Loading...
PRHSPSC MINS 07-08-2008 City of Federal Way City Council PARKS, RECREATION, HUMAN SERV ICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday July 8, 2008 5:30 p.m. SUMMARY In attendance: Council Committee members Chair Jeanne Burbidge, Jim Ferrell, Michael Park; Council member Linda Kochmar, Cary Roe, Assistant City Manager, Karolyn Klohe Assistant City Attorney, Chief Brian Wilson, Donna Hanson, Director PRCS, Steve Ikerd, Facilities and Parks Manager, Mary Faber RCS Superintendent, Doug Nelson, Community Center Supervisor, Lynnette Hynden Human Services Manager, Kelli O’Donnell, CDBG Coordinator, Lynette Allen, Administrative Assistant II. Guests: Bob Wroblewski, Human Services Vice Chair. Chair Burbidge called the meeting to order at 5:30p.m. PUBLIC COMMENT None COMMISSION COMMENT Bob Wroblewski, Human Services Commission Vice Chair, spoke in favor of approving the Commissions CDBG recommendations. Mr. Wroblewski also stated that he is concerned about the Human Services budget. APPROVAL OF SUMMARY Council Member Ferrell moved to approve the June meeting minutes as written, Council Member Park seconded. Motion passed. BUSINESS ITEMS 2009-2010 CDBG Programs Ms. O’Donnell provided the background information. The projects that are being proposed for funding are two CDBG Capital Projects, and six agencies that have been funded in the past. Elderhealth Northwest did not apply for funding this year because the CDBG requirements were too high. This funding is based on 2008, and they did not predict any additional cuts at this point. There is a contingency plan if funding is reduced and if funding is increased. 15% of total allocation can be spent on public services and 5% of that goes to the housing facility program, and we are allowed to spend up to 20% for planning and administration, and that is shared with King County. Council member Ferrell moved to approve option 1, Finalize the recommendation for the 2009 CDBG Program, as presented that includes: Proposed funding levels for 2009 CDBG Capital Projects and Public Service Projects; Conditions of Funding; a Contingency Plan should funding increase or decrease; and, the 2009 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 2009 CDBG Program. Council member Park seconded. Motion Passed. 2008/09 Diversity Commission Business Plan Ms. Hynden presented the background information. The Commission developed and approved the Business Plan at their retreat in June. The retreat focused on taking the commission in a different direction and getting on task and in- line with the rest of the City, as well as branching out and partnering. They focused on the mission statement of the Diversity Commission. The primary activities are the Martin Luther King Jr. annual event, evaluate the results of the City Of Federal Way citizen survey, to see how they may become a part in assisting Federal Way citizens, work collaboratively with faith based communities, human service agencies and the schools. Council member Park moved to recommend approval of the 2008/09 Diversity Commission Business Plan. Council member Ferrell seconded. Motion passed. Amendment to Diversity Commission By-Laws Ms. Hynden presented the background information. The By-Laws were reviewed at the retreat, and they determined that the schedule calendar is off cycle. It does not coincide with the City’s yearly budget cycle. Council member PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday July 8, 2008 Summary Page 2 Ferrell moved to recommend approval of the Amendment to the Diversity Commission By-Laws addressing business plan cycle. Council member Park seconded. Motion Passed. Wildwood Playground Replacement Mr. Ikerd provided the background information. The Parks Commission created a priority list of playgrounds that they felt needed to be replaced. Wildwood was their number one priority. A public meeting was held with the neighbors to discuss the replacement of the playground toy. A second meeting was held, and three options were presented and discussed. The new system will include an area for 5-12 year olds, and an area for children aged 2-5. The combined system installed is $127,528.41. A 10% contingency has been added for a total of $140,281.41. Council member Park asked Mr. Ikerd if they went through a bidding process. Mr. Ikerd answered that they are working off of the state contract. Council member Park asked why they did not go through the typical bidding process. Mr. Ikerd explained that by going off of the state contract a lot of the steps are already taken care of. Mr. Roe stated that the state bid process is used very frequently for the purchase of vehicles, and it does satisfy the bidding process per the RCW. If it is on the state bid, we do not need to go out and negotiate, we are able to buy the vehicle for that price from that Vendor that has already competed in the state process. Council member Ferrell moved to forward the bid acceptance for the installation of a playground system in Wildwood Park to full Council on July 15 for approval. Council member Park seconded. Motion passed. Council member Kochmar asked Ikerd if we had ever considered building a playground for kids with disabilities. Mr. Ikerd answered that the playground at Wildwood will be wheel chair accessible. Council member Kochmar requested that Ikerd look into what they are doing at Puyallup. Mr. Ikerd stated that all of the new playgrounds we are installing are ADA accessible. She requested that Mr. Ikerd report back at a future meeting, what parks in Federal Way are ADA accessible. Community Center Café Request to go to Bid. Ms. Faber presented the background information. $200,000 dollars was authorized in the carry forward budget for building adjustments and operating equipment. Ms. Faber presented the cost estimate of the Community Center Café, and the total project cost is $111,896.47. Council member Ferrell asked how quickly the café could be completed, Ms. Faber estimated approximately 4-6 months. Council member Park asked how much rent we would be charging the vendor, Ms. Faber answered that we would be charging the vendor a percent of the sales. If gross sales are under $4,700 a week it would be 5%, and if they were over $4,700 a week it would be 10%. Council member Park stated that there should be a minimum amount of rent, with a percentage. The RFP has been structured the same as we do the concession agreements at both Steel Lake and Celebration Park. Ms. Hanson stated that we have a similar setup with the vendor in the City Hall Building. Ms. Faber stated that it becomes a service to our patrons because it is what they expect, but it is not a high revenue source. Council member Ferrell move to approve the Federal Way Community Center Café Design and Construction Estimate and authorize staff to go out to bid. Council member Park seconded. Motion passed. Historical Society Lease Agreement Ms. Hanson presented the background information. The City currently has a lease agreement with the Historical Society at Fishers Pond. The Historical Society requested to lease the Steel Lake Annex. The Annex is no longer being used for the pre-school programs. The terms of the lease agreement are as follows: The Historical Society has agreed to pay $30,000 towards improvements and $1.00 per year for Ten years. They have agreed on the major improvements. The estimated budget for the improvements is $88,341.00. The Historical society is applying for grants to pay towards the improvements. Council member Ferrell moved approval of the Lease Agreement for the Steel Lake Annex House, Historical society Strategic Plan, and $88,341.00 budget for repairs. Council member Park seconded. Council Member Park asked who would be responsible for maintaining the Annex. Ms. Hanson answered that it would be the Historical Society’s responsibility. Fishers Pond will probably be demolished and is currently designated as open space. Motion passed. King County Special Property Tax Levy Agreement Ms. Hanson presented the background information. This was a special property tax in 2007 for $.05 six-year CIP property tax lid lift for pedestrian ways and trails, linking to regional trails. Council member Park moved PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday July 8, 2008 Summary Page 3 approval and authorize signature of the King County Special Property Tax Levy Agreement. Council member Ferrell seconded. Motion passed. Contract with CTED for Partial Funding of the West Hylebos Wetlands Boardwalk Project Ms. Hanson presented the background information. This is a confirmation of funds that were made available for the West Hylebos Boardwalk project. The project is complete. Council member Ferrell moved approval of the contract with the Department of Community Trade and Economic Development for $98,500 as partial funding of the West Hylebos Wetlands Boardwalk project. Council member Park seconded. Motion passed. SWAT Van Proposal Chief Wilson presented the background information. The Police Department was given approval to use carry forward money to replace the SWAT vehicle that is currently being used. The current vehicle has a 12 foot box, which is not large enough. The Department got estimates for the use of a Ford 550 chassis and a 20 foot box. It was discovered that the Ford F550 chassis can only accommodate a 16 foot box. In order to accommodate all of their gear, they need to go to the next level which is a Ford F650 chassis to accommodate a 20 foot box. The cost increase is $30,000, and there is an increase in costs for the box. The total additional funds needed are $50,000. They have asset forfeiture funds that can be used to make up the difference. Other Council member Kochmar thanked the Parks, Recreational and Cultural staff for a wonderful 4th of July celebration. Council member Burbidge stated that she enjoyed the change in activities this year. The active sports activities seemed to be very popular. Chief Wilson reported that there were no significant problems in the Parks this year. The Department does believe that there were more fireworks in the community, and there was more citizen non- compliant than in the past. The demands for service were much higher this year. He is waiting for official calls for service results. NEXT MEETING – August 12, 2008 5:30 p.m. in the Hylebos Conference Room ADJOURNMENT - Meeting adjourned at 6:35 p.m.