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PRHSPSC MINS 12-14-2010City of Federal Way City Council PARKS, RECREATION, HUMAN SERV ICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday, December 14, 2010 5:30 p.m. SUMMARY Committee Members in Attendance: Committee Chair Jeanne Burbidge, Councilmember Michael Park, and Councilmember Roger Freeman Council Members in Attendance: Linda Kochmar Staff Members in Attendance: Skip Priest, Mayor, Pat Richardson, Attorney, Andy Hwang, Assistant Chief of Police, Cary Roe, Director of Parks, Public Works & Emergency Management, Steve Ikerd Parks & Facilities, and Mary Jaenicke, Administrative Assistant II. Guest: David Mendel, King County Radio Communications Services Manager, Bill Kehoe, Chief Information Officer for King County Executive Office Chair Burbidge called the meeting to order at 5:30p.m. Public Comment: None Commission Comments: None APPROVAL OF SUMMARY Councilmember Freeman moved to approve the November meeting summary. Councilmember Park seconded. Motion passed. BUSINESS ITEMS Energy Improvement Project – City Hall Parks & Facilities Manager Steve Ikerd stated that the City received a Federal American Reinvestment and Recovery Act Grant (ARRA) of $777,700.00. $415,147.00 is targeted for the proposed energy conservation improvement at City Hall. The city also has a commitment from PSE for a conservation grant in the amount of $42,106.00. This grant will be applied to the packaged program if the city meets certain criteria after installation, and PSE does their calculations to ensure that we are achieving energy savings. The total grant funding available is $457,253.00. The proposed installation cost is $429,674.00. MacDonald-Miller has guaranteed a savings of $30,000 per year for a five year period. We must maintain the equipment for five years, and the five year Preventative Maintenance Agreement is $178,168.00 which is paid on an annual basis. The ARRA and PSE grants and the guaranteed cost savings will cover all but $589.00 of the annual preventative maintenance program over the 5 year timeframe. Director Cary Roe stated that at this time we do not have an existing ongoing preventative maintenance agreement. The existing HVAC’s that will not be replaced will still be covered in this 5 year timeframe. We have 10 existing HVAC units, 3 will be replaced, and we will also install one additional unit. Council member Park stated that the average payback period is usually 8-10 years, and he feels that a 13 year payback period is too long. Council member Park would like to know how much we have paid in the past for maintenance on the HVAC units. Mr. Roe stated that we have not had a maintenance program, we have made repair calls. Council member Freeman moved to forward the proposed $607,842.00 Installation & Service Agreement with MacDonald-Miller Facilities Solutions and also accept a $42,106.00 Conservation Grant Agreement from PSE to the full Council January 4, 2011 consent agenda for approval. Council member Park seconded. Motion passed. After discussion, Director Roe stated that staff would provide the following information: 1) Total consumption in 2010. 2) 2009 & 2010 Energy costs. 3) Calculate a payback period by backing out the maintenance cost. 4) Past maintenance costs incurred. 800 MHZ Radio Update – Information Only PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday December 14, 2010 Summary Page 2 Assistant Police Chief Hwang introduced Bill Kehoe, Chief Information Officer from the King Co. Executive office and David Mendel, King County Radio Communications Services Manager. When the police department started in 1996 the 800 MHZ first responder radio system was in place. There have been radio reception and transmission problems from the beginning. Over the years, some steps have been taken to try and mitigate the problems. In 2005 there were some serious officer safety issues. These issues prompted the Department to try and solve the problem. They were able to find a solution at Decatur High school. Maintenance was done on all portable radios and the car radios. This cost was shared with King County Radio Communications Services (KCRCS). It cost each agency approximately $19,000. There has been no significant change to the radio reception quality. They are now exploring other options. There are four potential things that could be done. 1) Replace the current portable radio equipment with dipole antennas. 2) Share radio site with Tacoma. 3) Build a new site in Federal Way. 4) Regional Next Generation Project. Mr. Mendel stated that this is a situation they take very seriously, and they have worked very diligently with Federal Way staff to mitigate the issues any way possible. Mr. Mendel stated that they cannot change the antenna systems. Mr. Mendel believes the most promising solution is to share a radio site with Tacoma. They will connect the two systems. This is a limited ability, but it will enhance the capabilities. This could be implemented by summer of 2011. Installing a new radio system is constrained by funding. Mr. Mendel has submitted budget packages twice for consideration and both times they were denied funding. The Next Generation Radio Project is underway. They are in the consulting process to scope out what the Next Generation Radio system looks like. The system is a 3 county radio system that encompasses Pierce, King and Snohomish Counties working collectively together. This is going to be a very large capital expenditure. After the consulting stage, they will move into the funding development stage. The timeline is 2014-2016. Dry Cleaning Contract Between Empire Cleaners, Inc. DBA John’s Cleaners and The City of Federal Way, Washington for the Police Department Uniform Dry Cleaning Assistant Police Chief Hwang stated that they are seeking approval to enter into a new agreement for dry cleaning services. The department went out to bid, and had two companies respond. West Campus Cleaners is the current vendor, and they did not respond. The Dry Cleaning budget is $16,000.00. John’s Cleaners came in at $14,000 and Best Campus Cleaners came in at $24,000. Council member Park asked if dry cleaning services were given to non- police officers, Assistant Police Chief Hwang answered that records staff receive limited services. Council member Park questioned the numbers on the contract. He stated that in the past, the cost of dry cleaning has been around $40,000.00. Assistant Police Chief Hwang stated that there are 144 employees, but many of the patrol officers do not wear the uniform, they have elected to wear jumpsuits, and those are cleaned at home by the officers, which has reduced to cost of dry cleaning. Council member Park moved to forward the proposed Empire / John’s Cleaners to the January 4, 2011 Council consent agenda for approval. Council member Freeman seconded. Motion passed. Other None NEXT MEETING January 11, 2011 5:30 p.m. in the Hylebos Conference Room ADJOURNMENT Meeting adjourned at 6:16p.m.