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PRHSPSC MINS 07-10-2007 City of Federal Way City Council PARKS, RECREATION, HUMAN SERV ICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday July 10, 2007 6:00 p.m. SUMMARY In attendance: Council Committee members Chair Jeanne Burbidge, Deputy Mayor Jim Ferrell, Council member Linda Kochmar; Jenni Snell, City Attorney, Lt. Arbuthnot, Public Safety Department, Iwen Wang, Assistant City Manager, Donna Hanson, Director PRCS, Angelina Allen-Mpyisi Human Services Manager, B Sanders, Park Planning & Dev. Coordinator, Mary Jaenicke, Administrative Assistant II. Guests: Deanna Heinrich, Human Services Commission Chair Burbidge called the meeting to order at 6:05p.m. PUBLIC COMMENT None COMMISSION COMMENT None Council member Kochmar moved to put items C and D to the beginning of business items on the agenda. Deputy Mayor Ferrell seconded. Motion passed. APPROVAL OF SUMMARY Deputy Mayor Ferrell moved to approve the June 10 meeting minutes as written, Council member Kochmar seconded. Motion passed. BUSINESS ITEMS Thompson Property/Cedar Grove Park: Final Contract Amendment and Accept Project by GMT, Inc. Ms. Sanders provided the background information. There are a few budget items that needed to be taken care of in order to close out the project. The playground for the older kids was added as a change order. Money was moved from the playground account during the carry forward budget. The cost of the play equipment was $56,505.00. During the project, there was a significant amount of storm damage done to the park project. The cost of this storm damage was $22,612.00. The total amount of the change orders is $79,117.00, bringing the subtotal of the project to $426,484.00. There was also $20,000.00 in soft costs bringing the grand total of $446,484.00. This puts the project over budget by $12,759.00. Staff is recommending moving $13,000 from the major maintenance account into this projects account. Council member Kochmar moved to authorize the City Manager to amend the contract with GMT, Inc. to include all change orders and applicable sales tax for an amended total of $426,484.99, authorize the transfer of $13,000.00 from Major Maintenance-Park Facilities CIP project to cover the storm damage repairs, and to accept the work by GMT, Inc. as complete and proceed with retainage release process. Deputy Mayor Ferrell seconded. Motion passed. Council member Kochmar asked how the fence issue was going. Ms. Hanson answered that the property has been surveyed and a plan is in place to put in a chain link fence in a couple of areas and landscape the area. Staff is also working with the Public Works Department to put in a trail across SWM property. The trail will be fenced to discourage people to cut across private property. Community Center: Final Contract Amendment and Accept Project by Absher Construction Company Ms. Hanson provided the background information. Staff has received the final invoice and the final change order from Absher Construction Company. Some work that was originally going to be owner’s cost was added to the contract. This work was the kitchen equipment and rust proof lockers. Ms. Wang reported that we are under budget by $48,220.00 for soft costs, and the whole project is under budget by $70,869.00. Council member Kochmar moved to recommend the full Council to: authorize the City Manager to amend the contract with Absher PARKS, RECREATION, & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday July 10, 2007 Summary Page 2 construction to include all change orders and applicable sales tax for an amended total of $17,003,712.00; to accept the work by Absher to include all change orders and applicable sales tax for an amended total of $17,003,712.00; to accept the work by Absher as complete and proceed with retainage release process; and to direct staff to transfer the final closeout balance to the New Community Center Fund. Deputy Mayor Ferrell seconded. Motion passed. Acceptance to re-allocate Human Services General Funds Ms. Allen-Mpyisi provided the background information. ACAP Child and family Services submitted a letter in May regarding their funding for the Childcare Subsidies Program. They want to decline the grant because they do not believe that they can meet the goals stated in the contract. Ms. Allen-Mpyisi stated that staff had been closely monitoring them. The Human Services Commission and staff are proposing that the funding be split between the Federal Way Community Caregiving Network and Catholic Community Services in the amount of $5,000 per agency in 2007. The full amount of $10,000 will be given to St. Theresa Church/St. Vincent DePaul in 2008. This funding will be used for emergency assistance. There is a high demand for assistance to help pay utilities, rent, gas and other basic needs in the Federal Way area. Deputy Mayor Ferrell moved to authorize the City Manager to approve funding to the Federal Way Community Caregiving Network and Catholic Communty Services in the amount of $5,000 per agency in 2007 and St. Theresa Church/St. Vincent DePaul receive the full one-time allocation of $10,000 in 2008. Council member Kochmar seconded. Motion Passed. Interlocal Agreement between City of Federal Way and Puget Sound Educational Service District Relating to Funding for Reinvesting in Youth Lt. Arbuthnot provided the background information. The Federal Way Public Safety Department has been helping fund this program since 2003. The Reinvesting in Youth Program puts policies in place to help get children involved in school, and prevent students from dropping out of school. The Department has given $5,000 per year, and would like to continue. Council member Kochmar moved to approve the Interlocal Agreement between City of Federal Way and Puget Sound Educational Service District Relating to Funding for Reinvesting in Youth, and authorize City Manager, Neal J. Beets to sign such Agreement. Deputy Mayor Ferrell seconded, motion passed. NEXT MEETING – August 14, 2007 6:00 p.m. in the Hylebos Conference Room ADJOURNMENT - Meeting adjourned at 6:17p.m.