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PRHSPSC PKT 01-11-2011 City of Federal Way City Council Parks, Recreation, Human Services & Public Safety Committee January 11, 2011 City Hall 5:30 p.m. Hylebos Conference Room MEETING AGENDA 1. CALL TO ORDER 2. PUBLIC COMMENT (3 minutes) 3. COMMISSION COMMENTS 4. COMMITTEE BUSINESS Action Council Date Topic Title /Description Presenter Page or Info A. Approval of Minutes: December 14, 2010 3 Action N/A B. Arts Commission Contract for Services Hutton Action Consent 5 1/18/11 C. Arts Commission Work Plan Hutton 7 Action Consent 1/18/11 D. Inter -local Agreement between the City of Federal Way, Gross Action Consent Federal Way Public Schools, Lakehaven Utility District and 11 1/18/11 South King Fire & Rescue. E. Human Services Division /Community Response Severe Hynden 13 Action Consent Weather Shelter 1/18/11 E. 2011 Diversity Commission Work Plan Hynden 17 Action Consent 1/18/11 F. 2010/2011 Human Services Commission One -Time Public Hynden 21 Action Consent Services Funding 1/18/11 G. Sprint Site Lease Renewal - Panther Lake Pearsall 25 Action Consent 1/18/11 5. PENDING ITEMS • Festivals • NLC Providing Discount Pharmacy Services to Citizens • Concept of Housing in South King County • Severe Weather Warming Center for Federal Way 6. NEXT MEETING: Tuesday, February 8, 2011 5:30pm — Hylebos Conference Room 7. ADJOURNMENT Committee Members City Staff Jeanne Burbidge, Chair Cary M. Roe, P.E., Director of Parks, Public Works and Emergency Management Roger Freeman Mary Jaenicke, Administrative Assistant II Mike Park I � ■ • City of Federal Way City Council PARKS, RECREATION, HUMAN SERV ICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday, December 14, 2010 5:30 p.m. SUMMARY Committee Members in Attendance: Committee Chair Jeanne Burbidge, Councilmember Michael Park, and Councilmember Roger Freeman Council Members in Attendance: Linda Kochmar Staff Members in Attendance: Skip Priest, Mayor, Pat Richardson, Attorney, Andy Hwang, Assistant Chief of Police, Cary Roe, Director of Parks, Public Works & Emergency Management, Steve Ikerd Parks & Facilities, and Mary Jaenicke, Administrative Assistant [I. Guest: David Mendel, King County Radio Communications Services Manager, Bill Kehoe, Chief Information Officer for King County Executive Office Chair Burbidge called the meeting to order at 5:30p.m. Public Comment: None Commission Comments: None APPROVAL OF SUMMARY Councilmember Freeman moved to approve the November meeting summary. Councilmember Park seconded. Motion passed. BUSINESS ITEMS Energy Improvement Project — City Hall Parks & Facilities Manager Steve Ikerd stated that the City received a Federal American Reinvestment and Recovery Act Grant (ARRA) of $777,700.00. $415,147.00 is targeted for the proposed energy conservation improvement at City Hall. The city also has a commitment from PSE for a conservation grant in the amount of $42,106.00. This grant will be applied to the packaged program if the city meets certain criteria after installation, and PSE does their calculations to ensure that we are achieving energy savings. The total grant funding available is $457,253.00. The proposed installation cost is $429,674.00. MacDonald - Miller has guaranteed a savings of $30,000 per year for a five year period. We must maintain the equipment for five years, and the five year Preventative Maintenance Agreement is $178,168.00 which is paid on an annual basis. The ARRA and PSE grants and the guaranteed cost savings will cover all but $589.00 of the annual preventative maintenance program over the 5 year timeframe. Director Cary Roe stated that at this time we do not have an existing ongoing preventative maintenance agreement. The existing HVAC's that will not be replaced will still be covered in this 5 year timeframe. We have 10 existing HVAC units, 3 will be replaced, and we will also install one additional unit. Council member Park stated that the average payback period is usually 8 -10 years, and he feels that a 13 year payback period is too tong. Council member Park would like to know how much we have paid in the past for maintenance on the HVAC units. Mr. Roe stated that we have not had a maintenance program, we have made repair calls. Council member Freeman moved to forward the proposed $607,842.00 Installation & Service Agreement with MacDonald- Miller Facilities Solutions and also accept a $42,106.00 Conservation Grant Agreement from PSE to the full Council January 4, 2011 consent agenda for approval. Council member Park seconded. Motion passed. After discussion, Director Roe stated that staff would provide the following information: 1) Total consumption in 2010. 2) 2009 & 2010 Energy costs. 3) Calculate a payback period by backing out the maintenance cost 4) Past maintenance costs incurred. 3 PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday December 14, 2010 Summary Page 2 800 MHZ Radio Update — Information Only Assistant Police Chief Hwang introduced Bill Kehoe, Chief Information Officer from the. King Co. Executive office and David Mendel, King County Radio Communications Services Manager. When the police department started in 1996 the 800 MHZ first responder radio system was in place. There have been radio reception and transmission problems from the beginning. Over the years, some steps have been taken to try and mitigate the problems. In 2005 there were some serious officer safety issues. These issues prompted the Department to try and solve the problem. They were able to find a solution at Decatur High school. Maintenance was done on all portable radios and the car radios. This cost was shared with King County Radio Communications Services (KCRCS). It cost each agency approximately $19,000. There has been no significant change to the radio reception quality. They are now exploring other options. There are four potential things that could be done. 1) Replace the current portable radio equipment with dipole antennas. 2) Share radio site with Tacoma. 3) Build a new site in Federal Way. 4) Regional Next Generation Project. Mr. Mendel stated that this is a situation they take very seriously, and they have worked very diligently with Federal Way staff to mitigate the issues any way possible. Mr. Mendel stated that they cannot change the antenna systems. Mr. Mendel believes the most promising solution is to share a radio site with Tacoma. They will connect the two systems. This is a limited ability, but it will enhance the capabilities. This could be implemented by summer of 2011. Installing a new radio system is constrained by funding. Mr. Mendel has submitted budget packages twice for consideration and both times they were denied funding. The Next Generation Radio Project is underway. They are in the consulting process to scope out what the Next Generation Radio system looks like. The system is a 3 county radio system that encompasses Pierce, King and Snohomish Counties working collectively together. This is going to be a very large capital expenditure. After the consulting stage, they will move into the funding development stage. The timeline is 2014 -2016. Dry Cleaning Contract Between Empire Cleaners, Inc. DBA John's Cleaners and The City of Federal Way, Washington for the Police Department. Uniform Dry Cleaning Assistant Police Chief Hwang stated that they are seeking approval to enter into a new agreement for dry cleaning services. The department went out to bid, and had two companies respond. West Campus Cleaners is the current vendor, and they did not respond. The Dry Cleaning budget is $16,000.00. John's Cleaners came in at $14,000 and Best Campus Cleaners came in at $24,000. Council member Park asked if dry cleaning services were given to non- police officers, Assistant Police Chief Hwang answered that records staff receive limited services. Council member Park questioned the numbers on the contract. He stated that in the past, the cost of dry cleaning has been around $40,000.00. Assistant Police Chief Hwang stated that there are 144 employees, but many of the patrol officers do not wear the uniform, they have elected to wear jumpsuits, and those are cleaned at home by the officers, which has reduced to cost of dry cleaning. Council member Park moved to forward the proposed Empire / John's Cleaners to the January 4, 2011 Council consent agenda for approval. Council member Freeman seconded. Motion passed. Other None NEXT MEETING January 11, 2011 5:30 p.m. in the Hylebos Conference Room ADJOURNMENT Meeting adjourned at 6:16p.m. 4 COUNCIL MEETING DATE: January 18, 2011 ITEM #: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: ARTS COMMISSION CONTRA :'CT FOR SERVICES POLICY QUESTION: Should the City Council approve the 2011 Arts Commission Contracts for Services funding? COMMITTEE: PRHSPSC MEETING DATE: 1/11/11 CATEGORY: Consent ❑ Ordinance ❑ Public Hearing n City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: John Hutton Recreation Supervisor DEPT: PRCS Background: The Arts Commission Contract for Services Program funds local arts organizations that provide .. cultural programs within the community. The City serves as a partner in the provision of services. Local arts organizations completed an application; the arts commission reviewed the applications, interviewed selected organizations an d developed funding recommendations. The budget for the 2011 Contract for Services Program is $40,000.00. Attachments: 2011 Contract for Services Recommendation Options Considered: 1. Approve the proposed Arts Commission 2011 contract for services funding recommendation 2. Don't approve the proposed Arts commission 2011 contract for Services funding recommendation and provide direction. MAYOR'S RECOMMENDATION: Option 1- Approve the proposed Arts Commission 2011 contract for services funding recommendation. MAYOR APPROVAL: g, DIRECTOR APPROVAL: & Committee Council Committee Council COMMITTEE RECOMMENDATION: TO BE DETERMINED AT THE COMMITTEE MEETING. Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: TO BE DETERMINED BASED UPON THE COMMITTEE RECOMMENDATION. (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL # ❑ DENIED 1ST reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinances only) ORDINAN( E # REVISED — 08/12/2010 RESOLUTION It 5 N m 0 J c a 1 � m K m 0 'v c m n ce c E J m LL rn a o c a c 3 m Z E 0 0 m 0 v. o 0 C c C 0 N a O a a O' N W 0 Q m `I E 5 01 -- c? 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L Q c O a 0 0 m j V p1 O m U 10 a, Y ul 0_ m m a(4 m 2 - v m E L u N u T. 0 v E m ` m 6 `m o E o 3 0 a E c c v y o 't ,� 0 10 6 I COUNCIL MEETING DATE: January 18, 2011 ITEM #: CITY OF FEDERAL WAY CITY COUNCIL - AGENDA BILL SUBJECT: ARTS COMMISSION WORK PLAN POLICY QUESTION: Should the City Council approve the Arts Commission 2011 Work Plan? COMMITTEE: PRHSPSC MEETING DATE: 1/1 1/1 CATEGORY: Consent ❑ Ordinance ❑ Public Hearing 1 J City Council Business ❑ Resolution ❑ Other STAFF REPORT BY John Hutton Recreation Supervisor DEPT: PROS Background: Annually the Arts Commission schedules a retreat to review the current Work. Plan and develop the plan for the upcoming year. The Work Plan outlines the projects, programs and associated funding for the year. In 2011 the Arts Commission will focus on improving public relations- press, newsletters and web information in addition to the regular work consisting of maintaining several art galleries, arts 'shows and supporting the Red, White and Blues Festival. Attachments: 1. Proposed 201.1 Work Plan 2. 2011 Arts Commission Budget Options Considered: 1. Approve. the Proposed Arts Commission 2011 . Work Plan 2. Don't approve the proposed Arts Commission 2011 Work Plan and request the Arts Commission to make: revisions. MAYOR'S RECOtMIV[ENDAT[ON: Option 1- Approve the Proposed Arts Commission 2011 Work Plan MAYOR APPROVAL: DIRECTOR APPROVAL: L/fl�11 ommntee Council Committee Council COMMITTEE RECOMMENDATION: 1 move to forward the Arts Commission 2011 proposed Work Plan to the January 18, 2011 consent agenda for approval Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "1 move approval of the Arts Commission 2011 Work Plan." (BELOW TO BE COMPLETED BY CITY CLERKS OFF /CE) COUNCIL ACTION: ❑ APPROVED COUNCIL. BILL # ❑ DENIED I sr reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinances only) ORDIN:itNC'E REVISED — 08/12/2010 RESOLUTION # 7 Arts Commission Budget 2011 ARTS COMM ADMiN> BURG T ARTS COlYt1VI ADMIN 2011 001 7200 352 573 22 001 7200 352 573 22 Part -Time Staff Part -time Staff $400.00 Office Supplies Office Supplies $250.00 Books, Maps, Periodicals Books, Maps, Periodicals $150.00 Operating Supplies Operating Supplies $250.00 Food & Beverage Food & Beverage $500.00 Consultants Consultants $1,100.00 Per Diem and Meals Per Diem Meals $400.00 Conference and Seminar Conference and Seminar $700.00 Advertising $300.00 g Advertising Association Dues Association Dues $200.00 TQTAL T(?TAt. $4,250 ©0 A TS C OM I PRB RAM RUUGET ARTS COl M.. > OGRAM `'` 2011 001 7200 352 573 23 001 7200 352 573 23 Exhibit Stipends & Materials Exhibit Stipends & Materials $1,200 New Program Contracts New Program Contract $4,400 Newsletter/Fliers/Promotion Newsletter/Fliers/Promotion $10,000 Public Art Public Art $6,000 Receptions Receptions $598 Red,White & Blues Festival Red,White & Blues Festival $10,000 Arts Program Scholarships Scholarships $500 Summer Sounds on the Beach Summer Sounds on the Beach $3,000 Council Allocation/Contract For Services Contract for Services $40,002 *Cultural Plan Update Cultural Plan: TOTAL $75,700.00 [3UDGPT.IOTA[S 2010 Administration Budget: $4,250.00 Program Budget: $75,700.00 TOTAL, $79,950.00 k Jartscom(budget120 l OAdopted 8 -- a, .....> 0 ucc z a/ V3 113 (i) 1/1 : a, _c la 4 9 3 _c 0) o) 2 n 0) 2 > 3 < -0 c c ---) o . -) 0 ca o) c C c _c ca , 03 Z ,L a) -- n3 E 5 0 2 _c co _c 06 Li _ 0 . 5 *cT) co • 2 13_ 2 2 2 „ 9) co o) co a) as ai 03 ,a) as c '' -- = ) z 0 0 -1 4 ° i) .c -) () 2 Ls_ -, 0 0 0 "ciFs > 0.1 2) C7' 4 -' 0 '17- = 2 7, = 44. - 6 0 . a) . ,_ • as . cu o o i a) o -a ...--... - a (A- . ..c c 13 m c c c - c a) r, ..., . 3 -- , ui - - .., Tt , al - E '6 o as 6 8 > ...-...-... c 4 , c ‘.- •- ;■-• u) .2 E 8)9 . 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COMMITTEE: Parks, Recreation, Human Services, Public Safety MEETING DATE: January 11, 2010 CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing n City Council Business n Resolution az , ❑ Other STAFF REPORT BY: Ray Gross, Emergency Management Coordi a or DEPT: Public Works Attachments: Memorandum to Parks, Recreation, Human Services & Public Safety Committee dated January 11, 2010. Options Considered: 1 — Authorize the mayor to execute the five year extension of an Interlocal Agreement between the City of Federal Way, Federal Way Public Schools, Lakehaven Utility District and South King Fire & Rescue 2 — Do not approve the extension of the Enterlocal Agreement and provide direction to staff. MAYOR'S RECOMMENDATION: The Mayor recommends forwarding Option 1 to the January 18, 2010 City Council Consent Agenda for approval. MAYOR APPROVAL: __ DIRECTOR APPROVAL: mm� tee Council Committe Council COMMITTEE RECOMMENDATION: 1 move to forward the proposed Contract amendment to the January 18, 2010 consent agenda for approval. Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "1 move approval of the amended Interlocal Agreement, extending the Agreement from January 1, 2011 through December 31, 2015, and authorize the Mayor to sign said amendment. (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL # ❑ DENIED I reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinances only) ORDINANCE # REVISED - 0812/2010 RESOLUTION # 11 CITY OF FEDERAL WAY MEMORANDUM DATE: January 1 2011 TO: Parks, Recreation, Human Services & Public Safety Committee VIA: Skip Priest, Mayor FROM Ray Gross, Deputy Emergency Manager P.6 pjwl( Cary M. Roe, P.E., Director of Parks, Public Works and Emergency Management SUBJECT: Greater Federal Way Emergency Management Program BACKGROUND: In January of 2005 an interlocal agreement was established between the City of Federal Way, Federal Way Public Schools, Lakehaven Utility District, and Federal Way Fire District #39 now known as South King Fire & Rescue. This agreement established a Greater Federal Way Oversight Committee and established equal annual payments of $7,000 from each of the member agencies for the purposes of supporting payments to support joint emergency management projects, training, and equipment procurements. This agreement has now come up for a five year renewal. Attachment: Interlocal Agreement cc: Project File Day File 12 COUNCIL MEETING DATE: January 18, 2011 ITEM #: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: Human Services Division/Community Response Severe Weather Shelter. POLICY QUESTION: SHOULD THE CITY OF FEDERAL WAY COORDINATE COMMUNITY EFFORTS TO DEVELOP A STANDARD AND SUSTAINABLE COMMUNITY RESPONSE TO SEVERE WEATHER SHELTHERING? COMMITTEE: Parks, Recreation, Human Services & Public Safety MEETING DATE: January 11, 2011 CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing n City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Lynnette Hynden, Human Services Division DEPT: Community Development Manager Services Attachments: • Memorandum to PRHSPS Council Committee Dated December 21, 2010 Options Considered: 1. Recommend approval of the Human Services Division/Community Response Severe Weather Shelter. 2. Do not recommend approval of the Human Services Division/Community Response Severe Weather Shelter. 3. Amend the proposed Human Services Division/Community Response Severe Weather Shelter. STAFF RECOMMENDATION: Staff f ° �� recommends Option 1 MAYOR APPROVAL: ��� � DIRECTOR APPROVAL: ( t Committee Council Committee Council COMMITTEE RECOMMENDATION: 1 move to forward the proposed Human Services Division /Community Response Severe Weather Shelter Planning to the January 18.201 /City Council Consent Agenda for approval. Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "1 move approval of the Eluman Services Division/Community Response Severe Weather Shelter Planning. " (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL # ❑ DENIED 1ST reading ❑ TABLED /DEFERRED/NO ACTION Enactment reading 13 ❑ MOVED TO SECOND READING (ordinances only) ORDINANCE # REVISED — 08/12/2010 RESOLUTION # 14 Federal Way M E M O R A N D U M TO: Parks, Recreation, Human Services, & Public Safety Council Couunittee t �. FROM: Lynnette Hynden, Human Services Division Manage % 1 ' VIA: Greg Fewins, Couuuunity Development Services Department Director DATE: December 21, 2010 RE: Severe Weather Shelter BACKGROUND Cold weather faces us each year and becomes a challenge for some if not all of our conuuunity residents. The weather turns and before we know it our community is asking the question each year, "where is the severe weather shelter'?" Snow and frigid temperatures are most definitely a concern for our neighborhoods because the power is sometimes impacted, but it is those residents that struggle to pay for their utilities that would rather not turn up their heat and put themselves at risk. In addition, our community participants that are living in their cars or sleeping in public places are at even greater risk of harm due to severe weather_ Two years ago when our region was blanketed with snow and freezing temperatures, our local churches informally banded together to open severe weather shelters in their buildings. We learned a lot of outstanding information on the logistics of opening a severe weather shelter, as opposed to a homeless shelter or emergency shelter_ AU of the shelters referenced have codes of conduct in which to operate under. This year, and earlier than anticipated, our community once again found itself blanketed with snow and immediately our community partners started to rally to serve those that were directly impacted by the weather. Because the process or logistics have not been thoroughly documented, confusion overtook the situation this year but eventually, the severe weather shelters were open. The logistics of comununicating and coordinating preparation before an event occurs is necessary (should the city want to assist in the response), so that life safety issues are addressed outside of the crisis and our emergency volunteers are not harmed in any manner. The definition between an emergency shelter and the processes required, as opposed to a severe weather shelter, needs to be held to the proper standards. PROCESS The Directors of Emergency Management and Community Development Services met with the Human Services Manager and Emergency Management Coordinator to discuss and clarify roles and responsibilities when the community shelters residents in either an emergent situation or in response to a temporary, but recoverable situation. A true - - emergency response" versus a severe weather shelter is the delineation we must be clear about when making a determination of how to respond to our community's needs 15 It is proposed that the Human Services Manager gather those limited number of churches known to the city as open to housing residents during severe weather and begin a dialogue to formalize a protocol whereby each participant understands their role. Confirming the church's ability to serve in the sheltering capacity needs to be explored before the event is upon us. Life safety issues are the primary concern from the Community Development Services Department. Making sure our community understands that our CERT volunteers (while they are prepared to serve and most enjoy volunteering in the tines of need) cannot be called out to staff a severe weather shelter because it is not deemed an emergency shelter. If it is not deemed an emergency shelter, then our volunteers are "not covered" by our insurance carrier. However, the churches themselves can call in the CERT volunteers from their own list that we will help them develop based on a willingness to serve response by our volunteers. Finally, the city is not equipped to take the lead on actually opening our facilities, in part due to Limited staffing levels, the "emergent vs. severe" sheltering definitions, and the impact to our revenue generating facilities, which would have a greater impact overall. The city can assist the community by organizing to help those that have been on the front line of response for severe weather conditions. Bringing the churches together, providing written protocols, and supporting them with limited, non - financial, resources. RECOMMENDATION Staff recommends that it is in the city's best interest to participate in the development of severe weather shelters by providing support and direction, rather than wait and react to ah hoc coordination that could impact the life and safety of our residents. It is recommended that the Human Services Manager start a process (using this year as a prototype) on being connected with the community as to their needs when they want to respond to residents in need. The process of developing written materials and guidance that will be sustained over the years is the outcome staff seeks to achieve. In sum, staff is seeking support from the Council Committee to move this recommendation forward to the full council on the Consent Agenda for the January 18, 201 1, meeting. 16 COUNCIL MEETING DATE: ITEM #: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: 2011 Diversity Commission Work Plan POLICY QUESTION: Should the City of Federal Way accept the Diversity Commission Business Plan for 2011? COMMITTEE: PRHSPS MEETING DATE: January 11, 2011 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 December 20, 2010. • 2011 Diversity Commission Work Plan. Options Considered: P 1_ Recommend approval of the proposed 2011 Diversity Commission Work Plan. 2. Amend and approve the proposed 2011 Diversity Commission Work Plan. 3_ Do not recommend approval of the proposed 2011 Diversity Commission Work Plan. MAYOR'S RECOMMENDATION: Option 1 is recommended. MAYOR APPROVAL: DIRECTOR APPROVAL: C. j1fl Con nittee Council Comm tree Council COMMITTEE RECOMMENDATION: 1 move to forward the 2011 Diversity Commission Work Plan to the January 18. 2011, consent agenda for approval. Committee Chair Conunittee Member Committee Member PROPOSED COUNCIL MOTION: '7 move approval of the 2011 Diversity Commission Work Plan' (BELOW TO BE COMPLETED Br CITY CLERKS OFFICE) COUNCIL ACTION: ❑ .AP PROVED COUNCIL BILL # ❑ DENIED I'T reading ❑ TABLED /DEFERRED /NO ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinances only) ORDINANCE ft REVISED 08112;2010 RESOLUTION # 17 CITY Or -_._- r Memorandum Date: December 20, 2010 From: Lynnette S. Hynden, Human Services Manager To: PRHSPS Council Committee Via: Greg Fewins — Community Development Services Department Director Subject: 2011 Diversity Commission Business Plan Background Starting in 2010, the Diversity Commission amended its Bylaws in to make possible syncing up the Business Plan Development with the City's fiscal calendar. Until that time, the Commission was adopting and recommending their plans on mid -year cycles, which made it very difficult for planning any activities with fiscal impact. The Bylaws now make it possible for the Commission to draft and recommend their work plan prior to January and complete the adoption of such plans by the City Council before March of the year in which is covers. This year at the Commission's September 2010 retreat, they reviewed the 2010 plan and developed the attached recommended Business Plan. The primary activities of the Business Plan include, but are not limited to, the following: • A Martin Luther King, Jr. annual project. • Develop and facilitate community forums on topics which are driven by the community's need for understanding diverse groups, which is also in line for outreach efforts to promote awareness and collaboration around diversity issues. The Business Plan is attached for your review. Options to consider are: Option 1: Recommend approval of the proposed 2011 Diversity Commission Business Plan. Option 2: Recorunend to amend the proposed 2011 Diversity Commission Business Plan. Option 3: Do not recommend to approve the proposed 2011 Diversity Commission Business Plan. Staff Recommendation Approve the 201 1 Diversity Commission Business Plan (Option I) and forward it to the full Council Consent Agenda for approval at the January 18, 2011, City Council Meeting. 18 City of Federal Way Diversity Commission 2011 Work Plan Purpose: Advises the City Council on policy matters involving the community's cultural and ethnic differences, ensuring that these differences are considered in the decision - making process. Mission: To help Federal Way become a community that is united amidst diversity, where each individual is respected, equally valued, equally needed, and equally cherished. Equality is not sameness; it is equivalent value. Brand Promise: The Diversity Commission is dedicated to helping Federal Way become a city where all people have a feeling of belonging and shared community, where there is equal access to information and resources for all, and where there are equal opportunities for all 1. Make recommendations, whenever necessary, to the City Council to ensure differences are considered in the decision - making process. By working closely with the City government, the Diversity Commission can continue to promote and support the City's Diversity programs. Commissioners will make efforts to attend the monthly council committee meetings in order to build relationships and diversity awareness. Members may take turns attending meetings to provide possible comments or input on upcoming relevant policies as they pertain to diversity issues. 2. Develop and support project(s) considered community tasks that promote the mission and purpose of the Diversity Commission. The Commission will support, organize, and provide community forum(s) to achieve the Brand Promise. The promise to convey to the community is that the Diversity Commission is interested in improving communication and providing opportunities to all for equal access to information_ The Commission plans on two forum(s), and will delve into topics considered relevant to the community. The purpose is to solicit feedback and insight into the multicultural communities within Federal Way. Other potential tasks the Commission will support are: • Martin Luther King Jr. and other cultural community celebrations. • Book Drive - Until at least all elementary' schools are provided for. • Community service projects. 19 Diversity Commission 2011 [York Platt Page 2 3. Conduct outreach and public education efforts within the Federal Way community. Inform the public, through various means, on the Diversity Commission's mission, purpose, and activities in Federal Way. Potential Tasks • Community forum(s) will be the primary focus to provide a platform for Commissioners to listen and get feedback from the residents of Federal Way. • Other communication vehicles that might be explored include: • Survey options for the purpose of being a communication conduit between the residents of Federal Way and the City Council. • Conduct community presentations as needed to promote and educate the Federal Way community. • Create and distribute diversity materials within the City of Federal Way to ensure that equality is not sameness but equivalent value. • Develop written articles for local newspapers that highlight success stories of individuals /families being supported by the Diversity Commission work plan. 4. Develop partnerships to promote awareness and collaboration around diversity issues. Create synergy with various communities leading to strong relationships and identification of those communities' leaders. Potential Tasks • Explore other partnerships, funding sources, and opportunities for the Diversity Commission in order to promote the Commission's purpose and mission. • Explore partnerships and funding to support Federal Way's Language Bank. • Explore efforts to increase collaborating and promoting joint efforts with other city commissions and community partnerships that promote the mission and purpose of the Diversity Commission. _r -m. i • Orlif 6w mess - Work Plans A2011A201I Work Plan d. c 20 COUNCIL MEETING DATE: January 18, 2011 ITEM #: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: 2010/2011 Human Services Commission One -Time Public Services Funding POLICY QUES'T'ION: Should the City of Federal Way accept the Human Services Commission One -Time Public Services Funding Recommendations for 2011/2012? COMMITTEE: PRHSPS MEETING DATE: January 11, 201 1 CATEGORY: ® Consent ❑ Ordinance 1 1 Public Hearing 1 1 City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Lynnette Hynden, Human Services Manager DEPT: Community Development Services Attachments: • Memorandum to PRHSPS Council Committee, December 21, 2010 • Exhibit A: 2011/12 Human Services Commission One -Time Public Services Funding Recommendations Spreadsheet Options Considered: 1. Recommend approval of the proposed 2011/12 Human Services Commission One -Time Public Services Funding Recommendations. 2. Do not recommend approval of the proposed 2011/12 Human Services Commission One-Time Public Services Funding Recommendations. 3. Amend the proposed 201 1/12 Human Services Commission One -Time Public Services Funding Recommendations_ MAYOR'S RECOMMENDATION: Option 1 is recommended. MAYOR APPROVAL: -� DIRECTOR APPROVAL: t!' Committee Council Committee Council CONrnt[TTEE RECOMMENDATION: 1 move to forward the proposed Agreement to the January 18, 2011, City Council Consent Agenda for approval. Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: - 1 move approval of the Human Services Commission One -Time 2011/12 funding recommendations, effective January 1, 2011, through December 31. 2012, with a total compensation of X86,000.00 (each fiscal year), and authorize the Mayor or his designee to sign said agreements_' (BELOW TO BE COMPLETED BF CITY" CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL # ❑ DENIED I' reading ❑ TABLED /DEFERRED /NO ACTION Enactment reading ❑ MOVED TO SECOND READING (or dinauces ord I ORDINANCE # REVISED - 08.12; RESOLUTION # 21 C TY n F `'•.: Federal M E M O R A N D U M TO: Parks, Recreation, Human Services & Public Safety Council Commi ee FROM: Lynnette Hynden, Human Services Division Manager VIA: Human Services Commission DATE: December 21, 2010 RE: 2011/12 Human Services General Fund One -Time Grant Funding Allocation Recommendations BACKGROUND Every two years the Human Services Commission participates in the highly competitive process to allocate grants to agencies who will best serve the residents of Federal Way. The funding process is complete when the commission makes its funding recommendations to City Council. This year however, due to the severity of the economic impacts to the community as well as the tremendous numbers of grant requests received, one -time funding of $86,000.00 for years 2011 and 2012 has been provided to the Commission to make further grant allocation recommendations. The City Council has considered the Commissions recommendations for the line item general funds of $430,000.00 and approved the proposed recommended allocations. On December 7, 2010 the Council approved the proposed budget presented by City Manager /Police Chief Brian Wilson which included appropriations for one- time additional Human Services grant funds. In anticipation that this would indeed pass by full support of council, the Human Services Commission returned back to the original grant applications, reviewed their goals as outlined in the Housing and Human Services Consolidated Plan as well as considered current community needs. Attached please find the Human Services Commission's recommendations for the proposed contingency funds. FINALIZING FUNDING RECOMMENDATIONS The attached excel spreadsheets represents the additional dollar amount allocated to each agency. Increased funding was determined based on the following factors: Agencies current 2009/10 funding and bringing those key programs up to the same level of funding. Focus on basic needs as the first priority and then community safety. The Human Services Commission is very thankful for the City Manager /Police Chief Brian Wilson's recommendation to increase the funding on a one -time bases as well as the Council's kindness in approving the recommendation. It is apparent that every one is being touched in some manner by this economic crisis that has impacted our community as well. The additional funding to bring our much needed programs to current level funding was abundantly clear to the commission as the most reasonable and fair determination. STAFF RECOMMENDATION Staff fully supports and recognizes the Human Services Commission extraordinary dedication and countless hours of review and consideration when they made their recommendations, therefore, I would urge the Council Committee to approve their recommendations as attached. In supporting the attached recommendations the committee would pass this on to the full council on the Consent Agenda for the January 18, 2011 meeting 22 FINAL HSC 2010 -2011 CONTINGENCY FUND RECOMMENDATIONS (11115/10) Strategy #1 Agency - Strategy #1 Program • 2011 -2012 2011/12 Basic Needs 40% GF Request HSGF Contingency 20% Total HSGF + Approved Increase Contingency Emergency Shelter Multi- Service Center and Transitional Housing $42,000 $30,000 $8,000 538,000 Multi- Service Center Food and Clothing Bank $50,000 $28,100 $7,000 $35,100 Society of St. Vincent St. Theresa de Paul of Emergency Human Seattle /King Co. Services 524,000 $18,500 $1,500 $20,000 Catholic Community Services of Western Emergency Assistance Program (EAP) Washington $20000 510,000 53,500 $13,500 Catholic Community REACH OUT Men's Services of Western Homeless Shelter Washington Program 520,000 $15,000 55,000 520,000 Federal Way Rent Assistance and Community Emergency Shelter Caregiving Network $28,500 $15,000 $8,500 $23,500 SUBTOTAL: $184,500 $116,600 $33,500 $150,100 2011/12 Strategy #2 Agency - Strategy #2 Program 2011 -2012 HSGF Contingency 20% Total HSGF + Community Safety 15% GF Request Approved Increase Contingency King County Sexual Comprehensive Assault Resource Sexual Assault Center Services $31,200 $15,000 $15,000 $30,000 Valley Cities Counseling and Mental Health Consultation $42,000 $20,000 $20,000 $40,000 Domestic Abuse Women's Network Continuum of Housing Services (DAWN) $20,000 $10,000 $10,000 $20,000 SUBTOTAL: $93,200 $45,000 $45,000 $90,000 Strategy #3 Agency - 2011/12 Strategy #3 Program 4 2011 -2012 Special Needs HSGF Contingency 20% Total HSGF + 30% GF Request Population Approved Increase Contingency South King Council of Capacity Building Human Services Project $7,500 0 $7,500 $7,500 SUBTOTAL: $7,500 50 57,500 57,500 Strategy #4 Agency - 2011/12 Low Income Families Strategy #4 Program 2011 -2012 15% GF Request HSGF. Contingency 20% Total HSGF + with Children Approved Increase Contingency No Strategy #4 Agencies received Contingency $$ $0 SUBTOTAL: $0 So So 50 GRAND TOTAL: $285,200 $161,600 $86,000 $247,600 1 23 24 COUNCIL MEETING DATE: January 18, 2011 ITEM #: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: SPRINT SITE LEASE RENEWAL — PANTHER LAKE (34519 14 WAY SW) POLICY QUESTION: SHOULD THE CITY COUNCIL APPROVE THE RENEWAL OF THE WIRELESS SITE LEASE AND AUTHORIZE THE MAYOR TO EXECUTE THE AMENDMENT? COMMITTEE: PARKS RECREATION & PUBLIC SAFETY MEETING DATE: 1/1 1 /2011 CATEGORY: Consent ❑ Ordinance ❑ Public Hearing Li City Council Business n Resolution ❑ Other STAFF REPORT BY: PATRICIA RICHARDSON DEPT: Law Sprint Spectrum, LP entered into a Lease Agreement with the City on December 26, 2005 for installation and operation of certain equipment on City owned land located at Panther Lake Park (34519 14 Way SW) for use in connection with its wireless telephone communications service. The 2005 Lease Agreement provided for rental fees in the amount of $1,500 per month with a 4% increase each year.. In 2005, the contract was extended for an additional 5 year term and the rent was increased to $2,000 per month with a 4% increase each year. The lease will expire on December 25, 2010 and Sprint has requested to renew the lease for an additional five -year term pursuant to the terms of the lease. The rental rate will begin at $2,433.31 per month with a 4% increase each year. Options Considered: 1. Recommend approval of the lease renewal and authorize the Mayor to execute the amendment. 2. Reject the lease renewal. STAFF RECOMMENDATION: Recommend approval of the lease renewal and authorize the Mayor to execute the amendment. �, MAYOR APPROVAL: � �Ev� r DIRECTOR APPROVAL: C mmittee Council Committee Council COMMITTEE RECOMMENDATION: I move to forward the proposed amendment to the T- Mobile Site lease to the September 21, 2010 consent agenda for approval. Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "[move approval of the Second Amendment to the Sprint Site Lease at 3-1519 14 th Way SW, beginning December 25, 2010 and terminating on December 25, 2015, and authorize the Mayor to sign said amendment. (BELOW TO BE COMPLETED 8 Y CITY' CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL # ❑ DENIED I reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading _ ❑ MOVED TO SECOND READING (ordinances onl ORDINANCE H RE- V (SED — 02/06/2006 RESOLUTION ft 25 SECOND AMENDMENT TO LEASE AGREEMENT FOR SPRINT SPECTRUM LP (AG # 01 -005) This Second Amendment to Site Lease Agreement ( "Amendment ") is dated effective this day of , 2010, and is entered into by and between the City of Federal Way, a Washington municipal corporation ( "City"), and Sprint Spectrum Realty Company, L.P., a Delaware limited partnership, successor -in- interest to Sprint Spectrum L.P., a Delaware limited partnership ("Tenant"). A. The City and Tenant entered into a Lease Agreement dated effective January 2, 2001, as amended by First Amendment dated December 26, 2005, whereby the City agreed to lease to Sprint Spectrum LP, as Tenant, a portion of the property, located at 34519 14 Way SW ( "Lease "). B. The Lease provided that Tenant may renew the Lease for three (3) additional five (5) year terms under Section 2. C. Under Section 27.b. of the Lease, any modification of or amendment to the Lease must be in writing and executed by both parties. D. The City and the Tenant agree and desire to amend the Lease to renew the term of the Lease for an additional five (5) years. NOW, THEREFORE, in consideration of the mutual covenants contained herein and for other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged the parties agree to the following terms and conditions: 1. Term. Pursuant to Section 2 of the Lease, the Lease shall be renewed for an additional five (5) year term commencing on December 26, 2010, and expiring December 25, 2015 ( "Second Renewal Term "), unless renewed pursuant to the terms of the Lease. 3. Rent. Section 3 of the Lease shall be amended to increase the rental rate paid by the Tenant to the City during the Second Renewal Term. During the first year of the Second Renewal Tenn, Tenant shall pay to the city rental fees in the amount of $2,433.31 per month, due on the 5 of each month. Commencing on the first anniversary of the Second Renewal Term and on each anniversary of the Second Renewal Term thereafter, the Rent shall be increased by four percent (4 %) per year. - 1 26 4. Notices. Section 16 of the Lease shall be amended to change the notices addresses for the City and Tenant as follows: If to City: City Attorney 33325 Eighth Avenue South Federal Way, WA 98003 With a copy to: Mayor 33325 Eighth Avenue South Federal Way, WA 98003 If to Tenant: Sprint Nextel Property Services Mailstop: KSOPHT0101 -Z2650 6391 Sprint Parkway Overland Park, KS 66251 -2650 with a copy to: Sprint Nextel Law Department Mailstop: KSOPHT0101 -Z2020 6391 Sprint Parkway Overland Park, KS 66251 -2020 Attn: Real Estate Attorney 5. Full Force and Effect. All other terms and conditions of the Lease not modified by this Amendment shall remain in full force and effect. DATED the effective date set forth above. CITY OF FEDERAL WAY By: Skip Priest, Mayor 33325 8th Ave South Federal Way, WA 98003 -6325 ATTEST: APPROVED AS TO FORM: Carol McNeilly, CMC, City Clerk Patricia A. Richardson, City Attorney - 2 2-7 Sprint Spectrum Realty Company, LP, a Delaware Limited Partnership By: Name Title Address Phone STATE OF ) ) ss. COUNTY OF ) On this day personally appeared before me , to me known to be the of Sprint Spectrum Realty Company, LP, a Delaware Limited Partnership, that executed the foregoing instrument, and acknowledged the said instrument to be the free and voluntary act and deed of said corporation, for the uses and purposes therein mentioned, and on oath stated that he /she was authorized to execute said instrument and that the seal affixed, if any, is the corporate seal of said corporation. GIVEN my hand and official seal this day of , 2010. (typed /printed name of notary) Notary Public in and for the State of My commission expires - 3 28