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PRHSPSC MINS 11-10-2003 City of Federal Way City Council PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Monday, November 10, 2003 4:00 p.m. SUMMARY In attendance: Council Committee members Chair Linda Kochmar, Jack Dovey, Mary Gates, Dean McColgan Staff: Derek Matheson, Assistant City Manager, Karen Jorgenson, Assistant City Attorney, Recreation and Cultural Services, Anne Kirkpatrick, Director Public Safety, Kathy McClung, Director Community Development, Kelli O’Donnell, Human Services, Angelina Allen-Mpyisi, Human Services Manager, Mary Faber, Recreation and Cultural Services Superintendent, B Sanders Park Planning and Development Coordinator, Aaron Moe, Senior Services Coordinator, Mary Jaenicke, Administrative Assistant. Guests: Bill Foulkes, Parks Commission, Richard Bye Human Services Commission, Al Church, Federal Way Fire Department, Bobby Lea-Worthington, Todd Williams, Scott Williams, Phyllis Williams Chair Kochmar called the meeting to order at 4:00 p.m. PUBLIC FORUM Al Church, Federal Way Fire Department: Distributed the Third quarter Incident Report Statistics report. There has been an 8.35% increase in calls. The report provided details on the types of emergency responses that are occurring in Federal Way. The majority of the responses are for emergency medical aid. Church stated that he would be distributing these reports on a quarterly basis. COMMISSION COMMENT None APPROVAL OF SUMMARY Council members Dovey and Gates motioned to approve the October meeting minutes as written. Motion passed. BUSINESS ITEMS 2003-2004 Youth Commission Work Plan Moe presented the 2003-2004 Youth Commission Work Plan. Kochmar asked for clarification on the Non-Profit Organization Committee. Moe stated that the Youth Commission members feel that there are non-profit organizations in Federal Way that support teens and youth, and they feel it is important to have a sub-committee that is aware of these organizations and assist where they can. Dovey moved to recommend to Council a “do pass” to accept the 2003-2004 Youth Commission Work Plan and place before Council on November 18, 2003. Gates seconded. Motion passed. State Grant Acceptance for West Hylebos Boardwalk Replacement Sanders stated that when the City negotiated with the state to accept the West Hylebos State Park as a property, we asked for funds to help replace the boardwalk. The grant provides full funding for the project, no additional funds are required. Dovey asked if this work will be done internally or will the city go out to bid. Sanders stated that staff has been researching different types of surfaces. She stated it might be something that can be done in house, or with volunteers. Gates asked that staff also consider recycled tire material. This would last longer than wood, but would look natural. Staff was asked to report back to committee with options for boardwalk material. Gates moved to recommend a do pass to place this item on the November 18 council agenda, authorizing the City Manager to execute the State of Washington Department of Community, Trade and Economic Development Grant in the amount of $250,000 for the repair/replacement of the boardwalk in the West Hylebos State Park. Dovey seconded. Motion passed. State Grant Acceptance for Historical Cabins Project Sanders reported that the City will receive a $106,000 grant from the State of Washington Department of Community, Trade and Economic Development for the Historical Cabins project. The funds will be used for the PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Monday, November 10, 2003 Summary Page 2 parking lot and the restroom. Dovey moved to recommend a do pass to place this item on the November 18 council agenda, authorizing the City Manager to execute the State of Washington Department of Community, Trade and Economic Development Grant in the amount of $106,000 for the Historical Cabins Project. Gates seconded. Motion passed. Dovey requested that a thank you letter be sent to the State Representatives for their assistance in helping the City receive these grants. The letter should be signed by Mayor Burbidge. First Amendment to Interlocal Agreement with Benton County for Jail Services Chief Kirkpatrick stated that this is a request to extend the contract with Benton County for a five-year extension. The contract extension will allow for housing of inmates until December 31, 2006. Dovey moved to approve the First Amendment to the Benton County Jail Services Interlocal Agreement and forward to full Council for consideration at the November 18, 2003 Council Meeting. Second Amendment to the Contract with the Federal Way School District for School Resource Officers During the 2003-2004 School Year Kirkpatrick stated that this is an amendment to the existing contract that we currently have with the Federal Way School District. A sixth SRO has been added, operational issues have been clarified, and an annual rate of compensation has been added to the contract. Gates moved to authorize the City Manager to enter into a second Amendment to the Interlocal Agreement between the City of Federal Way and the Federal Way School District No. 210 for School Resource Officers and for the November 18 Council Meeting. Dovey seconded. Motion passed. Second Addendum to Lease Police Department Building C Chief Kirkpatrick stated that this is an amendment to an existing lease requesting to extend the lease for an additional five years. The purpose of extending this lease is for the portion of the building that stores their evidence. Kirkpatrick stated that the department intends to keep their evidence stored on location in Building C. There was a great deal of expense associated with getting the infrastructure of the warehouse to meet security standards. The expense of moving the evidence room does not make it practical. Gates asked if a buy verses lease has been discussed. Jorgenson stated she would follow-up with Pat regarding this. Dovey stated that part of the evaluation of purchasing the new City Hall was to eliminate leases. Dovey asked why this issue is being brought to Council Committee now, instead of a year ago, when everything was being reviewed. Dovey questioned the fact that there is 11,000 square feet at the new building that is not being used. Is it feasible to move the evidence room without the cars to the new building? Kirkpatrick stated that this is definitely something that they could look at. Matheson stated that without the vehicles it would be possible to put the evidence room into the new building, but this would leave very little space for future expansion. Dovey stated that Council needed to have that option to make that decision. Matheson was directed to provide information and options on where to place the evidence room at the study session scheduled for November 17. Dovey moved to approve the Second Addendum to Lease, to discuss authorization to execute and forward to Full Council for consideration at the December 2, 2003 Council meeting with no recommendation. An Ordinance Amending Chapter 15 of the Federal Way City Code As It Relates to the Impound of Vehicles Jorgenson reported that there have been changes in recent law concerning impounding vehicles. This ordinance amendment gives the court discretion of when the vehicles are released. Dovey moved to approve the amendment to Chapter 15, Article VIII of the FWCC, and forward to full Council for first reading at the November 18, 2003 Council meeting. Gates seconded. Motion passed. Interlocal Cooperation Agreement for the Regional Affordable Housing Program (RAHP) O’Donnell stated that this agreement is the result of State Legislation that created funds for affordable housing, building, and operations and maintenance. A $10 recording fee was added to real property transactions in the state of Washington. This is the amount that will go to the state for operating costs of low-income housing. Each county is required to enter into an Interlocal agreement with the cities in the county for distribution of the funds consistent with countywide and local housing needs and policies. Auditors in each county collect HB 2060 funds with 5% of the proceeds deducted for administration. Counties in the state retain 60% of the remaining funds for low-income housing. The remaining funds are utilized by the State to support building operations and maintenance costs of extremely low-income housing projects. The top priorities for the region is for Capital Funds PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Monday, November 10, 2003 Summary Page 3 for the acquisition and rehabilitation of and or new construction of eligible housing projects, building operation and maintenance for transitional housing, emergency shelter, rescue assistance outreach. The funding that the City will receive is $220,000 per year through 2006. Dovey moved to recommend that the City Council Authorize the City Manager to execute the Interlocal Cooperation Agreement for the new Regional Affordable Housing Program (“RAHP”) and Guidelines, in accordance with 2002 Washington Laws Chapter 294 (Substitute House Bill 2060) and to place this item before the full Council on November 18, 2003, for approval. Gates seconded. Motion passed. Gates suggested that the Human Services Department consider implementing the ARCH program. Kochmar requested that O’Donnell report back to the committee on how the funds are being distributed. Mid-Biennium Review of 2003-04 Human Services Contract Allen-Mpyisi reported that the mid-biennium review is to look at two items. The first item is for the commission to recommend approval of the agencies that receive funding in 2003-2004, to continue to receive that funding. Based on the commissions review of various agencies, it has been determined that 35 of the human services funded programs have met their performance goals. The commission is recommending that those agencies continue to receive funding in 2004. Human Services is also recommending that the Auburn Youth Resources (AYR) contract be terminated for 2003-2004 based on diminished performance. The commission is allowing AYR the opportunity to amend their original application and submit it back to the Commission so they can be reconsidered. If the applications approved, they would be awarded their 2004 allocation award of $11,690. Human Services Commissioner Bye stated that the commission is recommending termination of 2003-2004 funding for AYR. Gates stated she feels that there is a need for this type of center, but that it is better to tear it down, and rebuild instead of trying to fix the problem. McClung stated that the problems with AYR has raised the issue of needing to have polices in place for when agencies are not performing as needed. If Auburn Youth Resources does not reapply, there is a contingency plan in place to reallocate those funds. Commissioner Bye stated that AYR has been given a deadline for reapplying. The second item is to review the mid-biennium one time funding plan. The Human Services Commission has decided to use their or iginal contingency plan that was submitted in the 2003- 2004 recommendation. The original funding recommendation of $445,838.00 includes phases one and two. Phase three is based on priority order with a funding base of $14,000. Dovey moved to approve the Human Services Commission’s recommendation to maintain the 2004 allocation levels for 36 Human Services funded projects, with the exception that Auburn Youth Resources (AYR) will only receive a 2004 award of $11,690, contingent upon Commission/Council approval of an amended application from the agency. The Mid- Biennium 2004-allocation item is to be forwarded on to full City Council for their review on November 18, 2003 and the Commission/Council approval of an amended AYR application will be forwarded as a separate action item for the Council Committee’s review at a future meeting. Gates seconded. Motion passed. ANNOUNCEMENTS McClung reported that Allen-Mpyisi invited block grant human services agencies to attend a brown bag lunch. Thirty people attended. Information was shared. It was very informative. Due to the success, this will be offered on a quarterly basis. NEXT MEETING December 8, 2003, 4:00 p.m. in the Mt. Baker Conference Room ADJOURNMENT - Meeting adjourned at 5:15p.m.