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PRHSPSC MINS 03-10-2009 City of Federal Way City Council PARKS, RECREATION, HUMAN SERV ICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday, March 10, 2009 5:30 p.m. SUMMARY In attendance: Council Committee members Chair Jeanne Burbidge, Michael Park, Jim Ferrell; Mayor Jack Dovey, Council member Linda Kochmar, Neal Beets, City Manager, Cary Roe, Assistant City Manager, Pat Richardson, City Attorney, Chief Brian Wilson, Tho Kraus, Finance Director, Lynnette Hynden Human Services Manager, Kelli O’Donnell CDBG Coordinator, Steve Ikerd, Interim Director PRCS, Mary Faber PRCS Superintendent, Mary Jaenicke, Administrative Assistant II. Guests: Susan Honda, David Bauch, Arts Commission; Fred Konkell, Parks & Recreation Commission Chair Burbidge called the meeting to order at 5:31p.m. PUBLIC COMMENT None at this time COMMISSION COMMENT Fred Konkell, chair of the Parks and Recreation Commission was there in support for the Laurelwood property donation. Susan Honda, chair of the Arts Commission reported on the upcoming Former Arts Commissioner Art Show and the Writers Retreat that will be held on April 24 and 25. APPROVAL OF SUMMARY Council member Ferrell moved to approve the December 2008 minutes. Council member Park seconded, motion passed. Council member Ferrell moved to approve the January 2009 minutes. Council member Park seconded, motion passed. BUSINESS ITEM Laurelwood Property Donation Mr. Ikerd presented the background information. This is a piece of property that the Laurelwood Community Club would like to donate to the City. The Community Club has requested that the property be kept as a park and open space. The size of the property is approximately 18 acres. There is approximately $8,453.00 owed in back taxes that the City would have to pay. The old play structures and a storage container will be removed from the property. The Committee would like to know how much it will cost to maintain the property. Staff will be prepared to provide that information when this item comes to Council. Council member Ferrell moved to recommend that Council accept the donation of parcels #4222800370 and #0421049219 from Laurelwood Community Club and authorize staff to secure the property. Council member Park seconded. Motion passed. Forte Electric Retainage Release Mr. Ikerd presented the background information. Forte Electric upgraded the electrical system at the Steel Lake Annex brick house. The total cost was $26,509.00.The work has been completed. Council member Park moved to recommend Council accept the contract as complete and authorize staff to release the retainage in the amount of $12,160.00 to Forte Electric. Council member Ferrell seconded. Motion passed. The meeting was moved to the Patrick Maher room, due to the large attendance. Interlocal Agreement for South End ARCH Ms. Hynden presented the background information. This is an Interlocal Agreement (ILA) that was presented by the City of Auburn. This agreement would include all South King County cities, and relates to mirroring the East King County ARCH, which is a regional coalition for housing. After reviewing the ILA, Ms. Hynden stated the proposed PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday March 10, 2009 Summary Page 2 agreement lacks critical details. Housing is a specialized field and is very complex. The South King County cities involved at this time are Auburn, Enumclaw, Algona and Federal Way. Mayor Dovey reported that this was started by himself, Pete Lewis from Auburn, John Wise from Enumclaw and David Hill from Algona, because of the housing issue in South King County. They decided to put together an Interlocal Agreement as a place to start. They wanted to collectively deal with the housing issue for low income. Ms. Hynden reported that ARCH first started with state funding from CTED, and from there they have been adding cities within East King County. It has taken them 10 years to organize and operate at their current level. Their operating expenses total $417,983.00. Council member Kochmar stated she was concerned about having the city’s money go towards building a house in another City. Chair Burbidge stated she would like to know how the multi-service center would fit into this structure. Ms. Hynden stated that there are established agencies in South King County that operate and run organizations for housing, and understand the comprehensive approach to housing. Mayor Dovey stated this was conceived to be a bigger organization to help South King County get its fair share. Collectively the South End will be better represented than individually. This Interlocal Agreement does not commit any money, but it is a start to see how the city can proceed to the next step. Council member Ferrell is also concerned about taking operating revenue and dispersing it to other cities. Council member Park stated that the South King County needs are a lot greater than those in East King County. He thinks that this collaboration of South King County is the first step to take. Mayor Dovey clarified that there is no capital request to take this to the next step. This agreement is to collectively figure out how as a region we can meet the needs of people that need assistance. Ms. Hynden stated that there are several cities that are entitlement cities, and together that is a leverage. Those are federal funds, private funds are also going to be accessible, but they will have strings attached. When you look at housing for lower income, you need to look at the impact to the neighborhood and community and provide services for those in transition. Chair Burbidge would like more information on the kind of housing funding that Federal Way has, and she suggested consulting with the multi-service center to see what housing programs they participate in. How much money went into ARCH, and how much each city contributes in in-kind services and money. Council member Park would like to forward this to full Council. He would like information on the specific projects that were done by ARCH, and what kind of funding they used. Council member Park moved to forward this item to Full Council for discussion at the first meeting in April. Ms. Hynden would like this item to be presented at the second meeting in April. Council member Ferrell would like this item to come back to committee before it goes to Council. Council member Park withdrew his motion, and moved to have this item come back to Committee at its April 14 meeting. Council member Ferrell seconded. Motion Passed. Council member Ferrell moved to have Item J presented after Item C. Short discussion was held. Council member Ferrell amended his motion to have Item J presented after Item D. Council member Park seconded. Motion passed. Finalize Federal Way Neighborhood Stabilization Program Ms. Hynden presented the background information. The total amount of money being offered by the Washington State CTED office is $651,688.00. The intent is to establish a financing mechanism to purchase foreclosed homes within Federal Way. Additional operating funds will not come with this money. The funding is to be used to purchase completely foreclosed properties. Ms. Hynden stated that there are not any completely foreclosed properties in Federal Way. The Human Services Commission put together a small committee to review all of the regulations, the program, and what this gift means to the City of Federal Way. The committee learned that there are limitations on the funding; we must have income levels at or below 120% of the median income. The money must be obligated within 18 months, which will be a challenge. The money must be tracked until 2013, 5% of the money can be used for Administrative costs, 25% of the funds have to benefit income levels of 50% or less the median income. They prefer that the money be used on vacant foreclosed bank owned properties. The committee came up with the option of establishing a financing mechanism. With this financing mechanism the city can leverage their funds, and by doing so they can potentially have the ability to take an inventory of approximately 14-20 homes that are currently foreclosed, and put first time home buyers into those homes. The families that want to participate in this program would need to go through an education process. The Washington State Housing Finance Commission has a 4% default with this program. The focus will be to stabilize the neighborhood and the home, and the other house values. Council member Park moved to accept option 1 Finalize the City of Federal Way Neighborhood Stabilization Program to provide financing mechanisms for homebuyers to purchase foreclosed residential properties in the Census Tracts identified as having a high-risk of foreclosure through an agreement with the Washington PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday March 10, 2009 Summary Page 3 State Housing Financing commission. 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 Neighborhood Stabilization Program. Council member Ferrell seconded. Motion Passed. Knutzen Family Theatre Management and Operations Ms. Faber stated that an RFP for the Management of Knutzen Family Theatre (KFT) was issued in February 2009. Some of the primary goals listed in the RFP were to manage, preserve and maintain the facility as it is, provide a rental space for non-profit groups, provide good, and sound fiscal and organization management of the space, and to continue to serve as a location for civic activities and promote cultural arts growth in the community. There were two respondents to the RFP; they were Centerstage Theatre (CST), represented by Alan Bryce, the Artistic and Executive Director and Tacoma Musical Playhouse (TMP) represented by Jon Douglas Rake, the Founder and Managing Artistic Director. The panel that reviewed the proposals consisted of Charlie Rathbun, Cultural Arts Program Manager of 4Culture, Laurie Rose, Cultural Arts Manager with the City of Auburn, Heidi Horton, Financial Analyst with the City of Federal Way, and Mary Faber. The panel rated the proposals and then conducted oral interviews with the respondents. Some of the things the panel looked at were project approach, financial feasibility and cost effectiveness of the proposal, assigned key staff, experience and education that would relate to the management of KFT. The panel rated Tacoma Musical Playhouse as a higher respondent than Centerstage Theatre for a number of reasons. The panel felt that TMP fared better in the written and oral interviews, and they felt that TMP was a better match for the needs of the Theatre and growth of the Theatre. A financial analysis was also done. Ms. Faber introduced Tho Kraus, the Finance Director for the City of Federal Way. Ms. Kraus reviewed the five year Financial Analysis with the Committee. In summary, the total loss for KFT in 2004 was $118,000, 2005 was $90,000, 2006 was $49,000, 2007 was $100,000 and 2008 was $168,000. Mayor Dovey asked Ms. Faber a series of questions regarding the operating revenues and expenditures. Ms. Kraus then presented the comparison of the total City out of pocket costs, and the side by side comparison of the CST and the TMP proposal. Chair member Burbidge asked for Public Comments Jim Cannelli: Stated he enjoys the CST productions, he questioned the disparity in some of the numbers between the two proposals. He is concerned about the blanks in the TMP proposal Craig Wollan: Commissioner on 4Culture stated that CST has provided great services and he would like to see a full evaluation of what the full benefits of CST are exclusive of what the panel came up with. Glen Sawyer: CST Volunteer and he would like CST to remain at KFT. He is also concerned about the blanks in the TMP proposal. Lark Moore: TMP President Stated that the TMP Board of Directors is very supportive of TMP and sees that this is an operational issue. TMP has run in the black all 13 years, and they have the staff to run this facility. Dick Mayer: His place of employment has sponsored some plays for CST. He is in support of CST managing the Theatre. Jim Cannelli: He has been to the TMP and he has enjoyed it, but this is a Community, and doesn’t think TMP should come to Federal Way. Maria Valenzuela: Patrons the KFT and is a patron of CST. She is the Marketing Manager for TMP and has a strong interest in establishing and perpetuating the Community of Federal Way and their Arts Programs. Susan Honda: Federal Way Arts Commission Chair stated that CST will still be able to perform at KFT, and she supports following what the panel suggested. Chair Burbidge asked for presentations from Mr. Douglas and Mr. Bryce Jon Douglas – stated that TMP has programs that fill their Theater year round, and they started a new Theater called Tacoma Childrens Musical Theater. This would be an opportunity for audiences in South King County and Pierce County to not have to travel to Seattle to see these kinds of productions. This is a large educational program, and a lot of the students come from Puyallup, Federal Way, Auburn, Milton and Fife. They would expand the educational program using the KFT. They have looked at the programming that is being done at KFT, and feel that it is not being utilized to its full potential, and they have a lot of ideas on classes, programs and shows that they would like to PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday March 10, 2009 Summary Page 4 offer. They would like to partner with Federal Way Arts organizations. TMP would continue with the shows that are currently at KFT. They feel they could do a good job for the City Of Federal Way. Alan Bryce- Stated that he has worked in Federal Way for five years, and that CST had been pushing to manage KFT for the past four years. In order for Centerstage to sustain its performances at KFT, they need to operate it, and that is the only way it makes sound fiscal sense. He is frustrated because CST has been working on this for four years, and two weeks after the RFP comes out; another organization comes in, and gets the ok to manage the Theatre. He says that this process has not addressed the quality of work that CST does, and the value that they bring to the Federal Way Community. He is also concerned that there has not been a discussion with the consumers of the performing arts in Federal Way. He stated that TMP’s rental fees are not realistic, and he is not sure who the other organizations are in Federal Way that would be renting the KFT. He also stated that the Mission and Vision statement for the KFT have not been taken into account. Mr. Bryce emphasized that if the City of Federal Way wants Centerstage Theatre to stay in Federal Way, then the City needs to award CST management of the facility. Council member Ferrell stated that he appreciates TMP making a proposal, and he is aware of the panels scoring and decision, but he agrees with Mr. Bryce and supports CST. Council member Ferrell moved to approve option 1, accept the request for Proposals from Centerstage Theatre Conservatory and authorize staff to negotiate a two year agreement for management and operations with a management fee of $70,000 for year one and $75,600 for year two. Council member Park stated that he was not able to 2nd the motion. Council member Ferrell stated that this has nothing to do with TMP, he is not prepared to think of the Community without CST. Council member Park stated that he appreciates CST, but KFT’s subsidy has been growing. We need to look at the economy. There were 4 panelists that were respected and professional in this area of expertise, and we need to look at how they voted. There are a lot of different issues that he wants to look at. Council member Kochmar stated that whatever the decision is, she wants to ensure that there is an educational program for the children. Ms. Faber reviewed with the Committee how the written evaluations and the oral interviews were scored. Mayor Dovey asked CST if their budget numbers were conservative, and Mr. Bryce answered yes, and that they are based on what they have done in the past. TMP’s numbers are based on ideas of programming that they would bring to the KFT. After several questions, it was clarified that TMP’s proposal was for managing the KFT and anticipating that groups will book the KFT, and that’s what their operating revenue is based on. CST’s proposal is for producing plays and managing the KFT and that is what their operating revenue is based on. The two proposals are completely different – one is management, and the other is management and production. Chair Burbidge asked about the numbers that CST had plugged in for the Professional Services. Mr. Bryce answered that those are not his numbers, those numbers came from the City. Council member Ferrell stated that these are major numbers, and he would like to know what those numbers are. Ms. Faber stated that some of those costs are associated with artistic costs, community theatre, special events, and summer youth theatre. TMP’s costs are reflected in the line item for education expenses. All of the CST’s projections for the KFT were taken from the Johnson Study. Council member Ferrell stated that the finances of CST and TMP appear to be a wash, and that what it comes down to is if we want local public theater, to be sponsored locally or be the annex of the TMP. Council member Ferrell renewed his motion to move option 1 to support Centerstage Theatre to go before the full Council. Chair Burbidge seconded. Mayor Dovey stated that before we go to Council to vote there needs to be a clear understanding about the Youth Theatre and to clarify the $38,000 and $39,000 under the Professional Services for CST. Council member Park recommended forwarding this to full Council without a recommendation, because he would like to compare some numbers carefully. Council member Ferrell called to question the amendment. Option 1 motion carries and was approved by Council member Ferrell and Chair Burbidge, and opposed by Council member Park. This will go to Full Council on April 7. Council member Kochmar would like a presentation from staff that talks about the review by the panelist, she would like a better understanding on how CST and TMP will handle the issue of the KFT not being fully utilized. Council member Kochmar also would like to know if both organizations were responsive to what was in the RFP. Ms. Faber stated that the evaluations were broken down into several different things, and the oral interviews asked questions, and they were rated to how they responded to the RFP. Council member Park had to leave the meeting. PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday March 10, 2009 Summary Page 5 Donation from Ms. Ayako for a K-9 Vest Chief Wilson stated that the Federal Way Police Department received a call for service from Ms. Gibbs. She was looking for her dog. The Police Officers responded to the 911 call and discovered that her dog had died in an accident on her property. A relationship was established, to try and assist her in replacing the dog. With family consultation, the decision was made to not replace the dog. Ms. Gibbs decided to make a donation to the Canine Program in the amount of $500.00. This donation will be used to go towards the purchase of a K9 vest. Council member Ferrell moved to accept the donation. Chair Burbidge seconded. Motion passed. Crestwood Animal Hospital Chief Wilson stated that Crestwood Animal Hospital provides services to the City’s canines. They raised funds to provide a ballistic vest. They have raised $2,000. Council member Ferrell moved to accept the Donation from Crestwood Animal Hospital for the purchase of a K9 vest. Chair Burbidge seconded. Motion passed. 2008 Bulletproof Vest Partnership Grant Chief Wilson stated that this is a standard grant. The Federal Way Police Department receives a 50% match for the bullet proof vets. This grant will enable the department to replace 22 bulletproof vests. The vests cost approximately $700 a piece. Council member Ferrell moved authorize the City Manager to accept the 2008 Bulletproof Vest Grant award in the amount of $8,426.00. Chair Burbidge seconded. Motion passed. Interlocal Agency Agreement with Seattle PD, WASPC, Gang Related Crime Chief Wilson stated that this agreement started as part of their work with Seattle Police Department in addressing youth violence and gang related issues. Seattle applied for a grant that is being administered through Washington Association of Sheriffs and Police Chiefs (WASPC). The Legislature is using WASPC to allocate funding to address gang related activity. The $5,000 in reimbursement will be used to pay for over-time for staff working cooperatively with the Seattle Police Department. Council member Ferrell moved to accept the Interlocal Agency Agreement. Chair Burbidge seconded. Motion passed. Red-Light Photo Enforcement Program Status Report Chief Wilson provided a 3 month status report. The dates of the report are for October –December, 2008. The photo enforcement takes place in two intersections. Not all of the lanes at these two intersections have cameras. The revenue from this program is being used to reinvest into the traffic related infrastructure, and to provide education prevention and enforcement with the Police Department. If the program is expanded in the future then the money will be used to address the operational costs of managing the program. There were a total of 4,154 citations issued. We were averaging 1300 a month, and we are now down to 900 a month. The system is performing as designed and is a very well run system. Chief Wilson stated that if there is any doubt or any question that an infraction occurred, it will go to the benefit of the driver. They are also very conservative in issuing citations for right hand turns. Council member Ferrell stated that a citizen wanted to pay their fine, but also wanted to discuss the situation. Chief Wilson stated that at this time, it is an either or situation. Chief Wilson stated that if there is anybody that has a question, to put them in the Court system, and give them an opportunity to present their issue. Council member Ferrell asked if there would be communication with Court Staff about this. Ms. Richardson has spoken with the Court Administrator regarding this, and they stated that they do not schedule the mitigation hearing for the Red-Light Photo infractions. Those are sent to ATS, and they schedule the hearings. This occurs because there are a large number of infractions coming through, and there is not enough court staff to process all of them. This practice is consistent with Seattle and Renton – Federal Way is copying their program. Chief Wilson stated that they are starting to see compliance, which is the goal of the program. The pilot program will end in August, and there are recommendations to continue with the Red-Light Program at these two intersections on a permanent basis, and enhance the lane coverage at the intersections, and he would like to pilot three school zones, those zones are Campus Drive at Saghalie, 320th Twin Lakes, and Panther Lake. The statute allows for speed enforcement in school zones. Chief Wilson stated that he would like to present this at the next Council meeting, to explain the program, and show the results of the program. This would reach a broader group of people. Council member Ferrell moved to approve the status report. Chair Burbidge seconded. Motion passed. There will be a presentation at the March 17, Full Council meeting. PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday March 10, 2009 Summary Page 6 Federal Way Conference and Cultural Center City Manager Neal Beets, stated that he needs a recommendation on two items; 1. The CTED contract needs to be amended, because it refers to Pal Do World as the site for the conference and cultural center. The Pal Do World site is no longer a consideration. CTED is in agreement with changing the language from Pal Do World to downtown Federal Way. 2. Use up to $75,000 of the CTED money to contract with an architect for the design of a prototype building that combines a performance hall and conference meeting room space; the prototype would include square footage, we would need the architect to apply the footprint to five downtown sites to see the pros and cons of each site. There is the architectural component, and then the business component where someone could look at the operating and construction costs for a combined Conference and Cultural Center. Staff would then come back to Committee with the Architectural information and the business information, and Council would be able to identify the preferred site. Council member Ferrell moved to authorize the expenditure of up to $75,000 from the $500,000 in State Pre-construction funds to develop additional architectural, site, and business information relating to a potential combined Conference and Cultural Center in downtown Federal Way, and authorize the City Manager to sign a conforming CTED contract amendment for such pre-construction services. Pending Items Animal Control Council member Kochmar asked that staff look into the National League of Cities providing discount pharmacy services to Federal Way citizens. NEXT MEETING – April 14, 2009 5:30 p.m. in the Hylebos Conference Room ADJOURNMENT - Meeting adjourned at 8:57 p.m.