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PRHSPSC MINS 04-12-2011City of Federal Way City Council PARKS, RECREATION, HUMAN SERV ICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday, April 12, 2011 5:30 p.m. SUMMARY Committee Members in Attendance: Committee Chair Jeanne Burbidge, and Council member Roger Freeman. Council Members in Attendance: Council member Kochmar Committee Member Excused: Council member Michael Park Staff Members in Attendance: Cary Roe, Director of Parks, Public Works & Emergency Management, Amy Jo Pearsall, Asst. City Attorney, Brian Wilson, Chief of Police, Steve Ikerd Parks & Facilities Manager, Chris Carrel, Communication and Grant Coordinator, and Mary Jaenicke, Administrative Assistant II. Guests: Susan Honda, Arts Commission Chair, Brian Ailinger, Parks Commission Chair Chair Burbidge called the meeting to order at 5:42p.m. Public Comment: None Commission Comments: Mr. Ailinger stated that he was at the meeting to support the Sacajawea Grant application, Coyote signage and the Landscape Bid awards. Ms. Honda stated that the Arts Commission had a successful event at the Knutzen Family Theatre; it was the program on Pandas. Approximately 85 people attended. The Arts Commission is also holding an art contest in the Municipal Court. The deadline is Friday April 15, and is open to all students in the Federal Way School District. . APPROVAL OF SUMMARY Council member Freeman moved to approve the March meeting summary. Council member Burbidge seconded. Motion passed. BUSINESS ITEMS 2012 Land & Water Conservation Fund Grant Application Mr. Carrel stated that this grant would help support the replacement of the synthetic field at Sacajawea Park. Drainage would also be installed at the park. Sacajawea is one of the most popular athletic fields that the city has, and the turf has exceeded its useful life. The turf is compacted and worn, and it has also developed some drainage issues that need to be addressed. This project is in the current budget for 2012. The total project cost is estimated to be $877,944.00, and the amount of the grant is $438,972.00. The deadline for the grant is May 2, 2011. Council member Freeman moved to authorize staff to apply for 2012 Land and Water Conservation Fund grant funding in the amount of $438,972 for the Sacajawea Park Soccer Field renovation and drainage improvements. Council member Burbidge seconded. Motion passed. Landscape Bid Awards Mr. Ikerd reported that they sent out bid notices for landscape services at 14 sites. Three sites will go to Osaka Gardens, and NW Landscape will get the other 12 sites. The services provided will be routine maintenance, such as weeding, mowing and blowing. Dumas Bay Centre (DBC) will have a three person crew for 2 hours, and they will work on a work order system. They will show up for the week, and will be told what needs to be done. The Federal Way Parks Maintenance crew will continue to mow the grounds at DBC. They have done this in the past and it was very successful. The total amount of the contract for Osaka Gardens will be $19,702.60 for two years, and the total amount of the contract for NW Landscape will be $86,047.46 for two years. The total amount is $105,750.06, which is within the 2011/2012 budget. Mr. Roe added that when Park Department resources were reduced, this area was identified as receiving a lower level of service. Instead of parks being mowed every week, they would be mowed every two weeks. Because the bids from NW Landscape came in so low, the parks will receive weekly service. Mr. Roe stated that he is a little bit cautious that NW Landscape will be able to perform the work with the bid numbers PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday April 12, 2011 Summary Page 2 that they provided. References for them have been checked, and they are performing landscape services in other communities. Council member Freeman moved to forward the bid awards of 2 year Landscape Maintenance Agreements in the amount of $19,702.60 to Osaka Gardens and $86,047.46 to NW Landscape services and authorize the Mayor to execute said agreements to the full Council April 19, 2011 consent agenda for approval. Council member Burbidge seconded. Motion passed. Create and Post Coyote Information Signs Chief Wilson stated that there has been a great deal of work to communicate with citizens in the community to explain the differences between Animal Services and the State Department of Wildlife, and their role with coyotes and domestic animals, and how to address it. A meeting in the neighborhood of 15th Avenue SW and SW 360 Street was held based on the community’s concerns of the coyote’s. The meeting was to provide information and discuss the urban coyote situation. Out of that meeting came a suggestion to post informational signs. The signs would be posted adjacent to green spaces, and outside of parks where coyotes have been sighted. The Police Department worked with the Parks Department to develop the signs. Council member Burbidge requested that the information that is on the sign is also added to the city’s website. Council member Kochmar would like a letter written to the editor of the Federal Way Mirror. Ms. Pearsall suggested adding additional language to the motion to add flexibility to posting additional signage where coyotes are seen. Council member Burbidge moved to approve option 1 and forward the proposed coyote informational sign and posting at the specified parks, and other areas as identified by staff to the consent agenda for the City Council meeting on April 19, 2011. Council member Freeman seconded. Motion passed. Informational – Petco Donation Chief Wilson stated that during the Christmas Holiday season, Petco establishes a giving tree and then donates the funds from that to other animal welfare groups. In 2010 the city’s Animal Services program was selected by Petco to receive $3,960.00. These funds will be used for food and supplies for animals that are temporarily housed at City Hall, education programs, and veterinary services for animals that must be impounded. Council member Kochmar would like Petco to be acknowledged for their donation at a future City Council meeting. Application for Ballistic Vest Partnership (BVP) Grant Chief Wilson stated that every commissioned officer in the Police Department receives a ballistic vest. Those vests have a life span of five years. Every year the Federal Government has grants to apply for to replace the vests. This year the Police department is eligible for a grant in the amount of $19,034.00, and there is a 50% match. In the past they have used salary and fuel savings. This year the funds will be internally managed, so they will not be asking for additional funds. Council member Freeman moved approval of Option 1 and forwarding the application for the 2011 Ballistic Vest Partnership (BVP) and acceptance of the Grant if awarded to the City Council Meeting on April 19, 2011. Council member Burbidge seconded. Motion passed. Clearwire Site Lease Renewal – Lakota Park Ms. Pearsall stated that we have had this site lease with Clearwire since 2006. They are on a 5 year cycle. Clearwire is not exempt from the leasehold tax, so their rental rate is slightly lower than the other telecommunication companies, but when the leasehold tax is added, they are paying slightly more than the other communication companies. Council member Freeman moved to forward the proposed amendment to the Clearwire Site lease to the April 19, 2011 consent agenda for approval. Council member Burbidge seconded. Motion passed. NEXT MEETING Council member Burbidge will be out of town for the next regularly scheduled meeting. At this time the meeting will be held on either May 4 or May 12. ADJOURNMENT Meeting adjourned at 6:12p.m.