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PRHSPSC MINS 02-09-2010City of Federal Way City Council PARKS, RECREATION, HUMAN SERV ICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday, February 9, 2010 5:30 p.m. SUMMARY Committee Members in Attendance: Committee Chair Jeanne Burbidge and Committee member Roger Freeman Council Members Excused: Michael Park Staff Members in Attendance: Brian Wilson, City Manager/Police Chief, Bryant Enge, Financial Services Administrator, Amy Jo Pearsall, City Attorney, Judge David Larson, Cary Roe, Director of Parks, Public Works and Emergency Management, Assistant Chief Andy Hwang, Lynnette Hynden, Human Services Manager, Rob Ettinger, Dumas Bay Coordinator, Steve Ikerd, Parks & Facilities Manager, and Mary Jaenicke, Administrative Assistant II. Guests: Patti Dudley, Executive Director, King County Dispute Resolution Center, Martin Moore & Karl Zinner, Parks & Recreation Commission Chair Burbidge called the meeting to order at 5:30p.m. Introductions were done. Public Comment: None Commission Comments: None APPROVAL OF SUMMARY Council member Freeman moved to approve the January meeting summary. Council member Burbidge seconded. Motion passed. BUSINESS ITEMS Endorsement of Dispute Resolution Services in Federal Way Mr. Enge introduced Judge Larson. Judge Larson stated that mediation is the only part of the legal process where the parties decide the outcome. It allows for an inexpensive way to come to a resolution. Judge Larson has been trying to form a Dispute Resolution Center (DRC) since 2008, but the startup costs would have been around $80,000. Judge Larson stated that instead of running a city sponsored DRC, the Dispute Resolution Center of King County (DRCKC) would use empty conference rooms and courtrooms to conduct mediations for people in Federal Way at a low cost to the citizens of Federal Way. Judge Larson introduced Patti Dudley. Ms. Dudley stated that DRC uses professional mediators from the community. Those mediators volunteer their services to the DRC. They provide low cost mediation – it is based on a sliding scale; $20.00-$300.00 for a three hour session. They provide these services to many different entities such as neighbor disputes, business disputes and work place disputes. They have found that many people in South King County do not use their services because of the long drive into Seattle. They have been looking for a way to bring their services to South King County, but have been unable to afford opening up an office. This service would be no cost for the city. Mr. Wilson stated that this is an opportunity to promote and market the service. It will help the Police Department to have this as a resource. Council member Freeman moved that the City Council endorses the Federal Way Municipal Court Agreement’s with the Dispute Resolution Center of King County, and it will go to full Council for review. Chair Burbidge seconded. Motion passed. Valley Communications Refunding Bonds Mr. Enge stated that this is a proposed Ordinance to pledge the cities taxing authority to pay the debt on proposed refunding bonds for Valley Communication Center. This is a new bond, but it is not new financing. In 2000 the city financed the original Valley Communication Bonds. Because of the current economic challenges they are lowering the interest rates. The financial advisors have stated that we could reduce our debt services over the next five years. The total savings is about $389,000 and the potential savings to the City is $77,923.00. Council member Freeman moved to authorize the ordinance to pledge the city’s full faith and credit toward the payment of its share of debt service on the refunding bonds. Chair Burbidge seconded. Motion passed. PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday February 9, 2010 Summary Page 2 United Way of King County – New Solutions Impact Council Grant Award to Develop the Human Services Interfaith Coalition in Federal Way Ms. Hynden stated that this is a result from the success of the “Coffee and Conversations” Faith Based groups. The New Solutions Impact Council is granting $10,000 to develop the Human Services Interfaith Coalition in Federal Way. This will support staffing on a part-time basis and supplies. They will look at the basic needs of people in Federal Way. Council member Freeman moved to authorize the City Manager/Police Chief to execute the contract between the City of Federal Way and United Way of King County. Chair Burbidge seconded. Motion passed. Interlocal Cooperative Agreement between Auburn, Federal Way, Kent, Renton, Tukwila and The Port of Seattle, for the Creation of the Valley Civil Disturbance Unit (VCDU) Assistant Police Chief Hwang stated the City of Federal Way has a 16 member Valley Civil Disturbance Unit (VCDU). This unit was established to handle large crowds. The members of these units are specially trained to handle large scale acts of disobedience, demonstrations, and riots. They can form a group of 100 unit members within an hour. Chair Burbidge moved approval of the Interlocal Cooperative Agreement between Auburn, Federal Way, Kent, Renton, Tukwila and The Port of Seattle, for the Creation of the Valley Civil Disturbance Unit (VCDU) and authorize City Manager/Police Chief Brian Wilson to sign such Agreement. Council member Freeman seconded. Motion passed. Janitorial Services for Dumas Bay Centre Mr. Ettinger reported that an RFQ was issued in December, and five companies responded. They have shifted to an hourly rate for janitorial and housekeeping services, and will be using the Washington State Contract for linen services. This change should result in a reduction of expenses. They were paying $5 per room for linens and will now pay less than $1 per room for linens. SBS Inc. was the lowest responsible bidder. SBS is also the current janitorial company for City Hall and has received high remarks. Council member Freeman moved approval and accept the term of the contract for one year in the amount of $50,400 and authorize the City Manager to execute the contract. Fee Increase for Picnic and Special Event Reservations Mr. Ikerd reported that the picnic rental and special event permit fees have not been increased in five years. Increasing the rates would bring the City of Federal Way more inline with neighboring cities. Council member Burbidge stated that it makes sense to change the rates, and is wondering if staff had considered imposing a resident and non-resident fee. Mr. Ikerd answered that staff had discussed that, but because fees hadn’t been increased in five years they wanted to be conservative in their approach, and did not want to go too far. Council member Burbidge would like to see some differential in the rates. Council member Freeman asked why staff was increasing the fees, where would the money go to. Mr. Ikerd answered that our rates are below the current rates of neighboring cities. Because the rates are so much lower, it is creating a bigger impact on Steel Lake Park; it is being heavily used. Mr. Roe also stated that the increased fees will go towards offsetting some of the costs that go towards maintaining the park. Mr. Wilson stated that there are also safety and security costs associated with keeping the park safe. There are also sites in the Park that people can use for free. Council member Burbidge amended the motion, and moved to increase the reservation fees for picnic and special events to the proposed 2010 level and include future increases to be adjusted through the City’s annual inflationary fee increase process, and to establish a higher fee for non-resident reservations. Staff will use the proposed rates that we have, and the outside rates will be slightly higher. Council member Freeman inquired about reservations during the cooler months. Mr. Ikerd answered that park use increases as soon as school gets out and is busy through Labor Day. Council member Freeman moved to approve Chair Burbidge’s amended motion. Chair Burbidge seconded. Motion passed. Discussion was held regarding picnic rentals during the cooler seasons. Council member Freeman would like to charge a reduced rate during the cooler seasons. Chair Burbidge clarified that generally if it is out of season, many people do not reserve the park because the park is not heavily used and reservations are unnecessary. Council member Freeman amended the motion and added that the rate increases are in effect during the high use season of May through October. Chair Burbidge seconded. Motion passed. This item will be placed on Council Business. 2010 Parks Commission Work Plan Mr. Ikerd presented the background information. There are a few new items on the Work Plan, some of those items are Explore Park Enforcement Fines, Disc Golf and Laurelwood Park. Chair Burbidge stated that she has received a few e-mails regarding the condition of the Tennis Courts in the city. She inquired where tennis court maintenance PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday February 9, 2010 Summary Page 3 would fall on the 2010 Work Plan. Mr. Ikerd answered it would fall under Park Operations, and Major Maintenance CIP money. Staff will be putting up new nets at the beginning of spring. Mr. Roe stated that he would follow-up with the individual that was concerned about the condition of the tennis courts. Council member Freeman moved to approve the proposed Parks Commission 2010 Work Plan. Chair Burbidge seconded. Motion passed. Third Amendment for Parking Lot Vacuuming Mr. Ikerd presented the background information. McDonough is not increasing their fees for the next two years. The total cost of the contract amendment is $21,000.00. There was no discussion. Council member Freeman moved approval to amend the term of the contract for an additional 2 years, increase the compensation by $20,601.00 and authorize the City Manager to execute the amendment. Chair Burbidge seconded. Motion passed. Wm. Dickson Retainage Release Mr. Ikerd presented the background information. Wm. Dickson was contracted to demolish the Fisher Pond House. The project has been completed. Mr. Roe stated that picnic tables will be installed at a later date. Chair Burbidge moved to accept the contract as complete and authorize staff to release retainage in the amount of $11,128.49 to the Wm. Dickson Co. Third Amendment for Portable Toilet Services Mr. Ikerd presented the background information. Headquarters has been providing portable toilet services for four year. They will not be increasing their rates for the next two years. The cost for the two year extension is $13,000. Council member Burbidge moved approval to amend the term of the contract for an additional 2 years, increase the compensation by $13,000 and authorize the City Manager to execute the amendment. Council member Freeman seconded. Motion passed. Criminal Code Update – Cyberstalking Ms. Pearsall reported that recently a City Prosecutor tried to charge an individual with cyberstalking and realized that the City had not adopted the Code. This was passed by the Legislature a few years ago, but the Code was never updated. Chair Burbidge moved to approve the proposed ordinance modifying FWRC 6.35.010. Council member Freeman seconded. Motion passed. NEXT MEETING March 9, 2010 5:30 p.m. in the Hylebos Conference Room ADJOURNMENT Meeting adjourned at 6:42 p.m.