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PRHSPSC MINS 01-11-2011City of Federal Way City Council PARKS, RECREATION, HUMAN SERV ICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday, January 11, 2011 5:30 p.m. SUMMARY Committee Members in Attendance: Committee Chair Jeanne Burbidge, Councilmember Michael Park, and Councilmember Roger Freeman Council Members in Attendance: Councilmember Linda Kochmar Staff Members in Attendance: Skip Priest, Mayor, Cary Roe, Director of Parks, Public Works & Emergency Management, Amy Jo Pearsall, City Attorney, Ray Gross, EOC Manager, Lynnette Hynden, Human Services Manager, John Hutton Recreation Supervisor, Leah Fraine, Recreation Coordinator, and Mary Jaenicke, Administrative Assistant II. Guest: Susan Honda, Arts Commission Chair, Arts Commissioners: Bruce Lee, Carroll Clemmens, Maureen Hathaway, Bette Simpson-Opstad, Chair Burbidge called the meeting to order at 5:30p.m. Public Comment: None Commission Comments: Susan Honda reported that the Diversity Commission judged an art show. The theme was “I have a dream for Federal Way”. 27 children participated. The winners will be presented at the Martin Luther King, Jr. Celebration APPROVAL OF SUMMARY Councilmember Park moved to approve the December meeting summary. Councilmember Freeman seconded. Motion passed. BUSINESS ITEMS Arts Commission Contract for Services Recreation Supervisor John Hutton stated the Contract for Services program funds local arts organizations that provide cultural programs within the community. Local arts organizations complete an application, and those applications are reviewed by the Arts Commission. The selected applicants are then interviewed by the Arts Commission, The budget for the 2011 Contract for Services program is $40,000. Councilmember Burbidge stated that this is a process that has been in place for many years, and that the Contract for Services is very important to each applicant. This program is also important to the city and enhances the quality of life in the city. Councilmember Burbidge reviewed the applications and became concerned about some aspects of the process as it occurred this year. She felt that there were some inconsistencies. She would like to deal with this process, and move forward with some suggestions for improving the process. Chair Burbidge read her proposed motion Councilmember Burbidge moved to amend the Arts Commission funding recommendation for the 2011 Contract for Services Program consistent with the attached amended funding table. In addition, the amended funding allocation to Aria Dance Company is conditioned upon Aria Dance Company providing specific artistic services in Federal way. For the 2012 Arts commission Contract for Services process, the Arts Commission shall develop and conduct a workshop for all organizations intending to submit an application for the 2012 process. Councilmember Park asked why Centerstage was denied funding. Mr. Hutton answered that the Centerstage application had some omissions of required material and some inconsistencies in their application that was not approved by the Arts Commission. Councilmember Park asked if each agency had an opportunity to come in and speak on their behalf. Mr. Hutton answered that each agency that is selected goes through an interview process. Centerstage did not make it through the pre-screening, so they were not able to present to the Arts Commission. Councilmember Freeman asked if there was an opportunity to correct a defective application in the process. Mr. Hutton answered no there was not. Councilmember Freeman asked had the application been correct, would this have been an organization that would have been funded. Mr. Hutton stated he believed so. Centerstage has a history of receiving Contract for Services funding. Councilmember Park asked if the vote was unanimous to not fund Centerstage, Mr. Hutton answered yes. Councilmember Burbidge asked if that was consistent along the way, or if there were any other PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday January 11, 2011Summary Page 2 opinions expressed in regards to funding or not funding Centerstage? Mr. Hutton answered that the Arts Commission appreciates the work that Centerstage does. There was a lot of discussion during the process. They came to the conclusion that the application did not meet the requirements. Councilmember Burbidge stated that it has been her observation that previously the process included if there were questions about a particular application that the Arts Commissioner’s or staff would bring it to the attention of the applicant group, and provide the opportunity for perfecting the application. Chair Burbidge was surprised to observe that there was an absolute finality in reviewing an application and not allowing an opportunity for correcting the application. Councilmember Freeman asked what was omitted from the application. Mr. Roe stated there were four areas that the Arts Commission felt the application was incomplete. 1) The front page had two blanks that were not filled in. This information could be found elsewhere in the application. 2) Confusing as to what they were asking for. In one area they were asking for $10,000 for marketing purposes – which is ineligible, in another area they were asking for $15,000 to put on plays. 3) The organization chart did not have all of the names of the officers and positions. 4) The audit document that was submitted was not the most recent in regards to the current year. Mr. Roe stated that he felt the organization chart and the audit material met the intent, and it was the front page that was incomplete. Mr. Roe encouraged the Arts Commission to allow Centerstage to provide that information and grant them an interview. The Arts Commission stated they would consider that, and later decided to not grant them an interview. Arts Commissioner Clemens stated that this is the third year that Centerstage was out of compliance. Arts Commissioner Simpson-Opstad stated that the Arts Commission spends a lot of time on this each year. The application was revised. Ms. Simpson-Opstad stated that Centerstage deliberately does not complete the application. The Arts Commission spent two weeks on their application. There are rules and regulations that must be followed. Mayor Priest stated Centerstage has not been the only group that has been inconsistent. He stated that there needs to be a very clear process. A mandatory workshop needs to be developed. Applicants will be required to attend this workshop, and then if the group does not do what they are supposed to do, it will take the burden off of the Arts Commission. Councilmember Park is in agreement with developing a workshop to help the organizations. Councilmember Burbidge stated that the process was inconsistent, and that we should base the funding on this process in accordance with previous funding. Commissioner Honda stated that they did change the applications this year to make it easier for groups to complete. This was not an easy decision for the Arts Commission. There is a history with Centerstage submitting incomplete applications. She also stated that last year they were told by staff that if the application was incomplete this year then they should not fund them. She is aware that the Commission makes recommendations, and Council makes the final decision. Councilmember Kochmar asked why they didn’t comply. Arts Commissioner Honda answered that the application was completed by two different people, and that they put it together without reviewing it. Councilmember Freeman stated that if all of the applicants didn’t comply we need to strike all the applicants that didn’t comply, or come up with an equitable distribution. Everyone should be held accountable to the same level. Councilmember Burbidge moved to amend the Arts Commission funding recommendation for the 2011 Contract for Services Program consistent with the attached amended funding table. In addition, the amended funding allocation to Aria Dance Company is conditioned upon Aria Dance Company providing specific artistic services in Federal way. For the 2012 Arts commission Contract for Services process, the Arts Commission shall develop and conduct a workshop for all organizations intending to submit an application for the 2012 process. Councilmember Park seconded. Councilmember Park stated that Aria Dance funding is contingent on they provide information, what will happen if they are unable to provide that information? A contingency plan would have to be developed. Councilmember Kochmar would like Federal Way Festival days to be a part of that contingency plan. This item will be placed on Council business Motion passed. Arts Commission Work Plan Mr. Hutton reported that the Arts Commission held a retreat to develop the 2011 work plan. The Arts Commission will focus on improving public relations with the press, newsletters, and web information. Councilmember Park stated that if the Full Council approves the amended motion for the Contract for Services, then the Workshop will need to be added to the Arts Commission 2011 work plan. Councilmember Park moved to forward the Arts Commission 2011 proposed Work Plan to the January 18, 2011 with the understanding it may be amended if 2012 Workshop is approved by Council on January 18, 2011. Councilmember Freeman seconded. Motion passed. This item will also be placed on Council Business. PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday January 11, 2011Summary Page 3 Interlocal Agreement between City of Federal Way, Federal Way Public Schools, Lakehaven Utility District, and South King County Fire & Rescue No discussion was held. Councilmember Park moved to forward the proposed Contract amendment to the January 18, 2011 consent agenda for approval. Chair Burbidge seconded. Motion passed. Human Services Division/Community Response Severe Weather Shelter Ms. Hynden reported that two years ago when the area was blanketed with snow and freezing temperatures, the local churches informally banned together to open their facilities for a severe weather shelter. When the snow hit again, there was an expectation that those churches would do that again. The Community Development Department met with Emergency Management to discuss the differences between what a severe weather shelter is and an emergency shelter. There are specific delineations between the two. Severe weather is not covered by emergencies, but it does create emergencies for residents. This has not been budgeted for the City to take the lead, but with all of the partnerships that have been created, the City can help coordinate and help put together a guide. There are five local churches that are willing to participate with this project. This year they would start developing a protocol that would be adopted by the community and put into action when needed. Councilmember Kochmar stated she would like to look into homeless shelters on a more long term basis. Ms. Hynden stated that there will be an opportunity for applying for the Neighborhood Stabilization 3 program, which would include acquiring an apartment complex. Councilmember Freeman moved to forward the proposed Human Services Division/Community Response Severe Weather Shelter Planning to the January 18, 2011 City Council Consent Agenda for approval. Councilmember Park seconded. Motion passed. 2011 Diversity Commission Work Plan Ms. Hynden provided the background information. Two years ago a consultant was hired, and they worked on the branding and the goals. The goals on the 2011 Work Plan are similar to the goals that were developed two years ago. The commission is continuing with two forums this year. They are 1) Ukrainian and language barriers in East European, and 2) working with the Jewish Family resettlement program. There are not any other significant changes to the work plan. Councilmember Park asked Ms. Hynden how the Diversity Commission was working out as a whole. Ms. Hynden that there are still some concerns regarding what are they supposed to be doing as action items for Council, and how do they report back to Council. They want to enhance their community, but they all have different ideas. Most of them voice concerns about the youth. Other Commissioners just want to know what the council wants from them. Councilmember Park stated that the Diversity Commissions issues are so broad and they don’t have any specific tasks to achieve. In previous years the Diversity Commission was in charge of the Volunteer Recognition Dinner and the Martin Luther King Jr. Celebration. Councilmember Park stated that since the liaison positions have been eliminated, he would like the Diversity commission needs to develop ideas on how to interact with the diversified community. Ms. Hynden stated that she would like to look at diverse leaders in the community to come together and have a round table. Chair Burbidge would like the existing Commissioners to have the opportunity to respond more specifically to ideas and to focus on what their interests are, and what they see is the purpose of the Diversity Commission. Councilmember Park stated that he would like to revisit the policy issues. Councilmember Park moved to forward the 2011 Diversity Commission Work Plan to the January 18, 2011 consent agenda for approval. Councilmember Freeman seconded. Motion passed. 2010/2011 Human Services Commission One-Time Public Services Funding Ms. Hynden stated that the one-time funding of $86,000 is being put towards basic needs, with the exception of the capacity building project, and that is because through the application process there were concerns with the capacity of some of the agencies to perform an application process, even with technical assistance. This funding will support a position to help local agencies with the application process. With the contingency plan, none of the agencies are being funded for more than they requested or received in 2010. Councilmember Park moved to forward the proposed Agreement to the January 18, 2011 City Council Consent Agenda for approval. Councilmember Freeman seconded. Motion passed. PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday January 11, 2011Summary Page 4 Sprint Site Lease Renewal – Panther Lake (34519 14th Way S.W. Ms. Pearsall stated that there is a tower at Panther Lake Park, that has been there since 2005. This is the second amendment. The monthly rate is $2,433.31, which is consistent with the new rate. There is a 4% increase each year. Councilmember Park moved to forward the proposed amendment to the Sprint Site lease to the January 18, 2011 consent agenda for approval. Councilmember Freeman seconded. Motion passed. Pending Items Councilmember Kochmar would like the former Toys R Us building to be used as an inside Farmers Market. Councilmember Park stated that he would be willing to explore the idea, but he does not think it would be economically feasible. The building has been vandalized, there is now power or electricity. NEXT MEETING February 8, 2011 5:30 p.m. in the Hylebos Conference Room ADJOURNMENT Meeting adjourned at 7:09p.m.