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PRHSPSC MINS 04-11-2005 City of Federal Way City Council PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Monday, April 11, 2005 5:30 p.m. SUMMARY In attendance: Council Committee members Chair Jeanne Burbidge, Jim Ferrell, Jack Dovey, Deputy Mayor Kochmar, David Moseley, City Manager, Amy Jo Pearsall City Attorney, Iwen Wang, Finance Director, Angelina Allen-Mpyisi, Human Services Manager, Donna Hanson, Director, Kurt Reuter, Park Operations Superintendent, Mary Faber, Recreation & Cultural Services Superintendent, Steve Ikerd, Property Services Manager, Rob Ettinger, Dumas Bay Centre Coordinator, Mary Jaenicke, Administrative Assistant. Guests: Bob Kellogg, C.T. Purdom Parks and Recreation Commission, Bonnie Knight-Graves, Arts Commission. Chair Burbidge called the meeting to order at 5:31p.m. PUBLIC FORUM Bob Kellogg: Mr. Kellogg asked when Animal Control and French Lake Park would be discussed at the Committee meeting. Chair Burbidge stated it would be on the agenda in May or June. Staff needs time to gather information to forward onto the committee. Council member Dovey would like to keep the two issues separate. One item is a policy issue, and the second item is a financial issue. COMMISSION COMMENT Bonnie Knight-Graves: Chair Graves stated that she would be checking in with the Council Committee more than once a year. She stated that it is important to seek direction. Ms. Knight-Graves stated that #2 of Ordinance 91-84 states that part of the Arts Commission responsibilities is to develop coordination with the schools and local, regional, and national art organizations. Ms. Knight-Graves wants the Committee to know that the Arts Commission was going to work very hard to have that outreach with the schools. Ms. Knight-Graves is also going to attend a State Alliance art workshop in Leavenworth. Ms. Knight-Graves stated that there is not a protocol on when the Arts Commission should wear their nametags. She encourages the Arts Commissioners to wear their badges anytime they leave home. APPROVAL OF SUMMARY Council members Dovey and Ferrell moved to accept the March meeting minutes as written. Motion passed. BUSINESS ITEMS City Hall Janitorial Contract Mr. Ikerd reported that he received bids from eight companies. World Custodial Inc. submitted the lowest responsive bid. References were checked and the public safety department conducted an extensive background check. The total amount of the compensation for the contract is $42,560.00, which includes $2,000.00 in additional services for a one-year term. If the janitorial company does not work out, then we can go to the next lowest bidder. The contract states that the City may terminate the Agreement immediately, with or without cause. Ms. Pearsall stated that if the Janitorial Specifications stay the same, we do not need to re-bid, and we do not need to give the new Company additional money. Council member Ferrell moved to approve the RFQ from World Custodial, Inc. and authorize staff to draft a one-year contract totaling $42,560.00, which includes $2,000.00 in additional services and place before City Council on April 19, 2005. Council member Dovey seconded. Motion passed. FUSION Ms. Allen-Mpyisi reported that in February FUSION notified staff that they had separated from the Federal Way Community Caregiving Network to become a 501c(3) nonprofit organization. Staff conducted a capacity assessment. Staff wanted to feel comfortable that FUSION would be able to manage the proposed grant funds. Staff sent FUSION a letter outlining the deficiencies of the program. These deficiencies would need to be addressed in order for FUSION to receive funding. Ms. Allen-Mypisi stated that FUSION has a very good track record in Federal Way. They have good support from their volunteers and the program is well managed. They also have a successful partnership with the YWCA. Funding is being recommended for FUSION because the demand for transitional housing continues to remain high. Six conditions have been identified for improvement if funding is to be continued. FUSION was very welcoming of the fact that these core pieces have been identified to help their organization run smoother. They have been very open to the City of Federal Way looking at their operations. Council member PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Monday April 11, 2005 Summary Page 2 Ferrell stated that his wife is a volunteer with FUSION, but this should not be a conflict of interest. Deputy Mayor Kochmar stated that Council should start thinking about discussing Housing set-asides. Council member Dovey moved to recommend continued funding to FUSION through the Human Service General Fund in the amount of $5,000, subject to the conditions outlined, and forward to the full city Council and place this item on the April 19 consent agenda. Ferrell seconded. Motion passed. Dumas Bay Centre Catering Ms. Faber reported Café Pacific notified the City that they would not be bidding on food services. They have opened a café/catering kitchen in Auburn. Staff issued an RFP in October 2004. No bids were submitted. Staff issued another RFP at the end of October 2004. These RFP’s were mailed directly to caterers. They received one bid from Three Chicks Catering. Three Chicks Catering retracted their bid due to the expense it would take to improve the kitchen to better fit their needs to adequately operate their catering business. Staff restructured the RFP to allow more pricing flexibility and mailed it out to local caterers in February 2005. They received two bids: 1) Porters Place of Tacoma, 2) Gordon’s Catering of Federal Way. Both of the bids submitted stated they would not use the kitchen facilities, and food would be prepared off-site. Of the two bids Porter Place was the preferred caterer. Their overall their presentation was a better fit for what they are looking for. Ms. Faber spoke with John Hatcher from Café Pacific and he suggested the City look into doing their own in house catering. Ms. Faber stated that it comes down to provision of service. Staff is very concerned about the off-site catering and the potential lack of service. Ms. Faber stated that more revenue could be made with in-house catering. Council member Dovey is concerned that the Kitchen Manager position is not full time. Ms. Faber answered that there is currently a City of Federal Way staff person that is interested in the position. The initial startup cost would be $11,000. The $11,000 will come from the enterprise fund. Council member Ferrell moved to approve option 2, with authorization to hire lead kitchen staff and part-time food service assistants and servers, purchase $11,000.00 start up table service and equipment, and forward to City Council on April 19 for approval. Dovey seconded. Motion passed. Council member Dovey moved to amend the agenda and change Lake Killarney Gate Closure from an informational item to an action item. Ferrell Seconded. Motion passed. Lake Killarney Gate Closure Mr. Reuter provided Committee a brief history on the development of Lake Killarney Park. The park was originally developed as a passive use open space neighborhood park. Problems with the park started in the Spring of 2003. The park has been plagued by vandalism, illegal dumping, alcohol consumption, unlawful public exposure, and after hours trespassing. It has become a nuisance trying to keep the park safe and clean. Mr. Reuter would like to try a trial closure of the gate to Lake Killarney Park. Mr. Reuter has met with the neighbors, World Vision and Federal Way Police Department. They are all in favor of a trial closure of the park entrance gate 24/7. This will not close the park, but it will prevent cars from entering the park, and hopefully eliminate some of the problems that occur at that park. Council member Ferrell moved to accept the recommendation of the Parks and Recreation Commission to approve the trial closure of the entrance gate to Lake Killarney Park. Dovey seconded. No further action is required. PENDING ITEMS – None ANNOUNCEMENTS -None NEXT MEETING – May 9, 2005 5:30 p.m. in the Hylebos Conference Room ADJOURNMENT - Meeting adjourned at 6:36p.m.