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PRHSPSC PKT 03-12-2013 City of Federal Way City Council Parks, Recreation, Human Services & Public Safety Committee March 12, 2013 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: February 12, 2013 3 Action N/A B. Recruitment Plan -Employment Testing Services Contract Wilson 5 Information N/A C. Landscape Bid Awards Ikerd 19 Action Consent 3/19. D. Program Year 2012 CDBG Consolidated Annual Performance Bennett 23 Action Consent Evaluation Report 3/19 E. 2013 Community Enhancement Grant Allocations Bennett 47 Action Consent 3/19 5. PENDING ITEMS • Veterans Memorial • Banners • Festivals • Concept of Housing in South King County • Festival Days 6. NEXT MEETING: Tuesday, April 9, 2013 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 Jeanne Burbidge Mary Jaenicke,Administrative Assistant H Kelly Maloney 1 K:\PRHSPS Committee\2013\031213 prhsps ag.doc City of Federal Way City Council PARKS,RECREATION, HUMAN SERVICES &PUBLIC SAFETY COUNCIL COMMITTEE Tuesday,February 12,2013 6:00 p.m. SUMMARY Conunittee Members in Attendance: Chair Honda,Committee member Burbidge,Committee member Maloney Council members in Attendance: Council member Noble-Gulliford Staff Members in Attendance:Cary Roe,Director,Parks,Public Works&Emergency Management,Pat Richardson,Director,City Attorney,Jay Bennett,Community Services Manager,Steve Ikerd,Parks&Facilities Manager,John Mulkey,Street Systems Project Engineer,and Mary Jaenicke,Administrative Asst.II. Guests: Brian Aillinger,Chair Parks Commission,Marvin Eckfeldt,King County Sexual Assault Resource Center (KCSARC) Chair Honda called the meeting to order at 5:30p.m. Public Comment: Marvin Eckfeldt from(KSARC)thanked the committee for the funding that they have received, and asked them to reinstate the$5,000 that was reduced.They are the only agency that provides comprehensive services to the citizens of Federal Way.He stated that last year they served 171 Federal Way clients,and 80%of those were children and teenagers.The$5,000 will pay for an additional 10 legal advocacy cases. Conunittee member Burbidge moved to amend the agenda to add T-Mobile Site Lease Renewal—Twin Lakes /BPA to the agenda as item G. Committee member Maloney seconded.Motion passed. Commission Comment: Brian Aillinger, Chair of the Parks Commission spoke in support and approval of the Panther Lake Open Space Trail project and the-EarthCorps 2 year contract. He also stated that a Parks Commission subcommittee meeting will be held on February 20 to discuss the renovations of the Funland play structure at Steel Lake Park. He reported that the Parks Commission is very excited about the upcoming projects. APPROVAL OF SUMMARY Chair member Honda was the only committee member in attendance that attended the January meeting,therefore the January minutes could not be approved. Committee member Burbidge moved that the January 8,2013 PRHSPSC minutes be forwarded to the February 19,2013 full Council as Council Business. Committee member Maloney seconded.Motion passed. BUSINESS ITEMS Entering into an MOU with the Internet Crimes Against Children Task Force(ICAC) Chief Wilson stated that this is federally funded through a grant from the Office of Juvenile Justice and Delinquency Prevention.The Seattle Police Department is the host agency and runs the task force. By entering into this MOU, the Federal Way Police Department will become an affiliate member of the task force. By being a member of the ICAC Task Force the investigative personnel will have access to technical training at no cost.This will assist the department in investigating interne crimes and human trafficking,and will tie into their work with the Federal Way Coalition against trafficking.Committee member Burbidge moved to forward the recommendation for the City of Federal Way to enter into an MOU with the Internet Crimes Against Children Task Force. Committee member Maloney seconded.Motion passed. Allocation of 2013 City Employee Donations and Carry-Forward of Unspent 2012 Human Services General Fund Dollars Mr. Bennett reported that there is$5,833 that was raised by City of Federal Way employees at their annual auction and pledge drive,and$3,700 in unspent Human Services General Fund dollars for a total of$9,533. The Human Services Commission met to discuss how to distribute the funds. The Commission considered not creating a new contract,and to fund those agencies that did not receive the full amount that they had requested. The commission voted to recommend allocating the$9,533 as follows: $5,000 to KCSARC,$3,000 to WA Women's Employment& Education REACH Plus,and$1,533 to Valley Cities Counseling&Consulting Youth Development. Committee member Burbidge moved to forward the Human Services Commission's recommendation to allocate the 2012 City employee donations and the 2012 Human Services General Fund carry-forward dollars to the February 19,2013 consent agenda for approval.Committee member Maloney seconded.Motion passed. K:\PRHSPS Comn iuee\2013\021213 Min.doc 3 PARKS,RECREATION,HUMAN SERVICES&PUBLIC SAFETY COUNCIL COMMITTEE Tuesday,February 12,2013 Summary Page 2 Human Services Funding—Shared Application Mr. Bennett provided the background information. In 2010 the City of Federal Way joined with 18 cities to select a vendor that would create a web based application process for Human Services funding. In 2010 agencies were able to electronically fill out one application and select cities on the list to apply for funding. Being able to do this saved the agencies a lot of time. During the funding cycle it was discovered that there were numerous issues with the web based application process. Since then,the cities have joined together and negotiated with a new vendor. Kent will be the lead agency and work with the vendor,and the city will be billed.This new contract will save the city $6,750.00 annually. Committee member Burbidge moved to forward the Memorandum of Understanding with the City of Kent for management of the on-line application process for Human Services funding to the February 19,2013 consent agenda for approval.Committee member Maloney seconded.Motion passed. Panther Lake Open Space Trail Project 30%Design Mr. Ikerd introduced himself,and John Mulkey,Street Systems Project Engineer for the City of Federal Way. Mr. Ikerd reported that the City has been working with Huitt-Zollars and the Parks and Recreation commission on a potential trail connection between the BPA trail and the West Hylebos Wetlands.They have also been looking at developing a loop around Panther Lake with a connection to the BPA trail. Mr.Mulkey gave a PowerPoint presentation on the project.The project will include a paved pedestrian trail around Panther Lake,parking lot,new driveway access to SW Campus Drive,signs and utility connections. The 30%design includes additional future facilities for SEPA purposes such as playground equipment,picnic shelter and restrooms.The project will be done in three phases: 1)Paved Pedestrian Trail,2)Parking Lot/Entrance,and 3)Park Facilities.The total construction estimate at the 30%design phase is$1,968,248,and the total available budget is$942,582. As we move towards the 85%design phase the cost estimate should be more refined.To make up for the shortfall the Parks Department will apply for grants,accept donations,research mitigation sources and other opportunities to complete the project. Committee member Burbidge moved to forward the authorization for all staff to proceed with the design of the Panther Lake Open Space Trail Project and return to Parks Commission,PRHSPC and Council at the 85%design completion for further reports and authorization to the full Council February 19,2013 consent agenda for approval. Committee member Maloney seconded.Motion passed. EarthCorps 2 Year Contract • Mr. Ikerd reported that this is a non-profit organization that has been doing Urban Forestry work for the city. EarthCorps will provide event management services for nine volunteer projects and one event preparation day with the City of Federal Way,and Corporate volunteers. They will be removing ivy and invasive species and in some locations they will replant native species.The proposed sites for the 2 year contract are West Hylebos Wetlands, West Hylebos Blueberry Farm,Dumas Bay Sanctuary Park,Poverty Bay Open Space and Panther Lake Open Space. Committee member Burbidge moved to forward the authorization for a 2 year contract for Urban Forest Health Services in the amount of$40,000.00 to EarthCorps and authorize the Mayor to execute said agreement to the full Council February 19,2013 consent agenda for approval.Committee member Maloney seconded.Motion passed. T-Mobile Site Lease Renewal—Twin Lakes/BP Ms. Richardson presented the background information.This is a lease renewal for an additional five year term.The amendment will increase the monthly rental from$1,387.74 to$2,530.64,and will increase 4%each year beginning January 1,2014. No discussion was held.Committee member Burbidge moved to forward the proposed Second Amendment to the T-Mobile Site Lease to the February 19,2013 consent agenda for approval. Committee member Maloney seconded.Motion passed. NEXT MEETING March 12,2013 at 5:30pm ADJOURNMENT Meeting adjourned at 6:30p.m. 4 COUNCIL MEETING DATE: N/A ITEM#: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: Recruitment Plan–Employment Testing Services Contract POLICY QUESTION: Information Only COMMITTEE: Parks, Recreation,Human Services and Public Safety MEETING DATE: March 12,2013 Council Committee-(PRHS&PS) CATEGORY: - ❑ Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ® Other–Information Only STAFF REPORT BY: DEPUTY CHIEF ANDY HWANG DEPT: Police Department Attachments: 1. PRHS&PS Staff Report Options Considered: — _ _- .MAYOR'S RECOMMENDATION:N/A ,J MAYOR'S APPROVAL: DIRECTOR APPROVAL: ,g al/al/ , -34/ j Comm' Council r 1.'ttee Council COMMITTEE RECOMMENDATION: N/A Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: NIA (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL# ❑ DENIED 1ST reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING(ordinances only) ORDINANCE# REVISED—08/12/2010 RESOLUTION# 5 CITY OF FEDERAL WAY CITY COUNCIL COMMITTEE STAFF REPORT DATE: March 12, 2013 TO: Parks, Recreation, Human Services and Public Safety Council Committee VIA: Skip Priest, Mayor FROM: Brian J. Wilson, Chief of Police SUBJECT: 2013 Recruitment Plan—Employment Testing Services Contract Background - The Federal Way Police Department's intention for 2013 is to invest more time and effort into recruiting police officer positions. For the past few years,the Department has downsized and has not participated in outreach programs,and has only passively recruited to fill a handful of positions when they became available due to budget reductions and uncertainties. With Mayor/Council approval to add two additional police officers in 2013, and with normal attrition of three positions, FWPD has a total of five police officer openings. It will be very important for the Department to develop a recruitment plan, focusing on recruitment strategies,for both entry-level and lateral police officers, to achieve a full competent workforce which will meet the citizen demands placed on the Police Department. Based on the needs of the agency and the staff availability to achieve this objective,the Department has decided to outsource a portion of the employment testing services to Public Safety Testing (PST). PST is a well-established company with an outstanding reputation that is known to produce high quality, pre-qualified applicants while saving significant staff time and money. While PST provides a wide range of pre-employment testing, the Federal Way Police Department will utilize PST for just the written and the physical ability portion of the testing. The Department staff will continue to interview and monitor the candidates,do background investigations,polygraph examinations, psychological and medical evaluations. The Police Department is prepared to enter into a three year contract at the following cost 1S`Year $6,500;2m1 Year$7,000;and 3`d Year$7,500 with a clause to terminate the contract for any reason. Public Safety Testing will provide the following services: • Recruiting& advertising assistance (target the internet, military, college, career fairs, etc.) • Written examination administration • Police Officer physical ability testing that meets the State of Washington requirements • Online application process for the candidates both locally and in other regions • Multiple test dates and locations—all year long! • Continuously updated, pre-tested pool of candidates • Updating the printed material(brochures, poster, recruitment cards,etc.) 1 6 Our focus will be to proactively reach out to diverse qualified applications to achieve our objective to fill each position with high-qualified individuals. The Police Department will also announce in the local newspaper, churches, radio station to seek out and encourage Federal Way residents to apply for the position of entry-level police officer. At the present time with the resources available to us, we believe that the use of Public Safety Testing is the most efficient and effective way of achieving our goal of filling the vacant positions within the agency. The funding source for the professional services contract with Public Safety Testing will come from the existing Police Department's budget. 2 7 8 I Public Safety Testing SUBSCRIBER AGREEMENT WHEREAS, Public Safety Testing, Inc. is a skilled provider of pre-employment testing services to police, fire, and other public safety agencies, and WHEREAS, the subscriber public agency, either directly or through a civil service commission, tests, evaluates, ranks and hires law enforcement and/or firefighters and/or other public safety positions in the performance of its public safety functions, and WHEREAS, the subscribing public entity desires to join in a Subscriber Agreement, NOW, THEREFORE, Public Safety Testing, Inc. (the "Contractor") and the City of Federal Way, a municipal corporation of the state of Washington (hereinafter"Subscriber") do enter into this Subscriber Agreement under the terms and conditions set forth herein. SUBSCRIBER: City of Federal Way, WA POSITIONS: EtLaw Enforcement Officer(entry-level) (check all that apply) ELaw Enforcement Officer (lateral/experienced) COMMENCEMENT DATE: ,4 ectf /S , 2013 TERM & FEES: Law enforcement officer written & physical (check one) ability testing: ❑ One year subscription @ $7,500 d Three year subscription at the following rates: Year#1 @ $6,500 Year#2 @ $7,000 Year#3 @ $7,500 EXPIRATION DATE: /1444 aH // , 201 6 9 1. Description of Basic Services. This Agreement begins on the date as noted on page one (1) of this Agreement. The Contractor will provide the following services to the Subscriber: 1.1 Advertising and recruiting assistance, application processing, and administration of pre-employment written examinations and physical ability tests for those positions noted on Page One (1) of this Agreement. 1.2 Report to the Subscriber the scores of applicants, with all information necessary for the Subscriber to place passing applicants upon its eligibility list, and rank them relative to other candidates on appropriately constituted continuous testing eligibility lists. Contractor will report"raw" test scores to the Subscriber—no preference points will be factored into applicant scores and it is the Subscriber's responsibility to factor veteran's preference points in accordance with applicable federal and state laws. Written examination scores will be reported to the Subscriber as a percentage score (based on 100%) and physical ability test scores will be reported as"Pass" or"Fail". The passing score for written examinations is set by the test developer at 70%. 1.3 Appear in any administrative or civil service proceeding in order to testify to and provide any and all necessary information to document the validity of the testing process, to participate in the defense of any testing process conducted by the Contractor pursuant to this Agreement and to otherwise provide any information necessary to the Subscriber to evaluate challenges to or appeals from the testing process. The Contractor shall appear without additional charge. The Subscriber shall pay the reasonable cost of travel and appearance for any expert witness deemed necessary by the Subscriber to validate the testing process, including but not limited to, representatives of any company which holds the copyright to any testing material and whose testimony or appearance is deemed necessary to validate the process. Provided, however, Contractor shall not be required to appear at its cost nor to defend in any administrative or court proceeding arising from or out of a claim or challenge relating to Subscriber's use of other testing process(es) or out of Subscriber's attempt to establish multiple or blended eligibility lists for the same position based in whole or in part on other testing process(es). "Other testing process(es)" means any test or testing process other than those provided by the Contractor under this Agreement. 1.4 Term & Fees. The term of this agreement and the related professional fees are noted on page one (1) of this Agreement. 1.5 Payment. Subscriber shall pay an amount equal to twenty-five percent (25%) of the annual fee set forth above quarterly for services rendered in the previous quarter and for basic services including but not limited to, software relating to online application, advertising formats, previously advertised scheduling of test dates, model civil service rules, testing systems, as well as ongoing testing and recruitment, and any and all other work developed at the cost of the Contractor prior to or contemporaneous with the execution of this Agreement. Payment shall be made within 45 days of receipt of invoice. Subscriber Agreement Page 2 of 5 Public Safety Testing, Inc. City of Federal Way, WA 2013 11 12 2. Additional Services. In addition to the services provided under this Agreement, the Subscriber may, at its sole discretion, elect to purchase additional services from the Contractor. Such services shall be requested by and contracted for pursuant to separate written agreement. 3. Acknowledgements of Subscriber. The Subscriber understands and acknowledges, and specifically consents to the following stipulations and provisions: 3.1 Because applicable civil service law prohibits having multiple eligibility lists for the same class of hire, this Agreement is an exclusive agreement for these services. - 3.2 The written and physical agility scores of any applicant shall be valid for 15 months from the date of certification by the Contractor or 12 months from the date of placement upon the Subscriber's eligibility list, whichever first occurs, following the report of the Contractor, and rules compatible with continuous testing shall be adopted. The Subscriber shall review its applicable hiring processes, advertisements, personnel policies and civil service rules (as applicable)to ensure compliance with the provisions of this Agreement. 3.3 An applicant may, in addition to the Subscriber's eligibility list, elect to have his/her score reported to and subject to placement on the eligibility list of any other Subscriber. Nothing in this Agreement shall be interpreted to prohibit the use of an applicants' score for consideration in or processing through any other subscriber's hiring and/or civil service eligibility process. The Subscriber agrees that if an applicant is hired by another agency through this service, the applicant's name shall be removed from Subscriber's eligibility list. 3.4 The Subscriber specifically understands and acknowledges that the Contractor may charge a reasonable application fee from any and all applicants. 3.5 The Subscriber is encouraged to and may also conduct advertising as it deems necessary to support/enhance recruiting efforts. The Subscriber shall link PublicSafetyTesting.com on its agency's website, if it so maintains one. 3.6 Public Safety Testing views recruiting as a partnership with the Subscriber. The Subscriber agrees to actively participate in recruiting efforts for positions within the Subscriber agency. 3.7 The Subscriber agrees to keep the Contractor up-to-date as to the agency's hiring status, minimum and special requirements, all information appearing on the agency's PST website profile and the names of any candidates hired through these services. 4. Testing Standard and Warranty of Fitness for Use. All testing services conducted under this Agreement shall be undertaken in accordance with the provisions of the Washington State Civil Service Statutes, Chapter 41.08 and 41.12 RCW, or the terms of other applicable statute as the Subscriber shall notify the Contractor that Subscriber Agreement Page 3 of 5 Public Safety Testing, Inc. City of Federal Way, WA 2013 13 the Subscriber must meet. Tests shall also be conducted in accordance with the general standards established by the Subscriber; the Subscriber shall be responsible for notifying the Contractor of any unusual or special process or limitation. The test utilized, the proctoring of the test and any and all other services attendant to or necessary to provide a valid passing or failing score to the Subscriber shall be conducted in accordance with generally accepted practice in the human resources, Civil Service and Public Safety Testing community. The Subscriber may monitor the actions and operations of the Contractor at any time. The Contractor shall maintain complete written records of its procedures and the Subscriber may, on reasonable request, review such records during regular business hours. Any and all written materials, and the standards for physical fitness testing utilized, shall comply with all applicable copyrights and laws. The Contractor expressly agrees and warrants that all tests and written materials utilized have been acquired by the Contractor in accordance with the appropriate copyright agreements and laws and that it has a valid right to use and administer any written materials and tests in accordance with such agreements and laws. If Subscriber uses or authorizes the use of other testing process(es) this warranty shall be null and void. 5. Independent Contractor. The Contractor is an independent contractor. Any and all agents, employees or contractors of the Contractor, shall have such relation only with the Contractor. Nothing herein shall be interpreted to create an employment, agency or contractual relationship between the Subscriber and any employee, agent or sub-contractor of the Contractor. 6. Indemnity and Hold Harmless. The parties agree and hold harmless each other, their officers, agents and employees in accordance with the following provisions: 6.1 The Contractor shall indemnify and hold harmless the Subscriber, its employees and agents from any and all costs, claims or liability arising from: 6.1.1 Violation of any copyright agreement or statute relating to the use and administration of the tests or other written materials herein provided for; 6.1.2 Any cost, claim or liability arising from or out of the claims of an employee, agent or sub-contractor to the end that the Contractor shall be an independent Contractor and the Subscriber shall be relieved of any and all claims arising from or relating to such employment relationships or contracts between the Contractor and third parties; 6.1.3 The alleged negligent or tortious act of the Contractor in the provision of services under this Agreement. 6.1.4 This indemnity shall not apply to any administrative or court proceeding arising from or out of any process in which the Subscriber has utilized or authorized other testing process(es). 6.2 The Subscriber shall indemnify and hold harmless the Contractor, its officers, agents and employees from any and all cost, claim or liability arising from or out of the alleged negligent or tortious act of the Subscriber in the provision of services hereunder. Subscriber Agreement Page 4 of 5 Public Safety Testing, Inc. City of Federal Way, WA 2013 15 16 7. Termination. This Agreement terminates on the date noted on page one (1) of this Agreement. The Contractor and the Subscriber may withdraw from this Agreement at any time for any reason with 90 days written notice, provided, however, that the provisions of paragraphs 1.3, 4, 5 and 6 shall remain in full force and effect following the termination of this Agreement with respect to, and continuing for so long as any applicant tested by the Contractor remains on the eligibility list of the Subscriber. 7.1 If the Subscriber elects to terminate this Agreement prior to the termination date specified in section 7, Subscriber shall pay the Contractor an early termination fee. The purpose of this early termination fee is to cover the direct and indirect costs of refunding and or rescheduling applicants that had signed up to test for the Subscriber. The early termination fee is one-third (33%) of the annual subscriber fee as noted in Section 1.4 of this Agreement. The early termination fee is in addition to any other fees agreed to by this Agreement. 8. Entire Agreement, Amendment. This is the entire Agreement between the parties. Any prior agreement, written or oral, shall be deemed merged with its provisions. This Agreement shall not be amended, except in writing, at the express written consent of the parties hereto. This Agreement is dated this V day of , 201 3 . CITY OF FEDERAL WAY, WA PUBLIC SAFETY TESTING, INC. i By 1->f/ t By - Print: 1..3✓ic,r, , Su/1 Print: Jon F. Walters, Jr. Its: Chvcf+o/Ahq Its: President Contact: ,d1/c,,7 Jon Walters Address: 3 s 3 a 6 /iv ik 20818 —44th Ave. W., Suite 160 City/State: /4:c6 7.o/ iih s .61 Lynnwood, WA 98036 Telephone: 'S 3 S i� 6 70/ 425.776.9615 Subscriber Agreement Page 5 of 5 Public Safety Testing, Inc. City of Federal Way, WA 20/3 17 18 COUNCIL MEETING DATE: March 19,2013 ITEM#: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: LANDSCAPE BID AWARDS POLICY QUESTION: Should the City accept Landscape Services bids and authorize the Mayor to enter into 2 year maintenance agreements with the successful bidders? COMMITTEE: PRHSPS - MEETING DATE: March 12,2013 CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Stephen Ikerd Parks& Facilities Manager DEPT: FRCS Attachments: March 1`h, 2013 PRHSPS Committee Memo, Bid Tabulation sheet. Options Considered: 1. Authorize bid awards for 2 year Landscape Maintenance Agreements in the amount of$81,149.00 to; Total Landscape Corporation and $16,000.00 to; For the Love of Landscape and authorize the Mayor to execute said agreements. 2. Do not accept bids for Landscape Maintenance Service and provide direction to staff. MAYOR'S RECOMMENDATION: Option 1; Authorize bid awards for 2 year Landscape Maintenance Agreements in the amount of $81,149.00 to; Total Landscape Corporation and $16,000.00 to; For the Love of Landscape and authorize the Mayor to execute said agreements. MAYOR APPROVAL: ,' DIRECTOR APPROVAL: APIA Comma Council Committee Council COMMITTEE RECOMMENDATION:I move to forward the bid awards of 2 year Landscape Maintenance Agreements in the amount of$81,149.00 to,. Total Landscape Corporation and$16,000.00 to; For the Love of Landscape and authorize the Mayor to execute said agreements to the full Council March 19, 2013 consent agenda for approval. Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move approval to award 2 year Landscape Maintenance Agreements in the - amount of$81,149.00 to; Total Landscape Corporation and $16,000.00 to; For the Love of Landscape and authorize the Mayor to execute said agreements" (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL# ❑ DENIED Isr reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING(ordinances only) ORDINANCE# REVISED-08/12/2010 19 RESOLUTION# CITY OF Federal Way Parks and Facilities Division Date: March 1, 2013 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. Subject: Landscape Maintenance Service Bids Background: Staff solicited basic landscape maintenance service bids for twenty one (21) City sites, which include; Dumas Bay Centre, FW Community Center and nineteen (19) Parks. Seven (7) companies responded to a Request for Proposals (RFP) advertisement. Bid results are as follows: (See attached bid tabulation sheet) Note: An information meeting was held prior to bidding and attendees were informed that funding had been reduced in the Parks Department and we did not know how many of the sites would fit into the allocated budget until bid results were received. They were also informed that the City resekved the right to split the sites into more than one contract if there was a financial advantage to the City. Dumas Bay Centre would also be bid differently than the other sites with defined routine tasks. DBC was bid on an as needed weekly work order system, based on a 3 person crew rate of 2 hours minimum work per visit. References: Total Landscape is new to the City. References from other municipalities were all very favorable. For the Love of Landscape is new to the City. References from other companies were all good. Contract award recommendations: Total Landscape Corporations; 19 Park sites & Dumas Bay Centre = $81,149.00 total two year contract, which includes $12,000 contingency over the two year period. Parks Division will manage the contract for Park sites. The Centre may elect to manage their own contract for this facility instead of including it within the Park sites. For the Love of Landscape; FW Community Center = $16,000.00 total two year contract, which includes $10,638.80 contingency over the two year period. The Community Center will manage a separate contract for this facility. Budget: The grand total amount of $97,149.00 for all 21 sites is within the 2013-2014 Council approved budgets. 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COMMITTEE: Parks,Recreation,Human Service&Public Safety MEETING DATE: March12,2013 CATEGORY: X Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Jay Bennett,Community Services Manager DEPT: Community&Economic Development Attachments: 2012 Community Development Block Grant Consolidated Annual Performance and Evaluation Report Background The Consolidated Annual Performance and Evaluation Report(CAPER)is a federally required document that provides the jurisdiction an opportunity to evaluate its overall progress in carrying out priorities and specific objectives identified in its five year Consolidated Plan and the City's Annual Action Plan and to describe actions or changes contemplated as a result of its annual performance. The reporting format of the CAPER is very structured and must include a summary of programmatic successes and obstacles accomplished during the program year. The Housing Community Development Act of 1974 requires each Community Development Block Grant1CDBG) grantee to complete a CAPER within 90 days of the completion of its fiscal year, which is by March 31 for the City of Federal Way. During CDBG Program Year 2012, the City spent $183,012 on the following activities through the use of CDBG funds: • Program Administration-$44,774.18 > Public Services-$63,897.60 • Housing Rehabilitation-$33,345.75 > Economic Development-$40,995 Overall, the City has made good progress in fulfilling the strategies outlined in the plan in a timely manner. Grant disbursements were made in a timely manner and the expenditures equaled the disbursements. The City carried forward$316,902.88(after PY 2012 4th Quarter activities were reimbursed in 1/13) into PY 2013, the majority of which was programmed for use as a part of the PY 2013 Annual Action Plan development, adopted by the City Council on October16,2012. Lastly, the City must make copies of the CAPER available to its residents and provide a public hearing in order to take comments from interested parties prior to submission of the CAPER to HUD. This was accomplished by advertising availability of the document in the City's Newspaper of Record, posting on the City's website and at the library.A Public Hearing was advertised and held during the February 25th Human Services Commission meeting.To date, no public comments have been received regarding the PY 2012 CAPER. 23 Options: 1. Approve the Program Year 2012 CDBG CAPER. 2. Direct staff to make changes to the 2012 CDBG CAPER. MAYOR'S RECOMMENDATION: Option 1 MAYOR APPROVAL: DIRECTOR APPROVAL: 4/1 counca r. ,„cox council COMMITTEE RECOMMENDATION: I move to forward the Program Year 2012 Community Development Block Grant Consolidated Annual Performance and Evaluation Report to the March 12, 2013 consent agenda for approval. Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move approval of the Program Year 2012 Community Development Block Grant Consolidated Annual Performance and Evaluation Report." (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# 24 CITY OF Federal Way Community Development Block Grant Program Consolidated Annual Performance and Evaluation Report (CAPER) First CDBG Program Year January 1 — December 31, 2012 25 The City of Federal Way's 2012 Community Development Block Grant (CDBG) Consolidated Annual Performance and Evaluation Report (CAPER) was produced by the Community Services Division of the Community and Economic Development Department. For more information on the report contact: Si necesita esta informacion en espanol, Ilame a: Jay D. Bennett, Community Services Manager City of Federal Way Community and Economic Development Department 33325 8th Avenue South Federal Way, Washington 98003 (253) 835-2650 jay.bennett@cityoffederalway.com 26 .0MENTOp P tik * r ' i * LZ O X98 a vtiLc FIRST PROGRAM YEAR CAPER A report on the first-year results of Federal Way's 2012-2016 Consolidated Plan for Community and Economic Development.Activities include increasing and maintaining affordable housing;supporting public services;assisting vulnerable special needs individuals and families,and encouraging economic development. The City of Federal Way is an entitlement jurisdiction and is eligible to receive federal Community Development Block Grant(CDBG)funds directly and HOME funds through the King County HOME Consortium.The City is directly responsible for the planning,administration,and execution of projects funded with CDBG monies.Federal Way does not receive any Emergency Shelter Grant or HOPWA funds. The FY2012 Consolidated Annual Performance and Evaluation Report(CAPER)describes Federal Way's program accomplishments for the period beginning January 1,2012 through December 31,2012.The Program is funded solely by an annual entitlement allocation of Community Development Block Grant (CDBG)funds from the U.S. Department of Housing&Urban Development. In 2012,the City implemented the first year of its CDBG Consolidated Plan.The plan guides the program for a five-year period ending December 2016.The plan was developed through a series of public meetings, public hearings and the work of the program's citizen oversight group,the Human Services Commission. In this inaugural year,highlights of Federal Way's activities included a range of Public Service activities such as classes for new English language learners,youth recreation&programming and therapeutic recreation for persons with disabilities.Additionally,CDBG funds provided technical assistance to Federal Way microenterprise start-up and small business expansion efforts.The Emergency Housing Repair program is of particular importance.Lastly,the City staff laid the foundation in the form of program policies, procedures and marketing for a Commercial Loan and Commercial Exterior Improvement program that will provide economic opportunities for low-and moderate-income Federal Way residents over the next several years. During the program year January 1 through December 31,2012 the program expended a total of $183,013 from the total CDBG Entitlement Grant of$576,450. A draft of this report was made available for public review and comment for a 20-day period beginning February 8, 2013.The availability of the report was publicly advertised consistent with the provisions of Federal Way's Consolidated Plan Citizen Participation Plan.The draft was available to the public on the City's web site and in print form at the City Clerk and the Mayor's offices 27 RESOURCES AND EVALUATION OF GOALS AND OBJECTIVES As a first year entitlement community,the City of Federal Way's CDBG program used the HUD entitlement allocation as the sole source of funding the program in 2012The following resources were available to activities and projects during the 2012 program year. RESOURCES 2013 HUD Entitlement Grant $ 576,450 r� y Total CDBG Resources $576,450 Section 108(under consideration) $ 0 HOME* $ 0 Total Resources 1.Assessment of the One-Year Goals and Objectives Goal-Program Administration The City budgeted$115,290 of 2012 CDBG funds,and used$74,471.64,for program administration and CDBG staff salary,which included subrecipient oversight,completion of the required HUD reports and information-gathering regarding fair housing activities in the community.Activity is complete. Goal-Provide Decent Affordable Housing Action—Funding of housing rehabilitation activities Accomplishments: Federal Way Emergency Housing Rehabilitation&Replacement Program Funded Amount: $150,000 Funds Expended: $33,346 Projects Completed:7 Goal—Provide a Safety Net of Services to Stabilize Households In Crisis or At Risk Action—Funding for three(3)Public Services activities. 1) Health Services 28 Funded Amount: $10,027 Funds Expended: $7,520.25(does not include 4th Q billing paid in 2013) Unduplicated Clients Served: 27 HealthPoint Dental Access—Provides comprehensive dental services for low-income Federal Way residents. 2) Food and Essential Services Funded Amount: $8,002 Funds Expended: $5,178(does not include 4th Q billing paid in 2013) Unduplicated Clients Served: 306 Multi-Service Center Emergency Feeding Program -The Multi-Service Center Food Bank will distribute food that addresses the special dietary needs of adults,infants and children in emergency hunger situations and provide diapers and formula to families with children in need. 3) Family Counseling Services Funded Amount: $15,078 Funds Expended: $15,078 Unduplicated Clients Served: 32 Institute Family Development PACT-therapists provide in-home services to low-and moderate-income,at-risk families including counseling,skill-building,and assistance to access the community support system and resources with the goal of improving family function and child well-being. Goal—Provide services to households to help them on the path toward self-sufficiency Action—Funding for three(3)Public Services Activities 1) Job Training Services Funded Amount: $15,709 Funds Expended: $7,886.67(does not include Q3&Q4 billing paid in 2013) Unduplicated Clients Served: 20 ORION Rehabilitation Services—Orion industries has provided job assessments,education, skills training,career exploration,employment placement assistances and post-placement follow-up to Federal Way residents with disabilities and other barriers to employment. 2) Senior and Disabled Adult Services Funded Amount: $14,842 29 Funds Expended: $11,131.50 Unduplicated Clients Served: 10 Federal Way Senior Center Adult Day Care—Adult Day Care services for low-and moderate- income senior citizens experiencing dementia,Alzheimer's disease or other disabling conditions. Provide specialized activities for cognitively-impaired individuals to promote their well-being. 3) Services/Activities for Disabled Persons Funded Amount: $22,807 Funds Expended: $17,103(does not include Q4 billing paid in 2013) Unduplicated Clients Served: 104 Federal Way Inclusion Program —CDBG funds pay for.5 FTE for a Recreation Coordinator to provide social activities/services for adults with developmental disabilities,including classes,life skills training,participatory events,trips and other activities conducted with community partners. Goal—Further Economic Development Action—Create opportunities for Federal Way residents to choose self-employment as an option, offer assistance to local business needing technical support. Accomplishments: 1) Highline Community College Start Zone Program The City provided CDBG funds for technical assistance for FW residents interested in developing a microenterprise startup business. Funded Amount: $50,000 Funds Expended: $24,248.65(does not include 4th Q billing paid in 2013) 2) Highline Community College Small Business Development Center The City provided CDBG funds for technical assistance for FW businesses needing technical assistance. Funded Amount: $22,620 Funds Expended: $16,746.64(does not include 4th Q billing paid in 2013) 3) City of Federal Way Commercial Loan Programs The City provided CDBG funds for Microenterprise and Small Business loans,ranging from $5,000 to$75,000 with variable terms.The City established the program's infrastructure and began marketing the program in 2012. Funded Amount:$ 300,000 Funds Expended:$0 30 PY 2012 was the City's first as an entitlement community. Developing systems,economic opportunity program policies and procedures,along with contracts/forms and marketing required a significant amount of staff time investment which delayed investment results. 4) City of Federal Way Commercial Exterior Improvement Program CDBG funds are available for commercial business in the City that needs exterior facade improvements.The City established the program's infrastructure and began marketing the program in 2012. Funded Amount:$ 100,000 Funds Expended:$0 - PY 2012 was the City's first as an entitlement community. Developing systems,economic opportunity program policies and procedures,along with contracts/forms and marketing required a significant amount of staff time investment which delayed investment results. The 2012-2016 Consolidated Plan identifies the City of Federal Way's 5-year plan to address community development objectives.A summary of the Consolidated Plan's 5-year goals and the 1-year projected accomplishments compared with the actual 2012 accomplishments are summarized in Appendix A,located at the end of this report. 2. Program change as a result of experience Being a first-year program,learning from experience is a critical component of the program.Creating a program from the ground up provided the opportunity to immediately recognize and implement needed revisions to administrative policies and practices.This included delivering both the housing repair and economic development activities during this first program year. City staff and the City Council have been aware of the difficult funding and policy decisions at a time of limited resources caused by diminishing revenues for allocation.The City continued to fund programs that ensure the availability of resources for people of all income levels. 3.Affirmatively Furthering Fair Housing The City completed its Analysis of Impediments to Fair Housing.The Analysis was made available for public review,presented to the Human Services Commission for their review and is currently in use in all aspects of planning involving City staff.The City continued to respond to fair housing complaints and increased fair housing education efforts through its website and continued to evaluate the need for additional fair housing education and enforcement activities. The efforts of the City's Human Services and Diversity Commissions are ongoing. The duties of the Diversity Commission are to foster mutual understanding and respect among all ethnic,racial and religious groups;to discourage and prevent discrimination against any such group,or discrimination due to gender,age,handicap,or familial status;and to cooperate with federal,state and municipal agencies and non-governmental organizations with the purpose of effectuating its aims. The primary goals of the Diversity Commission are: 31 Helping the community appreciate its diversity,and > Fostering improved relations The City staff did not receive any Fair Housing-related complaints in 2012 and,therefore,did not provide any referrals to the Department of Housing and Urban Development or other appropriate agencies when complaints are found to have basis in fact. 4.Actions to Address Obstades to Meet Underserved Needs Obstacles to meeting underserved needs identified in the City's Five Year Consolidated Plan and targeted in its 2012 Action Plan can generally be described as: 1)Diminishing funding resources,and 2)Effectively and efficiently delivering needs-based programs in balance with other community priorities and needs. The availability of housing and community service dollars continues to be an issue,as it is for all funding levels—federal,state,and local;public and private;for-profit and non-profit. Additionally,the effectiveness of using the limited federal dollars that are available to meet underserved needs has been further reduced by cuts in social service funding at the state level,and an increase in the level of individual needs as a result of continued economic challenges. City efforts toward meeting underserved needs in 2012 were to provide direct financial assistance for the activities identified as priority during the consolidated planning process.The City worked to build community capacity toward the satisfaction of underserved needs through the following efforts: • Housing-Continued to implement the Neighborhood Stabilization Program to mitigate the impacts of the mortgage-foreclosure crisis throughout the Greater West Way Neighborhood in Federal Way. • Economic Development—Directed funding to Highline Community College for delivery of technical assistance to Federal Way residents and small businesses interested in starting or expanding their business.The City also assisted the Multi-Service Center's workforce training to unemployed and underemployed individuals. • Homelessness—The City continued its efforts in meeting the underserved needs of the homeless population through participation in the Greater Seattle/King County Continuum of Care process.Additionally,the City allocated funding(through its General Fund monies)to the Reach Out homeless shelters and other Emergency Assistance Programs that allowed Federal Way residents to either stay in their homes or in a safe, warm winter shelter bed. • Supportive Services--The City continued its support of applications by public and private social service agencies to expand support services to help meet underserved needs.The City provided CDBG funding for a variety of public service activities(see above)to create or expand services that target underserved needs within the community. 32 5. Leveraging Resources Total Funds Leveraged-$1,339,748 Inst.for Family Development PACT $15,078 $14,243 Health Point Dental Access $10,027 $15,900 FIN Inclusion Program $22,807 $27,949 Highline CC—Start Zone&SBDC $72,620 $154,780 Multi-Service Center $8,002 $251,733 ORION Industries $15,709 $875,143 There are no"matching requirements"that the City must satisfy for the COBG program.Match is required for the HOME program.The City is not a standalone HOME Participating Jurisdiction. 6. Persons Assisted SUMMARY OF HOUSEHOLDS/PERSON ASSISTED 2012 PROGRAM YEAR RACE CATEGORIES Nat COMMUNITY Amer Hawaii/ Other ETHNICITY DEVELOPMENT African Indian/Alask Pat Multi- ACnVmES PERSONS White American Asian Nat Islander cultural Latino Housing Repair 15 8 7 0 0 0 0 0 Pro: j k.2 u^�.-o-•'#�s i tai G ':,'� L f'tG`y „i� 77,'Y ICY jC _.w. .3.._ -!Y �.r. ,r_ ,a .. w..�.�✓ryrC��_.t.�47C�F�"��d.&G�ss i,._� �_z �,m t.w_ x.<..r..._s t. Non Housing- 500 334 71 12 28 16 39 129 Public Services } z rya., z Economic 33 22 4 5 0 0 2 3 Development Non Housing- N/A N/A Public Facilities 7.Managing the Process As outlined in the 5-year Consolidated Plan and 2012 Annual Action Plan,the Federal Way Community Services Division of the Community and Economic Development Department is the lead agent for the implementation of the CDBG program.The Office coordinates the effort with the Human Services Commission composed of representatives appointed by the City Council.The Council is the City's legislative body and holds ultimate authority over the program's operation. 33 Office of the Mayor V Finance Community&Economic Development Legal J/ -'f y Accounting/Procurement Director City Attorney Community Services f Manager CDBG Specialist CERF Staff member The hiring of a Community Services Manager was completed by the end of the first quarter of the program year. The City issued Notice of Funds Available for both CDBG Public Services and Capital(CERF)activities and selected projects for funding. The selected projects were evaluated and deemed appropriate and underwritten in accordance with standard practices.The comprehensive process included public hearing,posting of documents on the City's website,and meetings with Community Stakeholders. The selection of projects and activities to receive funding followed the plan and process outlined in the 2012 Annual Action Plan and the newly created CDBG Program Policies and Procedures manual.All projects and activities address one of three primary objectives: Suitable living environments;decent housing;and economic opportunity.All projects and activities address one of three outcomes: Improve availability/accessibility;improve affordability;and improve sustainability. 8.Citizen Participation/Comments The CAPER's Notice of Public Comment Period was advertised in the City's Newspaper of Record,on the City's web site,and at the Federal Way Branch of the King County Public Library. Citizen comments and suggestions were encouraged regarding development of the PY 2012 CAPER to the City at any time during the Comment period ending Thursday, February 28, 2013 via the telephone, letters,or through the use of e-mail. No comments were received. 34 • 9.Institutional Structure The Federal Way COBG program is only in its first program year.While some modest changes have already been made to the program's activities,funding application and review processes,no significant changes have been made or proposed to the program's institutional structure. MONITORING a) Frequency of Monitoring Monitoring of CDBG projects and activities was conducted on a frequent basis throughout 2012. The Emergency Housing Repair Program monitored each and every project during the program year. Every project file was thoroughly examined.Individual project sites were visited at the scope development phase and during various phases of construction.Seven(7)projects were reviewed at initial inspection,during construction and upon completion. The Public Services activities were monitored on a quarterly basis.Reports were reviewed to ensure contract targets were being met,collect demographic information and review appropriateness of expenditures.City staff performed on site monitoring of three CDBG programs.While no specific violations were noted,the City did follow up in writing noting several program concerns. b) Monitoring Results The City hired a consultant to perform a program monitoring in 2012.The results of the monitoring revealed that programs and activities are being appropriately implemented. Improvements suggested were for wider implementation of the public information process and containment of sensitive records within the City's filing systems.The consultant cited exceptional work in conducting environmental review,documentation of decision-making processes and established program policies and procedures. c) Self-Evaluation In its first year the City's CDBG program has launched three projects that address community needs. As stated,in its first program year,the City has completed seven housing rehabilitation projects. This has brought significant and lasting improvement in the living environments of these low/moderate income households,as well as improvement and stabilization of the surrounding neighborhood. The CDBG program initiated and engaged in economic development activities in its first program year.Over ninety persons received technical assistance in evaluating self-employment as a viable option to increase their income. Most activities are operating on schedule,subject to factors such as qualified small businesses, matching funds,and sub recipient capacity. Securing eligible Federal Way businesses for investment of Commercial Loan and Exterior Improvement program proceeds is slower because of the considerable amount of time it took to create the program platforms. 35 Grant funds were disbursed according to agreements made for each activity according to performance and expenditures. Actual expenditures reconcile with letter of credit disbursements,shown by documentation submitted for reimbursement. LEAD-BASED PAINT All housing rehabilitation projects complied with-the lead based paint requirements. As appropriate,City staff provided information concerning lead hazards to our project beneficiaries. HOUSING NEEDS 1) Specific Housing Objective: Support homeownership,focusing on-programs that assist homeowners to retain and maintain their homes,and offer new homeowner opportunities. a. Evaluate progress in meeting specific objective of providing affordable housing. Within the dates of the January 1 to December 31,2012 program year: Seven single-unit emergency housing rehabilitation projects were completed.The projected unit goal was nine;therefore 78%of the projected goal was achieved. b. Evaluate progress in providing affordable housing that meets the Section 215 definition. The program did not assist in the construction of new rental or ownership housing during the grant period. c. Describe efforts to address"worst-case"housing needs and housing needs of persons with disabilities. Worst case housing needs were addressed through the provision of funds to local agencies that provide emergency assistance funding that enables Federal Way single residents and/or families to remain in their homes. The needs of very low-income elderly and disabled households in substandard housing are being addressed in particular with assistance through our Housing Repair Program. Repairs addressing safety and health needs were met through contracted labor. One project was completed during the program year to meet this type of worst case need. PUBLIC HOUSING STRATEGY No actions were taken by the program relative to Public Housing in 2012. 36 BARRIERS TO AFFORDABLE HOUSING Federal Way devoted a significant amount of its limited CDBG funds in 2012 to housing program activities,primarily housing rehabilitation. As noted earlier,the City spent$25,574 on its housing repair program. In addition,the City spent$603,786 of City and Neighborhood Stabilization Program(NSP-3) dollars on housing rehabilitation in the Greater West Way neighborhood.All of these funds contribute to making housing available and affordable to persons of low or moderate income. Federal Way's 2012-2016 Consolidated Plan and recently completed Analysis of Impediments(Al) includes a discussion of issues that continue to constitute barriers to affordable housing in the City.The City uses education and referral on its website as activities aimed at reducing or eliminating barriers to fair housing for lower-income persons wishing to reside in the City.While the City's 2012 AAP did not contain a specific allocation of funds to fair housing activities,the city spent approximately$1,500 in Administrative funds implementing recommendations in the Al. The preservation and improvement of affordable housing in low-income neighborhoods is a long-term goal of the City.Achievement of this goal was front and center in the development and marketing of its CDBG Housing Repair Program. HOME/AMERICAN DREAM DOWN PAYMENT INITIATIVE(ADDI) Not applicable to the City of Federal Way's CDBG Program. HOMELESS NEEDS AND PREVENTION The City of Federal Way provided$86,438 to support local programs like the REACH OUT Shelter and agencies such as Catholic Community Services, Federal Way Community Care Giving Network and St. Vincent DePaul's Emergency programs that support individuals on the verge of becoming homeless.The City supported the Multi-service Center and FUSION Transitional Housing programs, both of which implement an intensive Case Management Services Program for people on the verge of homelessness and homeless persons within our community.These programs assisted 44 households with a total of 40 adults and 24 minor children. Federal Way is not unlike any other medium-sized city with its share of homeless individuals and families. In response to the needs of this fragile population the City provided funds to assist homeless shelters for emergency or transitional housing,and women faced with domestic violence in their lives. The City also helped promote awareness of the needs of this population by actively supporting, both publicly and privately,the efforts to raise funds and gather resources for these organizations. The City of Federal Way participates in the Greater Seattle/King County Continuum of Care.The City did not receive direct funding from the Homeless Super NOFA. EMERGENCY SHELTER GRANTS(ESG) The City does not receive ESG funds. 37 COMMUNITY DEVELOPMENT 1) Relationship of CDBG Funds to Goals and Objectives The City's 2012 program focused on addressing the highest priority needs as identified in the Consolidated Plan—economic development,housing rehabilitation and public service needs.This is evidenced by the activities undertaken: a housing rehabilitation program;small business and microenterprise loan programs;commercial exterior improvement program;technical assistance to microenterprise and small businesses;health and emergency services and direct assistance to presumed benefit clientele. Progress was made in achieving the 2012-2016 strategies and the 2012 one-year goals and objectives during the reporting period. The priority needs of assisting low and moderate income households were met in that households were able to access public services that meet basic needs;projects enabled households to own or occupy their homes affordably,and assisted the community in preventing blighting conditions and support economic development. While significant work remains in achieving the five-year targets in all focus areas,staff believes that the foundation achieved in 2012 of policy development,and community engagement through recruitment and marketing the various CDBG programs,will yield increased performance outcomes in the subsequent years. Please see Appendix A for a comparison of achievements compared to goals for each program. 2.Changes in Program Objectives There were no changes in program objectives in 2012. 3.Assessment of Efforts in Carrying Out Planned Actions The City of Federal Way pursued all available resources outlined in the Consolidated Plan. All proposed activities were either completed within the program year or are substantially planned or underway. The City was not asked for a Certification of Consistency with the Consolidated Plan during the program year. During the 2012 program year,the City made every effort to implement the Consolidated Plan in accordance with HUD regulatory requirements and timeliness expectations. 4 Funds Not Used for National Objectives The City used all CDBG funds on activities that met national objectives. 38 S.Anti- displacement and Relocation—for activities that involve acquisition,rehabilitation or demolition of occupied real property No households were displaced during the implementation of the City's 2012 CDBG program. CDBG provided assistance in completion of seven(7)minor home repair rehabilitation projects. In accordance with the program's guidelines,CDBG assistance on these projects is limited to the funding of minor maintenance and emergency home repair needs on owner-occupied dwellings usually,but not restricted to, roof replacements,furnace replacements,and plumbing and heating repairs. With the limitations in service provided by this program it is not necessary,nor required,for occupants to move from real property,or to move personal property from real property,as a direct result of the CDBG- assisted rehabilitation. Steps taken to eliminate any need for displacement of owner-occupants during rehabilitation include: coordination of construction activities with occupants in order to prevent/minimize interruption of residency or displacement of personal belongings,and requirements for safe work practices to be taken by contractors in order to provide for resident protection from possible construction-related hazards. When required,projects involving potential lead hazards are conducted in accordance with the Lead-Safe Housing Rule. During the 2012 program year,there were no projects completed by this program that involved treatment of lead hazards resulting in the need for displacement or relocation of occupants. 6.Low/Mod Job Activities—for economic development activities There were no economic development activities undertaken that required job creation as a component of the CDBG investment. 7.Low/Mod Limited Clientele Activities—activities not falling within one of the categories of presumed limited clientele low and moderate income benefit The City requires that income documentation is maintained by sub recipients for Low/Mod Limited Clientele Activities not satisfying"presumed limited clientele"criteria. 8.Program income received The City did not receive or expend any program income in 2012. 9.Prior period adjustments Not applicable 10.Loans and other receivables The City did not make any loans in 2012. 11.Lump sum agreements Not applicable 12.Housing Rehabilitation See information previously presented about our Emergency Housing Repair Program. 39 13.Neighborhood Revitalization Strategies Not applicable as the City has not applied for a designated NRSA. ANTIPOVERTY STRATEGY The single most important antipoverty activity funded by the City's CDSG program has been the Housing Repair program.Without safe,secure,permanent housing nobody can hope to rise out of poverty. City staff recognizes the role community development funds can play in reducing poverty.A particular focus has been to assist people to gain employment.Providing funding to ORION and to Highline Community College enabled Federal Way residents to access work skills training and technical assistance in obtaining employment and starting and/or expanding a business. The City makes every effort to coordinate implementation of its existing affordable housing program- the Emergency Housing Repair Program,with service agencies involved in providing housing services to populations that are below the poverty line and the very low-and low-income populations. This coordination is designed to provide housing to those persons that are known to be or might be threatened with poverty. NON-HOMELESS SPECIAL NEEDS No supportive housing development activity to report. In 2012,the non-homeless,special needs population was supported through assistance provided to the community public service agencies previously described. SPECIFIC HOPWA OBJECTIVES Not Applicable Not Applicable • 40 THE APPENDICIES CONTAIN INFORMATION REGARDING PERFORMANCE ASPECTS OF THE 2012- 2016 FIVE-YEAR AND 2012 CONSOLIDATED PLAN. THE IDIS REPORTS ARE MADE AVAILABLE TO PROVIDE ADDITIONAL DETAIL ON SPECIFIC CONSOLIDATED PLAN PROJECT ACTIVITIES SUCH AS ANNUAL AND CUMULATIVE ACCOMPLISHMENTS,AS WELL AS FINANCIAL INFORMATION REGARDING FUNDING THAT HAS BEEN REQUESTED OF HUD FOR EACH ACTIVITY. SUPPLEMENTAL REPORTS FROM THE HUD IDIS SYSTEM ARE AVAILABLE UPON REQUEST TO THE CITY.THESE INCLUDE CDBG ACTIVITY SUMMARY REPORT, CDBG HOUSING ACTIVITY REPORT, GRANTEE ACTIVITY SUMMARY REPORT,AND ACCOMPLISHMENTS SUMMARY REPORT. • • 41 ASSESSMENT BETWEEN CONSOLIDATED PLAN STRATEGIES&ACCOMPLISHMENTS STRATEGY-DECENT.HOUSING Strategy& Obj. Target Funds 5—Year Accomplishments (2012-2016) Description of 2012 Project Code population Spent successes &expected 2012 5 yr. Cumulative Current Total All results Goal Prior Yr. Yr. CP Yrs. Support home- Seven unduplicated ownership Households Federal Way residents by assisting assisted to received housing repair owners to 1.2 maintain $33,346 81 0 7 7 services to help them maintain their housing _ maintain their homes. homes (repaired). . STRATEGY:SUITABLE LIVING ENVIRONMENT Strategy& . Obj. Target Funds 5—Year Accomplishments(2012-2016) Description of 2012 Project Code population Spent successes &expected 2012 5 yr• Cumulative Current Total All results Goal Prior Yr. Yr. CP Yrs. 365 unduplicated Provide a Federal Way residents safety net of Persons received safety net services to receiving 642- services. stabilize 1.2 safety net $27'776 0 365 365 1770 households services who are in crisis or at risk _ Improve accessibility/ i use of existing and new city Improvements rovements facilities/ No facility projects construct 1.2 serving LM $0 4 0 0 0 funded in 2012. 1 improvements neighborhoods support revitalization strategies Provide 3.1 Persons 135 unduplicated services to receiving Federal Way residents households to self-sufficiency received services to 1 help them services j36,121 262-830 0 135 135 help th em achieve self- ' on the P ath sufficiency. toward self sufficiency 42 STRATEGY:EXPAND ECONOMIC OPPORTUNITIES Strategy& Obj Target Funds 5—Year Accomplishments(2012-2016) Description of 2012 Successes Project Code • Population Expended &expected 2012 5 Yr. Cumulative Current Total results Goal Prior Yr. Yr. All CP Yrs. Encourage Jobs created or Eleven(11)unduplicated Federal the creation 1.1 retained for LM $16,746.64 90 0 11 11 Way jobs created through Start and growth of persons Zone and SBDC investment businesses Encourage LM owned the creation businesses 109 FW residents received and growth 1.2 assisted/LM $24,248.65 480 0 109 109 technical assistance. of neighborhoods businesses assisted HUD Outcome/Objective Codes Availability/Accessibility Affordability Sustainability Decent Housing DH-1 DH-2 DH-3 Suitable Living Environment SL-1 51-2 SL-3 Economic Opportunity EO-1 EO-2 EO-3 43 HUD IDIS FORM-PR26-SUMMARY FINANCIAL REPORT • • 44 Federal Way,WA PART I: SUMMARY OF CDBG RESOURCES 01 UNEXPENDED CDBG FUNDS AT END OF PREVIOUS PROGRAM YEAR 0.00 02 ENTITLEMENT GRANT 576,450.00 03 SURPLUS URBAN RENEWAL 0.00 04 SECTION 108 GUARANTEED LOAN FUNDS 0.00 05 CURRENT YEAR PROGRAM INCOME 0.00 05a CURRENT YEAR SECTION 108 PROGRAM INCOME(FOR SI TYPE) - 0.00 06 RETURNS 0.00 37 ADJUSTMENT TO COMPUTE TOTAL AVAILABLE 0.00 38 TOTAL AVAILABLE(SUM,LINES 01-07) 576,450.00 PART II: SUMMARY OF CDBG EXPENDITURES )9 DISBURSEMENTS OTHER THAN SECTION 108 REPAYMENTS AND PLANNING/ADMINISTRATION 138,238.63 LO ADJUSTMENT TO COMPUTE TOTAL AMOUNT SUBJECT TO LOW/MOD BENEFIT 0.00 1.1 AMOUNT SUBJECT TO LOW/MOD BENEFIT(LINE 09+LINE 10) 138,238.63 t2 DISBURSED IN LOIS FOR PLANNING/ADMINISTRATION 44,774.18 13 DISBURSED IN IDIS FOR SECTION 108 REPAYMENTS 0.00 14 ADJUSTMENT TO COMPUTE TOTAL EXPENDITURES 0.00 15 TOTAL EXPENDITURES(SUM,LINES 11-14) 183,012.81 1.6 UNEXPENDED BALANCE(LINE 08-LINE 15) 393,437.19 'ART III:LOWMOD BENEFIT THIS REPORTING PERIOD .7 EXPENDED FOR LOW/MOD HOUSING IN SPECIAL AREAS 0.00 8 EXPENDED FOR LOW/MOD MULTI-UNIT HOUSING 0.00 9 DISBURSED FOR OTHER LOW/MOD ACTIVITIES 132,384.24 0 ADJUSTMENT TO COMPUTE TOTAL LOW/MOD CREDIT 0.00 1 TOTAL LOW/MOD CREDIT(SUM,LINES 17-20) 132,384.24 2 PERCENT LOW/t400 CREDIT(LINE 21/LINE 11) 95.77% OW/MOD BENEFIT FOR MULTI-YEAR CERTIFICATIONS 3 PROGRAM YEARS(PY)COVERED IN CERTIFICATION PY: PY: PY: 4 CUMULATIVE NET EXPENDITURES SUBJECT TO LOW/MOD BENEFIT CALCULATION 0.00 5 CUMULATIVE EXPENDITURES BENEFITING LOW/MOD PERSONS 0.00 6 PERCENT BENEFIT TO LOW/MOD PERSONS(LINE 25/LINE 24) 0.00% ART IV: PUBLIC SERVICE(PS)CAP CALCULATIONS 7 DISBURSED IN IDIS FOR PUBLIC SERVICES 63,897.60 B PS UNLIQUIDATED OBLIGATIONS AT END OF CURRENT PROGRAM YEAR 0.00 9 PS UNLIQUIDATED OBLIGATIONS AT END OF PREVIOUS PROGRAM YEAR 0.00 D ADJUSTMENT TO COMPUTE TOTAL PS OBLIGATIONS 0.00 1 TOTAL PS OBLIGATIONS(LINE 27+LINE 28-LINE 29+LINE 30) 63,897.60 2 ENTMEIVENT GRANT 576,450.00 3 PRIOR YEAR PROGRAM INCOME 0.00 I ADJUSTMENT TO COMPUTE TOTAL SUBJECT TO PS CAP 0.00 i TOTAL SUBJECT TO PS CAP(SUM,LINES 32-34) 576,450.00 i PERCENT FUNDS OBLIGATED FOR PS ACTIVITIES(LINE 31/LINE 35) 11.08% ART V: PLANNING AND ADMINISTRATION(PA)CAP I DISBURSED IN IRIS FOR PLANNING/ADMINISTRATION 44,774.18■ 9. I PA UNLIQUIDATED OBLIGATIONS AT END OF CURRENT PROGRAM YEAR 0.00 PA UNUQUIDATED OBLIGATIONS AT END OF PREVIOUS PROGRAM YEAR 0.00 1 ADJUSTMENT TO COMPUTE TOTAL PA OBLIGATIONS 0.00 . TOTAL PA OBLIGATIONS(LINE 37+LINE 38-LINE 39+UNE 40) 44,774.18 ENTITLEMENT GRANT 576,450.00 7 CURRENT YEAR PROGRAM INCOME 0.00 • ADJUSTMENT TO COMPUTE TOTAL SUBJECT TO PA CAP 0.00 TOTAL SUBJECT TO PA CAP(SUM,LINES 42-44) 576,450.00 PERCENT FUNDS OBLIGATED FOR PA ACTIVITIES(LINE 41/UNE 45) 7.77% 45 `�- :�' � �r.: , � A.,.;.:::,_,;„ �.„ ,�_ s _ ° r� e'9N°EV 0"" Federal Way,WA LINE 17 DETAIL:ACTIVITIES TO CONSIDER IN DETERMINING THE AMOUNT TO ENTER ON LINE 17 Report returned no data. LINE 18 DETAIL:ACTIVITIES TO CONSIDER IN DETERMINING THE AMOUNT TO ENTER ON LINE 18 Report returned no data. LINE 19 DETAIL:ACTIVITIES INCLUDED IN THE COMPUTATION OF LINE 19 Plan Year IRIS Project 1015 Activity Nmnber Activity Name CI oil ix National Objective Drawn Amount 2012 3 19 5465646 HCC StartZone 18C LMCMC $7,036.41 2012 3 19 5465648 HCC StartZone 18C LMCNC $10,328.98 1012 3 19 5493029 HCC StartZone 18C LMCMC $6,883.25 1012 3 20 5465649 HCC Small Business Development Center 18C LMCMC $5,595.11 1012 3 20 5465651 HCC Small Business Development Center 18C LMCMC $5,595.11 0312 3 20 5493027 HCC Small Business Development Center 18C LMCMC $5,556.42 1012 5 13 5490268 Food&teal Services 05W LMC $5,178.18 '012 6 14 5464781 Senior&Disabled Adult Services O5A LMC $3,710.50 012 6 14 5464782 Senior&Disabled Adult Services 05A LMC $3,710.50 012 6 14 5490257 Senior&Disabled Adult Services 05A INC $3,710.50 012 7 15 5464756 Family Counselug Services 05 INC $7,975.84 012 7 15 5464760 Family Counseling Services 05 LMC $4,585.47 012 7 15 5491863 Family Counseling Services 05 LMC $2,516.69 012 8 16 5464771 Dental Health Services 05M LMC $2,506.75 012 8 16 5464772 Dental Health Services O5M LMC $2,506.75 012 8 16 5490262 Dental Health Services 051,1 LMC $2,506.75 312 9 17 5472206 Job Training Services 0513 LMC $3,141.80 )12 9 17 5472207 Job Training Services 058 LMC $4,744.87 )12 10 18 5464779 Services/Activides for Disabled Persons 05B LMC $5,701.00 )12 10 18 5464780 Services/Activities for Disabled Persons 05B LNG $5,701.00 )12 10 18 5492474 Services/Activities for Disabled Persons 058 LMC $5,701.00 )12 11 21 5494929 Harvey-12-011A 14A LMH $3,193.90 — 112 11 22 5499138 Marvel-12-006 14A LMH $4,259.55 112 11 24 5509582 Mendoza Law Center 1411 LMH $1,917.50 112 11 26 5509612 Plev 12-015 14A LMH $3,969.38 I 112 11 27 5510226 Johnson-12-013 14A LMH $4,872.75 112 11 28 5510323 Howard-12-010A/C 14A LAN $4,991.42 '12 11 29 5511892 King-12-001 14A LMH $2,398.68 12 11 30 5512084 Claxton-12-004A 14A [NH $1,888.18 ta1 $132,384.24 46 COUNCIL MEETING DATE: March 19,2013 ITEM#: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: 2013 COMMUNITY ENHANCEMENT GRANT ALLOCATIONS POLICY QUESTION: How should the 2013 Community Enhancement Grant funding be allocated? COMMITTEE: Parks, Recreation,Human Services&Public Safety MEETING DATE: March 12,2012 CATEGORY: X Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Dee Dee Catalano DEPT: Community&Economic __ _ _ Development Services Attachments: HSC 2013 Community Enhancement Grants recommendations matrix. Background: The Community Enhancement Grants (CEGs) are small grants ($500-$1500) intended to help non-profit agencies, community groups or school-based organizations with small projects or events that benefit Federal Way residents. The grants are not intended for basic operations or fundraising. The City Council budgeted $20,000 to fund the 2013 CEGs. Thirty-five applications were received, totaling $46,748 in requested funds. Human Services Commissioners reviewed and rated the applications and made final funding recommendations at a special meeting on March 4, 2013. The Commission recommends funding nineteen grants for a total of$20,000, as outlined in the attached matrix. Options Considered: 1. Approve the Human Services Commission's recommended funding for the 2013 Community Enhancement Grants. 2. Provide staff with alternate direction for Community Enhancement Grant funding. MAYOR'S RECOMMENDATION: Option 1. � MAYOR APPROVAL: ____ DIRECTOR APPROVAL: Alp Co Council r Committee Council COMMITTEE RECOMMENDATION: I move to forward the Human Services Commission's funding recommendations for the 2013 Community Enhancement Grants to the March 19, 2013 consent agenda for approval. Committee Chair Committee Member Committee Member 47 PROPOSED COUNCIL MOTION: "I move to approve the Human Services Commission's funding recommendations for the 2013 Community Enhancement Grants." 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