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.