PRHSPSC MINS 06-09-2009
City of Federal Way
City Council
PARKS, RECREATION, HUMAN SERV ICES & PUBLIC SAFETY COUNCIL COMMITTEE
Tuesday, June 9, 2009
5:30 p.m.
SUMMARY
In attendance: Council Committee members Chair Jeanne Burbidge, Mike Park; Jim Ferrell, Linda Kochmar,
Brian Wilson Interim City Manager, Amy Jo Pearsall, City Attorney, Interim Chief Andy Hwang, Acting
Commander John Stieben, Ray Gross EOC Manager, Steve Ikerd, Interim Director PRCS, Linda Farmer
Communications and Governmental Affairs Manager, Kelli O’Donnell, CDBG Coordinator and Mary Jaenicke,
Administrative Assistant II.
Chair Burbidge called the meeting to order at 5:32p.m.
Public Comment: Fred Konkell spoke regarding the budget cuts to the Parks, Recreation and Cultural Services
Department. He urged the City Council to re-instate the Park Planner Position. He feels that it is an important
position. The Parks Department has been without a planner for over a year, and the Department is not moving
forward with any new projects.
Commission Comments: Susan Honda, Chair of the Arts Commission spoke regarding the Grand Piano that is
located at the Knutzen Family Theatre. The piano was purchased by the Arts Commission and the Federal Way
Coalition of the Arts. They have been discussing the issue of the piano for the past few months. At their last
meeting, they made a motion that has two parts to it. 1. Keep the piano at the Theatre, and loan it to Centerstage
Theatre. It would be used for musical purposes only, and would be checked on monthly by the City. The piano
would be turned over to the Performing Arts Center when it is built. The second motion, which was the favored
motion; was to move the piano to St. Lukes Church let the Federal Symphony and the Federal Way Chorale use the
piano. They would maintain it, and the city could check on it. The piano would be moved to the Performing Arts
Center when that is built. She also spoke regarding the student art show that is being displayed at the Municipal
Court.
Update on the Marketing Plan for the Federal Way Community Center
Ms. Farmer showed the Committee the new logo and the new look of the promotional materials for the Federal Way
Community Center. These mailers will be mailed to every household in Federal Way, potential Annexation area, NE
Tacoma and slightly outside the City limits on the Eastside. There will be 4 direct mail postcards with a seasonal
message; there will also be 2 for 1 coupons. The postcards will be mailed this week or early next week.
APPROVAL OF SUMMARY
Council member Ferrell moved to approve the April and May meeting summaries. Council member Park
seconded. Motion passed.
BUSINESS ITEMS
Community Preparedness Grant
Mr. Gross stated that during the 2007 and 2008 budget process the City Council approved $100,000 for a
Community preparedness grant. It was focused on providing backup power for vulnerable populations. They visited
the various agencies and discovered that they were already prepared for prolonged power outages. The grant was
restructured and it was broken up into the following areas: $60,000 for backup power, $25,000 general emergency
preparedness projects, and $15,000 for communication projects. The grant was sent out to the community, and 10
grant applications were received. The applications were reviewed by a panel. A total of $49,919.65 has been
awarded, leaving a balance of $50,080.35. $20,123.10 will be used in Backup power projects, $14,800.55 in
General emergency preparedness projects, and $14,996.00 will be used in Communications projects. Mr. Gross
would like to extend the Community Preparedness Grant Program to 2010 and use the remaining funds of
$50,080.35. Council member Kochmar requested that an article regarding the grant be placed in the newspaper, so
that people are aware that it is available. Council member Ferrell moved to approve the Community
PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE
Tuesday June 9, 2009 Summary
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Preparedness Grant award recommendations and extension into 2010 using the remaining funds of
$50,080.35. Council member Park seconded. Motion passed.
Letter of Commitment Neighborhood Stabilization Program II
Ms. O’Donnell stated that there is a second round of funding for the Neighborhood Stabilization Program known as
NSP 2. The amount available is approximately $2 billion nationally. It is not distributed evenly, but will be
distributed on a competitive basis. There is no guarantee that any state will get funding. The minimum application is
$5 million. The state Department of Community Trade and Economic Development (CTED) is putting together an
application for the 5 counties that have the highest need. Those counties are Clark, King, Snohomish, Pierce and
Thurston. The funds would be distributed to the areas with the highest needs. Federal Way has one Census tract that
scored 18 which is the minimum they have to score. There are three additional Census tracts that scored a 17. The
states proposal is that Thurston and Clark County were much harder hit, and they have enough Census tracts that are
over 18 that will bring the average score above 18; they should be able to bring in the majority of Census tracts that
socred 17 in on the application. There is a possibility to be able to serve 4 Census tracts in Federal Way. There is a
letter of commitment that the state is asking Federal Way to sign that says we are willing to move forward and
participate in the program. We can still withdraw if we choose to. They need to know by June 30 who is
participating. This is another opportunity to offset the foreclosures that are happening in the Federal Way
Community, and to also help people get into affordable homes. The state is applying for $50 million for the five
counties, but we are unsure how much funding we would receive. This program is specifically for acquiring
foreclosed properties. Council member Park moved to Support the State of Washington’s application funds for
NSP 2 funds and authorize the signature of the Letter of Commitment by the Interim City Manager. Staff
would then be authorized to participate in development of a Neighborhood Stabilization Program
Consortium Agreement to bring back for Council approval should the application be successful. Council
member Ferrell seconded. Motion passed.
Reprogram 2009 CDBG Capital Funds as Part of the 2010 CDBG Capital Allocation Process
Ms. O’Donnell stated that the 2009 CDBG Capital project could not move forward due to the downturn in the
economy. The Human Services Commission reviewed the 2009 Contingency Plan and discussed the various options
that were available. Approximately $260,000 is available. The commission reviewed the list of open projects that
they could add funding to per the contingency plan. There were four existing projects that CDBG funds could be
allocated to. The Human Services Commission chose to allocate the available 2009 CDBG funds as part of the 2010
CDBG allocation process. This will give the commission a chance to allow for bigger projects or give them options
if there are additional projects that they want to put money into. Council member Park moved to allocate
available 2009 CDBG funds as part of the 2010 CDBG allocation process noting that Federal Way has 2009
and 2010 CDBG funds available and reserves the right to split the funding between years or allocate all funds
in 2010 based upon the merits of applications received. Council member Ferrell seconded. Motion passed.
Federal Way Community Center Café Construction
Mr. Ikerd stated that the funding source for this project is in the 2009 carry forward that was approved in May. The
construction was split out from the equipment in order to save money. They contacted seven companies from the
Small Works Roster. Two of those companies submitted bids. Both companies were responsive to the bid. Rush
Commercial Construction was the lowest responsive bidder. They come very highly recommended. The Engineer
estimated that the cost for construction would be $60,000 before taxes. Rush Commercial Construction’s bid was
$54,047.13 plus tax for a total of $59,181.61. $51,942.30 will be the remaining balance in the Carry Forward
budget. Council member Ferrell moved to recommend that Council accept the bid from Rush Commercial
Construction and authorize the City Manager to execute a contract for Café Construction in the amount of
$59,181.61. Council member Park seconded. Motion passed.
Federal Way Community Center Café Equipment
Mr. Ikerd reported that Three Commercial Restaurant Equipment Supply companies were invited to submit an
application to the Small Works Roster and bid. Only one company responded. The design estimate was
approximately $28,147.00 plus tax. Smith & Greene Company responded with a bid of $23,249.54 plus tax for a
total contract amount of $25,458.25. This project will be funded out of the 2009 carry forward. After paying for the
café construction and café equipment, the remaining balance in the carry forward will be $26,484.14. Council
Committee suggested that staff think about the possibility of having a contest to name the Café at the Center.
Council member Ferrell moved to recommend that Council accept the bid from Smith & Greene Company
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and authorize the City Manager to execute a contract to purchase Café Equipment in the amount of
$25,458.25. Council member Park seconded. Motion passed.
CHG Building Systems Retainage Release
There was no discussion. Council member Ferrell moved to forward to full Council on June 16 for approval;
the acceptance of the CHG Building Systems contract as complete and authorize staff to release their
$7,733.91 retainage. Council member Park seconded. Motion passed.
Application for Ballistic Vest Partnership (BVP) Grant
Interim Chief Hwang stated that the Department is seeking authorization to apply for the 2009 Ballisitic Vest
Partnership Grant. They are projecting that they will need 78 new ballistic vests by the end of 2011. In 2009 they
would like to have half of the necessary vests. If the grant is approved it would provide funding in the amount of
$15,165.00. The Federal Way Police Department would be required to match the $15,165.00. The money to pay for
the vests would come from their fuel savings. Council member Ferrell moved approval of the 2009 Ballistic Vest
Partnership (BVP) Grant application, and authorize Interim City Manager Brian Wilson to sign such
Agreement. Council member Park seconded. Motion passed.
Renewal and Extension of Red-Light Photo Enforcement Professional Services Agreement
Interim Chief Hwang stated that a one year contract was signed in 2008 with American Traffic Solutions. They
would like to extend the contract by one year. They also have the option of extending the agreement for 2 additional
3 year terms. The Red-Light Photo Enforcement program is being expanded. Chief Hwang stated that it has been a
very good company to work with. There have been very few contested cases. There is not a financial impact; the
program sustains itself. Council member Park moved that the City renew and extend the terms of the existing
Professional Services Agreement with American Traffic Solutions for an additional year, with the option to
extend this agreement for two additional three (3) year terms. Council member Ferrell seconded. Motion
passed.
SECTOR Service Level Agreement with the Washington State Patrol
Acting Commander Stieben reported that the Washington Association of Sheriffs and Police Chiefs (WASPC) is
sponsoring a program known as SECTOR: Statewide Electronic Collision & Ticket Online Records. This will allow
them to take advantage of the barcode on the vehicle registration and the driver’s license. The officers will be able
to scan the documents, and the data will be uploaded to a central server and sent to the courts. This will reduce the
paperwork, and will also reduce the amount of time it takes to complete the reports. The Washington State Patrol
will oversee the program. There are no budgetary costs to the City of Federal Way to participate in the program.
Initially two police cars will have this. The Municipal Court is in agreement with the program, it will also reduce
their workload. If they are happy with the program they will expand it to more police cars. Council member
Ferrell moved for approval of the request by the Police Department to enter into a written agreement with
the Washington State Patrol to implement the SECTOR process, and authorize the Police Chief to sign the
Agreement. Council member Park seconded. Motion passed.
Pending Items
None
NEXT MEETING – July 14, 2009 5:30 p.m. in the Hylebos Conference Room
ADJOURNMENT - Meeting adjourned at 6:22 p.m.