PRHSPSC PKT 07-09-2013 City of Federal Way
City Council
Parks, Recreation, Human Services & Public Safety Committee
July 9, 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: June 11, 2013 2 Action N/A
B. Allocation of Additional 2013 Community Development Block Grant Bennett 3 Action Consent
(CDBG) Funds to Planning &Administration and Public Service 7/16/13
Budgets
C. Mobile Command Post Vehicle Wilson 9 Action Consent
7/16/13
D. Washington Traffic Safety Commission (WTSC) Grant— Distracted Wilson 11 Action Consent
Driving MOU 7/16/13
E. School Zone Enhancement Roe 17 Action Consent
7/16/13
F. Application Process for City Commissions and Boards Richardson 21 Action Consent
7/16/13
5. PENDING ITEMS
• Veterans Memorial
• Banners
• Festival Days
6. NEXT MEETING: Tuesday, August 13, 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 II
Kelly Maloney 1
K:\PRHSPS Committee\2013\070913 prhsps ag.doc
City of Federal Way
City Council
PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE
Tuesday,June 11,2013
5:30 p.m.
SUMMARY
Committee 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,Brian Wilson,
Chief of Police,Pat Richardson,Director,City Attorney,and Mary Jaenicke,Administrative Asst. II.
Chair Honda called the meeting to order at 5:33p.m.
Public Comment: None
Commission Comment:None.
APPROVAL OF SUMMARY
Committee member Burbidge moved to approve the May committee minutes as written. Committee member
Maloney seconded. Motion passed.
BUSINESS ITEMS
Sacaiawea Track Improvement MOU with Federal Wav School District
Mr.Roe stated that the synthetic field turf was replaced at Sacajawea last year.The current track is a cinder track. It
is believed that the cinder track contributed to shortening the life of the synthetic field. Drainage was improved at the
field.The Federal Way School District(FWSD)has agreed to upgrade the track from cinder to a rubber surface.The
FWSD will contribute$200,000 for the project and the city will contribute$35,257.91 including tax and a 15%
contingency of$5,288.69 for a total of$40,546.60.The money will come from mitigation account and
approximately$2,000-$3,000 that will come from the major maintenance budget. The FWSD has agreed to take
the lead and will manage the project. This MOU will formalize the agreement. There is one minor change to the
MOU;Rod Leland will sign the MOU instead of Robert Neu. The contractor is aware that there is a large soccer
tournament that is scheduled for August 2-4,and August 9-11,and the project needs to be completed by August 1.
Chair Honda asked if there was a penalty to the contractor if they are not done in time. Mr. Roe answered that the
contract is not with the city,so he has not seen it,but he will look into it.Committee member Burbidge moved to
forward the authorization of an MOU,which will be signed by Rod Leland on behalf of the Federal Way
School District,with the Federal Way School District to improve the track at Sacajawea Park and authorize a
shared co-payment not to exceed$40,546.60 and authorize the Mayor to forward to the full City Council
June 18,2013 consent agenda for approval.Committee member Maloney seconded.Motion passed.
Fiscal Year 2013 State Criminal Alien Assistance Program(SCAAP)Grant Application—Information Only
Chief Wilson stated that this grant will provide reimbursement to SCORE owner agencies for undocumented aliens
that have been incarcerated,and local jurisdictions have had to pay the costs. The minimum period of incarceration
for this grant is July 1,2011 through June 30,2012. They must have been incarcerated for a minimum of 4
consecutive days. The money will go back directly to the city_
PENDING ITEM
Chair Honda stated that at the next meeting there will be a report on commissions and what other cities are doing
with commission applications. Chair Honda stated that the Steel Lake and Northlake Commission is not placed in
the same location as all of the other Boards and Commissions on the City's webpage. Ms. Richardson stated that she
would look into that.Committee member Burbidge would also like to know what the notification process is for
existing members.
NEXT MEETING
July 9,2013 at 5:30pm
ADJOURNMENT
Meeting adjourned at 5:58p.m.
K:\PRHSPS Committee\2013\061113 Min.doc 2
COUNCIL MEETING DATE: August 6,2013 ITEM#: -
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: ALLOCATION OF ADDITIONAL 2013 COMMUNITY DEVELOPMENT BLOCK GRANT(CDBG) FUNDS
TO PLANNING&ADMINISTRATION AND PUBLIC SERVICES BUDGETS
POLICY QUESTION: How should the 5.25%increase in the City's 2013 CDBG entitlement be allocated?
COMMITTEE: Parks,Recreation,Human Services&Public Safety MEETING DATE:July 9,2013
Affairs
CATEGORY:
X Consent ❑ Ordinance ❑ Public Hearing
❑ City Council Business ❑ Resolution ❑ Other
STAFF REPORT BY: Jay Bennett DEPT: Community&Economic
Development
Attachments:June 17, 2013 memo to Human Services Commission
Background: On September 4, 2012, the City Council approved Federal Way's 2013 CDBG allocations for
Planning & Administration and Public Services projects. The Public Services project amounts were estimated
based on the City's 2012 entitlement amount.On June 3, 2013,the City was notified by HUD that Federal Way's
2013 entitlement amount would be$606,711,an increase of$30,261 over 2012.
At their June 17, 2013 meeting, the Human Services Commission voted to recommend funding the Planning&
Administration budget at the maximum allowed 20 percent of the entitlement amount($121,342),and to fund the
Public Services budget at the maximum allowed 15 percent of the entitlement amount($91,005).
The Human Services Commission recommended allocating the additional $4,540 in Public Services dollars
equally among the five Public Services projects, resulting in an increase of$908 for each project in 2013.Below
is a comparison of the 2013 preliminary budget, the 2013 revised budget, and the projected 2014 budget for
Public Services projects:
2013 2013 2014
Agency/Program Preliminary Revised Projected
Budget Budget Budget'
Federal Way Inclusion Program $24,465 $25,373 $24,465
HealthPoint Dental $15,000 $15,908 $15,000
Institute for Family Development PACT $15,000 $15,908 $15,000
MSC Youth Employment& Education Service $10,000 $10,908 $10,000
MSC Emergency Assistance $22,000 $22,908 $22,000
Total: $86,465 $91,005 $86,465
**2014 projected budget based on 2012 actual CDBG budget
In order to avoid supplanting local funds with CDBG dollars, the Human Services Commission has also
recommended changing two of the projects that were preliminarily funded in Public Services. Please see the
attached memo, under the heading Changes to Preliminary Public Services Projects Allocations, for a detailed
explanation of this change.The change is reflected in the above table.
3
Options Considered:
1. Approve the Human Services Commission's funding recommendations for the 2013-2014 CDBG Public
Services and the 2013 Planning&Administration budgets.
2. Provide direction to staff to allocate the 2013 CDBG funding increase in a different manner.
MAYOR'S RECOMMENDATION: Approve Option 1.
MAYOR APPROVAL: DIRECTOR APPROVAL:
Council IR Council
COMMITTEE RECOMMENDATION: "I move to forward Option 1 to the August 6, 2013 City Council meeting
consent agenda for approval."
Committee Chair Committee Member • Committee Member
PROPOSED COUNCIL MOTION: "I move approval of the Human Services Commission's funding
recommendations for the 2013-2014 CDBG Public Services allocations and the 2013 Planning &
Administration budget."
(BELOW TO BE COMPLETED BY CITY CLEDICS OFFICE)
COUNCIL ACTION:
❑ APPROVED COUNCIL BILL#
❑ DENIED 1sr reading
❑ TABLED/DEFERRED/NO ACTION Enactment reading
❑ MOVED TO SECOND READING(ordinances only) ORDINANCE#
REVISED-08/12/2010 RESOLUTION#
4
CITY OF
Federal Way
MEMORANDUM
TO: Human Services Commission
FROM: Dee Dee Catalano,CDBG Coordinator
CC: Jay Bennett,Community Services Manager
DATE: June 17, 2013
RE: 2013 COBG Entitlement Amount&Final Allocations
On June 3,2013,the City received official notice from HUD of our 2013 Community Development Block
Grant(CDBG)entitlement amount. Federal Ways 2013 entitlement grant is$606,711,a 5.25 percent
increase over the 2012 amount of$576,450.As a result,the additional funds can be allocated to the City's
CDBG Public Services projects and Program Administration.
Planning&Administration and Public Services Budgets
On September 4,2012,the City Council approved the Human Service Commission's recommendation to
allocate the 20 percent maximum to Planning&Administration and the 15 percent maximum to Public
Services funding based on the 2012 entitlement amount.Any increase or decrease in the actual-2013
entitlement amount would be considered by the Commission for further recommendation to the Council.
Below is a comparison of the preliminary and actual budget amounts:
2013 Preliminary Budget 2013 Revised Budget
2013 Planning&Administration(20%) $115,290 $121,342
2013 Public Services(15%) $86,465 $91,005
Changes to Preliminary Public Services Projects Allocations
CDBG regulations do not allow local funds to be replaced,or supplanted by federal CDBG funds.Two
Public Services projects approved last year, Birth to Three Family Services Program($22,000)and Multi-
Service Center General Education Program ($10,000),were funded in the Human Services General Fund
(HSGF)in 2012.Staff believed that an increase in service units would allow those programs to be funded
via CDBG, but upon further research it is apparent that funding those programs would violate the
prohibition against supplanting.
In order to avoid supplanting,staff is recommending the following changes to the Public Services projects:
1. Move Birth to Three Family Services Program back into the HSGF and move the Multi-Service
Center Emergency Assistance Program from the HSGF into CDBG Public Services.The City did
not fund MSC Emergency Assistance in the HSGF in 2012,so the supplanting rule would not
apply.
5
In order to keep the HSGF budget whole at$516,000, Birth to Three must be funded at$20,000
(the same amount that MSC Emergency Assistance was funded in the HSGF). However,funding
Birth to Three in the HSGF(non-federal dollars)allows them to once again receive Medicaid
Administrative MATCH funds, thereby doubling the funds they receive to$40,000. Birth to Three is
happy to accept this funding change.
The MSC Emergency Assistance program would be funded in the preliminary CDBG Public
Services budget at$22,000.This increase in funding would provide more basic needs services to
Federal Way residents,and the MSC has agreed to this funding change.
2. Change the Multi-Service Center education program we are funding in CDBG Public Services
from General Education to Youth Employment&Education Service(YES). Funding a program
that the City has not funded in the past avoids violating the supplanting role.The YES program
would be funded at the same level as the General Education program($10,000)and would meet
the same performance measures.By funding another education program,we are being consistent
with the initial funding decision.
By making the above changes to the Public Services projects,the preliminary 2013 allocations are as
follows:
Agency/Program 2013 Preliminary Budget
Federal Way Inclusion Program $24,465
Hea lthPoint Dental $15,000
Institute for Family Development PACT $-15,000
MSC Youth Employment&Education Service(formerly General Education) $10,000
MSC Emergency Assistance(Formerly Birth to Three) $22,000
Total: $86,465
Allocating the Additional COBG Public Services Funds
The 5.25 percent increase in the City's entitlement amount results in a Public Services budget of$91,005,
an increase of$4,540 over 2012.If that increase is distributed equally among the five Public Services
projects,each project would receive an increase of$908 as illustrated below:
2013 2013 2014
Agency/Program Preliminary Revised Projected
Budget Budget Budget**
Federal Way Inclusion Program $24,465 $25,373 $24,465
HealthPoint Dental $15,000 $15,908 $15,000
Institute for Family Development PACT $15,000 $15,908 $15,000
MSC Youth Employment&Education Service $10,000 $10,908 $10,000
MSC Emergency Assistance $22,000 $22,908 $22,000
Total: $86,465 $91,005 $86,465
**Based on 2012 CDBG budget;actual 2014 budget dependent on 2014 federal budget amounts
Increasing the Additional CDBG Planning and Administration Funds
As illustrated above,the increased amount of the total entitlement grant award provides for an additional
$6,152 available for Planning and Admin.With the City working with the National Development Council to
secure a HUD Section 108 Loan Pool,these additional funds are needed to pay a portion of the costs for
that contract.
6
•
Human Services Commission Action
The Commission must make recommendations to the City Council about allocating the additional CDBG
dollars for 2013.Specifically,the Commission must recommend funding levels for Planning&
Administration and Public Services, and must recommend how the Public Services funds will be allocated,
induding the program changes to the allocations as described above.Below is language for the motions
required to make these recommendations:
Motion#1: "I move to recommend that the 2013 CDBG Planning&Administration budget be
funded at$121,342,the full 20 percent allowed,and that the 2013-2014 CDBG Public Services
budget be funded at$91,005,the full 15 percent allowed."
Motion#2: "I move to recommend transferring funding for the Birth to Three Family Services
Program from the 2013-2014 CDBG Public Services allocations to the 2013-2014 Human Services
General Fund in the amount of$20,000,and transferring the Multi-Service Center Emergency
Assistance Program from the Human Services General Fund to the CDBG Public Services
allocations in the amount of$22,908.I also move to recommend funding the following Public
Services programs in the following amounts:
• Federal Way Inclusion Program at$25,373;
• HealthPoint Dental Program at$15,908;
• Institute for Family Development PACT Program at$15,908; and
• Multi-Service Center Youth Employment&Education Program at$10,908."
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COUNCIL MEETING DATE: July 16,2013 ITEM#:
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: MOBILE COMMAND POST VEHICLE
POLICY QUESTION: Should the City of Federal Way/Police Department be allowed to apply and participate
in the updated Law Enforcement Support Office(LESO 1033)program and attempt to locate and accept a
vehicle capable of being used as a mobile command post? This vehicle would be utilized during critical
incidents and city wide activities requiring a central command post. Participation in the program will allow
access to a database of vehicles as they become available.
COMMITTEE: Parks, Recreation, Human Services and Public Safety MEETING DATE: July 9, 2013
Council Committee-(PRHS&PS)
CATEGORY:
El Consent ❑ Ordinance ❑ Public Hearing
❑ City Council Business ❑ Resolution ❑ Other
STAFF REPORT BY: STEVE NEAL,PATROL COMMANDER DEPT: Police Department
Attachments:
1. PRHS&PS Staff Memo
Options Considered:
1. Allow participation and acceptance of vehicle if found.
2. Do not allow acceptance
MAYOR'S RECOMMENDATION: �q
CITY MANAGER APPROVAL: � Z' eel DIRECTOR APPROVAL:, ,1J1J✓t€V 44641 Zhct c.f � /
mmitt Council Committee Council b 2 J
COMMITTEE RECOMMENDATION: I move to forward the Law Enforcement Support Office (LESO 1033)
program to locate and accept a vehicle capable of being used as a mobile command post to the July 16, 2013
Council agenda for approval.
Committee Chair Committee Member Committee Member
PROPOSED COUNCIL MOTION: "I move to accept the Law Enforcement Support Office (LESO 1033)program
and authorize the Federal Way Police Department to move forward in locating and accepting a vehicle capable
of being used as a mobile command post. "
(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-02/06/2006 RESOLUTION#
9
CITY OF FEDERAL WAY
CITY COUNCIL COMMITTEE STAFF REPORT
DATE: July 9, 2013
TO: Parks, Recreation, Human Services and Public Safety Council Committee
VIA: Skip Priest, Mayor
FROM: Brian J. Wilson, Chief o
SUBJECT: Participation in Law Enfo. ement Support Office(LESO 1033) Program
The Police Department has a need for a mobile incident command post for critical incidents and
local community events such as:
• Unified Command/Critical Incident Investigations
• Major accident scenes
• City sponsored marathons
• Large Community Events (Aquatics Center Events, Red, White, & Blues)
The Police Department has had limited success borrowing a mobile command post when one is
available.This option is not feasible during unexpected events that require immediate response or if
there are simultaneous events taking place in other jurisdictions with command vehicles
A recent example that emphasizes the need occurred on April 21,2013,when the City experienced
an active shooter situation where five people were killed in and around a multi-housing area. This
event created a collaborative effort with surrounding jurisdictions that came to assist with the
aftermath of the event. In order to conduct proper and efficient command responsibilities, there
needs to be a designated,centralized post where all the parties of a unified command can be in one
spot in order to make critical decisions. The command post also acts as the point of contact for
incoming units as well as for other Incident Command(IC) responsibilities.
The Law Enforcement Support Office (LESO) program exists as a means to supply government
surplus items to registered/approved participants who are in need of equipment at little or no cost.
The caveat to this resource is that the vehicles are generally in need of retro-fitting in order to make
them useable for the intended purpose. The cost of outfitting the vehicle is the responsibility of the
receiving agency. A new vehicle that would satisfy our needs would cost approximately$300K if
purchased from a dealer.
Other agencies that have taken advantage of this opportunity have used a variety of ways to pay for
the upgrades.Grants and seizure monies are the usual methods that are utilized.The cost of the retro-
fit would depend on the needs,along with the condition of the vehicle upon receipt. In the event we
are able to secure a vehicle through this program, we would following city policy regarding
maintenance and replacement reserve.
Therefore,the Police Department is requesting approval to participate in the LESO program in order
to locate a suitable vehicle that can be modified to act as a mobile command post. We also request
permission to explore funding sources that would provide adequate, sustainable funding for the
project.
1
10
COUNCIL MEETING DATE: July 16,2013 ITEM#:
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT:WASHINGTON TRAFFIC SAFETY COMMISSION(WTSC)GRANT -DISTRACTED DRIVING MOU
POLICY QUESTION: Should the City Of Federal Way/Police Department accept grant funds in the amount of
$2,500.00? This funding would be used for overtime traffic patrols,enforcing cell phone violations.
COMMITTEE: PARKS,RECREATION,HUMAN SERVICES&PUBLIC MEETING DATE: July 9, 2013
SAFETY COUNCIL COMMITTEE(PRHS&PS) _
CATEGORY:
• Consent ❑ Ordinance ❑ Public Hearing •
❑ City Council Business ❑ Resolution ❑ Other
STAFF REPORT BY: Lt.Jim Nelson DEPT: Police
Attachments:
1. PRHS&PS Memo
2. Distracted Driving Memorandum of Understanding 2013
Options Considered:
1. Accept Grant
2. Reject Grant
MAYOR'S RECOMMENDATION:
MAYOR APPROVAL: DIRECTOR APPROVAL:I3.t./'p,G# ,Q,/"Plivr e1'�4'AIt
Commin Council Comm ee Council
COMMITTEE RECOMMENDATION: 1 move to forward the proposed WTSC Grant for overtime for Distracted
Driving Patrols to the July 16, 2013 City Council Consent Agenda for approval.
Committee Chair Committee Member Committee Member
PROPOSED COUNCIL MOTION: "I move approval of the WSTC Grant for Distracted Driving MOU
Agreement, effective April 1, 2013 through September 30, 2013 with a total compensation of$2,500.00, and
authorize the Chief of Police to sign said agreement."
(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#
11
(�. . CITY OF FEDERAL WAY
CITY COUNCIL COMMITTEE STAFF REPORT .
•
DATE: July 9, 2013
TO: Parks, Recreation, Human Services and Public Safety Council Committee
VIA: Skip Priest, Mayor _ :,_
FROM: Brian J. Wilson, Chief of Police
SUBJECT: Acceptance of WTSC Grant Money for Distracted Driving patrols:
Background
The Washington Traffic Safety Commission(WTSC)and the City of Federal Way have an existing
partnership, focused on DUI and seatbelt enforcement. WTSC funding has allowed Federal Way
Police to strengthen enforcement efforts in these areas through overtime funded patrols. WTSC has
now added a Distracted Driving enforcement emphasis to address cell phone violations. The goal of
the Distracted Driving emphasis is to reduce traffic related deaths, serious injuries and collisions.
Officers will work distraction focused patrols in Federal Way as part of a multijurisdictional
approach, focusing on distracted driving violations.
-Proposal
The City Of Federal Way accept a Memorandum of Understanding(MOU) for a term: April 1,
2013 through September 30, 2013. This will provide the City of Federal Way Mite Department
$2,500.00 in funding to engage in multijurisdictional patrols focused on distracted driving
violations.
Funding Source
Washington Traffic Safety Commission(WTSC).
1
12
o `�
t
i sure 0
MEMORANDUM OF UNDERSTANDING,
WASHINGTON TRAFFIC SAFETY COMMISSION
THIS AGREEMENT, pursuant to Chapter 39.34 RCW, is made and entered into by and
between the Federal Way Police Department (Agency) and the Washington Traffic
Safety Commission (WTSC).
IT IS THE PURPOSE OF THIS AGREEMENT to provide overtime funding to law
enforcement agencies to conduct multijurisdictional, high visibility enforcement (HVE),
traffic safety emphasis patrols, in support of Target Zero priorities. The Target Zero _
Managers and Law Enforcement Liaisons assigned to your county shall
coordinate the Scope of Work as outlined below:
TERM: April 1, 2013 -September 30, 2013
AMOUNTS
Distracted Driving: $2,500.00
CFDA# 20.600
These funds shall not be commingled and are only to be
utilized for the specific emphasis area.
SWV 0015957-00
(Agency) Statewide Vendor Number
IT IS, THEREFORE, MUTUALLY AGREED THAT:
1. GOAL: To reduce traffic related deaths and serious injuries by engaging in
multijurisdictional HVE patrols in the areas of distracted driving.
2. SCOPE OF WORK:
Distracted Driving:
Agency will engage in multijurisdictional HVE cell phone distraction-focused patrols
on some or all of the following dates:
Primary Campaign: June 10 - 28, 2013; Funds permitting (not guaranteed), the
TZM may coordinate patrols from August 5—23, 2013. These shall occur where the
highest rates of cell phone use among drivers occur in your geographic area of King
County. Agency agrees to take a zero tolerance approach to cell phone and
distraction violations.
Law enforcement officers will complete the Emphasis Patrol Activity Logs and
forward to their Target Zero Manager within 48 hours of the completion of the cell
phone distraction patrols.
Created:April 24,2013 Page 1 of 4
13
3. CONDITIONS:
•
Agency will deploy highly skilled officers in coordination with other King County law
enforcement agencies and the King County Target Zero Task Force to generate the
highest amount of deterrence possible.
These are enforcement activities intended to apprehend cell phone distracted
drivers. It is expected that Notices of Infraction/Citation (NOIIC's) will be issued at
contact unless circumstances dictate otherwise.
All of these patrols are conducted as part of highly publicized efforts. As such,
publicity campaigns about these patrols are planned to alert the public to the fact
that extra patrols are targeting these violations. Therefore, Agency must assist
Target Zero Managers with media requests and questions.
4. PAYMENT FOR LAW ENFORCEMENT: Agency will provide commissioned law
enforcement with appropriate equipment(vehicle, radar, etc.) and on an overtime
basis (not to exceed 1.5 times their normal salary and benefits)to participate in
these emphasis patrols.
5. SHIFT LENGTH: Agency will not schedule individual officer shifts for longer than
eight hours. (WTSC understands there may be instances when more than eight
hours are billed because of DUI or other arrest processing, etc.)
6. RESERVE OFFICERS: Agency certifies that any reserve officer for whom
reimbursement is claimed has exceeded his/her normal monthly working hours when
participating in this emphasis patrol and is authorized to be paid the amount
requested. Agency understands that reserve officers are not eligible for overtime for
this project.
7. DISPATCH: WTSC will reimburse communications officers/dispatch personnel for
work on this project providing Agency has received prior approval from the WTSC
Program Manager.
8. GRANT AMOUNT: WTSC will reimburse Agency for overtime salary and benefits.
The total cost of overtime and benefits shall not be exceeded in any one campaign
area and funds may not be commingled between campaign areas.
Upon agreement by the Agency and the local Target Zero Manager, the distraction
allocation may be increased or decreased without amending this agreement
PROVIDED THAT the increase in the allocation does not exceed 50% of the original
agreed amount for the specific emphasis area. Any increase in allocation exceeding
50% will require an amendment to this document.
Created:April 24,2013 Page 2 of 4
14
9. PERFORMANCE STANDARDS:
a. Participating law enforcement officers are required to have a minimum of 3
self-initiated contacts per hour of enforcement.
b. Some violator contacts may result in related, time-consuming activity. This
activity is reimbursable.
c. Other activities, such as collision investigation or emergency response that
are not initiated through emphasis patrol contact WILL NOT be reimbursed.
10. REIMBURSEMENT OF CLAIMS: Claims for reimbursement must include:
a. Invoice Voucher(Al 9-1A Form). -
1) Agency identified as the "Claimant"
2) Statewide Vendor Number(bottom of Claimant box)
3) A Federal Tax ID#,
4) Original signature of the agency head, command officer or
contracting officer.
b. Payroll support documents (signed overtime slips, payroll documents, etc.).
c. Emphasis Patrol Activity Logs showing 3 or more self-initiated contacts per hour.
Emphasis Patrol Activity Logs cannot be modified.
Payment cannot be made unless these activity logs are included.
The Invoice Voucher (A19-1A Form), payroll supporting documents, and Emphasis
Patrol Activity Logs shall be submitted to your Target Zero Manager for review. The
Target Zero Manager will forward these documents to VVTSC for processing and
payment.
11. DEADLINES FOR CLAIMS
All claims must be approved by your Target Zero Manager, please allow
adequate time for processing in order to meet the following deadlines:
a. First Deadline: All claims for reimbursement for emphasis conducted from
October 1, to June 30, must be received by WTSC no later than August 15,
2013.
b. Second Deadline: All claims for reimbursement for emphasis conducted
between July 1 and September 30 must be received by WTSC no later than
November 15, 2013.
Invoices submitted for reimbursement after the above dates, will not be paid.
WTSC will NOT accept faxed invoices.
12. DISPUTES: Disputes arising under this Memorandum shall be resolved by a panel
consisting of one representative of the WTSC, one representative from Agency, and a
Created:April 24,2013 Page 3 of 4
15
mutually agreed upon third party. The dispute panel shall decide the dispute by majority
vote.
13. TERMINATION: Either party may terminate this agreement upon 30 days written
notice to the other party. In the event of termination of this Agreement, the terminating
party shall be liable for the performance rendered prior to the effective date of
termination.
14. SUPPLANTING DISCLAIMER: I certify that none of the funds for this project
supplant the normally budgeted funds of this agency nor do these funds pay for routine
traffic enforcement normally provided by this agency.
IN WITNESS THEREOF, THE PARTIES HAVE EXECUTED THIS AGREEMENT.
Agency Signature Washington Traffic Safety
Commission Signature
(Date) (Date)
Agency Address (where fully executed copy of this document will be mailed):
Street
City, State Zip Attn:
Please return this signed MOU to your Target Zero Manager:
Sara Wood
Kent Police Department
220 4th Avenue South
Kent, WA 98032
swoodkentwa.gov, phone: (253) 856-5851
Target Zero Manager will forward this signed document to:
Mark Medalen, WTSC
621 =8th Avenue SW, Suite 409
'PO Box 40944
Olympia, WA 98504-0944
360.725.9878
Created:April 24,2013 Page 4 of 4
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COUNCIL MEETING DATE: July 16, 2013 ITEM#:
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: School Zone Enhancements Status Update
POLICY QUESTION: Should the City Council approve the Phase I implementation plan to include Sacajawea Middle
School for the School Zone Enhancements Program?
COMMITTEE: Parks, Recreation, Human Services,and Public Safety MEETING DATE:July 9, 2013
Committee -
CATEGORY:
Consent ❑ Ordinance ❑ Public Hearing
❑ City Council Business ❑ Resolution ❑ Other
STAFF REPORT BY: Rick Perez, P.E.,Traffic Engineer DEPT: Public Works
Attachments: Parks, Recreation, Human Services, and Public Safety Committee memorandum dated July 9,
2013. -
Options Considered:
1. Authorize staff to implement the first year of the proposed plan to include Sacajawea Middle School
using Transportation Safety funds, Washington Traffic Safety Commission Grant funds,and
neighborhood Traffic Safety Funds
2. Do not authorize the proposed plan and provide direction to staff
MAYOR RECOMMENDATION: The Mayor recommends forwarding Option 1 to the May 21, 2013 City Council
Consent Agenda for approval. dA�
MAYOR APPROVAL: /�?�`? DIRECTOR APPROVAL: G�'6"' \
Co Council Committee Council
COMMITTEE RECOMMENDATION: Forward Option 1 to the May 21, 2013 City Council Consent Agenda for
approval.
Committee Chair Committee Member Committee Member
PROPOSED COUNCIL MOTION: "I move approval of the first year of the proposal to enhance school zone visibility
to include Sacajawea Middle School using Transportation Safety funds. "
(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-02106/2006 RESOLUTION#
17
CITY OF FEDERAL WAY
MEMORANDUM
DATE: July 9,2013
TO: Parks, Recreation, Human Services& Public Safety Committee
VIA: Skip Priest,Mayor
FROM• Rick Perez, P.E.,City Traffic Engineer
Cary M. Roe, P.E.,Director of Parks,Public Works and Emergency Management 6
SUBJECT: School Zone Enhancements -
BACKGROUND:
At the May 21,2013,City Council meeting,the Council expressed strong interest in having
improvements at Sacajawea Middle School implemented in the first round of school zone enhancement
improvements,and directed staff to place this topic on the July 9, 2013, Parks, Recreation, Human
Services and Public Safety Committee agenda. In addition,staff was directed to pursue having
Washington State Department of Transportation(WSDOT)lower the speed limit on SR 509 from 40 mph
to 35 mph.
Staff received notice on June 18,2013,that our grant req uest from the Washington Traffic Safety
Commission(WTSC)to install school zone flashers on SR 509 at Sacajawea was approved. The WTSC
grant provides$7500 towards this effort,roughly a 50%
match. The remaining element that would then
be completely city-funded is the variable speed limit signs.
Staff has also sent a letter to Lorena Eng,Regional Administrator at WSDOT,requesting to reduce the
speed limit on SR 509 from 40 mph to 35 mph, which is attached.
On May 21,2013,Council approved for implementation of Phase I School Zone Enhancements which
include the following, for a total estimated cost of$227,000:
1. Saghalie Middle School on 21s`Avenue SW between SW 337th Place and SW 338th Street:
a. Replace existing span wire mounted pedestrian-actuated crosswalk flashing yellow
beacon system with rectangular rapid-flashing beacon system($40,000)
b. Install advance school speed zone warning signs($500)
c. Replace existing school speed zone signs with larger signs($6500)
d. Install additional variable speed limit signs($30,000)
2. Spring Valley Montessori School on SR 99 between S 359th Street and S 37311 Street:
a. Replace existing school speed zone signs with larger signs($4000)
3. Saghalie Middle School on SW Campus Drive between 17th Avenue SW and 19th Avenue SW:
a. Replace existing post-mounted pedestrian-actuated crosswalk flashing yellow beacon
system with rectangular rapid-flashing beacon system($40,000)
b. Install advance school speed zone warning signs($500)
c. Replace existing school speed zone signs with larger signs($6500)
d. Install additional variable speed limit signs($30,000)
4. Twin Lakes Elementary School on SW 320th Street between 42nd Place SW and 43''Place SW:
18
a. Install advance school speed zone warning signs($500)
b. Replace existing school speed zone signs with larger signs($5500)
c. Install additional variable speed limit signs($30,000)
5. Panther Lake Elementary School on 1S`Avenue S at S 344th Street:
a. Install advance school speed zone warning signs($500)
b. Replace existing school speed zone signs with larger signs($4500)
c. Install additional variable speed limit signs($30,000)
The addition of Sacajawea Middle School would entail the following and would have a net increase in
costs of approximately$30,000,using the$7500 WTSC grant and$20,000 from the School Safety
element of the Neighborhood Traffic Safety Program:
6. Sacajawea Middle School on SR 509 at 11 t Place S:
a. Install advance school speed zone warning signs($500)
b. Add school zone flashers and replace existing school speed zone signs with larger signs
($26,500, funded from the WTSC grant and the City's NTS program)
c. Install additional variable speed limit signs($30,000)
Staff is making every effort to have the installations complete before the beginning of the school year
however,vendor supply issues may delay the implementation of the variable speed limit signs.
•
19
20
COUNCIL MEETING DATE:July 16,2013 ITEM#:
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT:APPLICATION PROCESS FOR CITY COMMISSIONS AND BOARDS
POLICY QUESTION: Should the City Council Modify the Application Process for Volunteers seeking to serve
on City Commissions and Boards?
COMMITTEE: PRHS&PS - MEETING DATE: 7/9/13
CATEGORY:
® Consent ❑ Ordinance ❑ Public Hearing
❑ City Council Business ❑ Resolution ❑ Other
STAFF REPORT BY:_Pat Richardson,City Attorney DEPT:_Law
Attachments: Staff report
Options Considered: 1. Modify the application process by (1) attaching the qualifications to the form
and (2) add to the form verification meet qualifications and notice possible public
record.
2. Modify the application process as discussed.
3. Do not modify the application process.
MAYOR'S RECOMMENDATION: Option 1 p
MAYOR APPROVAL: DIRECTOR APPROVAL: Pent
Committee Coon initial
COMMITTEE RECOMMENDATION: I move to forward to the
July 16, 2013 consent agenda for approval.
Committee Chair Committee Member Committee Member
PROPOSED COUNCIL MOTION: "I move approval of "
(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#
21
AA,
CITY OF
Federal Way
CITY ATTORNEY'S OFFICE
MEMORANDUM
DATE: JULY 1,2013
TO: COUNCIL MEMBERS
CC: MAYOR PRIEST ()Alt PAT RICHARDSON,CITY ATTORNEY
SUBJECT: APPLICATION PROCESS-VOLUNTEER COMMISSIONSIBOARDS
Council requested information of the application process for volunteers to serve on
Commissions and/or Boards. This memorandum will provide the current process and criteria,
criteria used by other cities, and suggested modifications:
CURRENT PROCESS AND CRITERIA
The City Clerk's office is primarily responsible for soliciting and processing applications
to Commission positions. The City Clerk's office tracks the appointment terms, and staff
assigned to individual Commissions will notify the City Clerk's office of resignations or other
reasons for upcoming vacancies.
The City Clerk's office advertises for applicants via the City's e-subscribe members, the
Federal Way Mirror's on line advertising, and posting the notice on the bulletin board in City
Flail. Staff assigned to the Commission may notify other members of vacancies as well. The
advertisement includes a brief description of the duties, the qualifications, and a deadline for
responding.
The application form is basic: (1) name and address; (2) identify the Commission(s) to
serve on; and (3) availability daytime and/or evenings. The City Clerk's office reviews all
timely submitted applications to determine if the criteria are met as established by Council. (The
criteria are attached for your convenience). In 2012 the City Clerk processed fifty-five (55)
applications; through June 2013 twenty-eight(28)applications have been processed.
The City Clerk confirms with the Deputy Mayor and one other council representative the
date and time for a Special Meeting for Council to interview the applicants. Once the date and
22
time are confirmed, the City Clerk schedules the interview for each applicant, and then provides
the pre-screened applications Council for the interviews. A set of standard questions is attached
to each individual application. (Copies of the application form and the standard questions are
attached for your convenience).
OTHER JURISDICTIONS
1. Applications. Attached for your convenience is a spreadsheet identifying the criteria from
other jurisdictions.
2. Criminal Background Checks. State law limits criminal history background checks to those
volunteers who may be unsupervised around children and/or vulnerable adults.
Research revealed that only SeaTac requests applicants to authorize a criminal background
check. Complications have arisen due to this policy, including what past criminal
convictions would disqualify a candidate from volunteering or holding a position on a board
or commission. For example, one person was disqualified for having a Driving While
License Suspended in the Third Degree on his/her record.
The Equal Employment Opportunity Commission has recently issued guidelines concerning
blanket criminal background checks and recommends that employers narrowly tailor the use
to avoid potential discrimination.
The Seattle City Council recently approved an ordinance restricting the use of criminal
background checks for employment candidates with a conditional offer of employment. The
Seattle Office of Civil Rights is charged with the responsibility to oversee and enforce the
restriction.
SUGGESTED MODIFICATIONS
1. Attach the qualifications for each commission to the application and add a question
asking the applicant to confirm he/she meets the qualifications.
2. Add"may be subject to public disclosure"to the application.
7
23
CITY OF
Federal Way
RECEIVED
City Clerk's Office
33325 Eighth Avenue South • Federal Way, WA 98003
Phone 253-835-2540 • Fax 253-835-2509
www.citvoffederalway.com
Application for Appointment
BOARDS AND COMMISSIONS
Please complete the ENTIRE application form. Applicants may attach a cover letter
and/or a resume totaling no more than three pages.
DATE:
NAME:
last First M.I.
ADDRESS:
Street Address City ZIP
MAILING ADDRESS (if different):
HOME PHONE: CELL/MOBILE PHONE:
E-MAIL: EMPLOYER:
ADDRESS: PHONE:
HOBBIES/INTERESTS:
l wish to be considered for appointment to the following committee/commission:
(Check all that apply):
❑ Arts ❑ Civil Service ❑ North Lake Management District
❑ Diversity ❑ Human Services ❑ Steel Lake Management District
❑ Salary ❑ Parks & Recreation ❑ Lodging Tax Advisory
❑ Planning ❑ Board of Ethics Group You Represent
❑ CDBG Loan Advisory Review Committee ❑ Local Lodging Industry
❑ Business/Organization Promoting
Tourism
HAVE YOU PREVIOUSLY SERVED ON ONE OF THESE BOARDS OR COMMISSIONS?
OYES ONO
If "yes", please list:
ABLE TO ATTEND EVENING MEETINGS OYES ONO DAYTIME MEETINGS? OYES ONO
3 24
Other comments/additional information for
----------
_ �
---' ---
4
25
Commission
Interview Questions
1. What do you see as the future role of the_Commission?
2. How do you see your role as a Commissioner?
What are your prior experiences in this area?
3. What is the most important statement in your application for appointment?
What bearing does it have on your consideration for appointment?
4. Why do you want to serve as a member of this Commissioner?
5. What single strength would you bring to this Commission?
(Skills,points of view,experience,etc.)
6. What would someone,who knows you well,say are your greatest strengths and weaknesses?
Applicant Name:
5 26
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BOARD/ COMMISSION / COMMITTEE
MEMBERSHIP REQUIREMENTS
ARTS COMMISSION
Members shall reside within the corporate limits of the city during their term.
BOARD OF ETHICS
No membership requirements.
CDBG LOAN REVIEW ADVISORY COMMITTEE
Members shall reside or own business within the corporate limits of the city.
CIVIL SERVICE COMMISSION
Members shall be a citizen of the United States,a resident of the city for at least one year immediately
preceding their appointment,and an elector of the county in which they reside.
DIVERSITY COMMISSION
Members shall reside within the Federal Way School District during their term.
HUMAN SERVICES
Members shall reside within the corporate limits of the city.
INDEPENDENT SALARY COMMISSION
No person shall be appointed to serve as a member or alternate member of the independent salary
commission unless that person is a citizen of the United States,a resident of the city for at least one year
immediately preceding such appointment,and an elector of the county in which the member resides. No city
officer,official,or employee of the city or any of their immediate family members may serve on the
commission. "Immediate family member,"as used in this section,means the parents,spouse,siblings,
children,or dependent relatives of the officer,official,or employee,whether or not living in the household of
the officer,official,or employee.
PLANNING COMMISSION
Members shall be residents or property owners in the city with an interest in land use and planning issues and
a commitment to the planned development of the community.
PARKS AND RECREATION COMMISSION
Members.shall reside within the corporate limits of the city during their term.
YOUTH COMMISSION
Members shall reside within the Federal way School District boundaries during their term.
LODGING TAX ADVISORY COMMITTEE
At least two members shall be representatives of businesses required to collect the tax,and at least two
members shall be persons involved in activities authorized to be funded by revenue received from the tax.
The number of members who are representatives of businesses required to collect tax under this chapter shall
equal the number of members who are involved in activities authorized to be funded by revenue received
under this chapter.
28
NORTH LAKE MANAGEMENT DISTRICT
Members shall be property owners or representatives of governing bodies that own property within the Lake
Management District
STEEL LAKE MANAGEMENT DISTRICT
Members shall be property owners or representatives of governing bodies that own property within the Lake
Management District.
K:memo\2013179 PRHSPS staff report-background
8
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