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PRHSPSC MINS 06-10-2002 City of Federal Way City Council PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Monday, June 10, 2002 4:00 p.m. SUMMARY In attendance: Council Committee members Chair Linda Kochmar, and Michael Park, Mayor Jeanne Burbidge, Staff: Donna Hanson, Assistant City Manager, Anne Kirkpatrick, Director of Public Safety, Bob Sterbank, Director City Attorney, Cary Roe, Director Public Works, Ken Miller, Deputy Director Public Works, Lydia Asseffa-Dawson, Human Services Manager, Kelli O’Donnell, CDBG Coordinator, Jennifer Schroder, Director, Parks, Recreation & Cultural Services, Mary Jaenicke, Administrative Assistant. Excused: Council member Mary Gates. Guests: Karen Pettingell, Chair Human Services, Kevin King, Human Services Commission, H. David Kaplan, citizen, Nancy McElenay, Historical Society. Chair Kochmar called the meeting to order at 4:02 p.m. PUBLIC FORUM David Kaplan spoke regarding the Oxford House issues. He would like the City to review their policy regarding granting funds for a social service facility, without a site being selected. The grant should be made contingent upon the approval of a site. The second issue is the waiver of unrelated adults living in the same house. Kaplan also spoke regarding the upcoming sexual predator bid. Kaplan would like the local group homes to be publicized. Nancy McElenay from the Historical Society wanted to introduce herself to the Committee. She stated the Historical Society wants to keep moving forward with the program. She spoke regarding needs that the Historical Society needs. Schroder stated a meeting could be scheduled to update the committee. Schroder stated she would update the Committee on the Agreement between the City of Federal Way and the Historical Society. Kochmar suggested that Nancy attend the City Council meeting every once awhile to create public awareness of the Historical Society. COMMISSION COMMENT None APPROVAL OF SUMMARY Chair Kochmar and Council member Park approved the May 13 meeting minutes. Kochmar motioned to change items G and H on the agenda, and to put item D before B. Park seconded. Motion passed. BUSINESS ITEMS Regional Disaster Plan for Public and Private Organization in King County Miller introduced Lauren Nelson, Regional Planning Program Coordinator for King County. Miller stated that state law requires a plan for emergencies, but there is very little guidance given for non-profit and private companies. The regional disaster plan was developed to take advantage of the many entities that could be used following a severe disruption. Participation in the plan provides a legal framework within which organizations in King County can share resources in times of larger scale emergencies. The Omnibus Legal & Financial Agreement has been developed to provide the legal platform for resource sharing among participating organizations. Nelson gave a power point presentation of the Regional Disaster Plan. Park moved to authorize the City Manager to execute the signatory documentation sheet adopting the Regional Disaster Plan. Authorize the City Manager to execute the Omnibus Legal & Financial Agreement between the City of Federal Way and other subscribing members of the Regional Disaster Plan for Public and Private PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Monday, June 10 Summary Page 2 Organization in King County. Forward to the July 2, 2002 Council Consent Agenda. Kochmar seconded. Motion Passed. Yakima County Jail Services Interlocal Agreements Sterbank stated that in May 2001, the City received formal notice from King County that they were terminating the jail contract Agreement with Federal Way and other cities. The County wanted Federal Way out of their jails permanently. The County has a growing felony population, and would be unable to provide misdemeanor jail services. The City was approached by Yakima County about a long-term jail contract. Yakima already contracts with several cities including Federal Way. Yakima wants to build an additional wing to its facility. Yakima’s jail is a state-of-the-art facility, which provides alcohol and substance abuse treatment, and psychiatric treatment. The cities began negotiating with Yakima County. Yakima County has offered the jail services at a lower cost than King County. A joint contract among the cities and Yakima County was developed to address the long-term jail needs. The agreement is broken into two separate Interlocal agreements: (1) Interlocal Agreement Between Yakima County and the Cities; and (2) Interlocal Agreement Among the Cities. The second agreement addresses the responsibility for unmet jail bed commitments made to Yakima County, or overuse of a city’s estimated use. Sterbank reviewed the highlights of these two Interlocal Agreements. The Agreement’s effective date occurs when it has been executed by a sufficient number of cities to represent 90% of the 440 Minimum Bed Commitment. If the requisite number of cities does not sign the Agreement by September 1, 2002 it is null and void. The Agreement will expire on December 31, 2009 unless it has been terminated or extended prior to that date. Council member Park asked if other cities have signed off on this contract. Sterbank answered that yes other cities have already signed the contract. Chair Kochmar asked Sterbank to verify with Yakima County that they are offering $2 million aggregate for each city. Chair Kochmar is concerned that the $1 million per occurrence and $2 million in the annual aggregate would be too low. The Interlocal Agreement among the Cities becomes affective once it has been signed by all of the participating cities. The Cities agreement is null and void if Yakima County is unable to obtain permits and financing of its new jail by September 2002. The cities agreement focuses on how to deal with the responsibility of the unused bed commitment. Only those cities that don’t meet their EADP number in a given year will have to pay a proportionate share to Yakima County. The agreement also contains provisions for over usage of beds. Sterbank stated that this agreement may be terminated with 12 months notice in writing to each other city. Park asked what would happen if we went over the 5% allowed for using jail beds. Chief Kirkpatrick stated that the City is maintaining their contracts with Chelan, Fife and Okanogan. Park moved to approve the Interlocal Agreement Between Yakima County and the Cities, and forward to full Council for consideration at the June 18, 2002, Council meeting; and approve the Interlocal Agreement among the Cities, and forward to full Council for consideration at the June 18, 2002 Council meeting. Kochmar seconded. Motion passed. Renton Jail Services Interlocal Agreement Sterbank stated that the language in this agreement is the same language as the Fife agreement. The difference in this contract is the price. The price is $50 per day if it is in excess of four hours or more than 24 hours, and $25 per day if it is less than four hours. Council member Park moved to approve the Renton Jail Services Interlocal Agreement and forward to full Council for consideration at the June 18, 2002 Council meeting. Chair Kochmar seconded. Motion passed. City of Federal Way and City of Bellevue Interlocal Agreement for K9 Training Chief Kirkpatrick stated that this is an Interlocal agreement to formalize their relationship with the City of Bellevue Police Department. The Public Safety Department is utilizing a Bellevue Master K9 Trainer to train the Cities new dog. There is no cost to the City of Federal Way for the K9 Training. Council member Park asked what the time frame is for the training. Kirkpatrick stated that the dog is very advanced and should be ready in about 4 weeks. The Bellevue Officer has been coming to Federal Way to train Officer Dex in the Federal Way Community. Council member Park moved to approve the City of Federal Way and City of Bellevue Interlocal Agreement for K9 Training and forward to full Council for consideration at the June 18, 2002 Council Meeting. Chair Kochmar seconded. Motion passed. 2002 Human Services Commission Work Plan Assefa-Dawson stated that the Human Services Commission finalized its proposed 2002 Work Plan on May 13, 2002. The finalization of the work plan was delayed due to staff turnover. There are nine items on the work plan, and some of those items have already been completed. Asseffa-Dawson reviewed the work plan. The commission PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Monday, June 10 Summary Page 3 has hosted a Community Forum, and completed analysis of the 2000 census information for Federal Way. The commission will be reviewing the CDBG funding options after this meeting. The commission is involved in the sub-regional human services planning efforts. A lot of information is being shared with the South King County Council of Human Services. The commission received about 30 applications for CDBG funding, and is in the process of reviewing those applications. Council member Park moved to approve the Human Services Commission’s 2002 Work Plan, as proposed by the Commission and forward to the full Council for approval on June 18, 2002. Chair Kochmar seconded. Motion passed. Renewal of Interlocal Cooperation Agreements for HOME Consortium and King County Community Development Block Grant (CDBG) Consortium O’Donnell stated there are two Interlocal agreements that the City has participated in with King County. They are HOME Consortium funds and CDBG funds. Both Interlocal agreements have automatic renewals for three- year terms. In regards to the CDBG, the City has the option to stand alone as a direct entitlement. Federal Way joined the King County CDBG Consortium in 1994. Joining the Consortium provided a greater amount of CDBG funds to Federal Way residents at lower staff costs with reduced administrative requirements. King County notified the Human Services Commission that the Counties administrative costs would rise significantly in 2003. It is because of these rising administrative costs that the Human Services Commission is recommending pursuing direct entitlement in 2006. This recommendation to return to entitlement in 2006 instead of 2003 was made due to the lack of time to evaluate staffing needs and federal requirements for the program. Returning to direct entitlement would give the city additional funds for planning and administration, and all federal requirements for administering the CDBG program would become the responsibility of the City. Park stated if the City decided to withdraw from the Consortium at the end of 2005, what kind of work would need to be done? O’Donnell stated that they currently do a Human Services Comprehensive Plan. They would start to align that plan with the consolidated plan that is required as an entitlement community. There are a number of pieces that need to be addressed in the consolidated plan. They can start fitting those pieces into their comprehensive plan so they can start identifying things that need to be in there. They need to do a better analysis of staffing levels, what the actual costs of staffing the program would be. Park asked what the pros and con’s are of the consortium. O’Donnell stated the pros of staying in the consortium are: More consolidated administration, County takes on the liability, City has the control of deciding where to spend the money. If the city leaves the consortium the city would spend a lot more money on the administration, Direct Liability to HUD and, Reporting Requirements, Monitoring contracts for federal requirements such as the Federal Fair Wage Act that would include site visits to make sure they’re paying contractors fair wages. O’Donnell stated the main issue with King County is the rising cost of working with them. Council member Park moved that the City of Federal Way stay in the King County CDBG Consortium, but do so under protest due to the late receipt of information from King County, the short time frame given for making a decision, and the rising administrative costs charged by King county for administering the program. Council member Park moved to recommend to the City Council that the City of Federal Way initiate the process to be prepared if the city chooses to withdraw from the King county CDBG Consortium at the end of the 2003-2005 term. Chair Kochmar seconded. Motion Passed. 2003 CDBG Pass-Through Acceptance O’Donnell reported that as part of the city’s joint agreement with King County CDBG Consortium, the City must elect to receive a pass-through of CDBG funds. The City must report to King County where they are going to allocate the estimated funds available. O’Donnell will not know the final 2003 CDBG allocation until December 2002. The City of Federal Way’s estimated grant is $551,800. $505,094 is the pass-through, and approximately $47,000 is from program income. O’Donnell reviewed the proposed budget. O’Donnell stated the Human Services Commission is recommending that City Council request an additional $20,000 for Planning and Administration. $10,000 would cover the administrative costs of Federal Way’s CDBG program, and $10,000 would be applied toward the cost of the Consolidated Housing and Human Services Plan. Council member Park moved to accept the Commission’s recommendation to accept a pass-through of CDBG funds from King County for the year 2003 – earmarking $120,000 of capital funds for the Federal Way Home Repair Program and requesting an additional $20,000 for Planning and Administration. Forward to the full City Council for consideration at the June 18, 2002 meeting. Chair Kochmar seconded. Motion passed. PENDING ITEMS Schroder stated she would be attending a task force meeting. The Metropolitan Task Force will be finalizing their recommendations, to be forwarded onto Executive Sims. She will report back to the Council what the PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Monday, June 10 Summary Page 4 recommendations are. Schroder stated it is very likely that they will “moth ball” pools and parks that are within City limits. Once Schroder has received the information, she will pass it onto Council immediately. NEXT MEETING July 8, 2002 – Mt. Baker Conference Room ADJOURNMENT Meeting adjourned at 6:10 p.m.