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PRHSPSC MINS 05-13-2008 City of Federal Way City Council PARKS, RECREATION, HUMAN SERV ICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday May 13, 2008 5:30 p.m. SUMMARY In attendance: Council Committee members Chair Jeanne Burbidge, Jim Ferrell; Mayor Jack Dovey, Council members Linda Kochmar and Dini Duclos, Cary Roe, Assistant City Manager, Aaron Walls City Attorney, Chief Brian Wilson, Donna Hanson, Director PRCS, Mary Faber, Recreation Superintendent, B Sanders, Park Planner & Development Coordinator, Doug Nelson Community Center Supervisor, Lynnette Hynden Human Services Manager, Kelli O’Donnell, CDBG Coordinator, Mary Jaenicke, Administrative Assistant II. Guests: None Chair Burbidge called the meeting to order at 5:34p.m. PUBLIC COMMENT None COMMISSION COMMENT None APPROVAL OF SUMMARY Council member Ferrell moved to approve the April meeting minutes as written, Council Member Burbidge seconded. Motion passed. BUSINESS ITEMS Contract for the FWCC Electronic Message Board Monument Sign Ms. Sanders provided the background information. Three proposals were received. The lowest bid was Tube Art Displays Inc., reference checks were done. The lowest bidder is well qualified, and he was also recommended by Dave Clarke the Architect. The price is $23,977.82 plus a 10% contingency for a total cost of $26,375.52. The sign is multi-colored, two-sided, and close to 6 feet. Council member Ferrell moved approval to award the contract to Tube Art Displays in the amount of $26,375.52, Chair Burbidge seconded. Motion passed. Funding will come from the Community Center budget. Saghalie Park Soccer Field – Artificial Turf: Accept Work by Epic Construction Mr. Sanders presented the background information. The project is complete, and it came in with change orders under the 10% contingency. The original contract was $841,358.37, and the grand total is $969,600.97. Chair Burbidge asked if this was all done with City funds, Ms. Sanders answered that there was about $300,000 from the Recreation & Conservation Office (RCO), and $55,000 from the Federal Way Soccer Association. Council member Ferrell moved to accept the Saghalie Park Soccer Field – Artificial turf project performed by Atlas Tracks, Inc., as complete, and approve release of the retainage. Chair Burbidge seconded. Motion passed. West Hylebos Wetlands Trail Improvements: Accept Work by Epic Construction Ms. Sanders provided the background information. This is the boardwalk portion of the improvement at the West Hylebos Wetlands. It included demolition of the existing boardwalk, the removal and disposal of the boardwalk, and replacing it with long lasting foundations and construction of a boardwalk with bull rail and guard rail. It is about ¾ of a mile long. We received funding from RCO in the amount of $550,000 and appropriations in the amount of $350,000. Total budget for this project was $1,420,220.35, and from this amount $1,127,788.59 was identified for construction costs, including a 10% contingency. Actual costs for construction are below the budget amount at $1,066,706.59. Council member Ferrell moved to accept the West Hylebos Wetlands Trail Improvements performed by Epic Construction, LLC as complete, and approve release of the retainage. Chair Burbidge seconded. Motion passed. PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday May 13, 2008 Summary Page 2 Ms. Hanson announced that this is Ms. Sanders last Council Committee meeting. She has taken a job with the City of Redmond as a Senior Park Planner. The Committee congratulated B, and thanked her for all of her hard work, and wished her good luck. Community Center Café Vendor Contract Mr. Nelson presented the background information. Mr. Nelson reported that an RFP was issued on April 3. One firm, Billy McHales submitted a proposal. They are currently providing concessions at Steel Lake Park and Celebration Park. Mayor Dovey asked what the square footage of the concession stand would be. The square footage at this time is undetermined; there have been ongoing meetings with the Architect and the Concessionaire. Ms. Faber stated it would be about 80 square feet. Mayor Dovey asked what the cost is to re-model the space. Ms. Hanson answered that we do not have a final estimate, we have drawings, and we have budgeted $100,000 for building adjustments. Based on what we are estimating to get in return from the Concessionaire, Mayor Dovey questioned whether or not this was a good business decision. It will take a long time for us to get our money back. Ms. Faber stated that it is not a good payback, but this is a service that people who use the facility expect. Ms. Hanson stated that once we have the cost, we will have a better analysis. Mayor Dovey questioned whether or not it is wise to contract with a vendor before we have the design and cost. Ms. Faber explained the process: We projected a menu and did an RFP, and brought in the vendor. The vendor is working with staff and the architect. The Architect is putting together the final design and estimating the cost. The vendor agreement does not need to be finalized. Chair Burbidge asked staff where they are in the process. Ms. Faber answered that the architect and vendor are meeting this week to finalize the design of the space and the layout of the equipment. We should have the cost estimate in 3-4 weeks. After discussion it was decided to bring both the Vendor Agreement and the cost estimate back to the PRHSPS Committee in the future. 2008 Human Services Commission Work Plan Ms. Hynden provided the background information. The Commission held a retreat to discuss the work plan. Ms. Hynden stated that the primary objectives this year is the allocation of CDGB and Human Service funds, exploring and looking at the three year King County Consortium contract to decide if they should become a direct entitlement, or stay in the King County Consortium for another three years. Ms. Hynden said that this is a very full plate for the Commission. Council member Ferrell moved to recommend approval of the 2008 Human Services Commission Work Plan. Chair Burbidge seconded. Motion passed. Joint Interlocal Agreement Regarding the Community Development Block Grant (CDBG) Program Ms. O’Donnell provided the background information. The City Of Federal Way has the option every three years of either receiving the CDBG funds directly to the City Of Federal Way as a direct entitlement, or continuing as part of the King County Consortium. Once we commit to the Consortium, we are committed for three years as part of the Housing and Urban Development (HUD) program. Some of the advantages of participating are: Administration is shared, labor requirements for implementing capital projects is provided, and we still maintain local control to choose which projects we want to enter into. After review, staff recommended to continue in the consortium for the next three years. Council member Ferrell moved to authorize the City Manager, or his designee to sign an interlocal agreement regarding the Community Development Block Grant (CDBG) Program for continued participation in the King County CDBG Consortium for the 2009-2011 period as a Joint Agreement City with technical changes. Chair Burbidge seconded. Motion passed. Ratification of 1st Amendment to VCC’s Governing Interlocal Agreement Chief Wilson provided the background information. This Amendment is similar to what occurred in 2000. At that time the Federal Way Fire Department was a Fire District, and the other four governing agencies had municipal fire departments. The decision was made for the Federal Way Fire Department to come into the Valley Com. An agreement was made that the City would act as the contracting agency and would apply that same rate to the Federal Way Fire Department, as was the same rate for the Police Department. With the election the Valley Regional Fire Authority was formed with the cities of Auburn, Algona and Pacific. This is a similar structure to the Federal Way Fire Department. This proposal would apply the same rate structure with that entity that is providing fire services within the City of Auburn, Algona and Pacific. Council member Ferrell moved approval of the ratification to the 1st Amendment to Valley Communications Center Governing Interlocal Agreement. Chair Burbidge seconded. Motion passed. PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday May 13, 2008 Summary Page 3 Veterans’ Education and Training Program Chief Wilson provided the background information. This program offers an on the job training program that allows veterans to receive payment from the Federal Government if they complete certain types of programs. Our Police Departments Recruit Officer Program and the Field Training Officer Program qualifies for reimbursement under this program for veterans. This will be a good recruiting incentive for veterans. Council member Ferrell moved to accept the implementation of the Veterans Affairs “On the Job Training Program”. Chair Burbidge seconded. Motion passed. Agreement between City Of Federal Way and Puget Sound Educational Service District Relating to Funding for Reinvesting in Youth Chief Wilson provided the background information. The Police Department has participated in this program for a number of years. The idea behind the program is to provide a county wide effort that increases services for troubled youth. The goal is to get kids back in to school, and to reduce dropout rates. The cost to participate is $5,000. This also allows the department to tap into grants and private funding. Prior to voting, Chair Burbidge reported that she serves on the advisory board, but it is not a board directive. Council member Ferrell moved approval of the Agreement between City Of Federal Way and Puget Sound Education Service District Relating to Funding for Reinvesting in Youth, and authorize City Manager, Neal Beets to sign such Agreement. Chair Burbidge seconded. Motion passed. Other Council member Ferrell inquired as to where we stand on the Animal Control and Dangerous Dog Ordinance issues. Chair Burbidge stated that this was discussed about two years ago, and we did a very thorough analysis and comparisons with other jurisdictions. Council member Ferrell is not interested in revisiting the Ordinance, and would like it taken off of pending items on the PRHSPS agenda. He is interested in the Animal Control Contract. Chair Burbidge stated that King County is reviewing their contract very thoroughly. They are in the process of making significant improvements, and that we could benefit from these improvements. Mayor Dovey stated that if we are going to talk about an Animal Control Contract, this becomes a budget issue. We would need to find out what it would cost, and it would become a budgetary decision. Knowing the cost would help define what Council wants to do. Council member Kochmar asked that before they leave the Dangerous Dog Ordinance, to ask a King County Animal Control Officer to come to a meeting and talk about the issue. Chair Burbidge stated that it is up to the dog owner to keep the dog under control and on a leash, and owners need to be encouraged to do this. After further discussion it was decided that there is a need to review possession/ownership in the Ordinance. The Legal Department will review this. Chair Burbidge stated that H. David Kaplan had made a request regarding changing the name of some open space. Ms. Hanson answered that it is going to the Parks Commission for discussion. Council member Kochmar asked if there would be a discussion regarding a Festival Coordinator. Ms. Hanson answered that the City Manager is working on the concept of Festivals, and that it is not ready to be brought forward at this time. NEXT MEETING – June 10, 2008 5:30 p.m. in the Hylebos Conference Room ADJOURNMENT - Meeting adjourned at 6:28 p.m.