PRHSPSC PKT 05-08-2012 City of Federal Way
City Council
Parks, Recreation, Human Services & Public Safety Committee
May 8, 2012 City Hall
5:30 p.m. Hylebos Conference Room
MEETING AGENDA
1. CALL TO ORDER
2. PUBLIC COMMENT (3 minutes)
3. COMMISSION COMMENTS
4. COMMITTEE BUSINESS
Action Council Date
Topic Title /Description Presenter Page or Info
A. Approval of Minutes: April 10, 2012 3 Action N/A
B. Earth Corps Presentation Lina Rose Information N/A
C. Use of Capital Reserves to Replace a Chemical Controller Feldman 5 Action Consent
5/15/12
D. Sacajawea Soccer Field Renovation Ikerd 7 Action Consent
5/15/12
E. Amend Arts Commission Work Plan Fraine 9 Action Consent
5/15/12
5. PENDING ITEMS
• Veterans Memorial
• Banners
• Festivals
• Concept of Housing in South King County
• Festival Days
6. NEXT MEETING: Tuesday, June 12, 2012 5:30pm — Hylebos Conference Room
7. ADJOURNMENT
Committee Members City Staff
Susan Honda, Chair Cary M. Roe, P.E., Director of Parks, Public Works and Emergency Management
Roger Freeman Marylaenicke, Administrative Assistant 11
Linda Kochmar
K: \PRHSPS Committee \2012 \050812 prhsps ag.doc
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City of Federal Way
City Council
PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE
Tuesday, April 10, 2012
5:30 p.m.
SUMMARY
Committee Members in Attendance: Committee Chair Susan Honda, Committee member Roger Freeman, and
Committee member Linda Kochmar.
Council Members in Attendance: Council member Jeanne Burbidge.
Staff Members in Attendance: Cary Roe, Director, Parks, Public Works and Emergency Management, Amy Jo
Pearsall, City Attorney, Jay Bennett, Community Services Manager, Kevin Hutchinson, Inclusion Coordinator, and
Mary Jaenicke, Administrative Assistant 11.
Guest: None
Chair Honda called the meeting to order at 5:31p.m.
Public Comment: None
Commission Comment: None
APPROVAL OF SUMMARY
Committee member Kochmar moved to approve the March meeting summary. Committee member
Freeman seconded. Motion passed.
BUSINESS IT EMS
Agreement with the Kiwanis Foundation of Federal Wav for Parks and Recreation Funds
Committee member Kochmar and Council member Burbidge were recused from any discussion.
Ms. Pearsall provided the background information. The purpose of this agreement is to allow the city to accept
donations. In the past the city worked with the Northwest Parks Foundation which was a 501 (c) (3) organization.
This organization no longer exists. The city approached the Kiwanis Club of Federal Way, and they have agreed to
participate. This will allow a Corporation to make a donation to the Kiwanis Foundation, and that donation can be
used to enhance Parks and Recreation facilities and programs. The Kiwanis will notify the PRCS department when
the funds are available, the PRCS department will apply for a grant, and that money would be disbursed to the City.
The Kiwanis Foundation will get 5% of each donation. Committee member Freeman moved to forward the
proposed Agreement to the April 17, 2012 consent agenda for approval. Committee Chair Honda seconded.
Motion passed. Committee member Kochmar was recused.
DSHS Interlocal Agreement for Individuals and Families
Inclusion Coordinator Kevin Hutchinson provided the background information. This is a program for individuals
with Developmental Disabilities. The program provides respite care for caretakers and money for recreational and
life enrichment activities for those individuals that qualify. There are approximately 20 individuals that participate.
The individuals register for classes through the Parks & Recreation Department. The Division of Development
Disabilities (DDD) is billed on a quarterly basis, and they reimburse the city. Committee member Kochmar
moved to forward the authorization for the city to enter into an Interlocal Agreement with DSHS
Department of Developmental Disabilities to provide respite care opportunities through recreation services
to individuals with disabilities to the full Council, April 17, 2012 consent agenda for approval. Committee
member Freeman seconded. Motion passed.
Federal Way's 2012 CDBG Public Services Budget
Jay Bennett provided the background information. There are six projects that were approved contingent on HUD's
final budget numbers. Congress reduced the 2012 CDBG budget by approximately 11 percent. Because of this, the
City's 2012 CDBG Public Services budget was reduced by 11.57 percent. The Human Services Commission voted
to recommend reducing each Public Services contract by 11.57 percent. Staff is the in process of notifying the
agencies what their final contract amount will be.
Kathy from Orion Rehabilitation services commented that they have expanded and signed another lease in Federal
Way. They will keep their training center in Federal Way. Committee member Kochmar moved to distribute the
reduction in 2012 CDBG funding among the six Public Service contracts by reducing each contract amount
3
KAPRHSPS Committee \2012\041012 min.doc
PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE
Tuesday April 10, 2012 Summary
Page 2
by 11.57 percent, as recommended by the Human Services Commission. Committee member Freeman
seconded. Motion passed.
2012 Community Enhancement Grant Allocations
Jay Bennett provided the background infonnation. These are small grants in the amount of $500 -$1500 to help
non - profit groups with small projects or events that will benefit Federal Way residents. Council allocated $20,000
dollars for the 2012 CDBG process. Seventeen applications were received, totaling $23,500. Those applications
were reviewed and scored by the Human Services Commission. The commission is recommending finding
fourteen grants in the amount of $19,000. They are recommending that the remaining $1,000 be carried forward to
the 2013 budget. This was forwarded onto the Mayor. They Mayor and staff are recommending allocating $500
each to the next two highest - scoring applications. Discussion was held on whether or not Lakota Middle School
would be able to raise enough money to purchase a reader board and use the $500 that has been allocated to them.
After further discussion on what to do if there are unused finds, Ms. Pearsall provided the following options to the
committee. The committee can forward the Mayor's recommendation to the Full Council, and staff will have time
go gather more information, and a motion can be made to amend the motion at the Council meeting, or it can be
forwarded to Full Council without a recommendation. Committee member Freeman moved to forward the
Mayor's recommendation which is to amend the Human Services Commission's recommended funding for
the 2012 Community Enhancement Grants by adding $500 in funding for the Todd Beamer Anti-.
Bullying/Gay-Straight Alliance Speaker and $500 in funding for the Lakota Middle School New Reader
Board. Committee member Kochmar seconded. Motion passed. This item will be placed on the consent
agenda. Staff will follow up with both Todd Beamer and Lakota to see how they are progressing.
Allocation of 2012 City employee Donations to the Human Services Fund
Mr. Bennett reported that City of Federal Way Employees raised $6,438.00 for the Human Services Fund to be
allocated in 2012. The Human Services Commission voted to recommend allocating $4,438.00 to St. Vincent de
Paul Emergency Services Program and $2,000.00 to the Catholic Community Services Reach Out Women's
Homeless Shelter. Discussion followed on how to thank City of Federal Way Employees, and it was decided to
have an Employee Proclamation read at a future City Council meeting. Committee member Freeman moved to
forward the Human Services Commission's recommendation to allocate $4,438.00 to St. Vincent de Paul
Emergency en Services, and $2 000 to the �T he Catholic Community Services Reach Out Women's Homeless Shelter.
Committee member Kochmar seconded. Motion passed.
PENDING ITEMS
Committee member Kochmar would like to add Veterans Memorial to the agenda under pending items. Mr. Roe
commented that he has been asked by the Mayor to explore possible sites for a Veterans Memorial.
NEXT MEETING
May 8, 2012
ADJOURNMENT
Meeting adjourned at 6:30p.m.
4
K: \PRf1SPS Committee \20121041012 min.doc
COUNCIL MEETING DATE: May 15, 2012 ITEM #:
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: USE OF CAPITAL RESERVES TO REPLACE A CHEMICAL CONTROLLER
POLICY QUESTION: Should the Mayor and Council authorize the spending of Community Center Capital
Reserves to purchase a new Chemical Controller to replace one that has failed?
COMMITTEE: PRHSPS MEETING DATE: May 8, 2012
CATEGORY:
® Consent ❑ Ordinance ❑ Public Hearing
❑ City Council Business ❑ Resolution ❑ Other
STAFF REPORT BY: Craig Feldman, Aquatics Coordinator DEPT: PRCS
Background: Automated Chemical Controllers are used at the Federal Way Community Center to ensure that
the proper levels of disinfecting chemicals and properly balanced water chemistry is maintained at all times. One
of the controllers has failed and needs to be replaced. Without this controller, staff are forced to test water
chemistry hourly and make estimates as to the necessary amount of chemicals to add. Competitive bids were
obtained from three reputable vendors, and Lincoln Equipment, Inc. was the lowest responsive, responsible
bidder.
Attachment: Controller Bid Results
Options Considered:
1. Authorize spending $4,300.00 from the Community Center Capital Reserves to replace a Chemical
Controller.
2. Do not authorize the spending of Capital Reserves to replace a Chemical Controller and provide direction to
staff.
MAYOR'S RECOMMENDATION: Option #1: Authorize spending $4,300.00 from the Community Center Capital
Reserves to Replace a Chemical Controller. /�
MAYOR APPROVAL: / DIRECTOR APPROVAL: !4_,
C !nee Council Committee Council
COMMITTEE RECOMMENDATION: I move to forward the approval to authorize spending $4,300.00 from the
Community Center Capital Reserves to replace a Chemical Controller to the full Council May 15, 2012 consent
agenda for approval.
Committee Chair Committee Member Committee Member
PROPOSED COUNCIL MOTION: "I move approval to authorize to spend $4,300.00 from the Community
Center Capital Reserves to replace a Chemical Controller."
(BELOW TO BE COMPLETED BY CITY CLERKS OFFICE)
COUNCIL ACTION:
❑ APPROVED COUNCIL BILL #
❑ DENIED InT reading
❑ TABLED/DEFERRED/NO ACTION Enactment reading
❑ MOVED TO SECOND READING (ordinances only) ORDINANCE #
REVISED- 08/12/2010 5 RESOLUTION
CITY OF
0 ,, ` Federal Way
Date: May 8, 2012
To: PRHSPS Council Committee
From: Craig Feldman, Aquatics Coordinator
Via: Mayor Skip Priest
Subject: Chemical Controller Bids
Bid Results for a Chemical PC 5000
COMPANY BID RESULTS
Lincoln Equipment $4,223.38
W.M. Smith & Associates $5,1 27.80
United Industries $6,800.00
CC - Cary M Roe; P.E, Director, Parks, Public Works and Emergency Management
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COUNCIL MEETING DATE: May 15, 2012 ITEM #:
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: SACAJAWEA SOCCER FIELD RENOVATION
POLICY QUESTION: Should a Purchase Order (PO) be approved with KCDA; to manage a contract with
the FieldTurf ® Corporation, to replace the synthetic turf and improve drainage on the Sacajawea soccer
field?
CoMMrrTEE: Parks, Recreation, Human Services & Public Safety MEETING DATE: May 8, 2012
CATEGORY:
® Consent ❑ Ordinance ❑ Public Hearing
❑ City Council Business ❑ Resolution ❑ Other
STAFF REPORT BY: Stephen Ikerd, Parks & Facilities Manner DEPT: PRCS
Attachments: Sacajawea Soccer field renovation Memo.
Options:
1- Authorize the Mayor to approve a PO with KCDA; to manage a contract with FieldTurf ® to replace the
synthetic turf and improve drainage on the Sacajawea soccer field, for a total not to exceed $640,379.00
(Total includes; project cost, KCDA fee, 10% contingency and tax)
2 - Do not approve a PO with KCDA; to manage a contract with the FieldTurf ® to replace the synthetic
turf and improve drainage on the Sacajawea soccer field and give staff direction.
MAYOR'S RECOMMENDATION: Option 1; Authorize the Mayor to approve a PO with KCDA; to manage a
contract with FieldTurf ® to replace the synthetic turf and improve drainage on the Sacajawea soccer
field, for a total not to exceed 5640,379.00
MAYOR APPROVAL: DIRECTOR APPROVAL: &" l
.7 3 C � to Council to Committee To Council
COMMITTEE RECOMMENDATION: "I move to authorize the Mayor to approve a PO with KCDA; to manage a
contract with FieldTurf ® to replace the synthetic turf and improve drainage on the Sacajawea soccer
field, for a total not to exceed $640,379.00, to full Council on May 15 for approval".
Committee Chair Committee Member Committee Member
PROPOSED COUNCIL MOTION: "! move to authorize the Mayor to approve a PO with KCDA; to manage a
contract with FieldTurf ® to replace the synthetic turf and improve drainage on the Sacajawea soccer
field, for a total not to exceed $640,379.00"
(BELOW TO BE COMPLETED BY CITY CLERKS OFFICE)
COUNCIL ACTION:
❑ APPROVED COUNCIL BILL #
❑ DENIED 1 reading
❑ TABLED/DEFERRED/NO ACTION Enactment reading
❑ MOVED TO SECOND READING (ordinances only) ORDINANCE #
REVISED — 02/06/2006 7 RESOLUTION #
` CITY OF
Federal Way
Parks and Facilities Division
Date: May 8, 2012
To: PRHSPS Council Committee
From: Stephen Ikerd, Parks & Facilities Manager
Via: Mayor Skip Priest
Cary M. Roe, P.E., Director of Parks, Public Works & Emergency Mgmt. pi
Subject Sacajawea Soccer Field Renovation
The synthetic turf on the Sacajawea soccer field has reached its useful life and is in
need of replacement. The field is wom from heavy use and is now holding surface water,
which impacts the play. The Parks Department recommends replacing the synthetic turf
with a new generation FieldTurf® product and also improve the drainage system at the
same time.
Staff contacted the FieldTurf® Corporation, who is registered with the King County
Directors Association (KCDA) purchasing program. The City has a current Council
approved agreement for procurement authority with KCDA. This agreement allows the
City to work with a pre - approved company to customize a variety of projects at discount
rates that KCDA secured through a competitive bidding process. This vendor selection
method works best for us at this time, because a lot of administrative time is saved and
the City can simply issue a PO to KCDA, who then contracts with the vendor for the
renovation project. City Staff will oversee the actual field work, to ensure the scope of
work is met.
Staff solicited estimates from FieldTurf® for all associated renovation work and following
is a summary of cost:
FieldTurf ®: Sacajawea Park soccer field renovation
$582,163.45 — Dispose old and install new turf, drainage, cement borders, KCDA fee and tax.
58,216.55 — 10% contingency
$640,379.00 — Total encumbrance not to exceed.
Funding Source:
$776,120.00 — 2012 balance of CIP funds for Sacajawea Park renovation and improvements.
640,379.00 — Total encumbrance of Sacajawea soccer field renovation.
$135,741.00 — Remaining balance of CIP funds for Sacajawea improvements.
8
COUNCIL MEETING DATE: May 15, 2012 ITEM #:
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: ARTS COMMISSION 2012 WORK PLAN AMENDMENT
POLICY QUESTION: Should the city Council approve the amendment to the Arts Commission 2012 Work Plan
for a 3- dimensional chalk art exhibit?
COMMITTEE: PRHSPS MEETING DATE: 5/8/12
CATEGORY:
® Consent ❑ Ordinance ❑ Public Hearing
❑ City Council Business ❑ Resolution ❑ Other
STAFF REPORT BY: Leah Fraine, Arts & Special Events Coordinator DEPT: PRCS
Annually the Arts Commission develops a Work Plan for the upcoming year. The Work Plan outlines the
projects, programs and associated funding for the year. As new opportunities arise, the commission votes to
make amendments to the Work Plan. The Arts Commission is advising Council to consider allowing the
commission to invite Tracy Lee Stum, interactive 3D street painter, to create one of her world renowned artworks
over a period of three days during the World Sand Sculpting Tournament. The Arts Commission believes that by
bringing in this aspect, it will enhance the event-and further promote keeping the Arts Alive in Federal Way. The
Arts Commission is seeking approval from City Council to spend further time in researching the possibility of
seeking sponsorships and applying for grants to receive monies to meet the expense of the artist's stipend. This
project will only go forward if the Arts Commission obtains outside funding of grants, donations, or sponsorship
totaling $9,500 associated with bringing this artist in.
Attachments:
1. Amended 2012 Arts Commission Work Plan
Options Considered:
1. Approve the proposed amendment to the Arts Commission 2012 Work Plan
2. Do not approve the proposed amendment to the Arts Commission 2012 Work Plan, and provide
direction to staff.
MAYOR'S RECOMMENDATION: Option 1— Approve the proposed amendment to the Arts Commission 2012
Work Plan.
MAYOR APPROVAL: DIRECTOR APPROVAL: L %v
Commi Council Committee Council
COMMITTEE RECOMMENDATION: 1 move to forward the proposed amendment to the Arts Commission 2012
Work Plan to the full Council on May 15, 2012 Consent Agenda for approval
Committee Chair Committee Member Committee Member
PROPOSED COUNCIL MOTION: "1 move approval of the proposed amendment to the Arts Commission 2012
Work Plan".
(BELOW TO BE COMPLETED BY CITY CLERKS OFFICE)
COUNCIL ACTION:
❑ APPROVED COUNCIL BILL #
❑ DENIED I sl. reading
❑ TABLED/DEFERRED/NO ACTION Enactment reading
❑ MOVED TO SECOND READING (ordinances only) 9 ORDINANCE #
REVISED - 08/12/2010 RESOLUTION #
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