PRHSPSC PKT 08-14-2012 City of Federal Way
City Council
Parks, Recreation, Human Services & Public Safety Committee
August 14, 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
Topic Title /Description Presenter Page or Info Date
A. Approval of Minutes: July 30, 2012 2 Action N/A
B. 2013 -2014 Human Services General Fund Grants Funding Bennett 5 Action Consent
Recommendations 9/4/12
C. 2013 -2014 Community Development Block Grant Funding Bennett 11 Action Consent
Recommendations 9/4/12
5. PENDING ITEMS
• Veterans Memorial
• Banners
• Festivals
• Concept of Housing in South King County
• Festival Days
6. NEXT MEETING: Tuesday, September 11, 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 Mary Jaenicke, Administrative AssLstant 1!
Linda Kochmar 1
K:\PRHSPS Committee \2012 \081412 prhsps ag.doc
City of Federal Way
City Council
PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE
Monday, July 30, 2012
5:30 p.m.
SUMMARY
Committee Members in Attendance: Chair Honda, Committee member Roger Freeman, and Committee member
Linda Kochmar.
Staff Members in Attendance: Cary Roe, Director, Parks & Public Works, Amy Jo Pearsall, City Attorney, Andy
Hwang, Deputy Chief of Police, Cathy Schrock, Civilian Operations Manager, Steve Ikerd, Parks & Facilities
Manager, Dee Dee Catalano, CDBG/Human Services Coordinator, and Mary Jaenicke, Administrative Assistant II.
Guest: Ron Secreto, Chair Human Services Commission; Mary Schultz, Human Services Commission.
Chair Honda called the meeting to order at 5:30p.m.
Public Comment: None
Commission Comment: Mr. Secreto stated that he was at the meeting in support of the Human Services Work Plan.
He also stated that a public hearing will be held on August 1, 2012 to discuss Preliminary Funding
Recommendations for the 2013 -2014 Human Services General Fund (HSGF) and CDBG Public Services Grants;
Final Funding Recommendations for the 2013 -2014 HSGF and CDBG Public Services Grants. Mr. Secreto
introduced Mary Schultz, a new Human Services Commissioner.
APPROVAL OF SUMMARY
Committee member Kochmar moved to approve the June meeting summary. Conunittee member Freeman
seconded. Motion passed.
BUSINESS ITEMS
2012 Human Services Commission Work Plan
Ms. Catalano presented the Human Services Work Plan. The majority of the work plan will be reviewing General
Fund and CDBG applications, and the CDBG Capital applications. In the fall they will be putting together the 2013
CDBG Action Plan. This will be the first time that they will be putting together an action plan. Council member
Kochmar asked how much funding is available. Ms. Catalano answered that there is about $300,000 available in the
Capital fund, and in the General Fund there will be either $430,000 or $516,000 available. The total request for
General Funds was $1.2 million. 77 applications were received. Committee member Roger Freeman moved to
forward the 2012 Human Services Commission Work Plan to the August 7 consent agenda for approval.
Committee member Kochmar seconded. Motion passed.
Monument Sign Bid
Mr. Ikerd reported that they have been developing a sign program to change out all of the wooden signs throughout
the Park System. The new signs are aluminum and are inserted into the cement foundation. The signs will be
removable and they can be replaced if they need to be. Each sign needs to have a permit so the process will take
about two years. Committee member Kochmar asked if the monument sign that is located at the entrance of the city
would be replaced. Mr. Roe answered that he has had discussions with the Mayor in the past, and the direction was
that it was not the right time. Mr. Roe stated that he will bring this subject up with the Mayor again. The total
amount of the contract will be $65,000 and will pay for approximately 35 signs. There are 29 parks and those signs
will be replaced, along with some directional signs. Committee member Kochmar moved to forward the
authorization of a bid award for Monument Signs in the amount of $65,000 to J &K Foundation and
authorize the Mayor to execute said agreement to the full Council August 7, 2012 consent agenda for
approval. Committee member Freeman seconded. Motion passed.
KC RSO Grant Funding Cost Reimbursement Agreement
Deputy Police Chief Hwang said that there are 200 registered sex offenders in the City of Federal Way. Detectives
and Officers check on the sex offenders on a regular basis. Level 1 sex offenders are checked on once a year, Level
2 twice a year and Level 3 on a quarterly basis. If there are any violations they are very aggressive in addressing the
issues. The Grant will allow the Department to receive up to $44,144.89 and will pay for overtime expenses
incurred while verifying current addresses and residencies of sex and kidnapping offenders. The grant is from the
King County Sheriff's Department. Conunittee member Freeman moved to forward the cost reimbursement
2
K:\PRHSPS Committee\2012\073012 min.doc
PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE
Monday July 30, 2012 Summary
Page 2
Agreement and Acceptance to the August 7, 2012 City Council consent agenda for approval. Committee
member Kochmar seconded. Motion passed.
IDS Hosted PowerDMS Software to be utilized for Accreditation, using State Seizure monies — Information
only.
Deputy Police Chief Hwang reported that the Police Department is in the process of changing their software for
managing CALEA. The software they are currently using is outdated and soon to be unsupported. CALEA is
recommending that the department use the IDS Hosted PowerDMS software. This software will allow them to
eliminate a lot of paper. Everything will be able to be accessed on line. The software will be paid for out of the
seizure /forfeiture accounts. The total cost will be $83,250.00 and this will be over 14 years. The software has been
tested and approved by the IT Department. Because it is a hosted program IDS is responsible for the install, maintain
the server and do all the upgrades. If we purchased the program our IT Department would be in charge of that.
CrimeReports.com
Ms. Schrock gave a demonstration of CrimeReports.com. This service is designed to provide real -time crime
incident data occurring in Federal Way. Prospective businesses and citizens can review accurate criminal activity in
the area that they may be interested in opening up a business or move to. All registered sex offenders in King
County are also listed through CrimeReports.com. The cost for a three year subscription is $5,731.20. The system
went live in June 2012. Many surrounding cities also use this program. Sex Offender halfway houses were
discussed; and the Committee would like an update on how many halfway houses there are in Federal Way, and
where are they located. They would also like to discuss zoning to make sure we are zoned correctly. Committee
member Kochmar moved to approve the Federal Way Police Department to conduct a demonstration of
CrimeReports.com to Full Council. Committee member Freeman seconded Motion passed.
DEA — State and Local HIDTA Task Force Agreement — Information Only
Deputy Chief Hwang stated that there is a detective that is assigned to the regional DEA taskforce. Internally there
are two detectives that are assigned to do nothing but narcotic investigations, follow -up on drug houses, and search
and seizures. The DEA will reimburse the city for the Officer's overtime up to $17,202.25. This agreement is for a
one year period.
Cingular Wireless (AT &T) Site Lease Renewal — Saghalie Park
Ms. Pearsall stated that the City entered into a Lease Agreement with AT &T in May of 2002. This is the second
renewal and it is for a five year tern. There has been a 4% rate increase every year. The current rental rate is
$2,309.19. Cingular Wireless has requested to renew the lease agreement for another five years. Committee
member Kochmar moved recommend approval of the lease renewal and authorize the Mayor to execute the
amendment. Committee member Freeman seconded. Motion Passed
Cingular Wireless (AT &T) Site Lease Renewal — Sacaiawea Park
This item was presented with the Saghalie Park Site Lease Renewal.
Committee member Kochmar moved recommend approval of the lease renewal and authorize the Mayor to
execute the amendment. Committee member Freeman seconded. Motion Passed
PENDING ITEMS
Mr. Roe reported that they are making progress on the Veterans Memorial. They are looking at a site at Truman
High School there are 2.3 acres at that site. There gardens at that site that would work well with a Veterans
Memorial.
NEXT MEETING
August 14, 2012
ADJOURNMENT
Meeting adjourned at 6:31 p.m.
3
K:\PRHSPS Committee\2012 \073012 min.doc
4
COUNCIL MEETING DATE: September 4, 2012 ITEM #:
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: 2013 - 2014 HUMAN SERVICES GENERAL FUND GRANTS FUNDING RECOMMENDATIONS
POLICY QUESTION: Should the City Council approve the funding recommendations for the 2013 -2014 Human
Services General Fund (HSGF) grants?
COMMITTEE: Parks, Recreation, Human Services & Public Safety MEETING DATE: August 14,
2012
CATEGORY:
X Consent ❑ Ordinance ❑ Public Hearing
❑ City Council Business ❑ Resolution ❑ Other
STAFF REPORT BY: Jay Bennett, Community Services Manager DEPT: Community & Economic
Development Services
Attachments: Human Services Commission 2013 -2014 HSGF grants funding recommendations
Background
Every two years, the City Council authorizes funding for Human Services General Fund (HSGF) grants to
support human services programs that serve Federal Way residents. In 2010, the Council approved a 20 percent
increase to the previous HSGF budget of $430,000, resulting in a budget of $516,000 for 2011 and 2012. The
final HSGF budget for 2013 -2014 will be determined by the City Council later in the year.
Human Services Commission Process:
HSGF applications were received through a Notice of Funds Available process, which closed April 23, 2012.
Applicants utilized the Share 1 app online application system to apply for grants. Applications were reviewed and
rated by City staff and members of the HSC and were discussed in -depth at the Commission's June 21 retreat.
The Commission approved a preliminary HSGF funding recommendation at their July 16 meeting.
On August l', the HSC held a public hearing to receive public comments on their proposed funding
recommendations. Following the public hearing, the Commission approved two funding recommendations: one
based on a continuing HSGF budget of $516,000, and one based on a reduced HSGF budget of $430,000. The
HSC also approved a Contingency Plan in the event that City Council authorized additional funding. The
Commission's recommendations are contained in the attached spreadsheet.
Options:
1. Approve the Human Services Commission's funding recommendations for the 2013 -2014 Human
Services General Fund grants and the Contingency Plan.
2. Direct staff to make changes to the Human Services Commission's funding recommendations for the
2013 -2014 Human Services General Fund grants.
5
MAYOR'S RECOMMENDATION: Option 1
MAYOR APPROVAL: DIRECTOR APPROVAL: A
Conuni Council . 'nee Council
COMMITTEE RECOMMENDATION: 1 move to forward to the
(fill in date) consent agenda for approval.
Committee Chair Committee Member Committee Member
PROPOSED COUNCIL MOTION: "I move approval of PP
(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 — 08/12/2010 RESOLUTION #
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COUNCIL MEETING DATE: September 4, 2012 ITEM #:
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: 2013 -2014 COMMUNITY DEVELOPMENT BLOCK GRANT FUNDING RECOMMENDATIONS
POLICY QUESTION: Should the City Council approve the Human Services Commission's funding
recommendations for the 2013 -2014 Community Development Block Grant (CDBG) Public Services grants and
Planning & Administration budget?
COMMITTEE: Parks, Recreation, Human Services & Public Safety MEETING DATE: August 14,
2012
•
CATEGORY:
X Consent ❑ Ordinance ❑ . Public Hearing
❑ City Council Business ❑ Resolution ❑ Other
STAFF REPORT.BY: Jay Bennett, Community Services Manager DEPT: Community & Economic
Development Services
Attachments: 2013 Conditions of Funding for Public Services Projects
Background •
As a direct entitlement city, Federal Way receives its Community Development Block Grant (CDBG) dollars
directly from the Department of Housing and Urban Development (HUD). Of the total entitlement amount, the
City can allocate up to 15 percent to Public Services projects and up to 20 percent to Planning & Administration
activities.
CDBG Public Services Program funding is for eligible activities that provide services to low and moderate -
income residents of the City and includes services such as emergency shelters, medical services, food banks,
senior center programs, etc.
Human Services Commission Process (HSC):
CDBG Public Services applications were received through a Notice of Funds Available process, which dosed
April 23, 2012. Applicants utilized the Sharel app online application system to apply for grants. Applications were
reviewed and rated by City staff and members of the HSC and were discussed in -depth at the June 21st retreat.
The Commission approved a preliminary funding recommendation for both Public Services and Planning &
Administration at their July 16 meeting.
The City's exact 2013 CDBG budget cannot be determined until the U.S. Congress approves the federal budget
sometime next year. Therefore, the Human Services Commission based its recommendation on the the 2012
entitlement grant award: $86,465 for Public Services and $115,290 for Planning & Administration. Any
necessary budgetary adjustments to those amounts will be reviewed by the Commission next year.
On August 1st, the HSC held a public hearing on their proposed funding recommendation. After receiving public
comment, the Commission approved their final funding recommendation for the 2013 -2014 CDBG Public
Services grants and the City's Planning & Administration budget.
The Commission is recommending the following allocations for the 2013 -2014 CDBG Public Services grants:
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Agency Program 2013 Grant Amount 2014 Grant Amount *
Birth to Three Family Services Program $22,000 $22,000
City of Federal Way Parks Dept. Inclusion Program $24,465 $24,465
HealthPoint Primary Dental Care $15,000 $15,000
Institute for Family Development Parents & Children Together $15,000 $15,000
Multi- Service Center Education Program $10,000 $10,000
Total: $86,465
* 2014 allocations are contingent on the 2014 CDBG budget and satisfactory performance of the applicant's 2013
contract.
The Commission also recommends that the full 20 percent of the 2013 entitlement grant award ($115,290) be
allocated to the Planning & Administration budget to administer the CDBG program.
Individual applicant conditions of funding were also approved and recommended by the Commission and are
attached for your review.
Options:
1. Approve the Human Services Commission's funding recommendation for the 2013 -2014 CDBG Public
Services grants, the Planning & Administration budget, and the Conditions of Funding.
2. Direct staff to make changes to the Human Services Commission's funding recommendation for the 2013-
2014 CDBG Public Services grants awards and/or the City's CDBG Planning & Administration budget.
MAYOR'S RECOMMENDATION: Option 1
111 MAYOR APPROVAL: -Lys DIRECTOR APPROVAL: ►
Commi Council I • .mmittee Council
COMMITTEE RECOMMENDATION: I move to forward to the
(fill in date) consent agenda for approval.
Committee Chair Committee Member Committee Member
PROPOSED COUNCIL MOTION: "I move approval of
(BELOW TO BE COMPLETED BY CITY CLERICS OFFICE)
COUNCIL ACTION:
❑ APPROVED COUNCIL BILL #
❑ DENIED 1 reading
❑ TABLED/DEFERRED/NO ACTION Enactment reading
❑ MOVED TO SECOND READING (ordinances only) ORDINANCE #
REVISED — 08/12/2010 RESOLUTION #
•
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2013 CDBG ALLOCATIONS PROCESS
Funding Conditions for Public Service Projects
All 2013 CDBG Projects
1. All CDBG projects are subject to the federal environmental review requirements of the
National Environmental Policy Act (NEPA) as of the date of submittal of application. An
environmental review of Federal Way- awarded CDBG projects must be completed
before contracts will be executed. Costs of the NEPA review will be charged to the
CDBG project.
2. All projects must comply with Community Development Block Grant Program
Regulations (24 CFR Part 570) and applicable policies as outlined in the City of Federal
Way Consolidated Plan Plan for 2012 -2016.
3. All CDBG projects shall comply with all applicable federal, state, and City laws including,
without limitation, all City codes, ordinances, resolutions, standards and policies, as now
exist or hereafter adopted or amended including land use and /or building permit
requirements and processes.
All 2013 CDBG Public Service Projects
1. If funded, units of service may be adjusted based upon the amount of funding and
refinement of the program service and unit costs definitions. A line item budget will be
negotiated with the subrecipient.
2. 2014 awards are contingent upon successful completion of each agency's 2013 CDBG
Contract for public service, if applicable.
3. 2013 awards will be continued in 2014 subject to availability of funds and agency
performance in 2013. The CDBG Contingency Plan will be implemented should funding
increase or decrease.
The following specific condition(s) address concerns that Staff and the Commission
discussed as they reviewed the applications.
HealthPoint — Primary Dental Program
a) Federal Way Dental Access Program funding is contingent upon the Federal Way Dental
Access Program receiving funding from Federal Way's 2013 Human Services General Fund
for a minimum of $15,900.
b) Funds awarded, as part of Federal Way's 2013 CDBG program, must be used to provide
additional units of service above that provided by a 2013 Federal Way Human Services
General Fund award.
Multi- Service Center — Education Program
No specific conditions.
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Institute for Family Development — PACT (Parents and Children Together)
a) Institute for Family Development - PACT funding is contingent upon the PACT Program
receiving funding for Federal Way's 2013 Human Services General Fund for a minimum of
$3,000.
b) Funds awarded, as part of Federal Way's 2013 CDBG program, must be used to provide
additional units of service above that provided by a Federal Way 2013 Human Services
General Fund award.
Birth to Three Development Center — Family Services Program
No specific conditions.
Federal Way Parks Department — Inclusion Program
No specific conditions.
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