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PRHSPSC PKT 09-08-2009City of Federal Way CITY COUNCIL PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COMMITTEE Tuesday, September 8, 2009 5:30 p.m. 1. CALL TO ORDER 2. PUBLIC COMMENT — THREE (3) MINUTES 3. COMMISSION COMMENTS 4. APPROVAL OF August 11, 2009 SUMMARY 5. COMMITTEE BUSINESS City Hall Hylebos Conference Room Action Topic Title/Description Presenter Page or Info A. Roof Replacement Ikerd 5 Action 09/15/09 Council B. 800 MHz Project Update Hwang 9 Information C. Placement of "Safe City Federal Way" signs at designated Hwang 15 Action locations in the city 09/15/09 Council D. Martin Luther King Jr. Celebration Hynden 21 Information E. Cancel the 2009 Valley Cities Counseling & Consultation Hynden 31 Action Acquisition of a Community Facility Project and Reallocate 09/15/09 Council 2009 Capital Funds to the King County Housing Repair Program F. 2010 Community Development Block Grant (CDBG) Hynden 39 Action prnr Qr 09/15/09 Council 6. PENDING ITEMS • Festivals • NLC Providing Discount Pharmacy Services to Citizens • Concept of Housing in South King County • Maintaining the health of trees in the City — relating to invasive species; particularly English Ivy 7. NEXT MEETING — Tuesday October 13, 2009 5:30pm — Hylebos Conference Room 8. ADJOURNMENT 2009 Committee Members: Staff Council Member Jeanne Burbidge, Chair Cary Roe, Public Works and PRCS Director Council Member Jim Ferrell Mary Jaenicke, Administrative Assistant II Council Member Michael Park 253-835-6901 City of Federal Way City Council PARKS, RECREATION HUMAN SERV ICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday, August 11, 2009 5:30 p.m. SUMMARY Committee Members in Attendance: Committee Chair Jeanne Burbidge and Committee members Mike Park and Jim Ferrell Council Members in Attendance: None Staff Members in Attendance: Amy Jo Pearsall, City Attorney, Interim Deputy Chief Neal, Ray Gross EOC Manager, Mary Hobday, Emergency Management Specialist, and Mary Jaenicke, Administrative Assistant 1I. Guests: Fred Konkett, Chair Parks Commission, John Wilde, citizen Chair Burbidge called the meeting to order at 5:32p.m. Public Continent: John Wilde spoke regarding Animal Control issues. He stated that where he lives there are several people breeding pit -bulls. Not all of them are friendly or licensed or tagged. He called the Federal Way Police Department to enforce the leash law because there was an unleashed pit -bull running loose. The Department stated that they could not help him, and forwarded him onto Animal Control. He wants to know whose job it is to enforce City Code. He stated that both agencies wanted him to ascertain whether the animal was vicious, which he is not going to do. He does not feel that there is a pre-emptive attempt. Many times when he calls animal control he gets a recording, and they are only available 9am-5pm. He stated that it is a level of service issue. Mr. Wilde is trying to get a copy of the contract that the City has with Animal Control. He will come back to this committee, and ask them to revisit the contract, and would like this issue put back on the agenda. Chair Burbidge has talked with the legal department, and has been told that staff is pursuing options on this issue, and will come back to Committee with more specifics and options. There is a concern with King County Animal Control, and their lack of response. There are budget issues, bat the City does need to look at this issue. Interim Deputy Chief Neal stated that their main concern is the safety of citizens, organizations and businesses. Police officers do respond to animal issues quite often and some are more serious than others. They will respond as fast as they can if there is a report of a vicious dog or a dog bite. After they mitigate the issues it is turned over to Animal Control. Without more hours from the Animal Control Officers it is hard to enforce dogs off leashes on a daily basis. It is difficult to provide immediate services. John Wilde stated they he has little faith in violators being prosecuted. He would like a change in the code and make it criminal. Mr. Neal stated that there are two separate issues; law enforcement can take the appropriate action and put together a criminal case, the prosecution is another realm. Council member Ferrell stated that we are talking about two different things. 1) Laws on the book to prosecute. 2) Personnel and resources in place to address ongoing issues. Council member Ferrell is focused in on the animal control resources issue and our contract with them. Council member Park believes that it is time to revisit the Animal Control issue. Commission Comments: Fred Konkell, Chair of the Parks and Recreation Commission stated that they had a very productive meeting and recommendations were made for parks to have their playground equipment replaced due to deterioration. The Parks Commissioners took field trips to acquaint themselves with the parks, and the conditions of the play equipment at each park. APPROVAL. OF SUMMARY Council member Park moved to approve the July meeting summary. Council member Ferrell seconded. Motion passed. BUSINESS ITEMS Regional Hazard Mitigation Plan adoption Ms. Hobday reported that the Annex pages were revised. They created a regional hazard mitigation working group which consisted of Public Works and Emergency Management. They also met with South King Fire, Lakehaven and PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday August 11, 2009 Summary Page 2 Federal Way Schools. They are required to look for different mechanisms within the city that incorporates the concepts of the plan. Seven possible areas were identified. The plan will be reviewed on an annual basis. They are also required to provide a progress report on the initiatives from the last plan. The majority of the plans are not costly; they include city labor that is already funded. Six initiatives are being submitted with a focus on four areas: 1) Earthquakes 2) Hazardous material spills 3) Severe weather related hazards 4) Utility outages. Ms. Hobday stressed the fact that we are not obligated to complete these initiatives. It is more of a wish list of things that would make a difference. These are things that could be put into work plans and use labor or funds that we already have. Council member Park asked how the initiatives would be funded. Ms. Hobday stated that they would apply for grants or use city funds if they were available. Council member Park moved to approve the Resolution for adoption of the revised Hazard Mitigation Plan of King County, and forward to the September 15, 2009 City Council meeting for approval. Council member Ferrell seconded. Motion passed. Criminal Code Update Ms. Pearsall reported that this is a proposed Ordinance that includes the crime — Sexual Misconduct with a Minor in the Second Degree that was adopted by the state legislature. This amendment adds this crime to the Federal Way Revised Code. There was no discussion. Council member Park moved to approve the proposed Ordinance modifying FWRC 6.20.010. Council member Ferrell seconded. Motion Passed. Pending Items Festivals: Chair Burbidge would like staff to look at other comparable cities in terms of festivals, parades and events. She wants to know who initiates the event, plans the event, raises the funds, and carries out the event. What type of group is it? Is it a civic group, private non-profit, chambers, business association, or tourism, and what role do the cities play in the events. These events are important to a community, and she would like a discussion on how we can work successfully with these groups_ Council member Park stated that he has spoken with the Han Woo Ri Festival Board President regarding the MLK Celebration event and they have approved the use of the 5016 status. This has been communicated with Greg Fewins and Lynnette Hynden. There needs to be 10-12 citizens to volunteer for this event. He would also like one person from the Arts Commission, Diversity Commission and the Parks and Recreation Commission to participate in the planning of the event. NEXT MEETING -September 8, 2009 5:30 p.m. in the Hylebos Conference Room ADJOURNMENT - Meeting adjourned at 6:37 p.m. COUNCIL MEETING DATE: September 15, 2009 ITEM #: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: ROOF REPLACEMENT POLICY QUESTION Should the City accept roof replacement bids and authorize the City Manager to enter into a contract with the successful bidder? COMMITTEE: PRHSPS MEETING DATE: Sept. 8, 2009 CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other: STAFF REPORT BY: Stephen Ikerd, Parks & Facilities Manager DEPT: PRCS History: There are two Caretaker homes at West Hylebos Park and one picnic shelter at Laurelwood. Park that have roofs that are failing. Two of the three roofs have leaks and staff has taken temporary measures to prevent any further damage from occurring. Bid Result: 10 companies from the Small Works Roster were invited to bid two options; replacing with asphalt shingles or replace with standing seam metal roofing. 3 companies responded as follows: • Chets Roofing - asphalt package $29,750 + tax Metal roofing package $51,350 +tax • V& R Roofing - asphalt package $31,523 + tax Metal roofing package $72,580 +tax • Wright Roofing - asphalt package $26,825 + tax Metal roofing package -- no bid After weighing the differences of asphalt shingles to metal; staff recommends the extra investment in metal roofing for: longer durability, less maintenance hours and the added feature of being more vandal resistance. Reccomended metal roof package; cost summary: • Chets Roofing - Metal roofing package $51,350 10% contingency 5,135 Sub total 56,485 WS tax 5,592 Total metal roof package for 3 sites $62,077 This project will be funded out of a CIP account which currently has a balance of $182,000. Options Considered: Re -roofing the caretaker homes with asphalt shingles and Laurelwood picnic shelter with metal; $31,125 + 3,081.38 tax = $34,206.38- This option would involve two different Contractors. STAFF RECOMMENDATION: Staff recommends Council accept the bid from Chets Rooting and authorize the Interim City Manager to execute act for roof replacement in the amount of $62,077.00. A CITY MANAGER APPROV to Committee to Cowicil COMMITTEE RECOMMENDATION: DIRECTOR APPROVAL: toto Con Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move approval to accept the bid from Chets Roofing and authorize the Interim City Manager- to execute a contract for roof replacement in the amount of $62,077.00 5 TO BE COMPLETED BYCfTYCLERKS OF COUNCIL ACTION: ❑ APPROVED ❑ DENIED ❑ TABLED/DEFERRED/NO ACTION ❑ MOVED TO SECOND READING (ordinances only) REVISED — 02/06/2006 COUNCIL BILL # IST reading Enactment reading ORDINANCE # RESOLUTION # G G c a Ono g o n o z z CIA t n g D n % 2--3r Z =�a 1 N �% C Ira V N O v C co a A O. Vt G. a. G7 n. 00 m m G COUNCIL MEETtNG DATE: September 15, 2009 ITEM'[ #: ... ......... -.-I . ...... . .... ..... CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: 800MHz Project Update POLICY QUESTION: None - Informational Only COrvIMITTEE: Parks, Recreation, Human Services and Public Safety MEETING DATE: September 8, 2009 Council Committee - (PRHS&PS) CATEGORY: R Consent El Ordinance 0 Public Hearing ❑ City Council Business El Resolution Other - Information Only STAFF REPORT BY: ANDY HwANG, ACTING CHIEF OF POLICE Attachments: 1. PRHS&PS Staff Report 2. Letter to David Mendel, King County 3. Questions Options Considered: N/A STAFF RECOMMENDATION: Staff recommends Option 1. DEPT: Police Department CITY MANAGER APPROVAL:,01y./S J, 1 6 �- /,— DIRECTOR APPROVAL: Cornmittce C , COMMITTEE RECOMMENDATION: PRHS&PS recortimends Option Cot-ru-nittee Chair Cornrnittee Member Committee Member PROPOSED COUNCIL MOTION: J move to accept this proposal and authorise the placement of -Safe City Federal Way" signs at the designated locations. " (BELOW TO BE COMPLETED BI'CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL is ❑ D E -,N I F D 18'rreathug ❑ TABLEDIDEFERRED/NO ACTION Enuctuteut reading ❑ vfo%,r,-D FO SECOND READING (ordinances onl,y) OfWINAACE f/ REV[SED -u3-06.3006 RESOLUTION ft VJ CITY OF FEDERAL WAY CITY COUNCIL COMMITTEE STAFF REPORT DATE: September 8, 2009 TO: Parks, Recreation, Human Services and Public Safety Council Committee VIA: Brian J. Wilson, Interim City Manager FROM: Andy Hwang, Acting Chief of Police SUBJECT: 800 MHz Project Update Background The King County regional 800 MHz trunked radio system was approved by voters in September 1992- The primary purpose of the system is to provide emergency radio communications services for all the police, fire, emergency medical services, public school districts and public hospitals within King County. The system consists of several subsystems joined together by electronic switching equipment. Each subsystem has been implemented by what is called a sub region and the City of Federal Way is part of the King County — Valley Communications sub region. Central coordination for the regional system is provided by the King County Regional Communications Board. When the Federal Way Police Department (FWPD) began providing police services in October of 1996 the 800 MHz system was in place. Police officers experienced reception and transmission problems in parts of the City from the onset, some measures were taken to impact poor reception, but finally in 2005 due to officer safety concerns FWPD started to aggressively pursue a systems fix to the poor reception/transmission issues. Andy Hwang was the project manager for FWPD and he began working with Mark Morgan of Valley Communications, and a representative from King County Radio Communications Services (KCRCS). Several tests of the system were conducted in 2005 and 2006 with the conclusion being that FWPD Sector 1 has low levels (low density) of usable radio signal. This results in inability of users/dispatch centers to communicate effectively. King County Radio Communications Services continues to conduct tests, review data, and consult with outside engineer firms from September 2007 until October 2008, when the City of Federal Way Mayor, Jack Dovey, sent a letter to King County Executive, Ron Sims, requesting immediate assistance. In January of 2009 King County Radio Communications recommends that a funding source is sought for six million dollars that will be necessary to implement an infrastructure solution (new simulcast site) to improve signal strength. Next SteVs 9 FWPD will perform recommended maintenance to portable radios. KCRCS has agreed to split the costs of this maintenance. Maintenance should be completed in the fourth quarter of 2009. B\rPD will offer to replace current pot -table radio equipment with recommended dipole antennas and public safety microphones. Costs will be determined after the number of replacements is determined. The goal is to absorb this cost in the 2009 and 2010 department equipment budget. FWPD has sent the attached response to KCRCS and will continue to pursue the infrastructure solution that was recommended by KCRCS. 211 August 27, 2009 David Mendel King County Radio Communication Services Manager 6452 s. 144h St. Tukwila, WA. 98168 David: The Federal Way Police Department did receive the "Detailed Report on Federal Way Coverage Pilot Project" e-mailed to us on July 7, 2009. This report raised several concerns regarding how King County Radio Communications Services (KCRCS) would proceed from this point. I requested that Commander McAllester review all of our efforts and communications to date and prepare a summary. A historical review of the progress or lack of progress toward finding solutions to radio reception in Federal Way has been revealing. We have attached a list of questions that we would like to have addressed as we move forward in efforts to solve the radio issues in our City. In regards to the pilot project, the Federal Way Police Department is not in agreement with the findings of your staff. It is unclear if the new radio equipment (dipole antenna and public safety microphone) significantly contributed to the quality of radio transmissions and receptions. The report states that in some areas the RSSI levels were dropping into the 40s and 30s with associated poor communications. This calls into question the impact of the new equipment. It also reminds all of us that the primary problem is low signal level as stated in several reports including your January 2009 update report. The Federal Way Police Department has taken steps to conduct maintenance on our portable radios. We look forward to receiving answers to our attached questions. Those answers will assist us in deciding what our own next steps will be. Commander McAllester will be managing this project in the future and communications should be directed to her. She will be on sabbatical leave until 12 October 4, 2009 which should provide KCRCS ample time to respond to our questions. Her contact information is: Commander M. McAllester Federal Way Police Department (253) 835-6735 melanie. meal lesterO,cityoffederalway.com Sincerely, Andy Hwang Acting Chief of Police Federal Way Police Department 33325 8ch Ave. South PO Box 9718 Federal Way, WA. 98063-9718 Cc: Federal Way City Council David Martinez, King County Chief Information Officer 13 QUESTIONS 1. The original levy included funding to purchase the radio equipment for police agencies. If dipole antennas and public safety microphones is the recommended equipment, why was this equipment not originally purchased? 2. What percentage of the original levy funds has been expended and how are any remaining funds used? 3. In a January 26, 2009 you agreed to work on finding funding for a new simulcast site. What funding sources have been identified and what progress has been made in securing funding? 4. There have been several comments over the years about the possible impacts of commercial interference. What is the current status of the re - banding / reprogramming plan? (Please provide a copy of the plan) 14 COUNCIL MEETING DATE: September 15, 2009 ITEM #: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: Placement of "Safe City Federal Way" signs at designated locations in the city. POLICY QUESTION: Should the City of Federal Way allow the placement of "Safe City Federal Way " signs in key areas of the city? COMMITTEE: Parks, Recreation, Human Services and Public Safety MEETING DATE: September 8, 2009 Council Committee - (PRHS&PS) CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: SANDY TUDOR, LIEUTENANT DEPT: Police Department Attachments: I . PRHS&PS Staff Report 2. Safe City Sign Locations Memorandum 3. Safe City Sign Location Map 4. Safe City Signs (actual signs to be presented at the Council meeting) Options Considered: 1. Accept the proposal to place "Safe City Federal Way" signs at the designated locations in the city. 2. Reject the proposal to place "Safe City Federal Way" signs at the designated locations in the city. STAFF RECOMMENDATION: Staff recommends Option 1 CITY MANAGER APPROVAL: t,/t� $liX09 DIRECTOR APPROVAL: ..✓(, Committee Council Committee Council COMMITTEE RECOMMENDATION: PRHS&PS recommends Option _ Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move to accept this proposal and authorize the placement of "Safe City Federal Way" signs at the designated locations. " (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL # ❑ DENIED IST reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ NIOVED TO SECOND READING (ordinances only) ORDINANCE # REVISED — 02/06/2006 RESOLUTION ti 15 CITY OF FEDERAL WAY CITY COUNCIL COMMITTEE STAFF REPORT DATE: September 8, 2009 TO: Parks, Recreation, Human Services and Public Safety Council Committee VIA: Brian J. Wilson, Interim City Manager.Wl A} I I A09 FROM: Andy Hwang, Acting Chief of Police SUBJECT: Placement of "Safe City Federal Way" signs at designated locations in the city. Background The Safe City Federal Way initiative has been in process since 2006. In May of 2009 it was officially launched as a functioning program. Although the Safe City program is up and running, there are many more components that can and will be mobilized in the future. One of those components is the placement of "Safe City Federal Way" signs in designated locations throughout the city. The purpose of the signs is two fold. First, the signs are meant to be a deterrent to criminal activity. Second, the signs are meant to inform the public and encourage participation in the program and by noting the website address. The Board of Directors of Safe City Federal Way, has approved a plan and budget for the "'Safe City Federal Way" signs. The cost will be fully covered by Safe City Federal Way. The signs will be made and posted by King County. Safe City Federal Way is a community based initiative that unites businesses, residents, city officials, and law enforcement through a project intended to maximize safety and minimize theft and other crimes in our community. The goals of the Safe City program are to reduce crime, effectively utilize police resources, attract new businesses, provide citizens a safe environment to live, work, and shop, and strengthen the community with a prosperous local economy. "Safe City Federal Way" signs, placed at key locations throughout the city, are a part of implementing this program in the most effective manner. Safe City Federal Way is seeking approval from the City Council to have these signs posted at the locations specified in the attached memorandum and map. Recommendation Approval of Safe City Federal Way's request to post "Safe City Federal Way" signs at the designated locations. (See attached sign location map.) Forward to the full Federal Way City Council for approval, on September 15`" 2009. 16 Federal Way Police Department CITY OF \ Safe Cities Program FederWay al V Vay MEMORANDUM To: Federal Way City Council From: Sandy Tudor, Contract Services Lieutenant Date: August 12, 2009 Subject: Safe City Sign Placement Locations The following list of "Safe City Federal Way" signs has been approvel by Safe City Federal Way's Board of Directors. It is now being presented to the Federal Way City Council for approval. Total of 11 locations — Core of Safe City Zone (sign facing) Safe City, Website, and Zone signs 1. Pacific Highway S. — S. 310th St. (N) 2. Pacific Highway S. — S 316'h St. (N) 3. Pacific Highway S. — S. 336`h St. (S) 4. Pacific Highway S.— S. 324' St. (S) 5. S. 320th St. -- Pacific Highway S.(W) 6. S. 320" St. -- Pacific Highway S. (E) 7. S 324th St.— 23`d Ave. S. (E) 8. S. 312th St. — 28th Ave. S. (E) 9. 21St Ave. S -- S. 316th St. (N) (Transit Center — City Property) 10. 21St Ave. S.-- 31700 block (S) (Transit Center — City Property) 11. S. 317th St. -23 d Ave. S. (E) Total of 10 signs — Primary entrances into city Safe City and Website signs 12. Pacific Highway S. — S. 272❑d St. (N) 13. Militar Road S. — 27700 block (N) 14. S. 288' St. — 3200 block (E) 15. S. 320th S. — Military (E) 16. Weyerhauser Way S. — Just north of the SR 18 westbound off --ramp (S) 17. Enchanted Pkwy S --35400 block (S) 18. Pacific Highway S — 37600 block (S) 19. S.W. 356t'' St. — 2151 Ave S.W. (W) 20. S 3401h St. —Hoyt Rd. (W) 21. SW Dash Point Road - 5600 block (W) 17 City of Federal Way Safe Cities Safe Cities Sign Locations Safe Cities Major Streets Local Streets _ ® Sign Locations Freeway Ramp Collector Street 1 City Limits Divided Freeway Local Street • • • King County Boundary Arterial Street 18 \kerike\ps\safecitieskSigns Asize.mxd 1 I V - Milton Map Date: August, 2008 Revision Date: August, 2009 City of f=ederal Way P.O.Sox 9718 33325 8th Ave S Federal Way, WA. 98063-9718 0 0.5 1 Scale: Mile N 0 T J 3rd ST �i J►S. �. p Kent oinbA Puget Sound •��: •.,ALN ••\. tia /-� ; •. - .ln't 1 i� 1 IL Federal Way i ?y tu rn uJ 2Affi ST EU a Safe Cities Major Streets Local Streets _ ® Sign Locations Freeway Ramp Collector Street 1 City Limits Divided Freeway Local Street • • • King County Boundary Arterial Street 18 \kerike\ps\safecitieskSigns Asize.mxd 1 I V - Milton Map Date: August, 2008 Revision Date: August, 2009 City of f=ederal Way P.O.Sox 9718 33325 8th Ave S Federal Way, WA. 98063-9718 0 0.5 1 Scale: Mile N 0 T oma 3rd ST �i J►S. �. •��: •.,ALN ••\. tia .ln't 1 i� 1 • t Safe Cities Major Streets Local Streets _ ® Sign Locations Freeway Ramp Collector Street 1 City Limits Divided Freeway Local Street • • • King County Boundary Arterial Street 18 \kerike\ps\safecitieskSigns Asize.mxd 1 I V - Milton Map Date: August, 2008 Revision Date: August, 2009 City of f=ederal Way P.O.Sox 9718 33325 8th Ave S Federal Way, WA. 98063-9718 0 0.5 1 Scale: Mile N 0 y CD 0 in rm a m r r" 20 COUNCIL MEETING DATE: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: Martin Luther King Jr. Celebration ITEM #: POLICY QUESTION: TRERE ARE NO POLICY QUESTIONS PENDING ON THIS ISSUE. COMMITTEE: PRHSPS MEETING DATE: July 8, 2009 CATEGORY: ❑ Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ® Other STAFF REPORT BY: LYNNETTE HYNDEN, HUMAN SERVICES MANAGER DEPT: Community Development Services Department Attachments: • Memorandum to PRHS&PS Council Committee Dated August 31, 2009 • Newspaper Article: Federal Way Mirror dated August 15, 2009 • Memorandum to PRHSPS Council Committee Dated June 25, 2009 Options Considered: No action is requested at this time. Staff is updating the Council Committee on its progress to recruit and assist in the reorganization of the MLK Celebration Community Committee. STAFF RECOMMENDATION: Take no action at this time. CITY MANAGER APPROVAL. DIRECTOR APPROVAL: ,W— Co Council Committee Council COMMITTEE RECOMMENDATION: "I MOVE TO APPROVE OPTION " Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move approval of option " (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL # ❑ DENIED ISTreading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinances only) ORDINANCE # REVISED - 02/06/2006 RESOLUTION # 21 22 r_In, OF r... MEMORANDUM TO: Parks, Recreation, Human Services, and Public Safety Council Committee FROM: Lynnette S. Hynden, Human Services Manager VIA: Greg Fewins, Community Development Services Department Director RE: Martin Luther King Jr. Celebration DATE: August 31, 2009 Background The Martin Luther King Jr. (MLK) Celebration has been an annual event in Federal Way for sometime. In July 2009, the Diversity Commission brought forward the issue and concern regarding the continuation of the yearly MLK Celebration that the City of Federal Way has been experiencing for over 15 years. With the decline in membership of the MLK Celebration Community Committee over the years it has been in the hands of one volunteer to see the event come to life each year. This past year that one chairperson alerted the community that he could or would no longer chair this community committee that has been dedicated to the yearly MLK Celebration. The Diversity Commission has provided a portion of its yearly funding to the MLK Celebration Committee, however, it has been private donations raised independently by the MLK Celebration Committee over the years that have kept the event going. It appeared as if the MLK Celebration Committee has dissolved. Pending Issue The issue is how to recruit new membership and leadership for the MLK Celebration Community Committee where the committee can act independently of the city in order to allow for the private fundraising that is necessary for the continued community celebration of Martin Luther King, Jr. The necessity to quickly revitalize the MLK Celebration Community Committee is what staff took away from the lively discussion and suggestions presented at the July PRHS&PS Council Committee meeting. Staff followed up with Committee Chair Jeanne Burbidge and Council member Mike Park for further clarification on their suggestions for membership recruitment and fundraising capacity for the new committee. The attached Federal Way Minor newspaper article was published and 23 Director Fewins made a presentation to a local community civic leadership group_ Other recruitment efforts have also been underway. The newspaper article has been the largest draw to recruit volunteers for the committee. In addition, other city commissions were asked to have at least two members from each commission to join a transition team comprised of city volunteers from commissions to help guide the reorganization of the MLK Celebration Committee. The future of this committee seems to be within reach of gathering some momentum based on a few responses from the newspaper article. We will know more if the invitation is accepted to join the Diversity Commission for an introductory meeting on September 9"'. The city's commissions are being encouraged to support and assist in the efforts of assuring the yearly program can move forward, but the actual event would be the sole function of the community committee. Outcomes As a result of the newspaper article and the requests made to the established community groups, there is some interest from the community to come and participate in the first of what we hope are many more meetings for the newly formed MLK Celebration Community Committee. The date is set for September 9, 2009, at 6:00 p.m. in the Council Chambers. 24 enge e�tenfs leading rip e th eCe6ration, matntiractidt l©(}, COUNCIL, MEETING DATE: July 21, 2009 ITEM #: CITY OF FEDERAL. WAY CITY COUNCIL AGENDA BILL SUB.fECT: Martin Luther King Jr. Celebration POLICY QUESTION: SHOULD THE DIVERSITY COMMISSION OBLIGATE THE CCCYON THEIR 2010 WORKPLAN TO BE THE I E iD FINANCIER AND ORGANIZER OF THE MLK CELEBRATION? COiV A11TIME: PRHSPS MEETING DATE: July 14, 2009 CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Lynnette Hynden, Human Services Manager DEPT: Community Development Services Attachments: • Memorandum to PRHSPS Council Committee, June 25, 2009 Options Considered: 1. Approve the recommendations as proposed in the memorandum of June 25, 2009. The Diversity Commission would only continue their participation in a supporting role for the MLK Celebration should another private entity show interest and take the lead in organizing the event, including fundraising. The 2010 Work Plan will not reflect this project as a priority for the Commission unless or until another entity replaces the MLK Celebration Committee. In addition, the Council supports the preservation of MLK Celebration artifacts, to include documents and Community Flame. 2. Do not approve the Diversity Commission's recommendations. 3. Amending the proposed recommendations as expressed in the June 25, 2009, memorandum STAFF RECOMMENDATION: Option 1 is recommended. �,,,,� CITY MXNAGER APPROVAL: 4j:h b" /- h46 DIRECTOR APPROVAL: ` y Committee Cowed Committee Council CoryumITTEE RECOMMENDATION: -`Forward option #l; approve the recommendations as proposed in the memorar_dtim of June 25, 2009, to the full Council Consent Agenda on July 21, 2009. " Jeanne Burbidge Chair Jim Ferrell Member Mike Park Member PROPOSED COUNCIL MOTION: "I move approval ofoption #1,- approve the recommendations as proposed in the memorandum of June 25, 2009." (BELOW rO BE COMPLETED BY CI FY CLER KS OFFICE) COUNCIL ;ACTION: 0APPROVED COUNCIL BILL # ElDEiVt.;:� ISTreading ❑ TABL. ,'.D%DEFERRED/NO ACTION Enactment reading _ ❑ LNIOVt t TO SECOND READING (ordinances only) ORDINANCE # REVISED -02).'06i2006 RESOLUTION # 7 27 K `D ersay OW for MLK doe 44k CITY OF Federal Way MEMORANDUM TO: Parks, Recreation, Human Services and Public Safety Council Committee FROM: Lynnette S. Hynden, Human Services Manager on behalf of the Diversity Commission VIA: Greg Fewins, Community Development Specialist Department Director RE: MLK Celebration DATE: lune 25, 2009 Background The Martin Luther King Celebration has been an annual event in Federal Way for sometime. Over the years, it has been Mr. Ron Walker and the MLK Celebration Committee that has been instrumental in making the event consistent and readily available to the public. The MLK Celebration Committee is a private communitybased organization comprised of Mr. Walker and others he has recruited over the years for the sole purpose of coordinating and sponsoring the MLK Celebration. While the Diversity Commission has been involved with the Celebration, it has been Mr. Walker's tenacity and passion via the MLK Celebration Committee that has kept the event alive and functioning. The Diversity Commission has provided a portion of its yearly funding to the Celebration Committee, however, it has been private donations raised independently by the MLK Celebration Committee over the years that have kept the event available and growing. This year, Mr. Walker announced, after a decade of working endless hours, he was stepping down from the MLK Celebration Committee to pursue other interests. As a result, it appears the MLK Celebration Committee dissolved. Mr. Walker continues to sit as a voting Commissioner on the Diversity Commission. Pending Issues In early March, a Diversity Commission exploratory sub group was formed to examine the feasibility of the Commission taking the lead for the community's MLK Celebration by being the chief organizing agency for the yearly event, minus the independent MLK Celebration Committee. After several months of discussion two issues surfaced that appear to be barriers for the Commission to effectively organize a yearly event. First, there are significant budgetary restrictions. The Commission receives $4,000 from Council to support their yearly work plan and operating costs and if that entire budget were allotted to the celebration it would not cover the expenses of the MLK program as it has been developed by the MLK Celebration 8 28 Committee over the years. The Commission cannot conduct the "fund raising" efforts likened to what the MLK Celebration Committee has done over the years because the Commission is a city entity. If they could, this last year, fundraising was very difficult for even the MLK Celebration Committee as their usual private contributors indicated that 2009 would be the last year they would be able contribute. Partners such as Weyerhaeuser, Community in Schools, local banks and even King County who in the past has contributed did not this year. It can be assumed that the Commission can not anticipate King County contributing funds in the near future due to the budgetary deficits they currently face as a result of down tum in the economy. Second issue that was raised is whether or not the Commission as a collective body is willing to organize the yearly celebration. Such organization and coordination of these types of community celebrations takes a dedication and passion that simply cannot be placed on a group which lacks that determination. A few on the Commission felt that the city has defined its mission and directs the Diversity Commission to be more active in community equity and by promoting awareness of such issues impacting all residents, rather than consuming at best half of their year and all of their resources on one event. The Diversity Commission would like to move forward in being more inclusive of others. In addition, The MLK Celebration Committee's passion and enthusiasm is not strongly shared by the entire Commission's membership therefore the Commission would struggle to achieve a Celebration equal to those of past years. Without the independent MLK Celebration Committee, the Commission would like a reprieve from placing the celebration on their work plan as a yearly event. Preserving the artifacts that are symbolic of the years in which Federal Way celebrated Martin Luther King is very important to the Diversity Commission. One of the significant symbols is the community flame. This piece of art could be displayed for many years in a public space. The years of articles can be bound and archived. The Commission would like permission from the Council to develop a comprehensive plan to store such important artifacts. At this time, the Commission seeks direction from the Council on how they see the Diversity Commission's role in upcoming years as it pertains to the MLK Celebration. Recommendations 1. The Diversity Commission recommends that they would only continue their participation in a supporting role for the MLK Celebration should another private entity show interest and take the lead in organizing the event, including fundraising. The 2010 Work Plan will not reflect this project as a priority for the Commission unless or until another entity replaces the MLK Celebration Committee. 2. The Diversity Commission would also recommend that Council support the preservation of previous MLK Celebration artifacts such as articles to memorialize the dedication of the joint collaborations between the Diversity Commission and the independent MLK Celebration Committee. The Commission especially would like to collaboratively work with the Art's Commission on the best options available to publically display the Community Flame. 9 29 10 30 COUNCIL MEETING DATE: September 15, 2009 ITEM #: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: CANCEL THE 2009 VALLEY CITIES COUNSELING & CONSULTATION ACQUISITION OF A COMMUNITY FACILITY PROJECT AND REALLOCATE 2009 CAPITAL FUNDS TO THE KING COUNTY HOUSING REPAIR PROGRAM. POLICY QUESTION: Should the City of Federal Way reprogram available 2009 Community Development Block Grant (CDBG) capital funds to the 2009 and 2010 capital funds used for the King County Housing Repair Program serving Federal Way residents? COMMITTEE: PRHS&PS MEETING DATE: September 8, 2009 CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Lynnette Hynden, Human Services Manager DEPT: Community Development Services Department Attachments: Memorandum to Human Services Commission dated August 6, 2009, with attachment from Valley Cities Counseling and Consultation. Background: The City of Federal Way allocated 2009 CDBG capital funds to Valley Cities Counseling and Consultation for the acquisition of a mental health clinic in Federal Way. Due to the downturn in the economy, Valley Cities declined the funding award and has renegotiated the lease for their existmg clinic in Federal Way. This means that approximately 5241,649 needs to be reprogrammed to another eligible CDBG capital project. On July 20, 2009 the Human Services Commission deliberated and considered many options in which to reprogram the 2009 CDBG capital dollars which was previously awarded to Valley Cities. Their recommendation was to allocate all of the 2009 CDBG capital funds to the King County Housing Repair Program that has been heavily supported and utilized by qualifying Federal Way residents. Options Considered: I _ Allocate available 2009 CDBG capital funds to both the 2009 and 2010 King County Housing Repair Program to serve eligible Federal Way residents. The King County Housing Repair Program would provide low interest or forgivable loans for housing repair and emergency grants for life threatening repair needs in owner occupied homes to qualified residents. 2. Do no allocate available 2009 CDBG capital funds to the Housing Repair program but rather allocate the capital funds to another project not considered by the Human Services Commission. 3. Take no action to allocate the available 2009 CDBG capital funds at this time and request further information. STAFF RECOMMENDATION: option I CITY MANAGER APPROVAL/WP,.- DIRECTOR APPROVAL: 6V457 Council Committee Council COMMITTEE RECONIMENDATION: ! move approval o, f option 31 Jeanne Burbidge, Chair Jim Ferrell, Member Michael Park, Member PROPOSED COUNCIL MOTION: "I move approval ofoption (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL # ❑ DENIED IST reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinances only) ORDINANCE # REVISED -02/06/2006 RESOLUTION # 32 Federal Way MEMORANDUM DATE: August 6, 2009 TO: Human Services Commission FROM: Lynnette Hynden, Human Services Manag SUBJECT: Cancel the 2009 Valley Cities Counseling & Consultation Acquisition of a Community Facility Project and Reallocate 2009 Capital Funds to the King County Housing Repair Program Policy Question: Should the 2009 Community Development Block Grant (CDBG) allocation of $241,649 to the Valley Cities Counseling and Consultation for the acquisition of a community facility be canceled and funds reallocated per the 2009 CDBG Contingency Plan to the King County Housing Repair Program? Background: The City of Federal Way allocated $241,649 of 2009 CDBG funds to the Valley Cities Counseling and Consultation Acquisition of a Community Facility project. In November of 2008, Valley Cities notified Federal Way that they would not be accepting the 2009 CDBG award (Attachment 1). In addition to reviewing open King County CDBG Consortium projects per the 2009 CDBG Contingency Plan, the Human Services Commission considered reallocating funds to projects applying for 2010 CDBG capital funds. The Human Services Commission recommended at their July 20, 2009, meeting to reallocate available 2009 CDBG Capital funds to the King County Housing Repair program for 2009 and 2010 housing repair program. As noted at the May Commission meeting, the King County Housing Repair Program has been funded by Federal Way to provide zero interest forgivable loans for housing repair and emergency grants for life threatening repair needs in owner occupied homes to qualified residents. This program is heavily used by Federal Way residents. Federal Way funds the program with 25% of the annual CDBG allocation and has added funding to the program as needed. The housing repair program would receive $180,807 in CDBG funds based on the current 2009 estimates. The City allocated $260,092 to the program in 2008 and 32 Federal Way households utilized $370,439 in funds. Additional funds would be designated to utilize in 2009 and/or 2010 to serve eligible Federal Way residents. The King County Housing Repair Program has also recently been expanded to include up to $8,000 for weatherization to eligible households. A public notice has been published and written public comment requested prior to the Human Services Commission meeting (Attachment 2). Any comments received will be considered as part of a public hearing at the August 17, 2009, Human Services Commission meeting. The Commission will then finalize their recommendation on the cancelation and reallocation of 2009 CDBG funds. Proposed Motion: Cancel the 2009 CDBG award to Valley Cities Counseling and Consultation for the Acquisition of a Community Facility, in the amount of $241,649; and, allocate the $241,649 in 2009 CDBG Page 1 of; 3 i !j — 1 Capital funds to the King County Housing Repair Program to serve eligible Federal Way clients in 2009 and 2010. And further to authorize the City Manager, or his designee, to enter into the appropriate agreement(s) for the addition of this project. To be forwarded to the Parks, Recreation, Human Services, and Public Safety Committee for recommendation and consideration by the full Council at the September 15, 2009, meeting. Please contact me at (253) 835-2650 or lynnette.hynden@cityoffederalway.com if you have any questions regarding this item. Page 2 oft 4_2 (io VALLEY CITIES counseling &consultation To ACCeSS Services Please Call 253.9',9 4(0: ttl ,53.7 3� posnnaster 7%Alet zincs _rs bV\vtV.Va(iL\tit[I�iCOR ;administration a Auburn C omprehensivt Sen icer 2704 -!" at, \[ -auburn- `A 1 9800-1 253.:33.7449 ft,.t 253.833.0450 Federal Way Comprehensive Services & Federal Way Youth & Family Services 33301 1 it -a\ South lair C 115 Federal ti a.tl k -)So VCCC 1-53-66i.6634' fizx 253.66;.b052 FWYFs: 2-51.835.9975 iless Familv Services o35 S Orc_ts Street. =122 Seartie. 4V 4 �)S 108 7tet, i a. 2tib.'bn.OS 3 Dent C+:rnt,rehettsive Services 325 11'c�; l:oty; lir�Ci K';11 1. % A 9803 2 253.520.9350 Jac 253.520.1'99 Renton Services )23 Po\veil Ave SW. =100 Renton. A'A 98055 425 264.2080 rcrr 425,264 2081 Faith Richie C" ie E_:ecwn'e %.Tics r A United twit: Agencc since 1967 November 4, 2008 Kelli O'Donnell CDBG Coordinator City of Federal Way 33325 8th Avenue South Federal Way, WA 98003 Dear Kelli: IVED BY COMMUNITYDEVEL PMENTTOEPAATMENT NOV 0 5 2008 Attachment I I regret to report that our Board has made the difficult decision to withdraw from our Purchase and Sale Agreement on the building at Campus Square, and to reluctantly turn down the Federal Way CDBG funds awarded to our agency for use in 2009. We came to this decision based on three converging events: The county turned us down for our grant application for their CDBG funds, the credit environment for the summer of 2009 became more difficult to predict, and our estimated renovation costs became too high. The current owner offered to negotiate a lease to purchase arrangement, but the CDBG requirement for a fifteen year minimum term plus a change of use restriction makes this untenable. We can see no other option at this point, other than to work on a capital campaign for a future acquisition project for this site. We are tremendously grateful to the Human Services Commission and the City Council for their support of this project. We also want to acknowledge your help and guidance during this entire process. We continue to believe that providing a permanent home for this very high need, low income, disabled population is a high priority. I am sorry that we could not do the project at this time, but we hope that we can return at some future date and ask for city support. Sincerely, Faith Richie Chief Executive Officer CITY OF - ,-,.s-� S Federal Attachment 2 Notice of Public Hearings: Cancelation and Reallocation of 2009 Community Development Block Grant (CDBG) Funds & Allocations of 2010 Community Development Block Grant (CDBG) Funds NOTICE IS GIVEN that the Federal Way Human Services Commission will conduct a public hearings on Monday, August 17, 2009, at 5:30 p.m. in the Hylebos Conference Room on the second floor at City Hail (33325 8th Ave S, PO Box 9718, Federal Way, Washington 98063-9718), to consider the proposed `funding of Federal Way's 2010 Community Development Block Grant (CDBG) program and the cancelation and reallocation of 2009 CDBG capital funds. NOTICE IS ALSO GIVEN that the City of Federal Way is proposing to cancel the Valley Cities Counseling and Consultation, Acquisition Community Facility Project, 181 South 333rd St, Bldg C, Federal Way, that was awarded $241,649 in 2009 CDBG Funds. CDBG funds were to be used for the acquisition of a new building for Valley Cities Counseling and Consultation's clinic to continue providing mental health services to low- and moderate -income residents. This project was canceled by the applicant. NOTICE OF REALLOCATION: The City of Federal Way is proposing to reallocate the $241,649 from the above cancelled project per the 2009 Contingency Pian to King County Department of C'dtiimunity and Human Services, Housing Repair Program, to provide the following housing repair services for residents of Federal Way: a) interest free deferred payment loans up to $25,000 to low- and moderate -income homeowners (up to 80% of median income); b) matching funds program provides up to $25,000 as a deferred payment loan as a match to low- and moderate -income homeowner (up to 80% of median income) funding from a local lender or private funds; c) grants up to $3,000 for emergency repairs to low-income homeowners (up to 50% of median income); and d) grants up to $5,000 for emergency repairs to mobile homes owned by low-income persons. e) grants up to $8,000 for weatherization (up to 80% of median income). Program eligibility requirements are included in King County Code chapter 24.16. 2010 CDBG PROGRAM: Detailed information about the proposed funding levels for 2010 public service- programs and capital projects is available for review during regular business hours at the Department of Community Development -Human Services Division (address above). For additional information, please contact Lynnette Hynden, Human Services Manager, at 253- 835-2650, during normal business hours. Written comments on Federal Way's proposed 2010 CDBG program will be accepted until 5:00 p.m. on August 17, 2009, and may be forwarded to: City of Federal Way, Attn: Lynnette Hynden, P.O. Box 9718, Federal Way, WA 98063-9718. Any person may present written comments to the Human Services Commis�on during the hearing, and/or may appear at the public hearing to give public testimony , / Reasonable accommodations at the public hearing such as sign language interpretation or alternate formats for printed materials are available for individuals with disabilities with advance notice. City Hall complies with the American Disabilities Act. Please call Lynnette Hynden at (253) 835-2650 at least one business day in advance to request accommodation. For TDD relay service call 1-800-833-6388/TDD or 1-800-833-6384/voice. This notice will be translated into alternate formats for individuals with disabilities and/or alternate languages upon request. To be published in The Federal Way Mirror on August 1, 2009 37 38 COUNCIL MEETING DATE: September t5,2009 ITEM #: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: 2010 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) PROGRAM POLICY QUESTION: Should the City of Federal Way allocate 2010 Community Development Block Grant (CDBG) funds as recommended by the Human Services Commission? COMMITTEE: PRHS&PS MEETING DATE: September 8, 2009 CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Lynnette Hynden, Manager Human Services Division DEPT: Community Development ---- ...... _-------._... Services Denartment Attachments: ■ Final 2010 CDBG Program recommendations from August 17, 2009, Human Services Commission meeting with staff reports from review process and updated attachments. The notice of public hearing with any comments received is also attached. ■ Complete copies of the 2010 CDBG applications received, staff reports and questionshesponses to agencies are available in the City Council offices. ■ 2010 CDBG Program Planning and Administration Budget Options Considered: 1 _ Finalize the recommendation for the 2010 Community Development Block Grant (CDBG) Program, as presented and, the 2010 Planning and Administration Budget. It is further moved that the City Manager, or his designee, be authorized to enter into the required agreements to carry out Federal Way's 2010 CDBG program. 2. Modify the recommendation for the 2010 Community Development Block Grant (CDBG) Program_ 3. Do not take any action on the 2010 Community Development Block Grant (CDBG) Program at this time and wait for further instruction. STAFF RECOMMENDATION: Accept Option 1. e CITY MANAGER APPROVAL 1DIRECTOR APPROVAL' Committee Council Committee Council COMMITTEE RECOMMENDATION: I move approval of option Jeanne Burbidge, Chair Jim Ferrell, Member Michael Park, Member PROPOSED COUNCIL MOTION: "I move approval of option (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL # ❑ DENIED tSTreading ❑ TABLEDMEFERRED/NO ACTION Enactment reading ❑ tiIOVED TO SECOND READING (ordinances only) ORDINANCE # 39 REVISED - 02/06/2006 40 RESOLUTION # p 4 0 , C O V N V m p n t,j v y° o° < v 3 u c = Y a m 3 o c $_ m c n g $ 88s 3 � cxi 3 3 a a 8 b 3i �2 � c' 3 3 8 0 � � m o C W O 0 3 y 3 n R 2 n $ S s 3 N n �y oT n x x n a KC Pro -app 41 m 0 s 3 7 .a H O V N V 3 O 3 S ° a m 3 o c $_ m 1 y 3 3 y T 3i �2 8 n i � Q ] p D r o 3 �y oT n M N N H H V N H H OS O H V M opN p V O M H O S N H 9 00 0 0 O N B n 3 n n n y o x n n � n H � n W A b � 41 m 0 s 3 7 .a M a O c 3 TA=a a O Q az �. s a S��os SL zi C Ca J 3 s < a m cl v N N e N o c £ � y0. 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O X C el N N H -6- 44 Ory:a� „•.w,4s :,� �' Federal Way MEMORANDUM DATE: August 6, 2009 TO: Human Services Commission FROM: Lynnette Hynden, Human Services Manager SUBJECT: 2010 Community Development Block Grant (CDBG) Public Hearing and Recommendations for the 2010 CDBG Program public Hearing: On Monday, August 17, 2009, the Human Services Commission will hold a public hearing to collect comments regarding the preliminary recommendations for the City of Federal Way 2010 CDBG program. The public hearing is scheduled to begin at 5:30 p.m. in the Hylebos Conference Room on the second floor of City Halla The public hearing will start with a staff presentation of the preliminary funding recommendations, as developed by the Commission. The presentation will include an overview of the proposed funding levels for each project, and a review of the proposed conditions of funding and the contingency plan for 2010. After the presentation, the Chair will invite public testimony. This will be done project by project with the Chair reading a project name and asking for comment. Every person who wishes to speak will have a total of 3 minutes. Human Services staff will set a timer. Additionally, the public will be allowed to submit written comments, which will be read into the record during the hearing. When all comments are collected, the Chair will close the hearing. Recommendations for 2010 CDBG Program: The Commission will then move to agenda item 5 for final deliberations of the recommendations for the 2010 CDBG Program. The Preliminary 2010 CDBG funding levels for capital, public service projects, and planning and administration (Attachment 1), 2010 Contingency Plan (Attachment 2), and 2010 Conditions of Funding (Attachment 3) are included in the agenda materials. Following review of the information provided and input from the public hearing, the Human Services Commission will finalize their recommendations on the 2010 CDBG Program. The Commission's recommendation will be forwarded to the Parks, Recreation, Human Services and Public Safety (PRHS&PS) Council Committee at their meeting on September 8, 2009. It is anticipated that the full Council will consider and vote upon the Committee's recommendations at their September 15, 2009, meeting. Updated Estimates: The preliminary 2010 CDBG funding recommendations as developed at the July 20, 2009, Commission meeting are noted in Attachment 1. Updated estimates for 2010 CDBG funding have not been received from King County. The amount of funds allocated by Congress and received as program income and recaptured funds directly impacts how much Federal Way can spend in the capital projects, public service and planning/administration categories. 5 S Attachment 1, Preliminary Recommendations, includes columns showing how funds will be added are reduced based upon the final amount of funds available for the 2010 CDBG program utilizing the draft 2010 Contingency Plan. Proposed Motions: Option 1: 1 move to finalize the recommendation for the 2010 Community Development Block Grant (CDBG) Program, as presented that includes: Proposed funding levels for 2010 CDBG Capital Projects and 2010 CDBG Public Service Projects, Conditions of Funding; a Contingency Plan should funding increase or decrease and the 2010 Planning and Administration Budget. It is further moved that the City Manager, or his designee, be authorized to enter into the required agreements to carry out Federal Way's 2010 CDBG program. Option 2: 1 move to finalize the recommendation for the 2010 Community Development Block Grant (CDBG) Program, as modified by tate Human ;Services Commission at tonight's meeting that includes: Proposed funding levels for 2010 CDBG Capital Projects and 2010 CDBG Public Service Projects; Conditions of Funding; a Contingency Plan should funding increase or decrease and the 2010 Planning and Administration Budget. It is further moved that the City Manager, or his designee, be authorized to enter into the required agreements to carry out Federal Way's 2010 CDBG programa If you have any questions about the public hearing or allocation procedure, please contact me at lynnette.hynden(c�cityoffederalway.com or (253) 835-2650. 46 -2- Human Services Commission Draft 08/06/09 CITY OF FEDERAL WAY Attachment 2 2010 CDBG CONTINGENCY PLAN The allocation process for 2010 Community Development Block Grant (CDBG) funds is based upon an estimate of Federal Way's 2010 CDBG funds. The City will not know its exact grant amount until after Congress passes the HUD Appropriation Bili. This is expected to occur between the fall of 2009 and spring of 2010. Because the -final CDBG appropriation is not known, the allocation process includes a contingency plan. The plan allows for adjustment up or down based upon the final grant amount and/or any additional funds received as the result of project cancellations or additional recaptured funds. 2010 CDBG Capital Projects: The City's interlocal with Feng County for the distribution of CDBG funds limits Federal Way to a maximum of two new stand-alone capital projects per year with a maximum of one construction project that may trigger Davis .Bacon annually. Capital funds not used for these projects may be allocated to sub -regional projects by the City unless returned by City to the sub -regional fund. Federal Way may add capital funds to projects funded by the King County CDBG/HOME Consortium over and above the two project capital limitations. Since it is unknown at this time which projects will be funded by the King County CDBG/HOME Consortium for 2010 Capital projects, the following contingencies relate to the projects funded by Federal Way under the contract requirements: Funding Order of 2010 CDBG Capital projects: 1. Highline Community College — Small Business Development Center: Funded in the amount of $22,500 Federal Way's first stand-alone construction project that does not trigger Davis -Bacon. 2. Emergency Feeding Program — Facility Acquisition: Funded in the amount of $50,000 ■ Funding contingent upon project receiving King County CDBG Consortium funding. 3. FUSION Transitional Housing — Facility Acquisition: Funded in the amount of $150,000 - Federal Way's second stand-alone construction project that does not trigger Davis -Bacon. 4. SKCAC Industries Green Jobs — Capital Facility Improvement: Funded up to $75,000 based upon available funds remaining ■ Funding contingent upon project receiving King County CDBG Consortium funding. SHOULD THE GRANT AMOUNT INCREASE OR ADDITIONAL FUNDS BECOME AVAILABLE: Capital Projects -- The City will apply any increase in the amount of CDBG capital funds as follows: 1. If additional capital funds are received or any of the above projects not be feasible, Federal Way will work to develop an eligible economic development project serving Federal Way residents; and/or, 2. If additional capital funds are received, open CDBG projects serving Federal Way residents that have been funded by the City of Federal Way and/or the King County CDBG/HOME Consortium will be considered for funding; and, 3. Should no open projects be identified and/or the Council decides it is not in the best interest of Federal Way residents to fund an economic development project or add Federal Way CDBG funds to the project(s), additional funds will be carried over to the 2011 CDBG program year. HSC 2010 Contingency Plan DRAFT 080609.DOC Page I. of 3 45 Human Services Commission Draft 08/06/09 CITY OF FEDERAL WAY 2010 CDBG CONTINGENCYPLAN Public Service Programs - The City will apply any increase in the amount of CDBG public service funds as follows: 1. if any additional public service funds become available, funds will be allocated to Orion Industries Work Enhancement Services Program with additional service units required proportionate to funding up to $20,000 total funding; and, 2. If any additional public service funds become available, funds will be allocated to the Institute for Family Development PACT Program with additional service units required proportionate to funding up to $18,225 total funding; and, 3. If any additional public service funds become available, funds will be allocated to Federal Way Senior Center Adult Day Care Program with additional, service units required proportionate to funding up to $17,983 total funding; and, 4. If any additional public service funds become available, funds will be allocated to the HealthPoint (formerly Community Health Centers of King County) Primary Dental Program with additional service units required proportionate to funding up to $32,000 total funding; and, 5. If any additional public service funds become available, funds will be allocated to Big Srothers Big Sisters of Puget -Sound :One -to -One. Mentonng:Program with additional. service units required proportionate to funding up to $17,000'totat funding; and, 6. if any additional public service funds become available -.after the first contingency is fully funded, the Human Services Commission will reconsider allocation of additional public service funds for recommendation to the City Council with public paiticipation: Planning and Administration - The City will apply any increase in the amount otCDB'G planning and administration -funds as follows: 1. Any additional funds for planning and administration activities will be allocated tol Planning and Administration to cover administrative costs for Federal Way's CDBG- and, 2. Additional funds not needed for administration of Federal Way's CDBG program will be applied toward the costs of additional planning activities consistent with the King County Consortium Consolidated Housing and Community Development -Plan; and, 3. Additional funds received not needed for planning and administration activities will be allocated to capital projects in accordance with the priority order listed above. SHOULD THE GRANT AMOUNT DECREASE: Capital Projects - The City will decrease the amount of CDBG funds allocated- for capital projects as follows: 1. Any unallocated capital funds available will be decreased before reductions are made to specific projects. 2. The capital projects will be decreased in the following order based upon final funding: a. SKCAC Industries — Green Jobs — Capital Facility Improvement b. FUSION Transitional Housing — Facility Acquisition c. Emergency Feeding Program — Facility Acquisition d. Highline Community College — Small Business Development Center HSC 2010 Contingency Plan DRAFT 080609.D0C Page 2 of 3 48 Human Services Commission Draft 08/06/09 CITY OF FEDERAL WAY 2010 CDBG CONTINGENCY PLAN Public Service Programs — The City will decrease the amount of CDBG funds allocated for public service programs as follows: 1. Decreases will be made to public service programs in the following order: a. Big Brothers Big Sisters of Puget Sounds One -to -One Youth Mentoring Program will be reduced until it reaches the $10,000 minimum funding level; and then, b. HealthPoint (formerly Community Health Centers of King County) Primary Dental Program will be reduced until it reaches the $10,000 minimum funding level; and then, c Federal Way Senior Center Adult Day Care Program will be reduced until it reaches the $10,000 minimum funding level; and then, d. The Institute for Family Development PACT Program will be reduced until it reaches the $10,000 minimum funding level; and then, e. Orion Industries Work Enhancement Program will be reduced until it reaches the $10,000 minimum funding level; and then. Any remaining funds available for public services will be redistributed evenly to the reduced agencies above. Planning and Administration -- The City will decrease the amount of CDBG funds allocated for CDBG planning and administration as follows: 1. Funds for additional planning activities vinll be reduced first; then 2. Funding for CDBG administrative activities will be decreased. CONSORTIUM CEILING: In the event that the funding available for Federal Way's 2010 CDBG program is below the 2007 funding level for public service/planning and administration, the City will utilize any additional ceiling available from the King County CDBG Consortium to maintain the funding level of the public service/planning and administration categories at the 2007 CDBG level with the corresponding reduction to 2010 CDBG capital funds. HSC 2010 Contingency Plan DRAFr 080609.DOC Page 3 of 3 49 50 i Human Services Commission 'DRAFT 08/06/09 - Attachment 3 2010 CDBG ALLOCATIONS PROCESS Funding Conditions for Capital Projects and Public Service Projects All 2010 CDBG Projects 1. All CDBG projects are subject to the federal environmental review requirements of the National Environmental Policy Act (NEPA) as of the date of submittal of application. An environmental review of Federal Way -awarded CDBG projects must be completed by King County before contracts will be executed. Costs of the NEPA review will be charged to the CDBG project. 2. All projects must comply with Community Development Block Grant Program Regulations (24 CFR Part 570) and applicable King County Consortium policies as outlined in the King County Consortium Consolidated Housing & Community Development Plan for 2005-2009, as amended, and updated for 2010. 3. All CDBG projects shag comply with all applicable federal, state, and City laws including, without limitation, all City codes, ordinances, resolutions, standards and policies, as now exist or hereafter adopted or amended including land use and/or building permit requirements and processes. Federal Way 2010 CDBG Capital Projects All 2010 CDBG 'Capital Prolects 1. Federal Way 2010 CDBG Capital Projects will contract with the King County Department of Community and Human Services unless otherwise notified. 2. Federal Way 2010 CDBG Capital Projects must be completed within 17 months from the beginning of the program year that funds are awarded unless an earlier date is stated below and/or the Joint Recommendation Committee extends the project with input from the City of Federal Way. This policy may be amended by the Joint Recommendation Committee. 3. Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 as amended ("URA") and/or Section 104(d) of the Housing and Community Development Act of 1974, as amended ("Barney Frank Amendment") that are triggered by any project must be included in the budget. Relocation requirements must be coordinated and verified with King County Relocation Specialist. 4. Applicant must receive written notification from King County Community Services Division staff verifying that environmental review is complete before any "choice limiting activities" are taken. Federal Way and King County staff must be notified by the applicant if any changes are made to the scope of the project since the 2010 CDBG application was submitted. 5. CDBG capital awards over $25,000 are structured as a zero interest forgivable loan for a set number of years depending on the amount of CDBG funds received and the type of project. The property owner must be able and willing to secure the change of use restriction with a promissory note, deed of trust and any other required documents to Page 1 of 6 tom` 51� HSC 2010 Funding Cond DRAFT 080609.doc Human Services Commission DRAFT 08/06/09 ; King County. All security documents related to funded.capital project activities must be submitted prior to the execution of a contract between the awarded agency, and. the County in order to incorporate these documents into the contractual agreement. Failure to execute security documents to the benefit of King County in a timely, manner will result in the cancellation of CDBG awards. The following specific condition(s) address concerns that Staff and the Commission discussed as they reviewed the applications. Highline Community College — Small Business Development Center Project a) Funding for 2010 is contingent upon the City of Federal Way allocating 2010 general funds through the budget processto support the half-time FTE business advisor and allow the program to continue serving clients that are not CDBG eligible. b) The project must be under contract with King County for 2009 CDBG project and in compliance with contract and CDBG regulations for 2010 CDBG funds -to be added to the project. c) The final award amount may be adjusted based upon the amount of CDBG funds remaining in the project that will be applied to the 2010 fund year. d) Agency must verify that a`minimum'of their clients are 51% low -moderate -income per official HUD income Guidelines and maintain documentation of family size and income e) Certification that no public funds will be used for lobbying signed -by 11 Wine Community C lege President required ., Emergency Feeding, Program;— Facility Acquisifi9m. a) Ounding �s contingent upon the King County CDBG Consortium awarding funds to the -�proidet so that Federal Way may add CDBG funds without it being counted as a Federal Way stand-alone project: b) The project must clear NEPA environmental review by King County before any choice limiting activities, including acquiring the proper ty,'entering legally binding construction contracts, clearinglgrading,.etc., may commence: Failure to do So could result in the project becoming ineligible for Federat. Way CDBG funds. Applicant must receive written notification `from King County Community Services Division staff verifying that environmental review is complete before any "choice limiting activities" are taken. c) Any purchase and sale agreement signed after application and before the> proposed project receives -written -notification -the -NEPA review is-complete-MustAnctude specific language in the purchase and sale agreement for a "conditional commitment clause, allowing the applicant to avoid purchasing the property if the environmental review reveals something that does not comply with any one of the environmental review regulations, and then this feature cannot be mitigated. This clause should be written into the purchase and sale agreement, and the seller must initial by that section to acknowledge they agree to those terms. Page 2 of 6 HSC 2010 Funding Cond DRAFT 080609.doc Human Services Commission DRAFT 08/06/09 d) - King County NEPA environmental review costs have not been factored into the project cost. Estimated costs will be requested from King County. The City may choose to increase an award to cover environmental review costs or have environmental review costs deducted from the requested funding level. e) No Federal Way CDBG funds will be allocated until all funding is committed for acquisition. All funding must be secured with approved documentation by March of 2011 for the project to be funded by a Federal Way 2010 CDBG award. The project may reapply in future funding rounds for consideration. f) Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 as amended ("URA") and/or Section 104(d) of the Housing and Community Development Act of 1974, as amended ("Barney Frank Amendment") apply to this project. Relocation requirements must be coordinated and verified with King County Relocation Specialist. The City may choose to increase an award to cover URA costs or have URA costs deducted from the requested funding level. The agency is responsible for meeting all notification and documentation requirements. g) Award contingent upon verification that appraised value is equal or greater than final purchase price and review and approval of title insurance by City. h) Staff may have additional recommendations for conditions of fundingrssues to be addressed prior to final funding recommendations. FUSION - Transitional Housing -Facility Acquisition: a) The project must Gear NEPA environmental review by King County before any choice limiting activities, including acquiring the property, entering legally binding construction contracts, clearing/grading, etc., may commence. Failure to do so could result in the project becoming ineligible for Federal Way CDBG funds. Applicant must receive written notification from King County Community Services Division staff verifying that environmental review is complete before any "choice limiting activities" are taken. b) Any purchase and sale agreement signed after application and before the proposed project receives written notification the NEPA review is complete must include specific language in the purchase and sale agreement for a "conditional commitment' clause, allowing the applicant to avoid purchasing the property if the environmental review reveals something that does not comply with any one of the environmental review regulations, and then this feature cannot be mitigated. This clause should be written into the purchase and sale agreement, and the seller must initial by that section to acknowledge they agree to those terms. c) King County environmental review costs have not been factored into the project cost. Estimated costs will be requested from King County. The City may choose to increase an award to cover environmental review costs or have environmental review costs deducted from the requested funding level. d) Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 as amended ("URA") and/or Section 104(d) of the Housing and Community Development Act of 1974, as amended ("Barney Frank Amendment") apply to this project. Relocation Page 3 of 6 {0 HSC 2010 Funding Cond DRAFT 080609.doc V Human Services Commission DRAFT 08/06/09 requirements must be coordinated and verified with King County Relocation Specialist. The City may choose to increase an award to cover URA costs or have URA costs deducted from the requested funding level. The agency is responsible for meeting all notification and documentation requirements. e) Award contingent upon verification that appraised value is equal or greater than final purchase price and review and approval of title insurance by City. 0 Subject to confirmation by King County that adequate recordkeeping is in place on past acquisitions. g) Adequate financial controls and recordkeeping must be in place prior to receipt of an award. The City of Federal Way will monitor the agency to ensure adequate recordkeeping and financial controls are in place. ling County will be invited to participate in the monitoring. Additional conditions of funding may be added based upon the monitoring. The award may be rescinded if any concerns are found and not addressed. h) The award is contingent upon City review and approval of a fundraising plan or longterm financial plan submitted by the agency along with a fifteen -year operating pro forma with inflation factored in. i) The award is contingent upon City and County review and approval of a lona-tern capital needs assessment (CNA). -plan. for all the properties purchased with Federal. Way :CDBG. The CNA will include a financial analysis of the long-term maintenance-oosts for.eact. unit. j) Staff may have additional recoMTgpcIa#lo s:ff,9r di#ions,of Mrjding ssu s be F addressed prior to final funding recommendations. SKCAC ndustr�es -Green Jobs for Pea►p vtn h Severe &;Developrn iO 1 Disabilities: a) Funding is. contingent. upon the,King'County_:CDBG.Ccxasortiun awarding fuczds tQttte project so that Federal Way may add CDBG funds without it being counted as a Federal Way stand-alone project. The scope of the Federal Way award will be determined based upon the project(s) funded by the -King County Consortium and proporbonate;;benefit to eligible Federal Way clients for a documented, eligible capital facilities improvement b) The project must clear NEPA environmental review by King County before any choice limiting activities, including acquiring the property, entering legally binding construction contracts, clearing/grading, etc., may commence. Failure to do so could result in the project becoming ineligible for Federal Way CDBG funds. Applicant must receive written notification from King County Community Services Division staff verifying that environmental review is complete before any "choice limiting activities" are _taken. c) King County environmental review costs have not been factored into the project cost. . Estimated costs will be requested from King County. The City may choose to increase an award to cover environmental review costs or have environmental review costs deducted from the requested funding level. Page 4 of 6 54) � HSC 2010 Funding Cond DRAFT 080609.doc _5 Human Services Commission DRAFT 08/06/09 d) Staff may have additional recommendations for conditions of funding/issues to be addressed prior to final funding recommendations. Federal Way 2010 CDBG Public Service Projects All 2010 CDBG Public Service Projects 1. If funded, service units and units of service may be adjusted based upon the amount of funding and refinement of the program service and unit costs definitions. A line item budget will be negotiated with the subrecipient. 2. 2010 awards are contingent upon successful completion of each agency's 2009 CDBG Contract for public service, if applicable. 3. 2009 awards will be continued in 2010 subject to availability of funds and agency performance in 2009. The CDBG Contingency Plan will be implemented should funding increase or decrease. The following specific condition(s) address concerns that Staff and the Commission discussed as they reviewed the applications. Big Brothers Big Sisters of Puget Sound— One -to -One Youth Mentoring Program No specific conditions. Community Health Centers of King County — Primary Dental Program a) Federal Way Dental Access Program funding is contingent upon the Federal Way Dental Access Program receiving funding from Federal Way's 2010 Human Services General Fund for a minimum of $15,900. b) Funds awarded, as part of Federal Way's 2010 CDBG program, must be used to provide additional units of service above that provided by a 2010 Federal Way Human Services General Fund award. Multi -Service Center — Federal Way Emergency Feeding Program a) Funds awarded, as part of Federal Way's 2010 CDBG program, must be used to provide additional units of service above that provided by any 2010 Federal Way Human Services General Fund award. Federal Way Senior Center — Adult Day Care No specific conditions. Institute for Family Development — PACT (Parents and Children Together) a) Institute for Family Development - PACT funding is contingent upon the PACT Program receiving funding for Federal Way's 2010 Human Services General Fund for a minimum of $3,000. Page 5 of 6 j HSC 2010 Funding Cond ORAFT 080609.doc Page 6 of 6 �6 �� HSC 2010 Funding Cond GRAFT 080609_doc CITY OF Federal ..... Notice of Public Hearings: Cancelation and Reallocation of 2009 Community Development Block Grant (CDBG) Funds & Allocations of 2010 Community Development Block Grant (CDBG) Funds NOTICE IS GIVEN that the Federal Way Human Services Commission will conduct a public hearings on Monday, August 17, 2009, at 5:30 p.m. in the Hylebos Conference Room on the second floor at City Hall (33325 8th Ave S, PO Box 9718, Federal Way, Washington 98063-9718), to consider the proposed funding of Federal Way's 2010 Community Development Block Grant (CDBG) program and the cancelation and reallocation of 2009 CDBG capital funds. NOTICE IS ALSO GIVEN that the City of Federal Way is proposing to cancel the Valley Cities Counseling and Consultation, Acquisition Community Facility Project, 181 South 333rd St, Bldg C, Federal Way, that was awarded $241,649 in 2009 CDBG Funds. CDBG funds were to be used for the acquisition of a new building for Valley Cities Counseling and Consultation's clinic to continue providing mental health services to low- and moderate -income residents. This project was canceled by the applicant. NOTICE OF REALLOCATION: The City of Federal Way is proposing to reallocate the $241,649 from the above cancelled project per the 2009 Contingency Plan to King County Department of Community and Human Services, Housing Repair Program, to provide the following housing repair services for residents of Federal Way: a) interest free deferred payment loans up to $25,000 to low- and moderate -income homeowners (up to 80% of median income); b) matching funds program provides up to $25,000 as a deferred payment loan as a match to low and moderate -income homeowner (up to 80% of median income) funding from a local lender or private funds; c) grants up to $3,000 for emergency repairs to low-income homeowners (up to 50% of median income); and d) grants up to $5,000 for emergency repairs to mobile homes owned by low-income persons. e) grants up to $8,000 for weatherization (up to 80% of median income). Program eligibility requirements are included in King County Code chapter 24.16. 2010 CDBG PROGRAM: Detailed information about the proposed funding levels for 2010 public service programs and capital projects is available for review during regular business hours at the Department of Community Development -Human Services Division (address above). For additional information, please contact Lynnette Hynden, Human Services Manager, at 253- 835-2650, during normal business hours. Written comments on Federal Way's proposed 2010 CDBG program will be accepted until 5:00 p.m. on August 17, 2009, and may be forwarded to: City of Federal Way, Attn: Lynnette Hynden, P.O. Box 9718, Federal Way, WA 98063-9718. Any person may present written comments to the Human Services Commission during the hearing, and/or may appear at the public hearing to give publi0 estimony Reasonable accommodations at the public hearing such as sign language interpretation or alternate formats for printed materials are available for individuals with disabilities with advance notice. City Hall complies with the American Disabilities Act. Please call Lynnette Hynden at (253) 835-2650 at least one business day in advance to request accommodation. For TDD relay service call 1-800-833-6388/TDD or 1-800-833-6384/voice. This notice will be translated into alternate formats for individuals with disabilities and/or alternate languages upon request. To be published in The Federal Way Mirror on August 1, 2009 W Lynnette Hynden From: mandy ma [hmamandy@yahoo.comj Sent: Monday, August 17, 2009 2:40 PM To: Lynnette Hynden Cc: Wonil Cho; michael Park; Cary Roe; David Chung Subject: Re: 2010 CDBG Capital Application for MSM & Evergreen Senior Club Congregated mealsite renovation Project Dear Ms. Lynnette Hynden, We received your letter through the mail last week and do not understand the reason of denial for the project. The building is a church building and open to public use. On the 10th of February, 2009, we were discussed about the CDBG capital application as a solution for Evergreen . We applied for the CDBG capital grant upon the agreement betweem Evergreen Senior Club and the City in the February meeting with the City of Federal Way. Now we are fraustrated about the dicistion. Would you explain further detail about the clause, "the intent of the CDBG regulation with limited service to be provided"? This church showed it's good intention to sharing space to public. Also, below you mentioned that "if your situation changes next year". What situation? What change? Sincerely, Mandy Ma Executive Director My Service Mind 11016 Bridgeport Way SW Lakewood WA 98499 (253)584-5615 (253)588-2305 hmaniandy@yahoo.coni 159 Your letter we received last week. July 30, 2009 Ms. Mandy Ma, Executive Director My Service Mind 11016 Bridgeport Way SW Lakewood, WA 98499 Re: 2010 Community Development Block Grant (CDBG) Capital Application for My Service Mind & Evergreen Senior Club Kitchen Renovation Project Dear Ms. Ma: Thank you for the submittal of the 2010 CDBG Capital Application on behalf of My Service Mind/Evergreen Senior Club for the remodel of a kitchen to meet the requirements of a congregate meal site program. Based upon review of the application and additional information provided, it has been determined that this project is not eligible for CDBG capital funds.. The proposed building is not a public facility that meets the intent of the CDBG regulations with the limited service to be provided. Federal Way values the service that My Service Mind and Evergreen Senior Club provides to our community. Unfortunately, we are not able to consider the application submitted for funding. Sincerely, Lynnette Hynden, Manager Human Services Division From: Lynnette Hynden <Lynnette.Hynden@cityoffederalway.com> To: "hmamandy@yahoo.com" <hmamandy@yahoo.com> Sent: Monday, August 3, 2009 3:52:15 PM Subject: Hello Mandy, I wanted to attach the letter that you will be receiving in the mail. First off, thank you for your efforts in applying for the CDBG funds. You will note from the letter that your project was not within the scope of consideration for funding. If your situation changes next year when we anticipate funds to be available again, please do apply. Sincerely, Lynnette Lyynaefte S Hynden, Manager 260 Human Services Divisioa City of Federal Way 33325 8th Ave South Mailing: PO Sox 9718 Federal Way, WA 98063 253-835-2650 253-835-2609 (fax) 3yrsre4 .eyeas3 ct'ucetyrs_ff_f der_a€way.com 361 62 Lynnette Hynden From: Lynnette Hynden Sent: Tuesday, August 18, 2009 9:05 AM To: 'mandy ma' Cc: Wonii Cho; michael Park; Cary Roe; David Chung; Greg Fewins Subject: RE: 2010 CDBG Capital Application for MSM & Evergreen Senior Club Congregated mealsite renovation Project Hello l'v;s. Ma, I am so sorry we did not see you last night at our public hearing; however, David Chung was present and did present testimony in addition, I read your statement into the recant. Both Kelli O'Donnell and I discussed at length the iSSttes/questions you raised in your ernaiL Ir, addition the Commission revisited the discussion concerning your program and it ineligible status. The Commission sincerely deliberated over the application, process and decision not to fund the capital project:. I am sorry about your frustration,, equally tate Commission is frustrated because their hands are tied by the Housing and Urban Development (HUD) - Federal Regulations. CDBG is federal funds and as such conies with vary string=ent regulations. HUD was consulted about your project/application to determine any and :all possibilities. The city simply cannot use its capital dollars to m4 -:e improvements to part of a building that Would have other -uses attached and the church is truly riot an "open facility" for the community it would have to demonstrate it Serves. in your case the kitchen would have to be separate from the intended use of the building in ord=er to monitor and docurfient the population the kitchen improvements would be serving. ; hen if the kitchen could be locked off, meaning the church would not have access to it, we would have to consider whether the restricted use of the funds is a proper use of the public funds serving the entre public inter=est. Getting the inost low inconhe served and reached with public funds is -also a requirement. Your feeding progr arch is a wonderful program but it does not :qualify for capital project funding. 'The Commission supports, your prograrn through General Fund prograrn dollars. Finally, I want to convey itwas not a decision taken lightly last night or in previous meetints. f'lhe Human Services Cornmission requested that I purposefully and meaningfully convect their disappointment but their hands are tied by other regulations outside of their d=ecision making authority. If you would like to rneet in person regarding this issue or any other concerns you may have, please let me know and I will make myself available to you. Lynnette Hyriden From: mandy ma [mailto:hmamandy@yahoo.com] Sent: Monday, August 17, 2009 2:40 PM To: Lynnette Hynden Cc: Wonil Cho; michael Park; Cary Roe; David Chung Subject: Re: 2010 CDBG Capital Application for MSM & Evergreen Senior Club Congregated mealsite renovation Project Dear Ms. Lynnette Hynden, We received your letter through the mail last week and do not understand the reason of denial for the project. The building is a church building and open to public use. 1 63 On the 10th of February, 2009, we were discussed about the CDBG capital application as a solution for Evergreen . We applied for the CDBG capital grant upon the agreement betweem Evergreen Senior Club and the City in the February meeting with the City of Federal Way . Now we are fraustrated about the dicistion. Would you explain further detail about the clause, "the intent of the CDBG regulation with limited service to be provided"? This.church showed it's good intention to sharing space to public. Also, below you mentioned that "if your situation changes next year". What situation? What change? Sincerely, Mandy Ma Executive Director My Service Mind 11016 Bridgeport Way SW Lakewood WA 98499 (253)584-5615 (253)588-2305 hrnarnandy yahoo.corn Your letter we received last week. July 30, 2009 Ms. Mandy Ma, Executive Director My Service Mind 11016 Bridgeport Way SW Lakewood, WA 98499 Re: 2010 Community Development Block Grant (CDBG) Capital Application for My Service Mind & Evergreen Senior Club Kitchen Renovation Project 264 Dear Ms. Ma: Thank you for the submittal of the 2010 CDBG Capital Application on behalf of My Service Mind/Evergreen Senior Club for the remodel of a kitchen to meet the requirements of a congregate meal site program. Based upon review of the application and additional information provided, it has been determined that this project is not eligible for CDBG capital funds.. The proposed building is not a public facility that meets the intent of the CDBG regulations with the limited service to be provided. Federal Way values the service that My Service Mind and Evergreen Senior Club provides to our community. Unfortunately, we are not able to consider the application submitted for funding. Sincerely, Lynnette Hynden, Manager Human Services Division From: Lynnette Hynden <Lynnette.Hynden@cityoffederalway.com> To: "hmamandy@yahoo.com" <hmamandy@yahoo.com> Sent: Monday, August 3, 2009 3:52:15 PM Subject: Hello Mandy, I wanted to attach the letter that you will be receiving in the mail. First off, thank you for your efforts in applying for the CDBG funds. You will note from the letter that your project was not within the scope of consideration for funding. If your situation changes next year when we anticipate funds to be available again, please do apply. Sincerely, Lynnette Lynn-effe S Hynden, .Namayer Human Services .Division City of Federal Iri+ay 33325 8th Ave South Mailing: PO Box 9718 Federal Way, WA 98063 253-835-2650 253-835-2609 (fax) lynnette.hvndenO-citvoffederalwav corn 3 65 66 A 44 CITY of Federal Way MEMORANDUM DATE: July 20, 2009 TO: Human Services Commission FROM: Kelli O'Donnell, CDBG Coordinat?r SUBJECT: 2010 Community Development Block Grant (CDBG) Planning and Administration Budget — Staff Recommendation Introduction and Background As part of your funding recommendations to the City Council, the Commission will make a recommendation regarding the use of 2010 CDBG Planning and Administration funds. This memo includes: background information on how the CDBG Planning and Administration funds have been used in previous years and the staff recommendation for use of the 2010 CDBG Planning and Administration funds. The total estimated amount of Federal Way's CDBG program for 2010 as of July 2009, is $723,071. Of this, $73,158 is earmarked for planning and administration of the City's CDBG Program. The budget proposed by staff utilizes the full amount of estimated CDBG Planning and Administration funds available, which is consistent with past years. The estimated planning and administration funds available to Federal Way in 2009 have decreased by $12,819 from 2008. Funds available for planning and administration that are not programmed will be added to Federal Way's CDBG Capital funds. Eligible Uses of Planning and Administration Funds Planning and Administration is one of three categories that the Department of Housing and Urban Development (CDBG) has deemed as an eligible use of CDBG funds. Eligible uses of Planning and Administration dollars include: personnel and related administrative costs used to administer the CDBG program, planning projects such as studies, analyses, data gathering and preparation of written plans and action items. Administrative costs include the cost of required legal ads, office supplies, and travel and training. The proposed use of the City's 2010 Planning and Administration Funds is consistent with the HUD eligibility guidelines. Proposed Use of 2010 CDBG Planning and Administration Funds The proposed 2010 budget is outlined below, with the 2008 Actual and 2009 Budget provided for comparison purposes. Below are the estimated costs and descriptions of each budget category. CDBG Planning and Administration Budget Budget Category 2008 Actual 2009 Budget Proposed 2010 Personnel Costs $84,907 $90,492 $90,492 Program Operating Costs $ 1,060 $0 $0 Consultant and Purchased Services $0 $0 $0 :.. �$ Estimated Funds Available 2009...v�:..w.....,....xw........w.v.....KKn......Y.... ,4$ ....._....................$73,.1,5 8. ::: .....................w:$73,158 (Shortfall) __ ($17,334) .._.-__($17, 334) `I 67 Budget Category Descriptions Personnel Costs — Includes a portion of the salary and benefits for the Human Services & CDBG Coordinator and a portion of the salary and benefits of the Human Services Manager. Program Operating Costs - Includes legal advertising, training, mileage reimbursement, equipment, and supplies necessary for administering the CDBG program. Since the funds available Will not cover personnel expenses, program operating costs will be charged to the Human Services General Fund. Consultant and Purchased Services Includes special project funds for consultant or purchased services. In past years, these funds have been used for updates to the Human Services Comprehensive Plan, outcomes technical assistance to agencies, and development of the CDBG/Human Services photo display board. Since the funds available will not cover personnel expenses, ,program operating costs will be charged to the Human Services General Fund. Local/Consortium Strategy Addressed The proposed use of 2010 CDBG Planning and Administration funds is consistent with the King County CDBG Consolidated Plan and the City's Consolidated Plan and is an eligible activity in CDBG Program Regulations at 24 CFR 570.205 and 570.206. Local Strategy: Continue to develop a comprehensive human service network at the local and regional level to more effectively address human service needs of Federal Way's low-income and special needs populations. (HSS4) Consortium Strategy: Community/Economic Development Goal 3: Human Services Agencies. Improve the ability of health and human service agencies to serve our low- to moderate -income residents effectively and efficiently. Objective 1 Staff Recommendation. Staff recommends using the full amount of 2010 CDBG Planning and Administration Funds available ($73,158) for the administration of the City's CDBG program. Per the 2010 Contingency Plan, any increases would be utilized to fully fund the administration of the program. Any funding shortfall will be part budgeted as part of the Human Services General Fund. Adoption of the 2010 planning and administration budget will be part of the Commission's final recommendation for the 2010 CDBG. program. If you have any questions about the planning and administration budget, please call me at (253) 835-2653 or E-mail at kelli.odonnell@cityoffederalway.com 68