection of high- quality event photos. Interested renters would click on an event category, where they can see additional event photos and can download information, such as event guidelines, blank contract, fee schedule and contact information. Creating an electronic space-available calendar will save staff time (i.e., fewer phone calls) and be a welcomed feature for prospective renters. Quality photography illustrates the potential of holding an event at the Community Center. Photos should exhibit several typical event set-ups - for example, a sit-down business luncheon with table and chairs in place, a wedding party exchanging vows outside, and a particularly colorful and nicely decorated child's birthday party. These should be photos of actual events, not stock photography. When taking photos at an event, remember to get written permission from the renters and a model-release form for any guest whose face might be recognizable in a photo. Secondary event activities, such as swimming pool, climbing pinnacle or gym rentals, should be described as Event Extras with clear and standardized costs. Each activity should be described in engaging and lively language - these pages need to be viewed as marketing materials and not information sheets. The goal is to inspire renters through content and photography so they will get excited and be inspired to act. Federal Way Community Center Strategic Communications Plan Recommendation #7 Updates to TV IWeb media should focus on specific results. Integrating print cormnunications with TV and Web will expand outreach efforts. We understand that the City of Federal Way is reviewing Web site content, organization, and other issues related to the City's Internet presence - along with an updated logo and announcement slides for FW TV. Because the Web site will be upgraded in the future, we recommend that the FWCC Web pages - at this time - be clearly branded and easy to access. In addition to improving the FWCC rental pages, discussed above, we recommend some simple content and photography changes to add more punch to the page, until budget is available to upgrade the entire site. Downloads of all pertinent printed marketing materials should be available on the Web site. Updated Web content should billboard benefits to potential pass-holders as this is a primary audience for the Center and a source of important revenue. A redesigned section for rental audiences with more marketing-oriented content should be developed as soon as time and budget allow. All marketing materials should reference the Web page in their call-to-action, but - at this time - the Web page should be seen as an "information source," not a key element of the Center's communications strategy. We recommend a new URL suffix that's easy to remember, spell and input on a keyboard and one that duplicates or ties into the new positioning line, for example: www.cityoffederalway.com/itallhappenshere Recommendation #8 Redesign Community Center pages within the Parks catalog. A redesign can focus attention on the offerings and programs of the FWCC. The quarterly Parks, Recreation & Cultural Services catalog lets residents know - all in one place - the courses, events and activities sponsored by the City. About 7S percent of the programs listed in the Parks catalog take place at the Community Center. In addition, three or four pages of special event ads and facility schedules related to the FWCC appear regularly in the first half of the catalog. To better highlight the Community Center pages, we recommend a banner across the top of the pages that billboards the section devoted to the FWCC. By standardizing and branding these pages, the offerings will be easily recognizable as Community Center offerings and will enhance public visibility of the Center's scope and depth of services. Using the new logo will also help increase brand awareness. The Group Fitness schedule needs to match the Pool format on the facing page, and we recommend that all competing fitness-program logos in the schedules be deleted. The Fitness program descriptions on the bottom half of the page should be edited for brevity and clarity. The cover of the catalog should be identified as a Parks publication and not as a Community Center publication, as it was in the Spring 2008 issue. Only the pages specific to the FWCC should be branded as such. Federal Way Community Center Strategic Communications Plan Recommendation #9 Designate dedicated marketing staff. Provide continuity with marketing materials by retaining professional staff. We understand that the FWCC has a 17 -hour/week graphic designer on staff. Having access to an in-house designer will provide continuity in the way your marketing materials look and feel, ensure that your brand is used in a consistent way, increase efficiency and reduce costs. We also recommend, if budget allows, that the Community Center add a part-time marketing communications position. This individual would create the Center's advertising and media action plans, write marketing collateral, oversee design, and ensure that all visuals and copy work together to create high-impact communications that engage people and inspire them to act. This person would also coordinate communications with the City's communications and government affairs manager to ensure consistent and timely messaging. If budget does not allow for an additional staff person, we recommend that one staff person be identified as the marketing "go-to" person for the Community Center. This individual would oversee schedules and the hiring of consultants, as necessary, to complete the tasks at hand. Recommendation #10 Encourage inquiries with clear signage - inside and out. Appealing signage and welcome materials may translate to new pass-holders. At this time, it is hard for a drop-in visitor to know where the facility is located from the street because of lack of directional signage or where to get pass-holder information once inside the front door. The Community Center is situated back from the street near a green belt. It's an attractive setting but its lack of visibility from the street makes it hard for people to see it from the street. The newly installed reader board should bring some added visibility. Inside, the signage overhanging the front desk does not immediately indicate where to ask questions or get more information about being a pass-holder. As of summer 2008, the primary sign at the front desk said: "Pass Holder Check-In" - only helpful if you're a pass- holder. Better signage is needed when visitors enter the facility's front door. This may include a sign that indicates where a drop-in visitor can ask questions, or a lapel button worn by front-desk personnel that says, "Pass-holder questions? Ask me." The self-guided tour card and rate sheet, discussed above, would be the designated handouts for this "window." Additionally, an information kiosk - positioned within the front vestibule of the facility- can provide detailed information about programs and services, and can be a source of information if staff are busy serving other members. It can be a rotating or stationery structure, created to house rack cards, and event and programmatic flyers. Federal Way Community Center Strategic Communications Plan The kiosk should clearly be identified as an information source for both current and prospective members. The information holders will keep materials neat and attractive. It is important that the kiosk be kept fully stocked with rack cards and flyers; an empty or messy kiosk sends a negative message to potential members. An information kiosk is no substitute for the human element, however. Duplicates of information materials should be kept at the front desk so they can be handed out when visitors request information. In addition, as programs and hours change from season to season, FWCC marketing person should alert front desk staff so they can remain up-to- date on facility offerings and provide accurate answers to visitor queries. One way that Federal Way can distinguish itself from its competitors is by its level of personal attention, professionalism and friendliness. The jogging track on the second floor provides a space that is underutilized in terms of communication and branding. Banners celebrating city events can be hung from the beams, and the wall space can be used for inspirational messages related to health and wellness. Recommendation #11 Collect current pass-holders' opinions and encourage renewals. Listening to pass-holders can help determine trends and a course for the future. People like to be heard, so it's important to make a feedback mechanism available to your users. A short, easy-to-complete feedback card can be distributed with renewal forms for pass-holders or available at the facility. The business-reply, postage-free card will be addressed to the City, which can collect and compile the results. The results can be shared with the City Council and appropriate City staff and used to determine trends and set directions for future marketing efforts. The card should include a limited number of questions (4 or 5 at most) so it is easy to complete and return. Another way to reward your pass-holders is to make sure they are given special treatment, when possible. Consider sending them personalized letters when it is time for them to renew their memberships or special invitations to community events, such as the annual anniversary party held at the facility or another event sponsored by the Parks Department. This would involve keeping a separate database of pass-holders with alerts to the office when pass-holder memberships are about to expire. As mentioned earlier, including a free gift with an annual pass-holder renewal, such as a branded ball cap, can also encourage member loyalty. Recommendation #12 Build community within your community. Look for wqys to shape your role as the "heart" if Federal W qy. Following our discussions with staff members and after reviewing reports and other materials generated during the Center's first year, it is clear that the City wants the Community Center to occupy a special place within the community, a place that welcomes all people of all ages. Federal Way Community Center Strategic Communications Plan The mission statement reinforces this goal: The Federal W try Communiry Center will foster recreation, health and enrichment opportunities that are invitingfor all ages, abilities, and cultures. To achieve this, the building was designed with a no-fee wing that offers comfortable meeting rooms and free activities. There are financial incentives for low-income residents and a new cafe will open soon. We encourage creative ways to communicate with your audiences and build your stake in the community. Here are a few suggestions. Piggyback events to maximize budgets and staff time. In April 2008, the City celebrated the Center's fust anniversary with a free public party. This is a great way to build awareness and increase pass-holders. We recommend this trend continues and that the Center host one free community-wide event each year. To maximize staff time and budgets, you can tie the event into an existing City event. For example, the FWCC can sponsor a BloomsDay swim meet or treasure hunt as part of the spring Buds & Blooms Festival. Or during the fall Women's Triathlon event, the staff can hold a fun run on the facility grounds. This piggy-backing of events allows the anchor-event planners to promote a fuller schedule of activities. The FWCC wins by receiving visibility in promotional materials. And overall, the City will be seen as a place where staff departments work together to provide fun, safe and enjoyable activities for both children and adults. Incorporate creative installations. In addition to the art installations inside and outside the facility, one of the most creative communication elements we observed in our visits to the facility are the art tables found in the space outside the pool. We hope these tables will become part of the new cafe. We think that incorporating historical highlights and photographs into the tabletops is an excellent way to highlight "community" and educate visitors -young and old - in a fun way. In one of our meetings, the idea surfaced to install footprints or signposts with wel1ness messaging along the path (BP A Trail) from the bus stop. This is an innovative way to overcome what might be perceived as a "negative" - the Center is about 1/2-mile from the . nearest bus stop - as well as a fun way to encourage people to take public transportation and a great way to promote fitness. This approach might also gamer some positive media coverage. Recommendation #13 Develop a yearlong wellness campaign to build credibility. Positioning your staff as experts enhances reputations and increases visibility. I The Community Center staff is experienced, professional and rooted in the Federal Way community. They have a lot to offer in terms of building awareness and providing education about important health and wel1ness issues. We recommend that the staff develop a wel1ness calendar for the year that pairs each month with a specific health or wel1ness topic, using booths, workshops and other education activities to involve pass-holders and the general public. For example, one month could be devoted to blood pressure, providing the opportunity to be screened for high blood pressure. Federal Way Community Center Strategic Communications Plan A poster highlighting the theme of the month would be displayed at the FWCC, media interviews could be scheduled, and advertising developed that revolved around the month's theme. Events such as these provide an important opportunity to educate the public, cross-sell fitness programs (that, for example, help control blood pressure) and position the Center staff as knowledgeable sources of wellness and fitness information. They also provide an opportunity to partner with other city agencies and the media, and to more :firmly root the Center in the lives of the community. In the future, these wellness materials and tips can be available as downloads on the Web site, providing cross-promotional opportunities to market rentals, events and other Center offerings. The long-term impact of this type of awareness-building and education demonstrates that the Community Center is more than a drop-in and fitness center - as many community centers are perceived to be - but rather a source of helpful and healthful information, and a partner- for-life, with Federal Way residents. Recommendation #14 Cultivate new ways to market to area businesses and hotels. Corporate incentives will translate to more pass-holders and facility rentals. We believe there are many opportunities for more strategic marketing efforts with the Federal Way business community. For example, Center staff could meet one-on-one with hotel concierges and managers to determine their interest in having special passes available for hotel guests, perhaps as part of a hotel package or special promotion. Real estate agents are an important, and often untapped, market. These individuals can promote the Community Center as one benefit for owning a home in Federal Way. Agents can be encouraged to include free or "two-fer" passes for new residents as part of the welcome kits often provided at closing. Center staff might want to host a special hospitality night for real estate agents, so they can tour the facility and become better acquainted with its offerings. This kind of special event can be expanded to include hotel managers and concierges, as well. Simple refreshments and a welcome by a City official will go a long way in making the evening memorable for these audiences. Mid- to large-size businesses might want to include information about the Community Center in a relocation kit or new-hire package they provide to new employees. Remember that acquainting businesses with your facility for one reason (i.e., selling memberships) will help you cross-promote it for another use, such as event rentals. Recommendation #15 Develop a media action plan. Targeted media strategies can cultivate strong, positive media relationships. Media outreach offers credible access to the largest number of people. Publicity can be print, broadcast or web-based and include news stories, feature articles, editorials, radio and television interviews, editorials and more. Federal Way Community Center Strategic Communications Plan A media action plan, and a designated in-house media contact, will provide a framework for telling your story to the media and allow you to be proactive in seeking media coverage. Positive media visibility will add credibility to your offerings and enhance your reputation, helping to recruit and retain members 15.1 Media kit and plan A media action plan, coordinated with the City's overall media outreach efforts, should include communication goals and objectives, key messages aimed at the media, a distribution schedule for press releases based on events and activities, media mailing lists and a media kit. Press kits are a basic staple of a successful media relations program. Kit materials should be reviewed at least twice a year and updated as needed. Your press kit can also be available as a download on the Community Center Web pages. A press kit for the Federal Way Community Center might include the following elements: 1. Presentation folder with logo (discussed above) 2. General news release - updated twice a year 3. Current issue of the Parks, Recreation & Cultural Services catalog 4. Current issue of Federal Way Focus newsletter 5. Contact information 6. Photography sheet with thumbnails/captions with photos available electronically 15.2 Designated press contact Identifying a designated staff person to work with the press enhances your ability to build relationships and credibility with the media. Make sure staff are informed about who the contact is in the event press calls are made to the front desk - and make sure these calls are forwarded prompdy to the key contact person. Responsiveness is an important element in building positive press relationships. Federal Way Community Center Strategic Communications Plan PART IV: METRICS There are a number of ways that the Community Center can determine whether its communications and marketing efforts have been successful. Here are a few: Pass-holder survey We recommend an annual pass-holder survey specifically related to Community Center communications. The questions should be short and easy-to-complete - four or five questions maximum. The survey can be sent out via email after the first few months of an individual's membership or handed out at the Community Center or at special events and programs. If you are printing a survey card, it should be self-addressed and postage-free to encourage use. As a measurement tool, keep in mind that a 1 to 3 percent response rate is considered standard. Website use A counter on your web site will help you determine how many "hits" come to the Web site. If possible, unique visitors, time spent on the site and return visits should also be tracked. How did you hear about us? New member applications, phone calls to the front desk, drop-in visitors and others should, when appropriate, be asked the question: How did you hear about us? A response form listing several options (Website, current member referral, newspaper ad, etc.) can be developed to easily and accurately capture important tracking information. "Talk to us" cards It's important to encourage feedback from both pass-holders and drop-ins. It's a way to learn from your audience and let them know how much you value their patronage and their feedback. A simple card that can be dropped into a sealed box (for privacy) is a way for your users to provide suggestions and comments. Twice a month, FWCC staff can summarize and circulate these comments to staff so they can be addressed. Creating a way to communicate these changes, via a bulletin board in the entry way, for example, is a way to open up two-way communications with your members. Other performance measures Here are additional ways to measure the success of your communications: 1. Pass-holder figures · Number of new pass-holders · Number of pass-holders renewals 2. Number of inquiry calls received about membership 3. Number of tour cards distributed 4. Facility rentals statistics · Number of business-rental events · Number of family party rentals · Number of "high-end" rentals, such as weddings and auctions Federal Way Community Center Strategic Communications Plan PART V: SCHEDULE, MILESTONES AND BUDGET The following pages include the implementation schedule, milestones and budget we have developed in order to successfully implement our marketing recommendations. The milestones cover 24 months, beginning with the :first quarter of 2009 and continuing through 2010. The budget shows a breakdown for services keyed to each recommendation. We have included estimates for priority marketing materials, such as design templates, that consultants can develop and then hand off to in-house design staff. This will ensure correct and consistent brand application while providing the tools that Center staff need to develop future communications. Additional design and copywriting support is recommended for high-visibility pieces such as the FWCC folder. Most of these costs are one-time only costs designed to help ensure a unified approach that builds equity in the new identity (logo and tagline), supports marketing and revenue goals, and helps create memorable communications products. Given the tight marketing budget for fiscal year 2009, we have developed a two-tier approach to implementing these recommendations, establishing Priority and Secondary communications. Additional long-term recommendations included in this plan, but not listed below as Priority or Secondary, are bulleted under Milestones 2010. Priority marketing collateral- Ql and Q2 2009: . Brand standards (under development - completion date 12/31/08) . Develop visual library . Review signage and identify improvements per the graphic standards . Advertising action plan/calendar . Presentation folder . Rental market communications, print and electronic (kit inserts and Web content) . Redesign of FWCC pages within the Parks brochure . Boilerplate description of the FWCC . Redesign of schedules and rate sheets (templates) . Self-guided tour card with illustrated facility map . Redesign of rack cards, passes, coupons and flyers (templates) Secondary marketing collateral- Q3 and Q4 2009: . Develop survey card for pass-holders . Implement signage improvements . Installation of an information kiosk . Direct-mail postcard for wedding and business rental market Federal Way Community Center Strategic Communications Plan PROJECT MILESTONES: FIRST TWO YEARS OF IMPLEMENTATION MILESTONES FOR 2009 · Hold employee orientation for Federal Way graphic standards · Write boilerplate Center description/mission and apply to Center communications . Catalog visual library for easy access . Designate existing staff member for marketing communications or hire marketing assistant . Review signage and kiosk design requirements and develop action plan · Develop measurement tools (metrics) so progress towards goals can be evaluated . Complete Community Center pages redesign within the Parks catalog . Complete redesign of rental market collateral (folder, inserts, rack card, direct mail/handout) . Complete fitness-related marketing collateral (schedules, rate sheet, tour card, rack cards) . Standardize event flyers and quarterly activity flyers . Standardize coupon and pass materials . Update content and visuals on the Web site . Create an advertising action plan/ calendar and implement . Apply measurements tools to solicit feedback from pass-holders and make improvements . Create a media kit and draft a media action plan MILESTONES FOR 2010 · Implement signage recommendations inside and outside the Center . Install an information kiosk for all print information . Update and implement advertising action plan . Update content and visuals for facility Web site . Collect and collate feedback from measurement tools . Develop an event, installation or other innovative community-wide activity . Create your yearlong wellness campaign . Update media kit, media lists and develop the 2010 media action plan . Add to visual library at appropriate occasions Federal Way Community Center Strategic Communications Plan BUDGET The budget that follows includes estimates for the following services: · Creative - copywriting, design, project coordination, client consultation and conferencing . Printing - print services . Distribution - postage and mail house services The budget was developed in fall 2008 and reflects our best estimate for the services needed to implement these recommendations. To develop this budget, it was necessary to quantify certain variables that have not yet been established, such as print quantity, size of printed piece, paper stock, and so forth. Once a more detailed scope of work is identified, we will be able to further refine these budget figures. For recommendations that have no costs attached, we have assumed that the City of Federal Way will use existing staff and/or resources (i.e., in-house mailing lists) to undertake and complete the project. These projects have "City of Federal Way" listed in the column marked "Service. " Many of these costs are one-time costs for design and copywriting. Once the initial copywriting and design have been completed, this collateral can be used for several years with minor editorial and design changes, such as updating photography. Printing costs will be incurred annually, however, and the City should project a 5 percent increase from 2009 to 2010 for printing services. Line items that are one-time costs are marked with an asterisk (*). Federal Way Community Center Strategic Communications Plan Direct Mail Card* (2 direct-mail cards Distribution SUBTOTAL $7,000 $14,500 Creative #4 Advertising 2 Ad Templates* Ad plan Media buys Creative SUBTOTAL $4,000 $12,000 $5,000 $21,000 2009 Q1 Federal Way Community Center Strategic Communications Plan Creative 2009 Q2 #15 Media Action Plan/Press Kit* Creative $4,000 - $5,000 2009 Q3 GRAND TOTAL $78,050 - 81050 * These costs are one-time costs. Once the collateral has been produced, future costs will primarily consist of printing and distribution, along with some minimal copy and design refinements. Federal Way Community Center Strategic Communications Plan Appendix A (IDB l 1 ..:0 COMMUNICATIONS AUDIT OVERVIEW FEDERAL WAY COMMUNITY CENTER PRESENTED TO CITY OF FEDERAL WAY July 25, 2008 The Federal Way Community Center currently produces a wide range of print and electronic communications. The Center also uses static, and plans to use electronic, signage for programmatic and directional purposes and issues periodic press releases to build awareness about activities, services and Community Center milestones. Many of the communications - such as activity schedules, course catalogs, flyers and coupons - are standard promotional vehicles that other community centers and fitness facilities employ. We reviewed these communications - more than 30 in all- in terms of messaging, visual and editorial content, frequency and distribution. We then viewed each against the selective prism of potential business impact, since meeting certain revenue targets is a critical objective for the Center's second year. From pre-opening until the present day, the Community Center has operated without dedicated marketing or graphics design support. Despite this lack of resources, the staff created - and continues to create - a wide range of print and electronic communications to inform the public about programs and services and to build a strong customer base in line with the City's revenue expectations. Our communications audit is designed to identify strengths and weaknesses so that our forthcoming recommendations add value to outreach efforts while conserving staff time and resources. Streamlining communications: Streamlining and standardizing materials through the use of templates and graphic standards will help guide the consistent application of color, typography, art and photography as well as the city, departmental and program logos. This, in turn, will reduce staff time and cost. Because of the lack of dedicated marketing and graphics design staff, the communications produced by the Community Center do not have a consistent look or a clearly defined strategy. There appears to be no production schedule by which communications are developed and distributed, helping ensure the frequent and carefully timed release of information to maximize impact and produce results. Federal Way Community Center Strategic Communications Plan Standardizing the look and feel: There is definite room for improvement in the look and feel of most of the communications we reviewed. For example, there is a wide variety of fonts, colors and formats. Much of the photography and clip art lacks consistency, and in many cases, does not reflect the professional quality of the Center's programs and staffing. The City logo is not applied consistently or in accordance with the graphic standards for color, placement and recommended background elements. Additionally, programmatic logos sometimes compete visually with the City logo, which can be corrected with proper application. By standardizing the look and feel of your print and electronic communications, you will not only create a communication that is instantly recognizable by readers and viewers, but you will also save staff time and money since you will not be "reinventing the wheel" every time a communication is needed. Creating engaging content: Several of the publications we reviewed were well-organized, such as the capabilities brochure, but lacked a lively and engaging writing style. Most of the communications do not include a strong call to action to persuade and motivate audiences to buy passes or rent the facility. Some communications had too much copy or lacked editorial focus, and, coupled with an awkward layout, made the content hard to follow. There were inconsistencies in punctuation and capitalization. The communications most in need of an overhaul are the rental-market materials. These types of communications are highly specialized and the language needs to be gracious and inviting. However, we found that the language used in facility rental materials either over- promised ("your premiere event center") or was dry and legalistic, using the price structure as the first bit of information that a prospective renter reads, followed by a series of bullets indicating what will happen to you if you break the rules. Enhancing business impact: All communications coming from the Federal Way Community Center, regardless of how small, reflect on the quality of the facility and, by implication, the City of Federal Way. If the communications fall short, they can impact your ability to attract new members and encourage facility rentals. In today's market, when different venues compete aggressively for the consumer's time, money and attention, it is critical not only to tell people about the great diversity of courses and events offered, but also to excite them and inspire them to act. The potential business impact of the rental promotional materials is substantial, and this market is a critical area for growth, according to the City. In some rental markets, particularly the wedding trade, event facilities are selling a dream. Individuals who are considering renting your facility should be seen, not as income-generators, but as welcomed guests who hope to create a memorable occasion. In order to compete and attract attention, communications for this audience need to be professionally designed with a strong marketing push and, most importantly, written in a warm, friendly and gracious tone. The Community Center's Web section could have a substantial impact on increasing traffic to the facility and improving the bottom line. However, the Web pages devoted to the Community Center are not particularly user-friendly or engaging. The section is hard to Federal Way Community Center Strategic Communications Plan navigate and is not visually appealing. There is also some overlap with content appearing on the Parks, Recreation & Cultural Services pages, which can be confusing. A clearly defmed media relations strategy could support the facility's business goals. During its first year, the Community Center missed out on several opportunities to engage the local media. A pro-active media outreach effort can make a difference. Positive media visibility will add credibility to the Center's offerings and reputation, helping to recruit and retain members. The report, Federal W qy Community Center Communications Audit, provides assessments of individual communication pieces. Federal Way Community Center Strategic Communications Plan Appendix B (IP.D t 1 .~ FEDERAL WAY COMMUNITY CENTER - KEY MESSAGES August 15, 2008 1. PASS HOLDERS AND DROP-INS A. PROSPECTIVE Pass-holders Audience: Community Center drop-ins, families, fitness advocates, those considering a fitness program, recreation-seekers and area businesses. Goal: To reach potential pass-holders and motivate them to visit, explore and learn about the Community Center's programs and services. Key messages: · We r1fer the best recreational value in South King County. . We r1fer programs for all ages and abilities in one central location - it's one-stop shopPingfor all your fitness and recreation needs. . We have an experienced stqff committed to makingyour fitness or recreational experience scifC and fun. Support: Unlike most fitness facilities, we have no initiation fee. Our pass options fit your schedule and your budget. Our facility is the only one in South King County that allows six people on a family pass. B. CURRENT Pass-holders Audience: Families, fitness advocates, those considering a fitness program, recreation- seekers and area businesses. Goal: To retain current pass-holders and to convert short-term pass-holders to long-term pass- holders. Federal Way Community Center Strategic Communications Plan Key messages: · Our annual pass riffers the best value and a flexible pqyment plan. · You'll see results over time. · Our highlY trained and supportive skiff will help you stqy motivated with new and rewardingfitness and aquatic programs Support: An annual pass makes good economic sense, and monthly automatic withdrawal payments enhance affordability and provide greater convenience than short-term renewals. Our staff is always available for assistance and to answer questions. We offer an array of programs and activities that change often and reflect the latest trends in fitness and conditioning. c. DROP-INS who are not prospective pass-holders Audience: Overnight tourists, business travelers, hotel guests and individuals onlY interested in occasional use. Goal: To inform them of the location, services and programs and encourage them to purchase a multi-visit card, when appropriate. Key messages: · Drop-ins from m!)!where are alwqys welcome at the Communiry Center. . We riffer programs for all ages and abilities in a fun and scife environment. . The Communiry Center is eary-tofind and has free parking. Support: You do not have to be a city resident to use the facilities. 2. RENTAL AUDIENCE A. Family and special occasion rentals Audience: Individuals or families looking to rent space for a birthday, anniversary, wedding or other special event. Goal: To maintain the high level of existing rentals. Key messages: · Make your next celebration one your friends and familY will never fo'l,et. . Our rental costs are competitive. Federal Way Community Center Strategic Communications Plan . Our rooms are contemporary and lightfilled, flexible in design and function. Support: Our event packages can include rental of the pool, gym and/or climbing pinnacle and nearby party rooms to make your special occasion fun and festive. Rental rooms have large windows and access to the outdoors. There is free parking on site. B. Corporate rentals Audience: Businesses or companies seeking a facility for a staff party, retreat, meeting or luncheon Goa I: To build visibility and a strong rental market with this audience - especially during the off-peak hours. Key messages: · Our flexible space can accommodate events from small to lar;ge - up to 296 people. . We have a convenient location in an attractive new building with plenty of free parking. . We riffer supportive services and amenities at competitive rates to help make your business event a success. Support: We offer light-filled rooms with access to the outdoors, a variety of audio-visual equipment, and a modem kitchen to accommodate your catering needs. C. Community rentals Audience: Individuals or organizations that want to rent a meeting room for a lecture, trade show, hobbyist event, auction or luncheon meeting (i.e., Kiwanis or Rotary) Goal: To build visibility and a strong rental market with this audience - especially the off- peak hours - and to retain groups that are already using the facility. Key messages: · Our flexible space can accommodate events from small to lar;ge -up to 296 people. . We have a convenient location in a new building with plenty of free parking. . We'll help you make every dollar count with special nonprofit rates and event services. Support: We offer light-filled rooms with access to the outdoors, the latest audio-visual equipment and a modem kitchen to accommodate catering needs. We offer discounted rates for nonprofit organizations. Federal Way Community Center Strategic Communications Plan D. Athletic rentals Audience: Schools, leagues or teams that need to rent a pool or gymnasium for practice sessions or to hold a game, tournament or meet. Goal: To inform schools, churches and community sports leagues about our services and facility, and to encourage them to commit to season-long rentals. Key messages: · Our new,jlexible-design gyms and aquatics area will help your school or league put its best foot forward. . Our stqff is committed to the value and spirit inherent in youth and adult sports. . We offer tiered seating, ea{Y building access, free parking and locker rooms for plC!Jers. Support: We have fitness-minded staff that will work with your team and coaches to ensure a smooth-running sports event. Our gyms are flexible in design to accommodate basketball, volleyball and other competitive sports, and our aquatics area can accommodate swim team practice sessions and small meets. Our building amenities will help you engage and retain team members and a spectator audience. 3. COMMUNITY CENTER PATRONS - PROSPECTIVE Audience: Teens, adults or seniors who use the no-fee side of the Community Center. Goal: To encourage the community to use the facility Key message: · GLOBAL: We are more than just a place to go. We are your front door to the communiry, where you can meet friends, explore new horizons or e,!jqy time to yourseff in a social setting. · Teens (Parental point of view): Weprovideascifeplacewhereyourteenscanmeetfriends, plC!J pool, and etyqy games and other recreational activities - with no initiation or pass-holder fees. · Teens: See what's happening at the Federal W C!J Communiry Center. Our communiry wing is a great place to meet your friends, shoot some pool and have fun - and it's free! · Sen iors: Our seniors lounge provides a warm and weicomingplace - free to the public - where you can gather, make friends and maintain a healtf?y social balance in your lijC. · Recreation-seekers: We provide a variery of classes, activities and events that encourage you to get engaged, pursue outside interests and meet others in an attractive new communiry wing that's free and open to all. Federal Way Community Center Strategic Communications Plan Support: We focus on the whole community. We provide a place where young and old, singles and families can build relationships and maintain a balanced and healthy lifestyle through social gatherings and physical exercise. Many of the events and activities held in the community wing are free with no sign-up fees. 4. THE MEDIA Audience: Local and regional reporters, government publications, recreation trade publications Goal: To inform and encourage positive coverage of a community-oriented facility. Key message: · We are dedicated to serving all residents and visitors, regardless of age, culture or abiliry. . Our professional stciff can serve as an accessible and credible source of iriformation about exercise and fitness topics. . Our spacious faciliry, with the latest aquatic and fitness equipment and an arrqy of regionallY inspired art indoors and out, mirrors the ene'lfJ and spirit of our ciry and riflects the distinct character of the Pacific Northwest. Support: We are South Puget Sound's newest community-based recreation and fitness facility, supporting a diverse and changing community. Our staff is trained, talented and committed to sharing their knowledge about exercise and the importance of a balanced healthy lifestyle. Federal Way Community Center Strategic Communications Plan COUNCIL MEETING DATE: January 20, 2009 ITEM#:" ~ CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: 2008 Edition of tbe National Electrical Code Adoption POLlCY QUESTION: Should the City adopt the 2008Edition of the National Electrical Code COMMITfEE: Land Useffransportation MEETING DATE: January 5, 2009 CATEGORY: o Consent o City Council Business ~ Ordinance o Resolution o o Public Hearing Other STAFF REPORT By: R. Lee Bailey Attachments: l. Draft Ordinance DEPT: Community Development Options Considered: L Replace the currently adopted electrical code (2005 NEe) with the 2008 Edition of the NEe. 2. Do not replace the currently adopted electrical code (2005 NEe) with the 2008 Edition of the NEe. STAFF RECOMMENDATION: Staff recommends Option 1. CITY MANAGER APPROVAL: ~ (!i1}.'1 DIRECTOR APPROVAL: Committee Yt(- Committee {J' .j . cil COMMITTEE RECOMMENDATION: Forward staff recommendation for Option 1 to the January 20, 2009 City counCil. Agenda. for fIrst reading. . Ii ' J- -K:. {; {,J-;J ~~ ~~ / ./Z"L' .. A.A_J:P-- LlOda Kochmar , Chair DlOi Duclos, Member PROPOSED COUNCIL MOTION: "[ move approval of the ordinance adopting the 2008 Edition of the National !:!f'c'_f:riml Code. i.....--~.....~' .iio..; &i,"- .................;'..;:... .i.J..c-...~..,4. ................L ........&...0-....................... ~"'- "'- ..~L..,j r"!~.-~r.--.T:" 1~r.'l;,T. - - -...--- -. -- - ----. -- .- ." -" - -- - - ~-- ---.........-- ~_........ --........~... o O~NWI) ~ST r~~~~~ "........ ",..."'.......,...,..,..............",......-.. ."'..-......"..."". o MOVED TO SECOND !lEA!l~G I.",,(li,.,=,<>,; _"nld ". .~_....-."'-~_..~~'" ~'~_"'_"h~~.~ - - -p,,"-, REV!SED- 1)'~!!)I)/2C~-6 ()!l!)!N A.N('!; U REsmFHON 11 CITY OF FEDERAL WAY MEMORANDUM DATE: TO: VIA: FROM: SUBJECT: January 5, 2009 Land UselTransportatioD Committee Cary M. Roe, P.E., Assistant City Manager, Chief Operations Officer, Emergency Manager R. Lee Bailey, Building Official ~ 2008 National Electrical Code Adoption BACKGROUND: The city is required to enforce the state electrical code. As of December 31,2008, the state adopted the 2008 Edition of the National Electrical Code. Therefore, the City Of Federal Way should adopt this code for consistency. cc: Project File Day File ORDINANCE NO. 09- AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF FEDERAL WAY, WASHINGTON, AMENDING CHAPTER 5, ARTICLE X, OF THE FEDERAL WAY CITY CODE TO ADOPT THE 2008 EDITION OF THE NATIONAL ELECTRICAL CODE. (AMENDING ORDINANCE NOS. 90-33, 92-143,95-234,98-320,01-402,04-465, AND 07- 563.) WHEREAS, the City of Federal Way is responsible for permitting and inspecting the installation of electrical wiring and equipment as set forth in Chapter 19.28 RCW; and WHEREAS, the City of Federal Way is required to adopt locally the current edition ofthe state's electrical code; and WHEREAS, as of December 31,2008 the state has adopted the 2008 Edition of the National Electrical Code NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF FEDERAL WAY, WASHINGTON, DO HEREBY ORDAIN AS FOLLOWS: Section 1. Chapter 5 Article X Section 5320 of the Federal Way City Code is amended to read as follows: 5-320 Electrical codes adopted. (a) Adoption by reference. The following codes as presently constituted or as may be subsequently amended, are all adopted as amended, added to, or excepted in this chapter, together with all amendments and additions provided in this title, and shall be applicable within the city: (1) The National Electrical Code (NEC), ~ 2008 Edition, as published by the National Fire Protection Association; (2) The laws, rules and regulations for installing electrical wiring and equipment set forth in Chapter 19.28 RCW; (3) The following chapters ofthe Washington Administrative Code: a. Chapter 296-43 WAC, Heating Installation; ORD #09- , Page 1 b. Chapter 296-45 WAC, Safety Standards, Electrical Workers; c. Chapter 296-46(B) WAC, Electrical Safety Standards, Administration, and Installati on. (b) Purpose. This chapter is enacted as an exercise of police power of the city for the benefit of the public at large. It is not intended to create a special relationship with any individual, or individuals, or to identify and protect any particular class of persons. The purpose ofthis chapter is to provide minimum standards to safeguard life or limb, health, property and public welfare, by regulating and controlling building construction and work related thereto. Section 2. Severability. The provisions of this ordinance are declared separate and severable. The invalidity of any clause, sentence, paragraph, subdivision, section, or portion of this ordinance, or the invalidity ofthe application thereofto any person or circumstance, shall not affect the validity ofthe remainder ofthe ordinance, or the validity of its application to other persons or circumstances. Section 3. Corrections. The City Clerk and the codifiers of this ordinance are authorized to make necessary corrections to this ordinance including, but no limited to, the correction of scrivener/clerical errors, references, ordinance numbering, section/subsection numbers, and any references thereto. Section 4. Effective Date. This ordinance shall take effect and be in force five (5) days from the time of its final passage, as provided by law. Passed by the City Council of the City of Federal Way this day of ,2009. CITY OF FEDERAL WAY MAYOR, JACK DOVEY ATTEST: CITY CLERK., CAROL MCNEILLY ORD #09- , Page 2 APPROVED AS TO FORM: CITY ATTORNEY, PATRICIA RICHARDSON FILED WITH THE CITY CLERK: PASSED BY THE CITY COUNCIL: PUBLISHED: EFFECTIVE DATE: ORDINANCE NO. I:\DOCUMENT\2007 Building Code Change\Unfit Structures Ordinance. doc ORD #09- , Page 3