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PRHSPSC PKT 02-14-2012City of Federal Way City Council Parks, Recreation, Human Services & Public Safety Committee February 14, 2012 City Hall 5:30 p.m. H lebos Conference Room 1. CALL TO ORDER 2. PUBLIC COMMENT (3 minutes) 3. COMMISSION COMMENTS 4. COMMITTEE BUSINESS Topic Title/ Description A. Approval of Minutes: January 10, 2012 B. Retainage Release for All Around Fence C. CrimeReports.com MEETING AGENDA 5. PENDING ITEMS • Banners • Festivals • Concept of Housing in South King County 6. NEXT MEETING: Tuesday, March 13, 2012 5:30pm — Hylebos Conference Room 7. ADJOURNMENT Committee Members city staff Susan Honda, Chair Cary M. Roe, P.E., Director of Pants, Public Works and Emergency Management Roger Freeman Mary Jaenicke, Adminisbarive Assistant II Linda Kochmar Action Council Date Presenter Page or Info 3 Action N/A Ikerd 7 Action Consent 2/21/12 Wilson 9 Information N/A 5. PENDING ITEMS • Banners • Festivals • Concept of Housing in South King County 6. NEXT MEETING: Tuesday, March 13, 2012 5:30pm — Hylebos Conference Room 7. ADJOURNMENT Committee Members city staff Susan Honda, Chair Cary M. Roe, P.E., Director of Pants, Public Works and Emergency Management Roger Freeman Mary Jaenicke, Adminisbarive Assistant II Linda Kochmar City of Federal Way City Council PARKS RECREATION HUMAN SERV ICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday, January 10, 2012 5:30 p.m. SUMMARY Committee Members in Attendance: Committee Chair Jeanne Burbidge, Council member Freeman. Council Members in Attendance: Council member Linda Kochmar, Council member Susan Honda, and Council member Bob Celski Staff Members in Attendance: Brian Wilson, Chief of Police, Cary Roe, Director, Parks, Public Works and Emergency Management, Amy Jo Pearsall, City Attorney, Ken Miller, Deputy Director Public Works, Ann Dower, Senior Engineering Plans Reviewer, John Hutton PRCS Supervisor, Jason Gerwen, Parks & Facilities Supervisor, Leah Fraine, Arts & Special Events Coordinator and Mary Jaenicke, Administrative Assistant It. Guest: Maureen Hathaway, Arts Commission; Diana Noble-Gulliford, President, Federal Way Historical Society, JoAnn Hugill President Park Pals; Chuck Gibson North Lake Management District Chair Burbidge called the meeting to order at 5:40p.m. Public Comment: Diana Noble-Gulliford from the Federal Way Historical Society (FWHS) thanked the Arts Commission for their assistance, and she appreciates their solid working relationship. She stated that the FWHS submitted two applications for Contract for Services. They received funding for replacing the panels, but did not receive funding for assistance in restoring the Denny Cabin. They would like to bring some finality to the restoration of the Denny Cabin. She would like to know where the FWHS fits in with the City as far as receiving funding for the project. She is looking for support and direction in seeking funding for this project. Ms. Noble- Gulliford distributed hand-outs for the scope of work on Phase 2 and Phase 3 of the Denny Cabin Restoration projects. She stated that Phase 2 has been completed and they are moving into Phase 3. Chair Burbidge thanked her, and stated that this would be put on an agenda for future discussion. JoAnn Hugill from Park Pals thanked city staff and the Park Patrons. She also wanted to thank the many people and businesses in the community that donated money towards the fountain at French Lake. It has taken them two years to raise $4,000. There was also an anonymous donor that donated $5,000. She stated that the park looks beautiful. Commission Comment: None APPROVAL OF SUMMARY Council member Freeman moved to approve the December meeting summary. Council member Burbidge seconded. Motion passed. BUSINESS ITEMS Amend FWRC 7.030.010 and 7.030.040 Regarding Prohibition of Internal Combustion Engines on Steel Lake and North Lake Ms. Dower reported that this amendment is to prohibit the use of internal combustion engines on Steel Lake and North Lake. These lakes were chosen because they have public access and the city can enforce it. She stated that prohibiting internal combustion engines in North Lake and Steel Lake has been under King County code. Since the incorporation of Federal Way, King County has dropped these lakes from their code, and Federal Way's code language needs to reflect the intent to continue that prohibition. This amendment makes the prohibition enforceable and official. Ms. Dower stated that there are several reasons to prohibit these engines. The primary reasons are noise, and discharge of pollutants directly into the lake. This has been presented to both the Steel Lake and North Lake management districts and they are in support of this amendment. Violations will be enforceable by the Police Department or Code Enforcement. Council member Freeman asked if there had been complaints about this. He wanted to know why this is coming up now. Ms. Dower answered that it has come up through the years, and there has been some ambiguity on whether or not this is enforceable. Mr. Roe stated that historically before we incorporated to be a city, King County had an ordinance that prohibited it. In the past 20 years, people have assumed that this was still in place because the King County sign is still posted. This is more of a housekeeping item to continue the prohibition. Chuck Gibson stated that both Lake Management Districts voted to pass this unanimously, and they are very interested in getting this passed. Council member Freeman moved to forward the proposed ordinance to First Reading on January 17, 2012 City Council meeting. Council member Burbidge seconded. Motion passed. 3 PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday January 10, 2012 Summary Page 2 Arts Commission 2012 Work Plan Mr. Hutton reported that the Arts Commission schedules a retreat every year to discuss and plan the work plan for the following year. Council member Honda stated that the Steel Lake Park 70`h Anniversary is on the work plan. She would like to know if the City was going to be doing anything, or would it be up to the Arts Commission to make it happen? Mr. Roe answered that the FWHS is also interested in the event; the City's role has not been defined. He is unsure if there is funding at this time. Council member Burbidge stated that there may be some discussion at the Council retreat. Council member Kochmar stated that the Water & Sewer is as old as Steel Lake Park. She suggested partnering with the Water & Sewer District. Council member Freeman asked a question regarding a project for the Cultural Outreach Committee. He wanted to know if this would involve getting different types of cultural art. Council member Honda clarified that this was put in to partner with other local agencies. A few of the Arts Commissioner's have been working with the School District — they bring in new artwork when a new school is built. The Fire Department will be assembling a sculpture, and the library has asked for assistance for the new library. Mr. Roe stated the Public Art Committee has the Sculpture Garden listed as a project. This garden will be located by the Transit Center, and the artwork there will be rotated every six months. This artwork would come from many different places. Council member Kochmar wanted to know what happened to Festival Days. Council member Burbidge stated that in the past this event has not been city sponsored. Council member Kochmar suggested having Festival Days with many different events grouped together. Council member Burbidge moved to forward the Arts Commission 2012 Work Plan to the full Council on January 17, 2012 consent agenda for approval. Council member Freeman seconded. Motion passed. Arts Commission 2012 Contract for Services Mr. Hutton stated that the Contract for Services is a program that gives funding to local arts organizations in the community that provide cultural programs. The local arts organizations submit an application which is reviewed by the Arts Commission and staff. Each organization is interviewed, and funding recommendations are developed. Council member Burbidge recused herself from the vote. Due to a lack of a voting quorum, this item was moved onto the January 17 full Council meeting without a vote. "On Call" Electrical Services Bid Mr. Gerwen provided the background information. Bids were sent out to 12 Electrical Contractors, and one bid was received. JGM was the lone contractor to submit a bid. JGM was contracted by the city to do the energy efficiency improvements at City Hall. Staff has been very pleased with their service. This contract will be used for projects that are out of staff s expertise, and emergencies. Council member Freeman moved to forward the authorization of a bid award for "On Call" Electrical Services in the amount of $60,000 to JGM Technical Services to the full Council January 17, 2012 consent agenda for approval. Council member Burbidge seconded. Motion passed. Third Amendment for Janitorial Services Mr. Gerwen reported that the city has contracted with SBS Janitorial for the last four years. They provide janitorial services at City Hall, Police Evidence Building and the Maintenance Facility. This Company has been very good to work with and they have been very responsive. They have asked for an 8% increase, but they have not had an increase in 4 years. There was a 9% cut in the janitorial budget, and this Company is still performing very well in spite of the budget cuts. Council member Freeman moved to forward the third amendment for an additional 2 year contract and increase the compensation by $103,680.00 to the full Council January 17, 2012 consent agenda for approval. Council member Burbidge seconded. Motion passed. Parks Commission Work Plan Mr. Gerwen reported that the Parks Commission Work Plan had been approved previously. This is coming back to the Committee because the Park Plan has been added to the Work Plan. Council member Freeman inquired about Steel Lake Funland. Mr. Gerwen answered that the Parks Department is contracting with Leathers & Associates, the original manufacturer of Steel Lake Funland. A representative from Leathers & Associates is going to come out and complete a thorough safety inspection and audit. Leathers & Associates will be here on February 21, and they will submit a report 6-8 weeks after their inspection. The goal is to update and do some renovating of the playground. They would also like to increase the ADA of the play structure. Mr. Gerwen stated that there are four certified playground inspectors on staff, they have inspected the playground, and have found that it is safe. Council member Freeman moved to forward the 2012 Parks Commission Work Plan to the full Council January 17, 2012 consent agenda for approval. Council member Burbidge seconded. Motion passed. K:\PRHSPS Committee\2012\0 110 12 min.doc 4 PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday January 10, 2012 Summary Page 3 Council member Burbidge announced that the next meeting is scheduled for February 14, 2012 and there will be new committee members. Council member Kochmar inquired about the coffee cart located in the downstairs lobby of City Hall. Mr. Roe answered that initially Don the current vendor was not interested in renewing his contract. An RFP was issued, and Don was the only vendor that responded. He is hoping that there will be an increase in business with new occupancy in two buildings located close to City Hall. Staff is currently working on a new contract. Council member Kochmar also wanted to know how the Splash Cafe at the Community Center is doing. Mr. Roe answered that the Cafe is not doing as well as he would like it to. Jim Ross the current vendor has reduced his hours of operation. In return for the reduction in his hours of operation, Mr. Roe negotiated with him the ability for the Federal Way Community Center to sell water, power bars, and flavored water. Mr. Roe stated that he is going to compare the Community Center sales with the Cafe sales, and if the sales are comparable, then there may be a decision for the city to take over the operations of the Cafe. If the City does not take over the operations, then they may go out to bid at the end of the year. Mr. Roe has talked with Mr. Ross on some Marketing ideas, his menu and his employee's presence. NEXT MEETING February 14, 20 t 2. ADJOURNMENT Meeting adjourned at 6:44p.m. K:\PRHSPS Committee\2012\011012 min.doc 5 COUNCIL MEETING DATE: February 21, 2012 ITEM #: ..... _.. _............. ............... ..._. _ _...................__.... . CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: ALL AROUND FENCE RETAINAGE RELEASE POLICY QUESTION: Should the City accept the contract with All Around Fence as complete and authorize staff to release their Retainage? COMMITTEE: PRHSPS MEETING DATE: Feb 14, 2012 CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY Stephen Ikerd, Parks & Facilities Manager DEPT: PRCS History: The City contracted with All Around Fence to provide backstops and fencing at Lakota Park in the amount of $40,405.50 including tax. All Around Fence has completed all the work within this contract. Prior to the release of Retainage on any Public Works project, the City Council must accept the work as complete to meet State Department of Revenue and Department of Labor and Industries requirements. Expenditure Summary including tax: $36,900.00 — Contract total 3,505.50 — sales tax $40,405.50 — Total project cost 5% Retainage held from the $36,900.00 = $1845.00 Options Considered: #I - Accept the contract as complete and release Retainage. #2 - Do not accept the contract as complete, and provide direction to staff. MAYOR'S RECOMMENDATION: Option # 1: Recommend Council accept the contract as complete and authorize staff to release Retainage in the amount of $1845.00 to All Around Fence. MAYOR APPROVAL: &V Council DIRECTOR APPROVAL: �l omm� ee Committee Council COMMITTEE RECOMMENDATION: I move to forward the acceptance of the All Around Fence contract as complete and authorize staff to release their $1845.00 Retainage to the full Council February 21, 2012 consent agenda for approval. Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move to accept the contract as complete and authorize staff to release Retainage in the amount of $1845.00 to All Around Fence " (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL # ❑ DENIED IsT reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinances only) ORDINANCE # REVISED - 08/12/2010 _ RESOLUTION # COUNCIL MEETING DATE: N/A ITEM #: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: CRIMEREPORTS.COM POLICY QUESTION: N/A COMMITTEE: PARKS, RECREATION, HUMAN SERVICES & PUBLIC MEETING DATE: SAFETY COUNCIL COMMITTEE (PRHS&PS) February 14, 2012 CATEGORY: ❑ Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution Other — Information Only STAFF REPORT BY: COM Cathy Schrgck — ` DEPT: Police Attachments: 1. PRHS&PS Memo Options Considered: N/A MAYOR'S RECOMMENDATION: , f MAYOR APPROVAL: �' ��//� DIRECTOR APPROVAL:. �✓i%1Ja.t GN+�iti'+-I�lr/i1JrL ZCSn�u�i i Council Committee Council COMMITTEE RECOMMENDATION:: N/A Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: N/A BELOW TO BE COMPLETED BY CITY CLERKS OFFICE, COUNCIL ACTION: ❑ APPROVED COUNCIL BELL # ❑ DENIED 1sT reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinances only) ORDINANCE # REVISED –08/12/2010 RESOLUTION # W CITY OF FEDERAL WAY CITY COUNCIL COMMITTEE STAFF REPORT DATE: February 14, 2012 TO: Parks, Recreation, Human Services and Public Safety Council Committee FROM: Brian J. Wilson, Chief of Police SUBJECT: INFORMATIONAL — CrimeReports.com Background For the last several years the citizens of Federal Way have been requesting more access to crime incidents occurring in Federal Way. In a recent citizen survey of the police department, citizens requested more timely information about police activity in their neighborhoods. I researched three of the most popular on-line crime mapping sites: RAIDS online: www.raidsonline.com CrimeReports: www.crimereports.com CrimeMapping.com: www.crimemapping.com Upon review of each vendor, CrimeReports.com would provide the best service for the citizens of Federal Way. Each vendor provides similar features: email notification to its subscribers, searching capabilities, and basic analysis of crime for the subscribing police agency. An annual subscription cost for CrimeReports.com is $2,388; however, a 3 -year subscription would allow the City to realize a discount of 20% at $ 5,731.20. This vendor will provide the best product and service for our citizens. The software has been reviewed and approved by the IT Manager. The first 3 -year subscription cost can be paid from the Police Department budget — (line item to be identified). This decision allows the City to capitalize on the discount and provide an enhanced service to the citizens. The on-going cost would then be identified in the 2015/16 budget as a new program to be added to the IT 502 maintenance contract expenses. CrimeReports.com is based out of Salt Lake City, Utah and very familiar with Spillman. This will make integrating our two systems much easier. CrimeReports.com has over 22 clients in Washington. King County Agencies: Beaux Arts, Burien, Covington, Des Moines, Kenmore, King County Sheriff, Lake Forest Park, Maple Valley, New Castle, Renton, Sammamish, SeaTac, Shoreline, and Tukwila. Kent is considering signing up. Pierce County Agencies: Tacoma, Orting, Sumner. Thurston County Agencies: Lacey, Olympia, Tumwater, and Yelm The widespread use of CrimeReports.com in the Puget Sound region will benefit our citizens. Prospective businesses or citizens can review accurate; real time criminal activity. Thus providing citizen's a better perspective of crime because they will fluidly be able to view not only Federal Way, but nearby cities. All registered sex offenders in King County are listed through CrimeReports.com. CrimeReports.com also has a module for citizens to submit anonymous tips, which will also be a valuable resource for police. 1 10 Program Description: Online crime mapping program for citizens and businesses of Federal Way. The cost to the end user/subscriber is free. Cost for the police department for a three -years subscription is $x,731.20. . Data connection will be handled internally, with a one time initial set-up utilizing resources of our IT Department and Police Department staff. Program Need: Provide timely crime information to prospective and current citizens/businesses in Federal Way. 2 11