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PRHSPSC MINS 10-08-2013City of Federal Way City Council PARKS, RECREATION. HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday, October 8, 2013 5:30 p.m. SUMMARY Committee Members in Attendance: Chair Honda, Committee member Burbidge, Committee member Maloney Council members in Attendance: Diana Noble - Gulliford Staff Members in Attendance: Cary Roe, Director, Parks, Public Works & Emergency Management, Rick Perez, City Traffic Engineer, Amy Jo Pearsall, City Attorney, Ken Miller, Deputy Public Works Director, Steve Ikerd, Parks & Facilities Manager and Mary Jaenicke, Administrative Asst. II. Guests: None Chair Honda called the meeting to order at 5:30p.m. Public Comment: None Commission Comment: None. Chair Honda moved to amend the agenda and add Illahee Crosswalk as item No. B -2. Committee member Maloney seconded. Motion passed. APPROVAL OF MINUTES Committee member Burbidge moved to approve the September 10, 2013 committee minutes as written. Committee member Maloney seconded. Motion passed. r Committee member Burbidge moved to approve the September 16, 2013 special committee minutes as written. Chair Honda seconded. Motion passed. BUSINESS ITEMS Mabee Middleschool Crosswalk— Discussion Only Mr. Perez provided a Power Point Presentation. Concerns were raised regarding inadequate lighting of an existing crosswalk, and students crossing away from the existing crosswalk. The intersection in question is lst Avenue South, and 3615` Place. Illahee starts earlier than any other school in the district. There is one street light on 361s, and it is not meant to light the crosswalk. Some kids use the crosswalk, and many kids cross the road to where their parents are waiting to pick them up. There has been the notion to add another crosswalk further south may make it safer. The designated school crosswalk has flashers on the north and south side of the crosswalk. Puget Sound Energy (PSE) has estimated that it will cost $6000 to install one new street light. The Traffic Division has $8000 in the budget for new street lighting. The locations of the crosswalk are coordinated with the school district. If a second crosswalk was added they would need to relocate the existing school zone flasher at a cost of approximately $8000- $15,000. Lighting the additional crosswalk would cost approximately $5000410,000. Chair Honda asked how long it would take to install an additional light. Mr. Perez answered that the schedule is up to PSE, and the city would not have control over that. Historically it has taken anywhere from 2 — 6 months. Mr. Roe added that the staff thinks another light makes a lot of sense, but they are not sure about adding another crosswalk. That would be a decision that the school district would play a role in. A meeting has been scheduled with the Principal of Illahee, the Director of Transportation and the Safety and Security Manager for the School District and the citizen who raised the concern. Staff will return to a future PRHSPS Committee meeting with an update. First Amendment to the JGM Technical Services "On Call" Electrical Agreement Mr. Ikerd reported that the City entered into an agreement with JGM Technical Services in February 2012 for electrical repairs and minor improvements. Due to a high amount of unexpected services calls including wire theft there is a need to increase the amount of compensation. The contractor has agreed to keep the unit prices at the 2012 rate. The contract will also be extended for an additional year. Committee member Burbidge moved to forward the approval of a first amendment to the JGM Technical Services Agreement by extending their term an additional year and increase the compensation by $40,000.0 for a contract total not to exceed $100,000.00 and K:\PRHSPS Committee\2013 \100813 prhsps Min.doc PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday, October 8, 2013 Summary Page 2 authorize the Mayor to execute said amendment to the full Council October 15, 2013 consent agenda for approval. Committee member Maloney seconded. Motion passed. Program Year 2014 CDBG Annual Action Plan Mr. Bennett stated that this is the first step in the process before the City adopts a 5 year plan. Every year the city presents to the Community and all the way up to HUD the programs and activities that it would like to implement. The requirement of the action plan is to look at all of the Federal dollars that we are receiving from HUD. Mr. Bennett reviewed the potential revenues and expenditures. Mr. Bennett stated the City has not received HUD confirmation yet on funding levels because the federal budget has not been approved. This Program Year 2014 Annual Action Plan assumes that the CDBG funding will be at the program year 2012 level. New this year is the NRSA — Professional Services. That is the Neighborhood Revitalization Strategy Area. Mr. Bennett stated that this is an area of interest, as they continue to work in Westway. The attention will move to S. 2880' and Military Road area to partner with the housing authority and other businesses and community providers. The City is also required to do Fair Housing education. Committee member Maloney moved to forward the Program Year 2014 Community Development Block Grant Annual Action Plan to the October 15, 2013 consent agenda for approval. Committee member Burbidge seconded. Motion passed. Develop a Written Policy for Private Development of City Property Ms. Pearsall stated that at the last meeting the question was raised on whether or not we should have a policy for private development of city property. It is legals recommendation that there should be a policy so that there are standards by which to review these as they come. There are several factors that need to be considered. The factors discussed were 1) Development Restrictions. 2) Consistent with Comprehensive Plan and Zoning. 3) The relationship that the City would have with the group. This would be on a case by case basis, and would depend upon the proposed development and proposed use of the property. The city would need to consider what would happen if the organization could not sustain the project. 4) Permit and Inspections. 5) Construction on city property raises several potential issues. Those issues include posting Bonds, Public Work/Prevailing Wage, ongoing maintenance /operations and medical claims. 6) General Liability Insurance. Committee member Maloney asked if the group became insolvent and the costs of the project falls on the city, is there something that could be done to protect the city. Ms. Pearsall answered that the city could do its best, but in actuality the city could potentially be left with a half done project on city property. Other options discussed by the committee was having the group come back to Council at certain design phases, request that any changes be shared with Council, and that if it is a substantial project and would have an aesthetic impact that a public hearing would be held so the community would have a say, before the City makes a decision. Discussion was held on whether or not this should move on to Full Council, or be sent back to staff so that it can be put in a policy /resolution format and bring it back to committee before it moves onto full Council. Staff will come back to the November PRHSPS meeting with a draft proposal on policies. BPA Trail Korean Community Garden This item was tabled until the policies were developed. Staff has been asked to review the site to make sure that there are not any restrictions that would prohibit the proposed site to be developed. Staff will provide a report at the next PRHSPS Committee meeting. Number of Voting Members for City Commissions and Boards The By -laws and Code do not address alternates. It requires an act of Council to be appointed a commissioner. Alternates do not get to vote, they are at the commission meetings for the experience and to offer feedback on agenda items. The exception is the Parks and Recreation Commission. This commission allows alternates to take action under certain circumstances. Chair Honda stated that the goal is to make all commissions consistent. She stated that alternates are important because they allow a commission to continue their work. She would like to see at least two alternates on every commission. The practice has been that once the commission is full, we discontinue recruiting for commissioners. Chair Honda stated that the Arts Commissioners terms expire at the end of the year, and there are two that need to reapply. She would like to start actively recruiting for commissioners at that time. Ms. Pearsall will pass this information onto the City Clerk. PENDING ITEM None NEXT MEETING November 12, 2013 at 5:30pm ADJOURNMENT Meeting adjourned at 6:35p.m.