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PRHSPSC MINS 02-10-2003 City of Federal Way City Council PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Monday, February 10, 2003 4:00 p.m. SUMMARY In attendance: Council Committee members Chair Linda Kochmar, Jack Dovey and Mary Gates. Staff: Chief Kirkpatrick, Director Public Safety, Pat Richardson, City Attorney, Mehdi Sadri, Information Systems Manager, Kelli O’Donnell, CDBG Coordinator, Kathy McClung, Director Community Development, Lydia Assefa-Dawson, Human Services Manager, Kimberly Paterno, Volunteer & Neighborhood Coordinator, Kurt Reuter, Park Maintenance Superintendent, Mary Faber Recreation & Cultural Services Superintendent, Rob Ettinger, Recreation Coordinator, Mary Jaenicke, Administrative Assistant. Guests: C.T. Purdom, Chair Parks & Recreation, Donna Welch, Arts Commission. Chair Kochmar called the meeting to order at 4:05 p.m. PUBLIC FORUM None COMMISSION COMMENT Arts Commissioner Donna Welch thanked the Council for reappointing her to the commission. Welch also reported that the Children of the Revolution concert was marvelous. APPROVAL OF SUMMARY Council members Gates and Dovey approved the December meeting minutes as written. Motion passed. BUSINESS ITEMS Karl Grosch Recognition Reuter spoke regarding Karl Grosch. Grosch has donated many hours to the City, and served nine years on the Parks and Recreation Commission. The Parks and Recreation Commission came up with this idea as a way to thank Grosch for his service to the City of Federal Way, the Federal Way Soccer Association and the Washington State Youth Soccer Association. The Commission would like to name the new synthetic turf soccer field that will be installed at Steel Lake Park after Grosch. Parks Chair Purdom stated that the Commission spent a lot of time talking about Grosch, and his role and what he’s done. The commission felt that a plaque or recognition saying thank you was not enough. He also stated that this was a unanimous recommendation from the Parks and Recreation Commission. Council member Dovey asked if the City had any procedures in place for the next time this issue may come up. Reuter answered that Resolution 91-57 addressed this issue. Gates moved to recommend to Council a “do pass” to accept the recommendation to name the renovated soccer field at Steel Lake Park after Mr. Karl Grosch, and to place this item before Council at the April 1, 2003 meeting. Dovey seconded. Motion passed. Purchase of Replacement File/Record Server for PS Records Management System Sadri reported that the City purchased a mid-sized file/records server in 1996 for the department of Public Safety for the purpose of maintaining the police records system. The system is reaching its capacity. An RFQ was issued in January for the purchase of the hardware. Seven vendors replied. The lowest quote is from Dasher Technologies for $35,153.98 including installation, taxes and shipment. Dovey moved to approve the quote from Dasher Technology in the amount of $35,153.98, for the purchase of Public Safety Records Management System hardware and forward it to full Council. Gates seconded. Motion passed. 2003 Arts Commission Contract for Services Program Faber reported that the Arts Commission Contract for Services Program is an ongoing funding program that the Arts Commission partners with other agencies that provide art services in the community. Local arts agencies complete an application; the Commission reviews the applications, interviews each agency and develops funding recommendations. Dovey moved to recommend to Council a “do pass” to approve the recommended funding PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Monday, February 10, 2003 Summary Page 2 for the 2003 Contract for Services Program and place this item before Council on February 18, 2003. Gates seconded. Motion passed. 2003 Arts Commission Work Plan Faber stated that the Arts Commission held a retreat in November to develop the 2003 Work Plan. The Arts Commission approved the Work Plan in January, following the adoption of the 2003-2004 budget. Council member Gates asked where the Celebration Park Loaned Art Program was in the Work Plan. Faber replied that it is not in the 2003 Work Plan. Faber stated this program was funded for approximately $5,000, and felt that after doing it for the first year, the Arts Commission did not have the staff and financial resources to continue the program. Faber stated they would like to bring it back in the future. Gates asked if the Commission had looked at the Lodging Tax Committee for a partial funding of the program. Faber stated she would take the idea back to the commission for review. Council member Dovey asked what the role of the consultant was. Faber answered they use a consultant for policy development, retreats, and helping with the Cultural Plan. Kochmar requested that Faber edit the Work Plan to reflect that the Skate Park Art Dedication will take place in March. Dovey moved to accept the 2003 Work Plan as is and suggest that the Arts Commission put a grant together to the Lodging Committee to get some funding for Public Art at Celebration Park. Gates seconded. Motion passed. 2002 King County Sustained Support Grant Faber stated that due to King County’s restructuring and funding issues, the grant was not received un til December 2002 for 2002 programming. Faber reported that a letter was sent out in advance, so she was aware of what the funding would be. The budget was planned around the funding. Beginning January 1, 2003 the King County Arts Commission is no longer functioning. They are now functioning as a Cultural Development Authority of King County. They have not determined what the on-going programs and services will be. Dovey moved to recommend to Council a “do pass” to ratify the City Manager’s signature and accept the King county Sustained Support grant for $12,000 for cultural arts programs in 2002, and place this item before Council on February 18, 2003. Gates seconded. Motion passed. First Amendment to American Janitorial Services Contract Faber reported that this contract takes care of janitorial services for the Retreat Centre, Knutzen Family Theatre, and the lower floor, which is where recreation classes are held. Gates requested that the memo be re-worded to reflect that the increased compensation is $100,000. Gates noted that the janitorial services for single and double occupancy rooms increased per room. She asked if Dumas Bay Centre was raising their rates accordingly to cover their increase. Ettinger reported that their projections do cover the amount, and they are not ready at this point to raise their rates. They are adjusting their cancellation policies. Faber stated that they would go out to bid next year, and raise their prices accordingly. Dovey moved to recommend to Council a “do pass” to authorize the City Manager to approve the First Amendment to the American Janitorial Services Contract in the amount of $100,000, extending the term of the contract for one year and to place this item before Council on February 18, 2003. Gates seconded. Motion passed. Memorandum of Understanding of a Joint Human Service Funding Program Assefa-Dawson reported for the past nine years, most South King County cities have been using a joint Human Services funding application for agencies to use. She reported they are now doing a pilot project to combine the funding resources so there will be one common funding. The City of Federal Way will write one check at the beginning of the year to the lead city, and that city will administer the program. Eight South King County cities are participating. The four agencies that will be used for the pilot project are Crisis Clinic, King County Sexual Assault Resource Center, Community Health Centers, and King County Coalition Against Domestic Violence. Other cities have offered to be the lead city. Participating cities will send their portion of the funds to that lead city at the beginning of the year. Each city will be responsible for the monitoring and reviewing of the programs, and to authorize the lead city to pay the agency. Assefa-Dawson stated this should help the agencies with administrative cost savings. The cities will have the same reports to review, which will make it easier to notice discrepancies if any in service delivery and the agencies will be less likely to provide inaccurate reports. If this process goes well, the cities will enter into contracts for all qualified programs for subsequent years. The MOU is good for one year. The city can withdraw from the MOU at the end of the year if they are dissatisfied. Dovey move to recommend approval of the Pilot Joint Funding MOU between South King County Cities for Human PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Monday, February 10, 2003 Summary Page 3 Services Funding for 2003, and continue the project if the program proves successful and beneficial to the cities. This recommendation is forwarded to the full City Council for approval on February 18, 2003. Gates seconded. Motion passed. Neighborhood Matching Fund Status and Revisions Paterno updated the Committee on the grant projects that were approved last year, and the first part of this year. She also updated the Committee on the modification to the Neighborhood Matching Fund Guidelines and Application. Historically funds have been requested by and granted to neighborhoods for physical improvement, beautification or safety equipment. The changes being recommended on the guidelines are the types of projects that qualify, and who can apply. McClung stated that when this project was first developed there was a whole different staff, and City Manager. They could not find any verification that Council had reviewed the original policy. Traditionally there were more concrete physical improvements to neighborhoods. Over time this has been changed. They wanted to make Council aware of the changes to ensure they didn’t have any problems with the changes. Gates stated that this does warrant further discussion. Dovey stated that this was originally setup to encourage the community to do things in their neighborhood, so they would match labor vs. money. The budget for the Neighborhood Matching Fund is $15,000. Amendment to the 2002 CDBG CARES Agreements O’Donnell reported that the CARES program is funded through the CDBG program. It provides subsidy for before and after school child care for citizens of Federal Way. In November it was determined that they over calculated the number of people expected to be served. The YMCA has changed their focus from serving families in emergency care, which are now referred to DSHS first, to stabilizing the family and keeping the child in the same school. An amendment to the 2002 CARES program performance measures was requested to reduce the number of unduplicated clients for 2002 from 56 to 30. It was also requested that the Units of service tracked be changed from the number of days the childcare is open to the combined number of days care is provided to each child in the CARES program during the reporting period. Gates moved to approve amendments to the 2002 CARES CDBG contracts with King County Community Services division and the Federal Way Norman Center YMCA to change the scope of service to 30 unduplicated clients per year and modify the Units of Service to track the number of days service provided for the CARES program. To be forwarded to the City council for consideration at its February 18, 2003 meeting. Dovey seconded. Motion passed. Authorization to Enter into Contracts with King County and Recipients of Federal Way 2003 CDBG Public Service Funds O’Donnell stated that City Council approved public service projects contracts that were recommended by the Human Services Commission for 2003. King County has given them the contract with the scope of service provided. 2003 funding from Congress has not been finalized, but King County has decided to proceed with the 2003 public service programs due to the Continuing Resolution passed by congress that have authorized the funding of the CDBG program at the 2002 levels. This contract includes the 2002 capital project with the City of Federal Way Public Works Department for the 23rd Avenue S. at 314th Street street improvements. Dovey moved to authorize the City Manager to execute the Interlocal cooperation agreement for the King County Housing and Community Development Contract – 2003 and enter into required subcontracts for Federal Way’s 2003 CDBG Public Service Programs and forward to the City Council for consideration at its February 18, 2003 meeting. Gates seconded. Motion passed. Miscellaneous Moseley reported that interest has been expressed to provide additional funding to the local food bank. Moseley has spoken with Iwen Wang and Lydia Assefa-Dawson, and there are some year-end savings in the Human Services budget that could be used. PENDING ITEMS • Internet Safety NEXT MEETING March 10, 2003, 4:00 p.m. in the Mt. Baker Conference Room PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Monday, February 10, 2003 Summary Page 4 ADJOURNMENT - Meeting adjourned at 5:10p.m.