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PRHSPSC MINS 08-10-2010City of Federal Way City Council PARKS, RECREATION, HUMAN SERV ICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday, August 10, 2010 5:30 p.m. SUMMARY Committee Members in Attendance: Committee Chair Jeanne Burbidge, Councilmember Roger Freeman and Councilmember Michael Park Councilmember’s in Attendance: Mayor Linda Kochmar Staff Members in Attendance: Brian Wilson, City Manager/Police Chief, Amy Jo Pearsall, City Attorney, Stan McCall Acting Assistant Chief of Police, Cary Roe, Director of Parks, Public Works & Emergency Management, Tho Kraus, Director of Finance, Judge Dave Larson, Judge Rebecca Robertson, Susanne White, Court Administrator, Linda Farmer, Communications and Governmental Affairs Manager, Rob Ettinger, Dumas Bay Centre Coordinator and Mary Jaenicke, Administrative Assistant II. Guest: Jim Thorburn, Seattle DOC Work Crew Program Manager Chair Burbidge called the meeting to order at 5:34p.m. Public Comment: Susan Honda is on the board of the Ridge Homeowner’s Association. She stated that recently there was a very large event at the King County Aquatic Center. Approximately 300-500 cars were parked all over the neighborhood. She called the police, and when they arrived she was told that they were unable to write tickets because the streets are private property. She would like to have “No Parking” signs added to the streets in the neighborhood. City Manager/Police Chief Wilson stated that typically they cannot write tickets on private property. He said that he would review this with the traffic police to see what they can post legally. Commander McCall stated that preliminary discussions have taken place with King County Aquatic staff, and they stated that the event was much larger than they anticipated. City Manager/Police Chief Wilson stated that they will be working with the Aquatic Center for the 2012 Diving event, to ensure that the parking issues are taken care of. He also thanked Ms. Honda for bringing in pictures of the illegally parked cars. Fred Konkell: Stated that his comments are his own thoughts and not a reflection of the Parks Commission. He spoke regarding the budget cuts. He is against the Public Works and Parks & Recreation Departments merging. He stated it is a bad idea, and there will be a decline in the level of service that the Parks & Recreation has. He also stated that the Parks & Recreation department will get lost when it merges with Public Works. Commission Comments: None APPROVAL OF SUMMARY Councilmember Freeman moved to approve the June meeting summary. Councilmember Park seconded. Motion passed. BUSINESS ITEMS Negotiation of a Contract for Marketing/Communications for Dumas Bay Centre Ms. Farmer and Mr. Ettinger presented the background information. In an effort to increase rental income and improve visibility of the Dumas Bay Centre (DBC), the City of Federal Way budgeted $70,000 for a marketing and communications plan. This idea got its start from a Town Hall meeting that was held at DBC. Approximately 30 people attended this meeting. They would like to amend the scope of work, and bring back that group for another public ideas session. Request for Proposals were sent out, and 13 firms submitted. Five companies were selected for interviews. Mr. Ettinger stated that they expect to secure one to two additional anchor clients, increase the day rental revenue by up to 10%, increase revenue from overnight stays by 10%, and add 10-20 additional social events per calendar year. Some of the marketing plans include revamping the entire website, creating a traveling tabletop display, a new logo, a cookbook, and brochures. The five firms scored well in the main selection criteria, but Cipalla Communications is a firm that is familiar with Federal Way, and has successfully completed multiple contracts for the City. They also added items to the proposal that were not asked for. Cipalla is currently doing the Marketing Plan for the Federal Way Community Center. The funds for the marketing plan came from Parks savings. Mayor PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday August 10, 2010 Summary Page 2 Kochmar would like to have a quarterly report on how successful the marketing and communications plan is. Councilmember Park stated that the price was part of the evaluation criteria, and that the scoring varied. He would like to know the dollar amount that each company submitted. Ms. Farmer stated that she would provide him with that data. Mr. Ettinger provided Councilmember Park information regarding how much additional revenues would be brought in by achieving their marketing goals. Ms. Farmer stated that their goal is to receive a return on the investment within two years. The printed materials will be designed to last for five years. City Manager/Police Chief Wilson commented that with the reorganization of staff, there have been tremendous strides, and the financials are better than they ever have been. He also commented that the grounds look better than they have, and it is our own Park Maintenance staff that is taking care of the grounds. Councilmember Park moved to approve negotiation of an agreement with Cipalla Communications not to exceed $70,000 to produce a communications plan and marketing materials for Dumas Bay Centre. City Attorney Pearsall clarified that staff is asking for approval of negotiating a contract, but is also asking for the execution of the contract, and that is not clear in the original motion. She suggested that additional language be added to the motion. The motion was changed to approve negotiation and execution of an agreement with Cipalla Communications not to exceed $70,000 to produce a communications plan and marketing materials for Dumas Bay Centre. Council member Freeman seconded. Motion passed. The proposed Council motion was also changed to authorize the City Manager to negotiate and execute an agreement. Agreement for Work Crew Services Judge Larson stated that this is another opportunity to add alternatives to jail sentences. The work crew is something that the City has been discussing for years. The issues that got in the way were logistics and expenses, and liability. Ms. White stated that the Department of Corrections (DOC) does a fantastic job of running the work crew. Mr. Thorburn is the supervisor of the work crew, and they work throughout the Seattle area. They are willing to allow City of Federal Way defendants to participate. Mr. Thorburn stated the program is available seven days a week, and it has pickup points all throughout King County. Federal Way will be the furthest South location. People that are sentenced to work crew can start the very next day. The hours of the work crew are 7:30am-3:30pm, and they are supervised by uniformed DOC Correctional Officers. Ms. White stated that the probation department that the city contracts with will do the oversight of letting the court know about the completion of the work crew, how they are doing, and if they don’t complete the sentence. They charge a $25 flat fee for the oversight to the defendant. The defendant will pay $15 a day to be on the work crew. Judge Larson stated that the city is obligated to pay $15 a day per defendant to the DOC, regardless of whether the defendant pays. Providence will bill the defendant the $15 per day, and then collects it and reimburses the City. The defendants are screened by the probation department to ensure that they are physically capable to do the job. The DOC partnerships with six Seattle agencies; the contract is specific as to where the work is supposed to be performed, and the majority of the work is performed in the City of Seattle. Mr. Thorburn would like to generate a crew that would be funded through the City of Federal Way and have a full crew in Federal Way, but that is not happening at this time. These partnerships are helping paying to have the work done. If we wanted something like this in Federal Way there would be a fee. The rate at this time is $376 a day. This pays for the DOC Correctional Officer. Mr. Roe asked if this rate could be adjustable, Mr. Thorburn answered that he would be opened to discussion down the road to see what they could do. This has primarily been a Seattle operation, and they are just now beginning to branch out. It will come down to tools, equipment and supplies that would need to be available in this area, and would need to have an Officer available. Councilmember Park moved approval of the Memorandum of Agreement with the Washington State Department of Corrections (DOC) for Work Crew Services, and forward to the September 7 Council meeting consent agenda. Councilmember Freeman seconded. Motion passed. Secure Our Schools (SOS) COPS Grant Application – Information Only Commander McCall provided the background information. This is a COPS grant application for funding to enhance the radio systems at the Federal Way Public Schools systems. School Resource Officers work at the Federal Way High schools and the communication system that they use to communicate with the school staff is severely lacking. This grant will allow them to enhance communication. They have applied for the grant, and the grant requires matching funds from the applicant agency. The plan is to split the matching funds with the School District, City of Federal Way, and possibly the Greater Federal Way EOC. PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday August 10, 2010 Summary Page 3 Washington Association of Sheriffs and Police Chiefs (WASPC) Grant to purchase one Radar/Lidar Device Commander McCall presented the background information. This WASPC has offered grant funding to purchase a replacement LIDAR-RADAR device. The funding sources would come from the traffic unit. The cost to replace the device is $800.45. This is a reimbursement grant, the City of Federal Way would buy the device, and then they would be reimbursed. Councilmember Freeman moved approval of the request by the Police Department to use WASPC Grant Money to purchase one replacement laser/radar device for the Traffic Section. Councilmember Park seconded. Motion passed. Other Items Councilmember Park requested that on the Agenda Bill’s the staff recommendation and the committee recommendation have the full recommendation written out, and the date that the item will be forwarded to the Full Council as a consent item. Mayor Kochmar stated that a citizen suggested having the Explorer Scouts patrol the BPA trail. Councilmember Burbidge stated that there would need to be some supervision, and they would need to be clear on what their responsibility is. City Manager/Police Chief Wilson stated that staff has been working on how to enhance the safety on the trail. Some of the complaints have been speeding bicycles coming up on people from behind. Councilmember Burbidge stated that when the City is able to, she would like to add some more of the decorative street lights out along the street in front of Dumas Bay Centre. It would help with people having to park along the street, and you could also add banners to enhance the awareness of the Centre, and the events that are going on there. NEXT MEETING September 14, 2010 5:30 p.m. in the Hylebos Conference Room ADJOURNMENT Meeting adjourned at 6:43 p.m.