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PRHSPSC MINS 04-14-2003 City of Federal Way City Council PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Monday, April 14, 2003 4:00 p.m. SUMMARY In attendance: Council Committee members Chair Linda Kochmar, Jack Dovey and Mary Gates, Mayor Jean Burbidge, Council member Eric Faison. Staff: David Moseley, City Manager, Brian Wilson Deputy Director of Public Safety, Pat Richardson, City Attorney, Kelli O’Donnell, CDBG Coordinator, Kurt Reuter, Park Maintenance Superintendent, Mary Faber Recreation & Cultural Services Superintendent, B Sanders, Park Planning and Development Coordinator, John Hutton, Recreation Supervisor, Mary Jaenicke, Administrative Assistant. Guests: Bill Foulkes, Vice-Chair Parks & Recreation, Donna Welch, Arts Commission. Chair Kochmar called the meeting to order at 4:03 p.m. PUBLIC FORUM None COMMISSION COMMENT Donna Welch: Spoke about the new artwork that is hung at the City Hall Art Gallery, and the Knutzen Family Theatre Art Gallery. The artwork at City Hall is artwork from local Junior and Senior High School students. Last year, there were no entries; this year they had 34 pieces of artwork submitted. Welch also spoke about the Skate Park Art Dedication that took place on Saturday, April 12. Council member Gates said the dedication was wonderful. APPROVAL OF SUMMARY Council members Gates and Dovey approved the March meeting minutes as written. Motion passed. BUSINESS ITEMS Steel Lake Soccer Field Project Agreement Sanders reported that the Parks, Recreation and Cultural Services Department have received a grant from the state, the Interagency Committee for Outdoor Recreation (IAC). The grant is for the renovation of the soccer field at Steel Lake Park. The department would like to replace the field with artificial turf, which will cut down the maintenance and long-term costs. The amount of the grant is $400,000. Dovey moved to recommend a “do pass” to the City Council Authorizing the City Manager to sign an agreement with the IAC to receive grant funds to renovate Steel Lake Soccer Field and to advertise Requests for Bids for construction of the project. Gates seconded. Motion passed. Red, white and Blues Festival Fireworks RFP Faber stated that the Parks, Recreation and Cultural Services Department issues a Request for Proposal (RFP) for a fireworks vendor for the Red, White and Blues Event every two years. The budget for the fireworks is $15,000. The RFP’s were sent out to five different vendors, and three proposals were received. Two staff members and a staff member from the Fire Department rated the proposals. Staff is recommending using the same vendor that has been used in the past, which is Entertainment Fireworks Incorporated. They had the strongest overall rating. The contract is $15,000 per year, for two years. Kochmar asked Faber where the spreadsheet was for the proposals. Faber stated the RFP’s are large and not easily comparable because the rating is based on a number of elements, and all the proposals were for $15,000. Faber said they looked at who offered overall the best proposal. Kochmar stated that in the future it would be appropriate for the Council to be able to view the rating system. Dovey moved to recommend to Council a “do pass” to authorize staff to negotiate a two-year contract with Entertainment Fireworks Inc. for a total of $30,000 or $15,000 annually, and place this item before City Council on May 6, 2003 for approval. Motion passed. King County Developmental Disabilities Grant PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Monday, April 14, 2003 Summary Page 2 Faber reported stated that this is a grant that provides funding for the Community Pathways program. This will allow the Parks, Recreation and Cultural Services Department to receive funds for the Horticulture and Swimming and Fitness programs, for people with developmental disabilities in the Federal Way area. The amount of the grant is $2,100. Dovey moved to recommend to Council a “do pass” to accept this agreement and to place this item before City Council on May 6, 2003 for approval. Gates seconded. Motion passed. Update on Kenneth Jones Pool Faber introduced John Hutton, the Recreation Supervisor. Hutton will supervise the Kenneth Jones Pool operations. Faber distributed a time-line that she has been working on with King County and their staff. Faber stated that the original date of transfer of the pool was July 1, 2003. The County begins their summer swim program June 23. The County has requested that the City of Federal Way take over the transfer June 23. The department is currently working through an amendment with King County to move forward and accept the transfer of King County Pool effective June 23. Faber also reported that the department is in the process of hiring staff. They will be hiring an Aquatics Coordinator, Assistant Coordinator and a Pool Operator. Seasonal positions for the pool are also currently opened. The Aquatics Coordinator will also manage the seasonal beach operations at Steel Lake. Equipment inventory is currently being taken at this time. Prior to June 23, the department needs to be able to take registration for the summer programs. The databases cannot be merged, so staff needs to be in the building around May 15, to take registrations. The opening celebration is scheduled to take place on June 25. Faber stated that the pool is scheduled to be closed on June 21 and 22 to allow for job training with new staff, and to finish last minute repairs. Faber feels it would be difficult to hold an opening day celebration on the first day of operation. Council member Faison asked what types of improvements will be made on the facility. Faber stated they would focus on the front lobby, bathrooms and floor improvements. The front counter will be ADA accessible. They will also add some landscaping to the outside of the facility. The improvements will be minor. $15,000 has been set aside for the repairs. Faison stated that costs should be minimized, given the fact that we will be turning the pool over in the future. Kochmar asked if there would be a fee structure change for residents. Faber answered that the City is adopting King County’s price structure, unless there is a specific reason to change the price structure. Faison asked if this was an agreement that we have with the County. Faison wants City staff to review fee structures for residents vs. non-residents. Faber answered that the department did not want to change a lot about the pool in the first quarter, so the department could understand the business of running the pool. During the fall quarter, they would determine price structures, and changes that would need to be done. Gates stated that resident v. non-resident use should be one of the first things studied. Dovey stated that demographics should be studied during the fall quarter. Faber will provide demographic information to the Council Committee in the fall. 2003 Human Services Commission work Plan O’Donnell reviewed the 2003 Human Services Commission Work Plan. The commission will be focusing on awareness and education of the Human Service programs that are available in our community. The commission wants the community to be aware of the services, and want the residents to use the available programs. Council member Gates requested that item seven be amended. Gates stated that attention should also be paid to Federal, State and County Government. Dovey said he was concerned about asking commissioners to monitor Federal, County and State Governments. He feels that asking volunteers to attend these meetings is asking them to do more than Council should be asking them. Dovey stated that City staff should be monitoring what’s happening at State, Federal and King County meetings, and reporting back to the Commission. Item seven was changed to read “Staff and commission members will continue working closely with all levels of government by: monitoring meetings where human services funding decisions are made, alerting the Council to those decisions, and emphasizing the need to maintain a strong level of Human Services funding in the City budget process.” Kochmar emphasized that the commission’s focus needs to be redirected to all levels of government, not just city government. Council member Dovey requested that the staff encourage all members of the Human Services Commissioners to volunteer to be lead on work plan items. Council member Gates moved to approve the Human Services Commission’s 2003 Work Plan as amended by the Committee and forward to the full Council for approval on May 6, 2003. Dovey seconded. Motion passed. Parks Commission 2003/2004 Work Plan Reuter corrected item number 10 to read Lakota Park playground. Reuter reviewed the Parks Commission 2003/2004 Work Plan. Council member Dovey asked if there was land available for a Downtown Park. Reuter stated that at this time it is a more conceptual type of project. Reuter stated the Parks Commission would be relying on the Community Development Services staff to help guide the process and provide feedback on what they PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Monday, April 14, 2003 Summary Page 3 can and cannot do with the designated park space. Council member Gates requested that item number 10 be amended to have the word new taken out. Item ten will read to say “Parks CIP includes for 2003, funding for a play area at Lakota Park Playground. Commission to recommend the placement and location and play equipment elements.” Vice Chair Foulkes stated that the commission would develop a master plan for Lakota Park. The playground would not be built until there is a layout for the entire park. Foulkes stated the playground would be installed one time, and the master plan will work around that playground. Gates requested that the 4th quarter box on item 10 be shaded also. Council member Faison asked if city staff would hire consultants to master plan the downtown park, or if staff would master plan. Reuter stated that city staff and the Parks commission have not gotten that far in the process. Faison asked if funds were budgeted for consultants to work on this project. Reuter stated there are not budgeted funds at this time. Reuter stated that this item was added to the work plan last week. Faison wanted to know why the Downtown Park is scheduled for 4th quarter instead of an ongoing project. Vice- Chair Foulkes stated that there were too many other projects to work on. Reuter also stated that the commission wanted to start the project before the end of this year, but that the majority of the work would not start until next year. Gates moved to recommend to Council a “do pass to accept the Parks Commissions 2003/2004 work plan as amended, and to place this item on councils May 6 Council Agenda under consent. Dovey seconded. Motion passed. 2003 Interlocal Agreement for Waterfowl Management Program Reuter reported we have had this Interlocal Agreement for the past two years and that it is a very successful program. There has been a significant reduction in the geese problem at Steel Lake park, Celebration park and other locations. There is one major change to the agreement. The city’s contribution is $2,930.00. The fee is decreased from last year due to the fact that another city has been added to the Interlocal Agreement. Dovey moved to approve the 2003 Interlocal Agreement for Waterfowl (Canada Goose) Management Program and forward to full Council at the May 6 meeting for consideration to authorize the City Manager to execute the Interlocal Agreement. Gates seconded. Motion passed. Amendment to extend Facility Maintenance Contractors (FMC) Contract Dovey moved to recommend a “do pass” to full Council and to authorize the City Manager to accept this amendment to extend the Facility Maintenance Contractors (FMC) contract for an additional one year for an annual cost of $20,258.56 and a grand total of $60,701.20 and place this item before Council on May 6, 2003. Gates seconded. Motion passed. Amendment to extend Myers Master Lawn Care Contract Dovey moved to recommend a “do pass” to full Council and to authorize the City Manager to accept this amendment to extend the Myers Master Lawn Care contract for an additional one year for an annual cost of $22,418.36 and a grand total of $65,932.18 and place this item before Council on May 6, 2003. Gates seconded. Motion passed. Dumas Bay Centre, Roof Maintenance System, Final Acceptance and Release of Retainage Dovey moved to place this item on Councils May 6 consent agenda with a “do pass” recommendation to accept the Dumas Bay Centre, roof maintenance system contract as complete and authorize staff to release retainage. The amount of retainage to release to Commercial Industrial Roofing Inc. is $2,371.10. Gates seconded. Motion passed. Valley Special Response Team Deputy Wilson reported that this is an Interlocal Agreement between Auburn, Federal Way, Kent, Renton, Tukwila and the Port of Seattle for creation of the Valley Special Response Team. Wilson stated the department has been participating in the regional response on a mutual aid basis for the past nine months. This agreement will provide an efficient application of service for special critical incidents and special response capabilities. Council member Gates asked how the responses are prioritized. Wilson stated there is a risk assessment that is done for each incident that occurs. If the incident fits the criteria, then it is used. Gates moved to approve and accept this request for an Interlocal Agreement between Auburn, Federal Way, Kent, Renton, Tukwila, and the Port of Seattle for the creation of the SRT, and forward to full Council for consideration at its May 6, 2003 meeting. Dovey seconded. Motion passed. Special Olympics Washington PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Monday, April 14, 2003 Summary Page 4 Deputy Wilson stated this is a resolution request to establish support for the Washington Association of Sheriffs and Police Chiefs fund raising efforts for Special Olympics. This is a charity that has been sanctioned by that organization and the Federal Way Police. Concern was expressed that this may be misconstrued as the type of fundraising that solicits donations on the phone, and 90% of the donation goes to the solicitor, and 10% goes to the actual charity. Moseley stated that the department does not participate in phone solicitation, and participates in the annual Cops and Lobsters fundraiser. Moseley stated that this resolution could be pulled of the consent agenda, and have a brief presentation to clarify the issue. Gates moved to approve and accept this request for a Resolution of the city council of the City of Federal Way, Washington, endorsing the Washington Association of Sheriffs and Police Chiefs designation of Special Olympics Washington as an Official Non-Profit Charity Organization, and forward to full Council for consideration at its May 6, 2003 meeting. Dovey seconded. Motion passed. Purchase of Storage Trailer for Traffic Cones Deputy Wilson stated that this trailer would enable the department to store traffic cones that are used for several purposes. Wilson said the cones constantly have to be moved. This trailer will allow the department to hook up the trailer and go. The total price of the storage trailer is $3,173.70. Dovey moved to approve the purchase of the storage trailer and authorizing the purchase of the trailer will cost the city $3,173.70 from the Traffic Account. There will be savings in overtime costs in the upcoming years as a result of this acquisition. Please forward to full Council for consideration at its May 6, 2003 meeting. Gates seconded. Motion passed. PENDING ITEMS None NEXT MEETING May 12, 2003, 4:00 p.m. in the Mt. Baker Conference Room ADJOURNMENT - Meeting adjourned at 5:20p.m.