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PRHSPSC PKT 03-11-2014City of Federal Way City Council Parks, Recreation, Human Services & Public Safety Committee March 11, 2014 City Hall 5:30 p.m. H lebos Conference Room MEETING AGENDA 1. CALL TO ORDER 2. PUBLIC COMMENT (3 minutes) 3. COMMISSION COMMENTS 4. COMMITTEE BUSINESS Topic Title/ Description A. Approval of Minutes: February 11, 2014 B. Korean Garden C. Family Funland Safety Surfacing D. Substantial Amendment to the Program Year 2012 CDBG Annual Action Plan E. Program Year 2013 CDBG Consolidated Annual Performance Evaluation Report F. Washington Traffic Safety Commission (WTSC) Grant — Target Zero Amendment #1 G. Purchase of two additional Automated License Plate Readers (ALPRs) H. Purchase of Signage and Equipment for New Police Substation I. TRACKMOLE Software Program Participation J. Ordinance: Amend Federal Way Revised Code Regarding Pawnbrokers and secondhand Dealers K. Flower Baskets and Holiday Lights 5. PENDING ITEMS • Veterans Memorial • Banners • Festivals 6. NEXT MEETING: Tuesday, April 8, 2014 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 \2014 \031114 prhsps agenda.doc Action Council Presenter Page or Info Date 3 Action N/A Miller 5 Action Business 3/18/14 Ikerd 21 Action Consent 3/18/14 Bennett 25 Action Public Hearing 4/1/14 Bennett 41 Action Consent 3/18/14 Hwang 63 Action Consent 3/18/14 Hwang 67 Action Consent 3/18/14 Hwang 73 Action Consent 3/18/14 Hwang 83 Information N/A Pearsall 99 Action Ordinance First Readinc & Enactment 3/18/14 Salloum Action Consent 3/18/14 5. PENDING ITEMS • Veterans Memorial • Banners • Festivals 6. NEXT MEETING: Tuesday, April 8, 2014 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 \2014 \031114 prhsps agenda.doc This Page Left Blank Intentionally City of Federal Way City Council PARKS, RECREATION HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday, February 11, 2014 5:30 p.m. SUMMARY Committee Members in Attendance: Chair Honda, Committee member Burbidge, Committee member Maloney Staff Members in Attendance: Cary Roe, Parks, Public Works & Emergency Management Director, Amy Jo Pearsall, City Attorney, Brian Wilson, Chief of Staff, Andy Hwang, Interim Chief of Police, Jay Bennett, Human Services Manager, Steve Ikerd, Parks & Facilities Manager Dee Dee Catalano, Human Services Technician, and Mary Jaenicke, Administrative Asst. II. Guests: Human Services Commissioners Mary Schultz, Jack Stanford, Kathryn Scanlon, and Lydia Assefa- Dawson Chair Honda called the meeting to order at 5:31p.m. Committee member Burbidge moved to add item H, Human Services Funding Strategies Discussion to the agenda. Committee member Maloney seconded. Motion passed. Public Comment: None Commission Comment: None APPROVAL OF MINUTES Committee member Burbidge moved to approve the January 14, 2014 committee minutes as written. Committee member Maloney seconded. Motion passed. BUSINESS ITEMS Allocation of 2014 City Employee Human Services General Fund Donations Mr. Bennett reported that every year City employees hold a pledge drive to raise money for United Way King County and Pierce County, and the Human Services General Fund. The Human Services Commission decides how to allocate their part of the funds. Over the last two years, the City has invested a significant amount of Human Services general fund dollars to basic needs. The commission discussed how to allocate this year's donated money differently. It was decided to do more of a preventative type of investment. Mr. Bennett met with the then Chief of Police Brian Wilson, and he recommended a small agency that is doing great work in the school system and with adults who work closely with kids. That organization is the Federal Way Coalition Against Trafficking ( FWCAT). The Commission is recommending allocating the full $6,392 to the FWCAT. They are recommending that no more than 20% of the funds be used to assist FWCAT to assist them in finishing their business plan and think about long range fundraising, and how to grow their organization. Committee member Maloney moved to forward the Human Services Commission's recommendation on allocation of the 2013 City employee Human Services donations to the February 18, 2014 consent agenda for approval. Committee member Burbidge seconded. Committee member Burbidge stated that she appreciates the employees for raising the money and that it is an appropriate allocation. Committee member Maloney, stated that she agreed. Motion passed. Family Funland Labor Mr. Ikerd reported that this is the next step in implementing the Family Funland renovation. Mr. Ikerd stated that Leathers and Associates will be coming out with a crew in March and they will work with Danneko Construction. They are projecting that the construction will last ten days. Bids were sent to ten companies, and two additional companies asked to be included in the bid. Three companies submitted bids. Danneko Construction submitted the lowest responsive responsible bid for a total amount of $89,431.00. Committee member Burbidge moved to forward the authorization of a bid award for Family Funland Labor in the amount not to exceed $89,431.00 to Danneko Construction who was the lowest responsive responsible bidder and authorize the Mayor to execute said agreement to the full Council February 18, 2014 consent agenda for approval. Committee member Maloney seconded. Motion passed. 2014 Parks & Recreation Commission Work Plan Mr. Ikerd reviewed the 2014 Park and Recreation Commission Work Plan. No discussion was held. Committee member Maloney moved to approve the 2014 Parks and Recreation Commission Work Plan, and forward to K:\PRHSPS Committee\2014 \02112014 prhsps Min.doc PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday, February 11, 2014 Summary Page 2 the full Council February 18, 2014 consent agenda for approval. Committee member Burbidge seconded. Motion passed. DUI & Distracted Driving Funding — the "Nick & Derek Proiect" Interim Police Chief Hwang reported that the Federal Way Police Department (FWPD) is launching the DUI & Distracted Driving "Nick & Dereck Project" to send a very strong message that driving while under the influence (DUI) will not be tolerated in the Federal Way Community. In 2010 two students from Decatur High School were killed by a drunk driver on I -5. This project will honor the two men and their families. They are also going to address distracted driving. Texting and using a cell phone while driving is a growing problem. They are asking for funding in the amount of $50,000.00 to pay for overtime for police patrols focusing on DUI and distracted drivers. The funding will come out of the Red Light Photo Enforcement Revenue Fund. The FWPD also receives additional funding from grants from the Washington Traffic Safety Commission (WTSC). The committee would like a press releases issued on the FWPD's increased emphasis on distracted driving and DUI. Committee member Burbidge moved to forward approval for City of Federal Way funding in the amount of the $50,000.00 for the "Nick & Derek Project" to the February 18, 2014 Council business agenda for approval. Committee member Maloney seconded. Motion passed. DEA — State and Local HIDTA Task Force Agreement — Information Only Interim Chief Hwang reported that the Department has a Detective that is assigned to the Regional Drug Enforcement Team. He has been assigned since 2010. They are asking to continue this agreement, which reimburses the department for the Detectives overtime. The agreement is effective October 1, 2013 through September 30, 2014. The total amount of the reimbursement is $17,202.25. No discussion was held. T- Mobile Site Lease Renewal — Panther Lake Ms. Pearsall reported that we have had this agreement since 2004. The rate is increasing from $1900 to over $2600 per month with a 4% increase each year. Committee member Maloney moved to forward the proposed Second Amendment to the T- Mobile Site Lease agreement to the February 18, 2014 consent agenda for approval. Committee member Burbidge seconded. Motion Passed. The meeting recessed at 6.03pm. The meeting reconvened at 6:16pm Human Services Funding Strategies Jay Bennett reviewed the data for the Youth, Immigrants & Refugees, and Veterans strategy areas. Committee members and Commissioners commented and asked clarifying questions. At the conclusion of the review, Jay Bennett said his goal is to summarize all of the data and have a draft report to the Committee in March or April. The Committee will then discuss how to focus human services funding based on the needs that arise from the data. PENDING ITEMS None NEXT MEETING March 11, 2014 at 5:30pm ADJOURNMENT Meeting adjourned at 7:17p.m. COUNCIL MEETING DATE: March 18, 2014 ITEM #: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: KOREAN GARDEN POLICY QUESTION: Should Council approve the use of approximately 5 acres of City property adjacent to the Aquatic Center, west of the BPA Trail and Panther Lake for a Korean Garden, which would be open to the public, and approve the design/development process to proceed? COMMITTEE: PRHSPS MEETING DATE: March 11, 2014 CATEGORY: ❑ Consent ❑ Ordinance ❑ Public Dearing ® City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Ken Miller, Deputy Public Works Director DEPT: Public Works - -- ._.... _.. _ _.. _ . - - - -- - - -._......._. _...__._.........._......._..._ - -- ..._.. _ ........ - ....-- - - - - -- Attachments: Memorandum; PRHSPSC memo Korean Garden Options Considered: 1. Approve the use of approximately 5 acres of City property adjacent to the Aquatic Center, west of the BPA Trail and Panther Lake for a Korean Garden (name to be determined), which would be open to the public, and approve the development process to begin, and forward to the full Council March 18, 2014 Business agenda for approval. 2. Do not authorize the use of City property and development of a Korean Garden and provide direction to staff. MAYOR'S RECOMMENDATION: Approve the use of approximately 5 acres of City property adjacent to the Aquatic Center, west of the BPA Trail and Panther Lake for a Korean Garden (name to be determined), which would be open to the public, and authorize the design/development process to begin and forward to the full Council March 18, 2014 busines enda for aRgroil. MAYOR APPROVAL: ` DIRECTOR APPROVAL: nunittee ouncil Initial CHIEF OF STAFF:_ Committee Council COMMITTEE RECOMMENDATION: I move to forward the approval of the use of approximately S acres of City property adjacent to the Aquatic Center, west of the BPA Trail and Panther Lake for a Korean Garden (name to be determined), which would be open to the public, and authorize the development process to begin and forward to the full Council March 18, 2014 Business agenda for approval to proceed. Committee Chair Committee Member Committee Member PROPOSED COUNCIL MO"T"ION: I move to approve the use of approximately S acres of City property ad aueici to the Aquatic Center, west of the BPA Trail and Panther Lake for a Korean Garden (name to be determined), which would be open to the public, and approve the design /development process to proceed. (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) 61 COUNCIL ACTION: ❑ APPROVED ❑ DENIED ❑ TABLED /DEFERRED/NO ACTION ❑ MOVED TO SECOND READING (ordinances only) REVISED — 08/12/2010 6 COUNCIL BILL # IsT reading Enactment reading ORDINANCE # RESOLUTION # `CITY OF Federal Way Date: March 11, 2014 To: PRHSPS Council Committee From: Ken Miller, Deputy Public Works Director Via: Jim Ferrell, Mayor Cary M. Roe, P.E., Director of Parks, Public Works & Emergency Mgmt. Subject: Korean Garden Proposal to Use City Property Hee Jung Lee and Mike Park have submitted a letter to the Mayor (attached) regarding the construction of a Korean Garden (name to be determined) on City property adjacent to the King County Aquatic Center, west of the BPA Trail and Panther Lake. The request is to permanently use approximately 5 acres of City property to construct a Korean Garden in approximately 3 phases by volunteers that would be open to the public. Currently this area in a natural state with some trees, blackberry vines, ferns, scotch broom and weeds. Due to the BPA power lines to the west there are restrictions to what plants can be planted and grown in the easement area. The terrain can be steep in some areas but it is generally rolling. City of Federal Way Resolution No. 13 -652 (attached) describes the protocol for private development of City property and the following information has been submitted to meet the requirements: 1. The name of the individual or organization seeking to develop City property. The Federal Way Korean American Association, Korean School of Federal Way, Korean - American Parents Association, Evergreen Club — Korean Seniors and the Federal Way Korean Churches and Pastors Association. 2. A concept of the proposed development and how it will benefit the public. A plan of the proposed Korean Garden (name to be determined) is attached. Phase 1 will consist of a flowering stroll garden with native flora of Korea. Phase II and Phase III are still in development. If adequate funding is secured, the project may be expanded to include a formal garden with a traditional Korean -style pagoda and a gathering space adjoining a stone sculpture garden. The benefits to the public are; aesthetically enhance the appearance of the area, construct arrest area midway along the BPA Trail, attract visitors to the City, first Korean Garden in the U.S. and would serve as a lasting symbol of friendship and collaboration. 3. Identified funding sources for the proposed development. The Federal Way Korean American Association will take full responsibility for the funding of construction of the development. Funding sources include: fundraising drives, grants from both public and private sector, as well as contributions from the Sister City of Donghae. 4. Identified entity or organization that will be responsible for the ongoing maintenance and operation of the proposed project. The Federal Way Korean American Association will take full responsibility for maintenance of the project. 5. Identified area of potential risk for the City and the proposed measures to mitigate the identified risks. The project will require electrical power, irrigation water and parking from the King County Parks and Recreational Division at the Aquatic Center. There have been discussions between the parties. Grading and drainage concerns will be minimized by limiting the disturbed areas. To deter and /or reduce potential vandalism a lighting system will be provided. If Council approves the use of the City property for the Korean Garden, the design /development process will begin. In accordance with Resolution No 13 -362, 30 %, 85% and 100% Korean Garden plans will be brought back to Council for approval. M RECEIVES RECEIVED FEB 1 1 2014 February 3, 2014 PARKS &Fw3, j(;w RKS pgFJK5 &FvtW(;WOHKS DFQQPMn� DEPAMEW Mayor Jim Ferrell City of Federal Way 33325 81h Avenue South Federal Way, WA 9003 Proposal for the Use of City Property Federal Way Korean American Association requests approval for the permanent use of five acres of City property upon which to build a Korean garden (name to be determined). The proposed site is located adjacent to the King County Aquatic Center, west of the BPA trail and Panther Lake. Attached are the conceptual plan and map of the garden and its vicinity. The proposed garden will be constructed in three phases by volunteers from five non- profit organizations in Federal Way: (1) Federal Way Korean American Association, (2) Korean School of Federal Way, (3) Korean- American Parents Association, (4) Evergreen Club - The Korean Seniors, and (5) Federal Way Korean Churches and Pastors Association. Phase I will consist of building a flowering stroll garden planted with the native flora of Korea. Phase II and Phase III are still in development. If adequate funding is secured, the project may be expanded to include a formal garden with a traditional Korean -style pagoda and a gathering space adjoining a stone sculpture garden. The King County Parks and Recreation Division has already been approached regarding the proposed allocation of electrical power, irrigation water, and parking lot space of the King County Aquatic Center for the Korean garden. During the discussion, the suggestion was made to apply for a King County conservation grant. Ecological practices will be strictly adhered to during the construction of the garden in order to minimize disturbance of the natural topography, native biodiversity, and existing drainage patterns at the proposed site. A security lighting system will be installed to deter vandalism and assure public safety. In addition, a volunteer crew will maintain the garden through all seasons of the year. Federal Way Korean American Association will take full responsibility for the funding, construction, and maintenance of the garden. The following sources of funding have been identified: fundraising drives, grants from both the public and private sectors, as well as contributions from the sister city of Donghae. The construction of a Korean garden will have manifold benefits for the City of Federal Way and its residents. First of all, it will significantly enhance the appearance of a large and well - traveled section of the BPA trail, while also creating an ideally situated rest area midway between Celebration Park and the Madr-ona Park Flaygronnd. Thus, the garden w111 heighten the enjoyment of community members who already utilize the trail, while also attracting new visitors to the trail. Secondly, while Japanese, Chinese, and Asian - themed gardens are not uncommon across the country, this garden will have the unique distinction W of being the first Korean garden in the United States. Finally, the Korean garden will serve as a tangible and lasting symbol of friendship and collaboration between the City of Federal Way and its Korean - American community. Hee Jung Lee President Federal Way Korean American Association Mc ha e- lyPar,/, Board GKair Korean-School of Federal Way ?XKwi Shim Kim President Korean American Parents Association Chung Kwi Youn President Evergreen Club - The Korean Seniors gym, Ho Won President Federal Way Korean Churches and Pastors Association 10 0 fI CL CD _Q I i CD o I O I 0 W 0 A O fa OCI R O re CU N o ¢' v+ a f WNW �0► rro now \ K } .. I u ol a+ ! m G y cv p� 0 1 CA- CL z: c a CL �a ao m Z n' q m n rp y O a 7�� °—' 11 ` *o1� P N p� c � I pert \z�in ._civ This Page Left Blank Intentionally 12 CaU ffil HI:Lo O �O CL tD C) cn C) 77 J 0 C) z (I 0 tv -04 C) 0 0 0 (D —04 a3a Na? rD rD W 1\0 > 0 m 0 z =3 0 r-4 3 0 o CL (D O (D 3 CL M go x -0-4 on 3 Ln > m lu -? : -1 (D 0 Q. eo m tl 11-10 0 a :3 fD Ct 'D o •& 0 (D o C 3 3 CL 13 10 ID 0 3 oYa a 0 0 M a :3 o mw C) UQ 0 0 2-0 P (D 3 rl :3 This Page Left Blank Intentionally 14 Map Date: March 4, 2014 This map is intended for GiS Division use as a graphical City of Federal Way representation only. Korean Garden V Map 33325 8th Ave. S The cdy of Federal Way Federal Way, WA. 98023 , ede 8357000 makes no warranty as to www.cityoffederalway.com Is accuracy. AkCITY OF Federal Way Legend *Prcj�ct Location C �,, Scale: a 1:25,807 1 in = 2,151 ft 0 1,375 2,750 Feet This Page Left Blank Intentionally 16 RESOLUTION NO. 13 -652 A RESOLUTION of the City Council of the City of Federal Way, Washington, Establishing a Protocol for Private Development of City Property. WHEREAS, the City Council of the City of Federal Way recognizes the importance of partnering with different organizations in the City to enhance opportunities for the public; and WHEREAS, the City Council desires to establish a protocol for private development of City Property; and WHEREAS, the purpose of the protocol is to provide consistency for addressing requests, and to outline a process for providing preliminary information and obtaining Council approval prior to beginning the development process; NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF FEDERAL WAY, RESOLVES AS FOLLOWS: Section 1. Development of City Property. A proposal to develop City property must be for the public's benefit. Section 2. Proposed Project. The proposed project will neither present an adverse impact to the community, nor present an unreasonable risk to the City. Section 3. Preliminary Information. The following preliminary information will accompany any request to develop City property: The name of the individual or organization seeking to develop City property. 2. A concept of the proposed development and how it will benefit the public. 3. Identified funding source for the proposed development. 4. Identified entity or organization that will be responsible for the ongoing maintenance Resolution No. 13 -652 17 Page I of 3 and operation of the proposed project. 5. Identified areas of potential risk to the City and the proposed measures to mitigate the identified risks. Section 4. Submit the Request to the Mayor's Office. The request, along with the information outlined in Section 3above will be submitted to the Mayor's Office. If the information is sufficient, the Mayor will submit the request to Council for consideration. Section 5. Council Committee Review. The Parks, Recreation, Human Services, and Public Safety (PRHSPS) Council Committee will review the request in a public meeting. Upon review of the proposal, the PRHSPS Committee shall forward the proposal to the full Council. The PRHSPS Committee may ask the developer provide additional information. Section 6. Council consideration. Council will consider the request in a public meeting. If Council determines that the proposed development will provide a benefit to the public, will enhance the City, and does not pose an unreasonable risk to the City, the Council will direct the developer begin the development process by applying for permits and working with Staff. Section 7. Design approval. If a developer has been approved to apply for permits and work with Staff to develop a project on City property, the design of the project will be brought before the PRHSPS Committee and full Council at the 30 %, 85% and 100% stage of the design for approval. Section 8. Severability. If any section, sentence, clause or phrase of this resolution should be held to be invalid or unconstitutional by a court of competent jurisdiction, such invalidity or unconstitutionality shall not affect the validity or constitutionality of any other section, sentence, clause or phrase of this resolution. Section 9. Corrections. The City Clerk and the codifiers of this resolution are authorized to Resolution No. 13 -652 Page 2 of 3 In make necessary corrections to this resolution including, but not limited to, the correction of scrivener /clerical errors, references, resolution numbering, section/subsection numbers and any references thereto. Section 10. Ratification. Any act consistent with the authority and prior to the effective date of this resolution is hereby ratified and affirmed. Section 11. Effective Date. This resolution shall be effective immediately upon passage by the Federal Way City Council. RESOLVED BY THE CITY COUNCIL OF THE CITY OF FEDERAL WAY, WASHINGTON this 19`h day of November, 2013. CITY OF FEDERAL WAY MAYOR, S PRIEST ATTEST: aom CITY CLERK, CAROL M NEILLICYC APPROVED AS TO FORM: CITY ATTORNEY, PATRICIA A. RICHARDSON FILED WITH THE CITY CLERK: 11/13/2013 PASSED BY THE CITY COUNCIL: 11/19/2013 RESOLUTION NO.: 13 -652 Resolution No. 13 -652 19 Page 3 of 3 This Page Left Blank Intentionally 20 COUNCIL MEETING DATE: March 18, 2014 ITEM #: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: FAMILY FUNLAND SAFETY SURFACING POLICY QUESTION: Should the Council accept the attached bid for Family Funland Safety Surfacing and authorize the Mayor to enter into a contract with the successful bidder? COMMITTEE: PRHSPS MEETING DATE: Mar 11, 2014 CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Ste hen Ikerd Parks & Facilities Mana er DEPT• PRCS _.._.__... - - ....- .............1� _...._ ...................... -'- _....................... - ......... g ...._......._. ..__...._.._._._.__._...._... —. _ '.... - - - -- - ....... Attachments: Family Funland Safety Surfacing memo. Options Considered: 1. Authorize a bid award for Family Funland Safety Surfacing in the amount not to exceed $42,204.00, including 10% contingency (typical) to Gametime c/o Sitelines who was the lowest responsive responsible bidder and authorize the Mayor to execute said agreement, and forward to the full Council March 11, 2014 consent agenda for approval. 2. Do not authorize a bid award for Family Funland Safety Surfacing to Gametime c/o Sitelines and provide direction to staff. MAYOR'S RECOMMENDATION: Option 1: Authorize a bid award for Family Funland Safety Surfacing in the amount of $42,204.00, including 10% contingency to Gametime c/o Sitelines who was the lowest responsive responsible bidder and authorize the Mayor to execute said agreement, and forward to the full Council consent agenda for approval. MAYOR APPROVAL: , DIRECTOR APPROVAL: Col1ttee Co ctl Initial CHIEF OF STAFF: Y M4 of Co ttee Council COMMITTEE RECOMMENDATION: I move to forward the authorization of a bid award for Family Funland Safety Surfacing in the amount not to exceed $42,204.00, including 10% contingency to Gametime c% Sitelines who was the lowest responsive responsible bidder and authorize the Mayor to execute said agreement to the full Council Mar 18, 2014 consent agenda for approval. Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move approval of authorizing a bid award for Family Funland Safety Surfacing in the amount not to exceed $42,204.00, including 10% contingency to Gametime c% Sitelines who was the lowest responsive responsible bidder and authorize the Mayor to execute said agreement ". (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) 21 COUNCIL ACTION: ❑ APPROVED ❑ DENIED ❑ TABLED/DEFERRED/NO ACTION ❑ MOVED TO SECOND READING (ordinances only) REVISED — 08/12/2010 22 COUNCIL BILL # 1ST reading Enactment reading ORDINANCE # RESOLUTION # CITY OF Federal Way Parks and Facilities Division Date: February 27, 2014 To: PRHSPS Council Committee Via: Mayor Jim Ferrell Cary M. Roe, P.E., Director of Parks, Public Works & Emergency Mgmt. From: Stephen Ikerd, Parks & Facilities Manager Subject: Family Funland Safety Surfaces Background: Staff solicited safety surfacing bids for the renovation of the Family Funland playground in Steel Lake Park. Safety :surface materials include; special engineered wood chips, pour in place rubber (PIP) and a rubber whirl mat. All these products are approved and certified through National Standards to meet fall attenuation. All 3 types of surfacing will be used in appropriate locations throughout the playground. Staff sent bid requests to 5 local playground companies from the WA. State and KCDA playground equipment providers list to compare products and price. Four (4) companies responded by submitting the following bids: Company Regular PIP Premium PIP 8 Characters Rubber Whirl Mat Wood chips per truck Wood chips 400 yd. min Cascade Rec. no bid no bid no bid no bid $26.64 yd. $27.64 yd. NW Playground $28.35 sf $18.73 sf $3,827.20 $2,427.00 $27.90 yd. $29.00 yd. PlayCreation $19.82 sf NA $3,200.00 $2,647.82 $31.81 yd. $31.81 yd. Sitelines $15.54 sf $17.72 sf $2,736.00 $ 925.00 $24.58 yd. $20.20 yd. Estimated Cost: 1100 square ft. (sf) of regular PIP @ $15.54 sf = $17,094 — for ADA/Tot area 350 square ft. of premium PIP @ $17.54 sf = $6,202 — for around the Ability Whirl Optional 8 characters incorporated into PIP $2,736 — such as fish, animals, 4 leaf clover, etc. Rubber mat for Omni Spin in main playground Engineered wood play chips for main playground subtotal 9.5 % tax Total 10% Contingency Total request Recommendation: $925 — mat eliminates deep rut in wood chips. $8080 — 400 yd. min rate of $20.20 yd. $35,038 3,329 $38,367 3,837 $42,204 Staff evaluated the responses and recommends awarding the bid to the lowest responsive bidder; Sitelines Park & Playgrounds in the amount not to exceed $42,204.00. Available Budget: $49,000.00 — Council approved line item budget for the Funland safety surfacing. $42,204.00 — Estimated cost not to exceed needed for the project. $6,796.00 — Line item balance 23 This Page Left Blank Intentionally 24 COUNCIL MEETING DATE: Marc-h48, 2A44 r,...._...._.1.......v .._t . ITEM #: _._.__ ........ ......_.._........_.._........_ } f ............................................................................................ ......................_........ CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: SUBSTANTIAL AMENDMENT TO PROGRAM YEAR (PY) 2012 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG)ANNUAL ACTION PLAN POLICY QUESTION: Should the City Council approve a Substantial Amendment to the PY 2012 CDBG Annual Action Plan for funding of several PY 2014 activities? COMMITTEE: Parks, Recreation, Human Services & Public Safety MEETING DATE: Marchl 1, 2014 CATEGORY: ❑ Consent ❑ Ordinance ® Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Jay Bennett, Community Services Manager DEPT: Community & Economic Attachments: Draft Substantial Amendment to the Program Year (PY) 2012 Community Development Block Grant Annual Plan Background The Five Year Consolidated Planning Document (CPD) is required by the U.S. Department of Housing and Urban Development (HUD) and guides the City of Federal Way housing and non - housing community development based programs. The CPD addresses the use of federal funds administered by HUD and then allocated to the City in the form of Community Development Block Grant (CDBG funds, and other funding including Neighborhood Stabilization Program (NSP3), The City annually adopts and submits to HUD an Annual Action Plan which establishes the activities that support the housing, community development, and economic development activities included in the Five Year Consolidated Plan for Federal Way. The 2012 Annual Action Plan reflected an allocation of $576,478 and later received $349,420 in additional funds as a result of a transfer of CDBG funds from King County Consortium. The City has decided to include some additional program /projects not originally included in the 2012 Annual Action Plan for implementation in 2014. Community Services proposes a Substantial Amendment to PY 2012 Annual Action Plan to fund the following activities, to be carried out in PY 2014: Activity Emergency Housing Repair Sm Business Job Retention Program Micro Business Job Retention Program Habitat West Way Home Repair $ 40,303 $ 114,000 $ 100,000 $ 15,000 The adopted Citizen Participation Plan requires the City to publicly notice, provide a review and comment period of no less than thirty (30) days, and conduct a public hearing when a Substantial Amendment to any Annual Action Plan is necessary. The City advertised the Substantial Amendment to the PY 2012 AAP in the Federal Way Mirror and by posted the document on the City s website and at the Public Library. A Public Hearing was duly advertised on February 14th to be held during the M&Feh'18th City Council meeting. To date, no public comments have been received regarding the issue. for ",\ I Y The Human Services Commission reviewed the Substantial Amendment to the PY 2012 AAP at its meeting on February 24th and has recommended approval to the City Council. Options: 1. a) Conduct a Public Hearing to accept comments on the proposed Substantial Amendment to Program Year (PY) 2012 Annual Action Plans required by the U. S. Department of Housing and Urban Development (HUD) in connection with grant funded community development activities. b) Close the public comment period. c) Adopt the Substantial Amendment to PY 2012 Annual Action Plans for submittal to the U.S. Department of Housing and Urban Development (FEUD)authorizing the Mayor to execute forms and agreements related to this document as needed and approved by the City Attorney's Office. 2. Direct staff to make changes to the proposed Substantial Amendment to PY 2012 Annual Action Plan, (AAP) and subsequently modify the proposed PY 2014 AAP. MAYOR'S RECOMMENDATION: MAYOR APPROVAL: C J� • _��..4� ' DIRECTOR APPROVAL: CHIEF OF STAFF: v A[,AL+WAZb0q 4 COMMITTEE RECOMMENDATION: "I move to forward the Substantial Amendment of the Program Year 2012 Community Development Block Grant Annual Action Plan to the.A4arsh4g, 2014 City Council meeting agenda under Public Hearing ". +ri I ( Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move approval of the Substantial Amendment to the Program Year 2012 Community Development Block Grant Annual Action Plan and authorize the Mayor to execute forms and agreements related to the Amendment. " (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 # 4%L CITY OF Federal Way City of Federal Way G� "'4�oENr4 .41 a 0 Community Development Block Grant Program (CDBG) SUBSTANTIAL AMENDMENT Program Year 1- 2012 33325 8th Avenue S. Federal Way, WA 98003 March, 2014 27 SUMMARY: The City of Federal Way currently receives Community Development Block Grant (CDBG) funding as an entitlement community from the U.S. Department of Housing and Urban Development (HUD). The 2012 Annual Action Plan (Program Year 1) was formally approved by the Federal Way City Council at a public meeting held on November 15, 2011 then submitted to HUD on November 23, 2011. An estimated allocation based on correspondence with HUD was used to prepare the 2012 Annual Action Plan. The 2012 AAP reflected an allocation of $576,478, final allocation amounts resulted in Federal Way receiving $349,420 additional in the 2012 Program Year as a result of a transfer of CDBG funds from King County Consortium. The City has decided to include some additional program /projects not originally included in the 2012 Annual Action Plan for implementation in 2014. This requires a Substantial Amendment to the 2012 Annual Action Plan. This document, consisting of a narrative as well as required attachments, constitutes the formal Substantial Amendment to HUD. SUBSTANTIAL AMENDMENT NARRATIVE For Program Year 2012, which started January 1, 2012 and ended December 31, 2012, the City has received $925,898 of CDBG funds, made available to implement its Annual Action Plan activities. The table below reflects the originally adopted revenues and expenditures, the grant amounts actually received and expended during the 2012 Program Year, along with the proposed revisions in 2014. Activities Adopted Budget 2012 Actual Expenditures 2812 Revised Budget 2814 Revenues 2012 HUD Entitlement Grant $576,450 $576,450 Program Income $0 $0 King County Transfer $0 $349,420 Total CDBG $$ $576,450 N/A $925,870 Section 108 (under consideration) HOME $0 $0 Emergency Solutions Grant $0 $0 NSP3 Funds $0 $0 $845,000 $845,000 Planning /Administration $115,290 $70,472 $115,290 Staff Costs Public Services Orion Rehabilitation Svcs $15,709 $15,709 $15,709 HealthPoint Dental $10,027 $10,027 $10,027 Inst. for Family Development PACT $15,078 $15,078 $15,078 FW Inclusion $22,807 $22,807 $22,807 FW Senior Center Adult Day Care $14,842 $11,131 $14,842 MSC Emergency Feeding Program $8,002 $8,002 $8,002 CERF Emergency Housing Repair $150,000 $151,132 $191,345 Commercial Loans $300,000 $0 $300,000 Microenterprise $75,000 $72,620 $75,000 Commercial Exterior $100,000 $0 $100,000 Sm Business Retention Program $0 $0 $114,000 Micro Business Retention $0 $0 $100,000 Habitat West Way Home Repair $0 $0 $15,000 NSP3 West Way 1 $845,000 $644,354 $845,000 28 OBJECTIVES & OUTCOMES For PY 2012, the City of Federal Way has identified the following activities to be accomplished, included in this Substantial Amendment. Amendment Description Emeraency Housing Repair Proaram— Owner Assistance: (PY -2012 budgetary change) This activity involves the investment of funds, via low interest, deferred loans for the emergency renovation of owner - occupied, single - family dwellings and to upgrade sub - standard housing. The program is administered City -wide and is available to any low- to moderate - income residents. The City is increasing the total amount of the activity's PY -2012 by $40,303 ($191,345). Anticipated Outcomes: A total of 41 Federal Way residents will have benefitted as a result of the additional funds in PY 2012. CDBG IDIS Matrix Code: 14A— Rehab; Single -Unit Residential National Objective: LMH Approved PY 2012 AAP budget amount: $150,000 Proposed PY 2012 AAP Substantial Amendment budget: $191,345 (increase of $40,303) Small Business Retention Program: (PY -2012 new activity) This activity involves the investment of funds, via low interest and /or deferred loans for retention of existing Federal Way jobs. The program is administered City -wide and is available to any small business that can demonstrate that "but not for" assistance, loss of jobs will occur. Anticipated Outcomes: 3 Federal Way small business (6 or more employees) will retain 3 FTE jobs. CDBG IDIS Matrix Code: 18A_ (Job creation /retention) National Objective: (Jobs) Approved PY 2012 AAP budget amount: $0 Proposed PY 2012 AAP Substantial Amendment budget: $114,000 Microenterprise Business Retention Program: (PY -2012 new activity) This activity involves the investment of funds, via low interest and /or deferred loans for retention of existing Federal Way jobs. The program is administered City -wide and is available to any microenterprise business that can demonstrate that "but not for" assistance, loss of jobs will occur. Anticipated Outcomes: 5 Federal Way microenterprise business (5 or fewer employees including owner) will• retain 5 FTE jobs. CDBG IDIS Matrix Code: 18C — (Job creation /retention) National Objective: (Jobs) 29 Approved PY 2012 AAP budget amount: $0 Proposed PY 2012 AAP Substantial Amendment budget: $100,000 Habitat for Humanity West Way Home Repair Program : (PY -2012 new activity) This activity involves the investment of funds as a grant to Habitat to Humanity — Seattle /King County for reconstruction of one (1) single family home in the Greater West Way Neighborhood. Habitat will acquire the unit from its own fund sources and cover all remaining costs necessary to bring the unit up to code standards. The housing unit will be sold to an income qualified family, via low interest, deferred loans for the emergency renovation of owner - occupied, single - family dwellings and to upgrade sub - standard housing. The program is administered City -wide and is available to any low- to moderate - income residents. Anticipated Outcomes: 1 (one) West Way home will be rehabilitated to code standards. One income qualified family will become homeowners. CDBG IDIS Matrix Code: 14A— Rehab; Single -Unit Residential National Objective: LMH Approved PY 2012 AAP budget amount: $ 0 Proposed PY 2012 AAP Substantial Amendment budget: $15,000 CITIZEN PARTICIPATION According to the CDBG program's Citizen Participation Plan, the City shall amend its approved Annual Action Plan whenever it makes one of the following decisions: A. To make a change in its allocation priorities or a change in the method of distribution of funds; B. To carry out an activity, using funds from any program covered by the Consolidated Plan (including program income), not previously described in the Annual Action Plan; or C. To change the purpose, scope, location, or beneficiaries of an activity. Often times proposed changes to an approved Annual Action Plan may substantially (defined below) alter the documents to such an extent that public input is required. The city has therefore established the following criteria to define a threshold to require public participation. Definition of a Substantial Amendment: A. Any significant change in priorities, goals and objectives outlined in the Annual Action Plan. B. One, or several cumulative activity changes to an Annual Action Plan, equal to ten percent (10 %) or greater of any CDBG funds or Section 108 loan funds. C. To carry out a CDBG- funded activity not previously approved in the Annual Action Plan. The proposed changesto the HUD- approved PY 2012 Annual Action Plan, as described on the previous pages, constitute a Substantial Amendment as defined under the Citizen Participation Plan. Public participation is an important part of the development process of the Substantial Amendment to the PY 2012 Annual Action Plan and required under the Citizen Participation Plan. 30 As a result, at its regular meeting on March 18, 2014, at 7:00 p.m. at City Hall, the City Council held a public hearing on the proposed amendments to the PY 2012 Annual Action Plan. The public hearing offered the opportunity for public input into formulation of the Substantial Amendment. The public hearing was advertised on February 14, 2014 in The Federal Way Mirror, a local newspaper, which is widely distributed to households in the City of Federal Way and the southern Puget Sound in Washington. All meetings of the City Council are also posted on the city's website (www.cityoffederalway.com) and at City Hall. A draft copy of the Substantial Amendment was available for public viewing on the City's website, and at the following locations: Federal Way Library and the Mayor's Office at Federal Way City Hall. Notices: To be attached. Transcript (City Council minutes): To be attached. 31 ATTACHMENT A (REVISED) SUMMARY OF OBJECTIVES 32 REVISED SUMMARY OF ANNUAL OBJECTIVES Updated to reflect: 1. Addition of the Habitat for Humanity West Way Renovation Project 2. Addition of the Small Business Retention Program 3. Addition of the Microenterprise Business Retention Program 4. Increased allocation to the Emergency Housing Repair program Decent Housing with Purpose of New or Im roved Availabili /Accessibili H -1 Specific Objective Source of Year Performance Expected Actual Percent Funds I Indicators Number Number Completed DH Support homeownership CDBG 2012 Households 9 33 367% 1.1 by assisting owners to 2013 assisted to 18 % maintain their homes 2014 maintain housing 18 % 2015 (repaired) 18 % 2016 18 % MULTI -YEAR GOAL 1 81 % Decent Housing with Pur ose of New or Improved Affordabili (DH -2) DH Support homeownership NSP 3 2012 Households assisted to 2 5 250% 2.1 by assisting new or existing 2013 become homeowners 8 % homeowners to retain 2014 or remain 4 % homeownership 2015 homeowners 0 % 2016 0 MULTI -YEAR GOAL 14 % Suitable Living Environment with Purpose of New or Improved Availability /Accessibili (SL -1) SL Provide a safety net of CDBG 2012 Persons receiving 354 387 109% 1.1 services to stabilize 2013 safety net 97 % households who are in 2014 services 97 crisis or at risk 2015 97 % 2016 97 % MULTI -YEAR GOAL 1 742 % Suitable Living Environment with Purpose of New or Improved Affordabili (SL-1) SL Improve accessibility and CDBG 2012 Capital or facility 0 0 % 1.2 use of existing and new 2013 improvements 0 % city facilities/construct 2014 serving LM 1 % public improvements to 2015 neighborhoods 1 % support community 2016 1 % vitalization strategies MULTI -YEAR GOAT, j 4 j j % Suitable Living Environment with Purpose of New or Improved Sustainability (SL-3) SL Provide services to CDBG 2012 Persons receiving 166 128 77% 3.1 households to help them 2013 self - sufficiency 81 % on the path toward self 2014 services 81 % sufficiency 2015 81 % 2016 81 % MULTI-YEAR GOAL 490 % 33 Economic O ortlu i with Purpose of New or lm roved Availabili lAccessibili O -1 Specific Objective Source of Year Performance Expected Actual Percent SL -2 Funds Economic Opportunity Indicators Number Number Completed EO Encourage the creation CDBG 2012 Jobs created or 10 11 110% 1.1 and growth of businesses 2013 retained for LM 10 % 2014 persons 20 % 2015 20 % 2016 % MULTI -YEAR GOAL 90 % Economic O portuniiy whir Purpose of New or Improved Availabili lAceessibility MO -1) EO Encourage the creation CDBG 2012 -owned 96 109 113% 1.2 and growth of businesses 2013 businesses 96 % 2014 assisted/]LM 96 % 2015 eighborhoods 96 % 2016 ssisted 96 MULTI -YEAR GOAL 480 % *The City had estimated first year outcomes based on prior year experience with the 3 individual public services programs making up the outcomes for these objectives. Because each of the SL1.1 and SL3.1 objectives includes a single project with estimated outcomes that are much higher than the other 2 project outcomes (the persons receiving assistance in the larger projects are 354 persons and 150 respectively), the second through fourth year outcomes include a calculation based on the average of the two smaller projects (for example, the average outcomes for the 2 smaller projects of the SL1.1 objective is 24 X 3 projects = 72 persons receiving assistance) ranging to a maximum representing the outcomes of the first year (354). HUD Outcome /Objective Codes 34 Availability /Accessibility Affordability Sustainability Decent Housing DH -1 DH -2 DH -3 Suitable Living Environment SL -1 SL -2 SL- 3 Economic Opportunity EO -1 EO -2 EO -3 34 ATTACHMENT B HUD TABLE 3C - LISTING OF SPECIFIC PROJECTS 35 Table 3C Consolidated Plan Listing of Projects Jurisdiction's Name: Federal Way Priority Need: Owner Occupied Housing Project Title: Housing Repair Program Description: The City will continue its Housing Repair Program to provide assistance to low- and moderate - income homeowners to make needed repairs and improvements, resolve health and safety conditions and eliminate lead -based paint hazards in their homes. Objective category: ❑ Suitable Living Environment ® Decent Housing ❑ Economic Opportunity Outcome category: ® Availability /Accessibility ❑ Affordability ❑ Sustainability Location/Target Area: Citywide Street Address: City, State, Zip code: Federal Way, WA 98003 Objective Number Project ID DH 1.1 2012 Housing HUD Matrix Code CDBG Citation 14 A 570.202 S -F Rehabilitation Type of Recipient CDBG National Objective Local Government LMH 570.208 a Start Date Completion Date (mm/dd/yyyy) (mm/dd/yyyy) 12/31/2014 01/01/2012 ............................................................. . Performance Indicator Annual Units Households assisted to 33 SF homes maintain housing (repaired) Local ID Units Upon Completion n/a n/a Funding Sources: CDBG $ 191,345 ESG HOME ............_ .................._. ......................_........ HOPWA Total Formula $ 191,345 Prior Year Funds _ . . . . . . . . . ................ Assisted Housing _ . . . ......................................................... ........... ............................... _.......... _..... _.... PHA Other Funding ............................................................. . Total $ 191 345 The primary purpose of the project is to help: ❑ the Homeless ❑ Persons with HIV/AIDS ❑ Persons with Disabilities ❑ Public Housing Needs 36 Table 3C Consolidated Plan Listing of Projects Jurisdiction's Name: Federal Way Priority Need: Economic Development - High Project Title: Small Business Retention Program Description: Capitalize a small business retention program that provides CDBG funds to existing Federal Way business to prevent loss of jobs. The assistance will meet the HUD definition for qualifying the investment under job retention regulations. Objective category: ❑ Suitable Living Environment ❑ Decent Housing ® Economic Opportunity Outcome category: . ❑ Availability /Accessibility ❑ Affordability ® Sustainability Location/Target Area City -wide Street Address: City, State, Zip code: Objective Number Project ID EO -3 HUD Matrix Code CDBG Citation 18A 570.203(b) Type of Recipient CDBG National Objective For profit LMJ 570.208 4 Start Date Completion Date (mm/dd/yyyy) ( mm/dd/yyyy) 12/31/2014 05/30/2014 Performance Indicator Annual Units # persons receiving self- 3 Business assisted sufficiency services Local ID Units Upon Completion n/a n/a Funding Sources: CDBG ESG HOME HOPWA Total Formula Prior Year Funds Assisted Housing PHA Other Funding Total $ 114,000 $ 114,000 $ 114,000 The primary purpose of the project is to help: ❑ the Homeless ❑ Persons with HIV /AIDS ❑ Persons with Disabilities ❑ Public Housing Needs 37 Table 3C Consolidated Plan Listing of Projects Jurisdiction's Name: Federal Way Priority Need: Economic Development - High Project Title: Microenterprise Business Retention Program Description: Capitalize a microbusiness retention program which provides CDBG funds to existing Federal Way microbusinesses to prevent loss of jobs. The assistance will meet the HUD definition for qualifying the investment under job retention regulations. Objective category: ❑ Suitable Living Environment ❑ Decent Housing ® Economic Opportunity Outcome category: ❑ Availability /Accessibility ❑ Affordability ® Sustainability Location/Target Area City -wide Street Address: City, State, Zip code: Objective Number Project ID EO 1.1 ED -3 HUD Matrix Code CDBG Citation 18C 570.203 Type of Recipient CDBG National Objective For pr6fit LMJ 570.208 4 Start Date Completion Date (mm/dd/yyyy) (mm/dd/yyyy) 12/31/2014 05/30/2014 Performance Indicator Annual Units # persons receiving self- 5 businesses assisted sufficiency services Local ID Units Upon Completion n/a n/a 38 Funding Sources: CDBG $ 100,000 ESG HOME HOPWA Total Formula $ 100,000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Prior Year Funds ................................... Assisted Housing .................................... PHA Other Funding .................................... Total $ 10000 Table Consolidated Plan Listing of Projects Jurisdiction's Name: Federal Way Priority Need: Affordable Housing Project Title: Habitat for Humanity, Seattle/King County - West Way Home Improvement Description: City will use CDBG funds to pay costs associated with the reconstruction a 11411 — Seattle/King Countytat owned house, to be acquired in the Greater West Way Neighborhood. Objective category: ❑ Suitable Living Environment ® Decent Housing ❑ Economic Opportunity Outcome category: ❑ Availability /Accessibility ® Affordability ❑ Sustainability Location/Target Area: West Way Neighborhood Street Address: TBD City, State, Zip code: Federal Way Objective Number Project ID DH -2 N/A HUD Matrix Code CDBG Citation 14 A 570.202 a 1 Type of Recipient CDBG National Objective Non-profit Start Date Completion Date (mm/dd /yyyy) (mm/dd/yyyy) 12/31/2014 06/01/2014 Performance Indicator Annual Units Units Rehabbed 1 Local ID Units Upon Completion n/a n/a 39 Funding Sources: CDBG ESG HOME HOPWA Total Formula Prior Year Funds Assisted Housing PHA Other Funding Total $ 15,000 $ 15,000 $ 15,000 This Page Left Blank Intentionally 40 COUNCIL MEETING DATE: March 18, 2014 ITEM #: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: PROGRAM YEAR 2013 CDBG CONSOLIDATED ANNUAL PERFORMANCE EVALUATION REPORT POLICY QUESTION: Should the City Council approve the Community Development Block Grant Consolidated Annual Performance Evaluation Report for Program Year 2013? COMMITTEE: Parks, Recreation, Human Services & Public Safety MEETING DATE: Marchl 1, 2014 CATEGORY: X Consent ❑ Ordinance ❑ Public Hearing City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Jay Bennett, Community Services Manager DEPT: Community & Economic Development Attachments: 2013 Community Development Block Grant Consolidated Annual Performance and Evaluation Report Background The Consolidated Annual Performance 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 addressed during the program year. The Housing Community Development Act of 1974 requires each Community Development Block Grant�CDBG) 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. The City spent 89% of its PY 2013 CDBG grant on the following programs: Planning /Administration Staff Costs $121,342 $ 74,161 Section 108 Application TA $ 20,833 Public Services (5 agencies) $ 91,005 $ 91,005 CERF Small Business Tech Assistance $ 72,620 $ 72,620 Emergency Housing Repair $ 121,744 ** $ 62,538 Micro Loan $ 30,000 ** $ 18,500 Sm Business Loan $ 50,000 ** $ 0 Commercial Exterior Improvement $ 50,000 ** $ 0 FUSION House Purchase $ 200,000 $ 200,000 Totals $ 606,711 $ 539,657 * Includes 4th Q payments made in 2014 ** Additional funds provided from prior Program Year 41 Overall, the City has made good progress in fulfilling the strategies and targets outlined in the 2012 -2016 Consolidated Plan. As a result of delays during the 2013 federal appropriations process, the City's 2013 grant agreements /disbursements were not made in a timely manner, which hampered local agencies in delivering their services and projects. However, our partners made adjustments and the contracts and subsequent expenditures were completed in an expedited fashion. Lastly, the City is required to make the CAPER available to its residents and provide a public hearing in order to take comments from interested parties, prior to submission to HUD. The document was advertised in the City s Newspaper of Record, posted on the City's website and at the Public Library. A Public Hearing was advertised and held during the February 24th Human Services Commission meeting. To date, no public comments have been received regarding the PY 2013 CAPER. The Human Services Commission reviewed the 2013 CAPER at its meeting on February 24th and has recommended approval to the City Council. Options: 1. Approve the Program Year 2013 CDBG CAPER. 2. Direct staff to make changes to the 2013 CDBG CAPER. MAYOR'S RECOMMENDATION: MAYOR APPROVAL: CHIEF OF STAFF: DIRECTOR APPROVAL: COMMITTEE RECOMMENDATION: I move to forward the Program Year 2013 Community Development Block Grant Consolidated Annual Performance and Evaluation Report to the March 18, 2014 consent agenda for approval. Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move approval of the Program Year 2013 Community Development Block Grant Consolidated Annual Performance and Evaluation Report. " 42 (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 # 42 CITY OF Federa Way Community Development Block Grant Program Consolidated Annual Performance and Evaluation Report (CAPER) Second CDBG Program Year January 1— December 31, 2013 Adopted by City Council March 18, 2014 43 The City of Federal Way's 2013 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 8t" Avenue South Federal Way, Washington 98003 (253) 835 -2650 jay .bennett @cityoffederalway.com 44 A report on the second -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 FY2013 Consolidated Annual Performance and Evaluation Report (CAPER) describe Federal Way's program accomplishments for the period beginning January 1, 2013 through December 31, 2013. 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. One overarching goal identified in the City's CDBG Program's Consolidated Plan of Housing and Community Development is to revitalize Federal Way's neighborhoods and maximize the economic development potential of the area and the residences contained therein. The three objectives identified in the City's Consolidated Plan of Housing and Community Development to meet this goal is: • Provide Decent Housing • Provide a Suitable Living Environment • Create Economic Opportunities PY 2013 highlights of Federal Way's activities included a range of Public Service activities such as: • Youth education & employment • Emergency rental assistance • Dental services • Counseling for high -risk children, and families • Inclusion activities for disabled adults Additionally, CDBG funds provided technical assistance to Federal Way microenterprise and small business start-up and expansion efforts. The Emergency Housing Repair program had a full year of successful projects that provided safe, affordable housing to income qualified residents. . 45 During the program year January 1 through December 31, 2013 the program expended a total of $539,657 from the total CDBG Entitlement Grant of $606,711. A draft of this report was made available for public review and comment for a 20 -day period beginning February 21, 2014. The availability of the report was publicly advertised consistent with the provisions of Federal Way's Consolidated Plan Citizen Participation Plan. The draft CAPER was available to the public on the City's web site and in print form. RESOURCES AND EVALUATION OF GOALS AND OBJECTIVES The City of Federal Way's CDBG program used the HUD entitlement allocation as the sole source of funding the program in 2013. The following resources were available to activities and projects during the 2013 program year. 1. Assessment of the One -Year Goals and Objectives GOAL- PROGRAM ADMINISTRATION The City budgeted $121,342 of 2013 CDBG funds, and used $94,949 for program administration and CDBG staff salary, which included subrecipient oversight, completion of the required HUD reports, received technical assistance for possible Section 108 Loan Fund and dissemination of information regarding fair housing activities in the community. Activity is complete. GOAL- PROVIDE DECENT AFFORDABLE HOUSING Action — Funding of housing activities such as acquisition and rehabilitation 46 Accomplishments: NSP3 Greater West Way Neighborhood Project Foreclosed properties were acquired and rehabilitation continued (began in PY 2012) in 2013 with a portion of the City's NSP3 Grant of $1,690,000. Over that time span, a total of 10 properties were acquired in the Greater West Way Neighborhood target area with NSP3 and local funds. Renovation and sale of five (5) of the properties was completed and sold in the 2013 Program Year. Of those, three (3) were purchased by families whose income was qualified as below the 50% area medium income threshold, while two (2) eligible families with incomes between 50 and 80% AMI purchased the remaining homes. Federal Way Emergency Housing Rehabilitation & Replacement Program This activity met the objectives of maintaining and rehabilitating the City's existing housing stock; retaining its housing stock in standard, livable condition; reducing the cost burden on LMI households, and reducing the incidents of lead based paint poisoning. Funded Amount: $121,744 Funds Expended: $ 62,538 Projects Completed: 13 (additional units completed but accounted for in PY 2012) FUSION Transitional Housing Purchase This activity met the need to provide housing for families in crisis that leverage resources to provide an ongoing array of services to said families, in order to secure permanent housing on their own. Funded Amount: $200,000 Funds Expended: $200,000 Persons Assisted: Seven (7) initially with future families of varying sizes GOAL - PROVIDE A SUITABLE LIVING ENVIRONMENT The CDBG Program's public service programs provided opportunities that either improved the living environment or provided new opportunities that improved living conditions for the City's low- and moderate - income households. The following public service programs and their accomplishments successfully addressed the goal and objectives of the City's Consolidated Plan: Action - Provide a Safety Net of Services to Stabilize Households in Crisis or At Risk: Provide funding for three (3) Public Services activities. 1) Health Services Funded Amount: $15,908 Funds Expended: $11,931(does not include 4th Q billing paid in 2014) 47 Unduplicated Clients Served: 28 HealthPoint Dental Access — Provides comprehensive dental services for low- income Federal Way residents. 2) Food and Essential Services Funded Amount: $ 22,908 Funds Expended: $ 8,649.36 (does not include 4th Q billing paid in 2014) Unduplicated Clients Served: 69 Multi- Service Center Emergency Assistance Program - The Multi- Service Center provided rent assistance to low- income Federal Way residents. 3) Family Counseling Services Funded Amount: $15,908 Funds Expended: $15,078 Unduplicated Clients Served: 38 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. Action — Provide services to households to help them on the path toward self - sufficiency: Provide funding for two (2) Public Services Activities 1) Job Training Services Funded Amount: $10,908 Funds Expended: $ 8,181 (does not include Q4 billing paid in 2014) Unduplicated Clients Served: 20 Multi- Service Center Youth Employment & Education Service (YES) — Multi- Service Center has assisted youth ages 16 to 24 to obtain their GED, secure employment and continue post- secondary schooling while helping them to establish and work toward careers and living wage employment. 2) Services /Activities for Disabled Persons Funded Amount: $25,373 Funds Expended: $25,373 Unduplicated Clients Served: 93 48 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 Federal Way residents interested in developing a microenterprise startup business. Funded Amount: $ 50,120 Funds Expended: $43,462.89 (does not include eh Q billing paid in 2014) 2) Highline Community College Small Business Development Center The City provided CDBG funds for technical assistance for Federal Way businesses needing technical assistance. Funded Amount: $ 22,500 Funds Expended: $17,642.35 (does not include 4th Q billing paid in 2014) Total LM jobs created =13 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. Funded Amount: $ 145,000 Funds Expended: $18,500 The City made one (1) microenterprise loan in PY 2013 to a start-up company performing refilling of ink cartridges. The owner was referred by the Highline Community College Start Zone Program. Total LMI jobs created =1 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 late 2012 and continued marketing efforts in PY 2013. Funded Amount: $ 100,000 Funds Expended: $ 0 The City had three interested building owners that withdrew their applications at various stages of project development. 49 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 2013 accomplishments are summarized in Appendix A, located at the end of this report. 2. Program change as a result of experience The two commercial business assistance programs (Loan and Commercial Exterior Improvement programs) failed to invest their allocated resources in PY 2013. The City used the following methods of marketing of the programs to the business communities during the program year: • Publication of program materials in four (4) languages • Lenders Breakfast • Website • Chamber of Commerce • Personal information drop to 1000 business addresses along major commercial corridor • Delivery of program information to minority group meetings While the City is not prepared to alter these CDBG investment strategies within the next program year, City staff will be focusing on alternative and more extensive outreach methods and additional programming to better meet the objectives and goals of the Consolidated Plan, relative to economic opportunities for low- and moderate - income individuals. The City will implement actions in PY 2014 to improve Fair Housing Choice for the City's residents that address impediments in identified in the Analysis of Impediments. 3. Affirmatively Furthering Fair Housing Although the City's Community Services Division did not receive any fair housing complaints during PY 2013, the City continued to provide fair housing education efforts through its website and continued to evaluate the need for additional fair housing education and enforcement activities. Actions taken to overcome effects of impediments The Code Enforcement and City's Legal Department activities ensured adequate decent, safe, and sanitary housing is available in the City's low- income areas that include much of the City's rental housing stock, ensuring that an adequate supply of rental housing is available to meet Section 8 standards for those residents with Housing Choice Vouchers. 4. Actions to Address Obstacles to Meet Underserved Needs The City and its CDBG- funded programs and projects meet some of the underserved population's needs, but without additional funds from other sources the underserved populations will continue to encounter obstacles to meeting their basic living needs. The 2013 Program took actions to meet underserved populations needs by funding public service programs identified above. The City furthered community capacity through the following efforts: 50 • Housing - Continued to implement the Neighborhood Stabilization Program to mitigate the lingering 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. S. leveraging Resources Total Funds Leveraged - $9,559,757 514._ 7 Inst. for Family Development PACT $ 15,908 $38,150 Health Point Dental Access $ 15,908 $8,601,088 FW Inclusion Program $ 25,373 $145,554 Highline CC — Start Zone & SBDC $ 72,620 $401,420 Multi- Service Center — Emerg. Assis. & YES $ 33,816 $413,545 FUSION Transitional Housing Purchase $200,000 $150,000 CDBG Microenterprise Loan $ 18,500 $2,000 There are no "matching requirements" that the City must satisfy for the CDBG 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 2013 PROGRAM YEAR 51 RACE CATEGORIES Amer. Amer. Nat Indian/ COMMUNITY Indian/ Hawaii/ Alaska other ETHNICITY DEVELOPMENT African Alaska Pac Native Multi - ACTIVITIES PERSON White American Asian Native Islander, /Black cultural I LatinQ Housing 30 16 8 4 0 0 0 0 9 Program 51 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. Office of the Mayor Finance Community)I&Economic Development Legal W Accounting/Procurement Director City Attorney Communitty Services W Manager CDBG Specialist CERF Staff member The Community Services office sought proposals from City agencies and qualified non - profit organizations for programs and projects that met needs identified in its Consolidated Plan. The Community Services Manager and the CDBG Technician reviewed each proposal for eligibility and national objective compliance and recommended funding the grants based on the level of funding requested, number of low income and moderate - income residents served, evidence of past success, and a priority need being met. 52 x Non Housing - 248 136 41 7 18 23 14 9 34 Public Services ..a*YveFn Economic 92 44 22 16 1 4 0 4 7 Development k n 3�..� .. �, �r d •r" .3 ,.., w' . +.. :',�♦ u A ., ;.t �.. �,. ,.. s s ,.. ., =aT"�'.A'.. 5t w. r„7'R�be. „WF W .i 9..,+ a 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. Office of the Mayor Finance Community)I&Economic Development Legal W Accounting/Procurement Director City Attorney Communitty Services W Manager CDBG Specialist CERF Staff member The Community Services office sought proposals from City agencies and qualified non - profit organizations for programs and projects that met needs identified in its Consolidated Plan. The Community Services Manager and the CDBG Technician reviewed each proposal for eligibility and national objective compliance and recommended funding the grants based on the level of funding requested, number of low income and moderate - income residents served, evidence of past success, and a priority need being met. 52 Staff funding recommendations were reviewed by the Director of Community and Economic Development, the Mayor, the Human Services Commission, a City Council Committee and finally by the City Council as a whole. All financial and purchasing transactions conducted by the CDBG Program staff were reviewed during the City's annual audit by the State Auditor's office. Copies of all financial transactions are maintained in the Community Services office. 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 2013 CAPER to the City at any time during the Comment period ending March 13, 2014 via the telephone, letters, or through the use of e- mail. No comments were received. 9. Institutional Structure No significant changes have been made or proposed to the program's institutional structure. City staff continued to share information and resources through their attendance at meetings of the South King County Regional Human Services Planner's meetings. The City's Community Services Office continued to meet with Highline Community College SBDC and Start Zone staff to provide technical assistance to entrepreneurs interested in starting new and expanding existing business. CDBG Program staff posted CDBG Program materials and announcements, such as the availability of the Environmental Review Record, Annual Plan, CAPER, and NOFA documents in the local newspaper and on the City's website www.cityoffederalway.com and distributed copies of all materials to the general public, non - profit organizations, and elected officials when available. MONITORING Monitoring of CDBG projects and activities was conducted on a frequent basis throughout 2013.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. 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. The remote monitoring of invoices submitted for payment and quarterly reports did not reveal any instances of non - compliance. SELF - EVALUATION The Consolidated Plan identified as a priority need those residents with special needs (non - homeless) with severe mental illness and safe, stabilizing and creating affordable housing for low -and moderate - income Federal Way residents. These priority needs were met in CDBG Program Year 2013 through the CDBG- assisted programs. 53 Over the last two program years, decent housing was provided with the acquisition of 10 properties acquired /rehabilitated with NSP3 funds. Additionally, 13 single - family -owned housing units were rehabilitated through the City's Emergency Housing Repair Program. Please see the Appendix to this report for additional information on the City's progress of meeting priority needs and see the General Questions /Objectives section of this report and the Appendices for information on activities that principally served low- and moderate - income persons. a) Indicators best describing the results The indicators that describe the results of the impact on needs identified in the Consolidated Plan are the numbers and demographics of the persons served by the CDBG- funded activities. Please see the Appendices for data on the number of beneficiaries served and their demographic information. b) Barriers negatively impacting fulfillment of the strategies and overall vision The single most important barrier that had a negative impact on fulfilling the strategies, objectives, and overall vision goal of the City's CDBG Program was the lack of CDBG Entitlement or other local, state or federal funds to meet all of the objectives outlined in the Consolidated Plan. GOALS ON TARGET The goal of regenerating the City of Federal Way from within by revitalizing its inner -City neighborhoods and maximizing the economic development potential contained therein is on target for most objectives identified in the Consolidated Plan. The delivery of Public Services provides improvements to the City's living environments. The provision of decent housing through the NSP3 and the Housing Repair Program continues to meet the objective of providing decent housing identified in the Consolidated Plan. 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 speck objective of providing affordable housing. Within January 1 to December 31, 2013 program year: Thirteen single -unit emergency housing rehabilitation projects were completed. The projected unit goal was eighteen; therefore 72% of the projected goal was achieved. b. Evaluate progress in providing affordable housing that meets the Section 215 definition. 54 The program did not assist in the construction of new rental or ownership housing during the grant period. c. Efforts to address "worst- case" housing needs and housing needs of persons with disabilities. The City provided project funds through NSP3 and /or CDBG which addressed housing needs for six (6) disabled residents PY 2013. Additionally, NSP3 and CDBG funds were invested into housing addressing worst case housing needs: A Provided housing rehabilitation activities for 10 extremely low income (0 -30% MFI) existing homeowners. A Provided housing rehabilitation for four (4) very low income (31 -50% MFI) existing homeowners. Provided housing rehabilitation for four (4) low income (51 -80% MFI) existing homeowners. PUBLIC HOUSING STRATEGY No actions were taken by the program relative to Public Housing in 2013. BARRIERS TO AFFORDABLE HOUSING Federal Way devoted a significant amount of its limited CDBG funds in 2013 to housing program activities, primarily housing rehabilitation. The city reviewed its policies during the development of the Annual Action Plan and Consolidated Annual Performance and Evaluation Reporting for the CDBG program. During PY 2013, the housing rehabilitation program completed 13 rehabilitation projects. This created opportunities for decent housing with new / improved affordability and an increase in the supply of affordable housing through rehabilitation and limited construction. Federal Way's 2012 -2016 Consolidated Plan and 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 2013 AAP did not contain a specific allocation of funds to fair housing activities, the city spent approximately $2,000 in Administrative funds implementing recommendations in the Al. HOME /AMERICAN DREAM DOWN PAYMENT INITIATIVE (ADDI) Not applicable to the City of Federal Way's CDBG Program. 55 HOMELESS NEEDS AND PREVENTION The City of Federal Way provided $77,000 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 145 individuals. 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. COMMUNITY DEVELOPMENT 1) Relationship of CDBG Funds to Goals and Objectives The City's 2013 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 2013 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. Please see Appendix A for a comparison of achievements compared to goals for each program. 2. Changes in Program Objectives 56 There were no changes in program objectives in 2013. 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 asked for a Certification of Consistency letter with the Consolidated Plan during the 2013 program year from DEVCO Inc. for the Park 16 Project in Federal Way. The City did not provide the letter of Consistency since the project did not meet the goals and policies of the City's Comprehensive Plan. During the 2013 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. 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 2013 CDBG program. 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 subrecipients for Low /Mod Limited Clientele Activities not satisfying "presumed limited clientele" criteria. S. Program income received The City received $409.65 in program income in 2013 from the one CDBG Microenterprise loan repayment. 9. Prior period adjustments Not applicable 10. Loans and other receivables The City made one CDBG microenterprise loan in 2013.The current receivables are $18,500. 11. Lump sum agreements Not applicable 57 12. Housing Rehabilitation See information previously presented about our Emergency Housing Repair Program. 13. Neighborhood Revitalization Strategies Not applicable as the City has not applied for a designated NRSA. ANTIPOVERTY STRATEGY The City's Emergency Housing Repair and Job Training programs are important antipoverty activities funded by the City's CDBG program. CDBG provided $150,000 of CDBG funds to the City's Emergency Housing Repair Program, which assisted 13 Federal Way residents. Without safe, secure, permanent housing nobody can hope to rise out of poverty. Providing funding to Multi- Service Center 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. 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 58 THE APPENDICES CONTAIN INFORMATION REGARDING PERFORMANCE ASPECTS OF THE 2012- 2016 FIVE -YEAR AND 2013 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. 59 ASSESSMENT BETWEEN CONSOLIDATED PLAN STRATEGIES & ACCOMPLISHMENTS STRATEGY — DECENT HOUSING Strategy & Obj. Target Funds 5— Year Accomplishments (2012 -2016) Description of 2012 Project Code population & expected Spent 2013 successes 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 25 13 37 services to help them maintain their housing 1770 maintain their homes. homes (repaired). STRATEGY; $UITABI E LIVING ENVWQNME ,,, Strategy & Obj. Target Funds 5 —Year Accomplishments (2012 -2016) Description of 2013 Project Code population & expected Spent 2013 successes 5 yr. Cumulative Current Total All results Goal Prior Yr. Yr. CP Yrs. 135 unduplicated Provide a Federal Way residents safety net of Persons received safety net services to 1.2 receiving $54,724 642 365 135 500 services. stabilize safety net 1770 households services who are in crisis or at risk Improve accessibility/ use of existing and new city facilities/ Improvements No facility projects construct 12 serving LM neighborhoods $0 4 0 0 0 funded in 2012. improvements support revitalization strategies Provide 3.1 Persons 113 unduplicated services to receiving Federal Way residents households to self - sufficiency received services to help them services $36,281 262 -830 135 113 248 help them achieve self - on the path sufficiency. toward self sufficien 60 STRATEGY: EXPAND ECONOMIC OPPORTUNITIES Strategy & Obj Target Funds 5 —Year Accomplishments (2012 -2016) Description of 2012 Successes Project Code Population Expended SL- 3 Economic Opportunity 5 Yr. Cumulative Current Total & expected 2013 results Goal Prior Yr. Yr. All CP Yrs. Encourage the creation Jobs created or Eleven (11) unduplicated Federal and growth 1.1 retained for LM $28,600 90 11 13 24 Way jobs created through Start of persons Zone and SBDC investment businesses Encourage LM-owned businesses the creation and growth 1.2 assisted/LM $50,000 480 109 91 200 109 FW residents received technical assistance. of neighborhoods businesses assisted HUD Outcome /Objective Codes 61 Availability /Accessibility Affordability Sustainability Decent Housing DH -1 DH -2 DH -3 Suitable Living Environment SL -1 SL -2 SL- 3 Economic Opportunity EO -1 EO -2 ED -3 61 HUD IDIS FORM - PR26 - SUMMARY FINANCIAL REPORT 62 COUNCIL MEETING DATE: March 18, 2014 ITEM #: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: WASHINGTON TRAFFIC SAFETY COMMISSION (WTSC) GRANT — TARGET ZERO AMENDMENT #1 POLICY QUESTION: Should the City of Federal Way / Federal Way Police accept the additional funding of $6,528 from WTSC for the Target Zero Teams Project, bringing the total funding to $13,056? COMMITTEE: PARKS, RECREATION, HUMAN SERVICES & PUBLIC MEETING DATE: March 11, 2014 SAFETY COUNCIL COMMITTEE (PRHS &PS) CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: LIEUTENANT KURT SCHWAN DEPT: Police Attachments: 1. PRHS & PS Memo 2. Amendment #1 to MOU between FWPD and WTSC Options Considered: 1. Accept Proposal 2. Reject Proposal MAYOR'S RECOMMENDATIO MAYOR APPROVAL: i DIRECTOR APPROVAL: Co ittee C cil I CHIEF OF STAFF: ,JG. byrh J h Committee Council COMMITTEE RECOMMENDATION: I move to forward approval for the City of Federal Way to accept the additional funding from WTSC to the February 18, 2014 City Council Agenda. Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move approval for the City of Federal Way to accept Amendment #1 to the WTSC MOU Target Zero Team Projects for additional funding of $6,52& " BELOW TO BE COMPLETED BY CITY CLERKS OFFICE, COUNCIL ACTION: ❑ APPROVED COUNCIL BILL # ❑ DENIED IsT reading ❑ TABLED/DEFERREb/NO ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinances only) ORDINANCE # REVISED— 08/12/2010 RESOLUTION # 63 CITY OF FEDERAL WAY CITY COUNCIL COMMITTEE STAFF REPORT DATE: March 11, 2014 TO: Parks, Recreation, Human Services and Public Safety Council Committee VIA: Jim Ferrell, Mayor FROM: Andy J. Hwang, Interim Chief of Police SUBJECT: Amendment #1 to WTSC Target Zero Team DUI Patrols Background The Washington Traffic Safety Commission (WTSC) and the City of Federal Way have an existing partnership, focused on Target Zero Team Projects. WTSC funding has allowed Federal Way Police to strengthen DUI and Seatbelt enforcement through overtime funded patrols. Proposal The City Of Federal Way accepted a Memorandum of Understanding (MOU) for a term of: October 01, 2013 through September 30, 2014 for $6,528.00 at the City Council Meeting on November 19, 2013. Amendment #1 to the above MOU increases the funded amount to a total of $13,056. Funding Source Washington Traffic Safety Commission (WTSC). 1 64 �aF, ST --ArrTE m W �yd 1869 acy CID AMENDMENT #1 TO Memorandum of Understanding BETWEEN FEDERAL WAY POLICE DEPARTMENT and WASHINGTON TRAFFIC SAFETY COMMISSION THIS AMENDMENT #1 is made and entered into by and between the FEDERAL WAY POLICE DEPARTMENT and the WASHINGTON TRAFFIC SAFETY COMMISSION (WTSC). Original Term: October 1, 2013 - September 30, 2014 IT IS THE PURPOSE OF THIS AMENDMENT #1 to increase the amount of funding available to Federal Way Police Department for the project titled: Target Zero Teams, South King County Target Zero Task Forces.' IT IS, THEREFORE, MUTUALLY AGREED THAT: Term: This Amendment is valid from October 1, 2013 ' through September 30, 2014. CFDA #: The CFDA number for additional funds included in this Amendment is 20.616. 6. Grant Amount: This Amendment .increases by $6,258 the amount available to the Federal Way Police Department for Target Zero Teams enforcement. Thus the total amount of funding available to Federal Way Police Department will be $13, 056. This Amendment #1 will not be binding unless and until it is signed by persons authorized to bind each of the parties. Page 1 of 2 65 IN WITNESS THEREOF, THE PARTIES HAVE EXECUTED THIS AGREEMENT: (Federal Way Police Department) 1 //s y (Dat ) 66 (Washington Traffic Safety Commission) (Date) Page 2 of 2 SUBJECT: PURCHASE OF TWO ADDITIONAL AUTOMATED LICENSE PLATE READERS (ALPRS) POLICY QUESTION: Should the Federal Way Police purchase two additional Automated License Plate Readers? COMMITTEE: Parks, Recreation, Human Services and Public Safety Council Committee - (PRHS &PS) CATEGORY: ® Consent ❑ City Council Business ❑ Ordinance ❑ Resolution MEETING DATE: March 11, 2014 ❑ Public Hearing ❑ Other STAFF REPORT BY: John Stieben, Lieutenant DEPT: Police Attachments: 1. PRHS &PS Staff Memo 2. Auto Additions Quote Options Considered: 1. Accept the recommendation to purchase two additional Automated License Plate Readers (ALPRs). 2. Reject the recommendation to purchase two additional Automated License Plate Readers (ALPRs). MAYOR'S RECOMMENDA MAYOR APPROVAL: CHIEF OF STAFF: DIRECTOR APPROVAL: COMMITTEE RECOMMENDATION• move to forward *e request to purchase two additional Automated License Plate Readers to the March 18, 2014 City Council consent agenda for approval. Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move approval of the purchase of two additional Automated License Plate Readers and authorize Interim Chief Andy J. Hwang to make this purchase. " (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 # 67 CITY OF FEDERAL WAY CITY COUNCIL COMMITTEE STAFF REPORT DATE: March 11, 2014 TO: Parks, Recreation, Human Services and Public Safety Council Committee VIA: Jim Ferrell, Mayor FROM: Andy Hwang, Interim Chief of Police SUBJECT: Request to purchase two Automated License Plate Readers (ALPR) as an expansion of the current program Background An automated license plate reader (ALPR) is a vehicle mounted device that reads and stores license plates captured through one of its three cameras. This technology was developed over 25 years ago in the United Kingdom and has been in use for domestic law enforcement for over ten years. Once the system is installed there is very little maintenance required by the user or information technology professional. The user simply runs an update twice per day so the most current "hot list" is in the database. The "hot list" is a comprised of data wirelessly updated from the National Crime Information Computer (NCIC). Some examples of the options include stolen cars, wanted persons, AMBER alerts, missing persons, sex offenders, gangs and terrorists, and protected persons. Reading more plates enhances public safety because officers are more likely to discover wanted subjects, some of whom are actively committing crimes and traffic offenses. An officer using traditional methods to read and run license plates will average 20 -50 plates per shift whereas an officer driving an ALPR equipped vehicle will read several thousand in the same amount of time. When license plates are manually entered an officer can expect to recover three or four stolen autos per year. An officer driving the ALPR equipped patrol vehicle in Federal Way averaged between 50 -75 stolen recoveries per year. There is a safety consideration as well since traditional methods require an officer to look away from the road while driving and the ALPR does the same thing while the officer is focusing on driving. In 2009, the Federal Way Police Department secured a $30,000 grant to purchase and install an ALPR. Improvements in technology and manufacturing have driven the price of new units down significantly. A quote for $39,290 was obtained from Auto Additions for the purchase and installation of two additional systems. The recommended funding source for this initiative will be the Traffic Safety Fund. The recommendation is for the approval of the Federal Way Police Department to purchase two additional ALPRs to enhance our capability to investigate crime and traffic offenses to make our streets safer and protect our citizens. 68 3925 Fairview Industrial Dr. SE , Salem Or 97305 503 - 393 -3910 January 10, 2014 Lt. John Stieben Federal Way WA Police Department John.Stieben @cityoffederalway.com REF: Two (2) Mobile Law Enforcement Automatic License Plate Recognition (ALPR) 3- Camera System with "PAGIS" and BOSS. Lt, Stieben Thank you for the opportunity to quote our Mobile Law Enforcement Automated License Plate Recognition (ALPR) System referred to as PAGIS. On September 4, 2012, 3M Company completed its acquisition of the business of Federal Signal Technologies Group, including PIPS Technology. PIPS Technology has been the industry leader in Automated License Plate Recognition (ALPR) systems worldwide for over 20 years with over 20,000 cameras in operation in 33 countries. 3M is a global leader in providing traffic products, systems and services for transportation safety, traffic management, vehicle registration and commercial transportation markets for over 70 years, making PIPS Technology a natural fit to the 3M business. 3M is committed to provide the same level of quality that made PIPS Technology an industry leader. In October of 2012 Auto Additions became a Distributor for PIPS /3M and is the only Authorized dealer/ installation facility in Oregon and Washington. When considering an ALPR vendor I hope you will take into consideration the following key points about our company: • Our only market focus is specializing in Automated License Plate Recognition technologies • As an Original Equipment Manufacturer, we design, manufacture, and develop our own hardware and software — we control the quality and support of our products from start to finish. • All of our mobile ALPR products are manufactured in the USA (Knoxville, TN). • 3M offers an ALPR "back -end" analysis software package (Back Office Server Software: BOSS) that provides data - mining of "historic" license plate information obtained and stored from all deployed mobile (and fixed) systems from within your department which can be integrated with other PAGIS / BOSS users to share and data mine their historic plate information. • We have established sales and support offices in California, Illinois and Tennessee. • We are partnered with many other law enforcement agencies in California and have first level (sales, installation, trouble- shooting, replacement of broken /damage parts, etc) support partners located in Northern California, Washington and Oregon. 69 3925 Fairview Industrial Dr. SE , Salem Or 97305 503 - 393 -3910 I am pleased to provide you with the following pricing for one (2) three - camera new Slate "low profile" ALPR system `hard" mounted and integrated into your existing MDC system in your patrol vehicle and BOSS with Mapping installed on your agency provided server. SLATE - 810 -LE -G Three camera system includes a Slate low profile $16550 2 $33100 camera with 810nm illumination, SupeRex III processor, camera cable /connector(s), GPS module, PAGIS software, 3M ANPR /OCR engine, client/server architecture, lightbar mounting bracket(s) and plate(s) for approved lightbar assemblies. A system design questionnaire is required to be completed to gather configuration detail before an order is accepted by 3M. BOSS -ADMIN Back Office System Software for PAGIS User 1 included Administration, Data Analysis and Database Management using MSDE, providing administrator and two concurrent users. *BOSS is provided with Microsoft SQL Express which has a 10 GB database size limit. 3M strongly recommends a full Microsoft SQL database license for any system with more than two mobile vehicles or fixed sites. BOSS MAP Advanced mapping utilizing Bing Maps. Provides 1 included enhanced mapping functionality including satellite imagery, bird's eye, and multiple view options (must have BOSS - ADMIN). INSTALLATION Installation by 3M authorized facility Auto $700 2 $1400 Additions, Salem Oregon /Lacey Wa or at on site location SRVC -FE- Field Engineering services for commissioning and $1,800 1 $1,800 MOBILE training (travel and living expenses included). PIPS SRVC- MAINT- Annual maintenance cost for the 3M 3- camera $1,400 2 $2,800 MOBILE3 mobile system including the PAGIS in -car display *Optional software and OCR. Coverage begins after initial 1 yr warranty expires. Shipping $95 1 $190 Tax 70 3925 Fairview Industrial Dr. SE , Salem Or 97305 503 - 393 -3910 This quote is valid for 120 days and is subject to 3M's terms and conditions of warranty and sales Our quote includes installation on the system. All 3M equipment hardware and software is covered by a one -year parts and labor warranty. Maintenance agreements are available for both our hardware and software products. These agreements supply you with upgrades and improvements to our Optical Character Recognition (OCR) engine for enhanced plate detection capabilities and software upgrades for BOSS and PAGIS in addition to all hardware sold by 3M (cameras, processor, cables, connectors and /or touch screen monitor). The cost for this optional coverage is $1,500, per system, per year, for the second year and each year thereafter (after initial warranty expiration). Please let me know if you require any other information. I can be reached directly at 503- 339 -5379 (cell) or 503 - 393 -3910 (office) should you have any questions regarding the content of this quotation. We look forward to partnering with your organization. Kindest regards, D. Scat Dyel D. Scott Dye General Manager PIPS Distributor Oregon and Washington (Retired Police Lieutenant) Scott. dye@soncel Ina. com 71 Total $39,290.00 Payment Terms Net 30 Days This quote is valid for 120 days and is subject to 3M's terms and conditions of warranty and sales Our quote includes installation on the system. All 3M equipment hardware and software is covered by a one -year parts and labor warranty. Maintenance agreements are available for both our hardware and software products. These agreements supply you with upgrades and improvements to our Optical Character Recognition (OCR) engine for enhanced plate detection capabilities and software upgrades for BOSS and PAGIS in addition to all hardware sold by 3M (cameras, processor, cables, connectors and /or touch screen monitor). The cost for this optional coverage is $1,500, per system, per year, for the second year and each year thereafter (after initial warranty expiration). Please let me know if you require any other information. I can be reached directly at 503- 339 -5379 (cell) or 503 - 393 -3910 (office) should you have any questions regarding the content of this quotation. We look forward to partnering with your organization. Kindest regards, D. Scat Dyel D. Scott Dye General Manager PIPS Distributor Oregon and Washington (Retired Police Lieutenant) Scott. dye@soncel Ina. com 71 This Page Left Blank Intentionally 72 COUNCIL MEETING DATE: MARCH 18, 2014 ITEM #: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: PURCHASE OF SIGNAGE AND EQUIPMENT FOR NEW POLICE SUBSTATION POLICY QUESTION: Should the Police Department be allowed to use Traffic Safety Funds to pay for signage and equipment at the new Downtown Police Substation? COMMITTEE: Parks, Recreation, Human Services and Public Safety Council Committee - (PRHS &PS) MEETING DATE: March 11, 2014 CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other — Information only STAFF REPORT BY: Steve Neal, Commander DEPT: Police Attachments: 1. PRHS &PS Staff Memo 2. Bidding paperwork for sign estimates 3. License agreement Options Considered: 1. Accept the recommendation to use Traffic Safety Funds 2. Reject the recommendation to use Traffic Safety Funds MAYOR'S RECOMMENDATION: MAYOR APPROVAL: CHIEF OF STAFF: DIRECTOR APPROVAL: COMMITTEE RECOMMENDATION: "1 MOVE TO FORWARD THE RECOMMENDATION FOR THE CITY OF FEDERAL WAY To PURCHASE THE SIGNS AND EQUIPMENT FOR THE NE W P OLICE S UBSTA TION " Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: NIA (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL # ❑ DENIED Is' reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinances only) ORDINANCE # REVISED— 08/12/2010 RESOLUTION # 73 CITY OF FEDERAL WAY CITY COUNCIL COMMITTEE STAFF REPORT DATE: February 18, 2014 TO: Parks, Recreation, Human Services and Public Safety Council Committee VIA: Jim Ferrell, Mayor FROM: Andy J. Hwang, Interim Chief of Police SUBJECT: Request to purchase signage and equipment for the new Downtown Police Substation. Background In January 2014 the police department was given a unique opportunity to expand community oriented policing in the downtown area near the Transit Center. The property management company at 31620 23`d Avenue South (Parklane Executive Center) had vacant office space that was extremely suitable for a Downtown Police Substation. During a conversation between Mayor Ferrell and Pat Rhodes (the owner of the building), Mr. Rhodes offered the 2,000 sq. ft. vacant space to the police department to use as a substation. A substation is a mini police office that has a limited number of services — computer workstations, meeting rooms, offices, storage, public information sources, and report writing areas. The space was offered to us on a rent -free basis. Law Department reviewed the licensing agreement and entered into an agreement with the property management firm, effective February 1, 2014 to January 31, 2015. In order to enhance the public visibility of the substation, the police department seeks to add code - approved monument and building signs. After a competitive bid process, the estimate for signage related costs is nearing $16,000. The lowest bid is from Vilma Signs, a company that is located in Federal Way. To facilitate the ability of officers to write traffic collision / citations and crime reports, the police department seeks to add computers and networking equipment. The estimate for technology related costs is approximately $6,435. The total cost of the project would be approximately $22,435. Because the office and computer equipment will be used for traffic related functions (traffic reports and citations) we recommend the use of the Traffic Safety Fund. New phones would not be needed because they can be repurposed from inventory that already is in use at the main police department. The Sector traffic software would need to be installed so that officers can generate collision reports and citations. 74 4) U) O 16M cr) law# = 9 Cc 4) Cc CL •CL 0 CY) cu CU Cj CL CA cr• 4) CL C> CU cu CD U) r-1 4) CL E C 0 CL 0 C cn tz 10 E S; 75 LO 0 cr) 00 FM :r CD CD N co Z 0 1= JU) Z 03: 0-- z 0 00 m < 1-70 C> co C5 -,:r Ln Ln cu X = m ? 0 rl 4> QJ s U) cri 0 sum rs y� s- 't"r tai Cl) rCL ter. c .— CD U) 00 0 U) too �r L a� �Q c - iJ CU Q t> CL CL cu U) v � tQ cc �a cc a� eQ 7.7 IL• i� Now CL E i.} L tv ,a w s: •s 0 CL a e s +Ct m 76 Vilma's Signs 30432 Military Road S WA 98003 I Name /Address I FEDERAL WAY POLICE DEPARTMENT Joshua Haglan 253- 261- 5609 33325 8th Ave. South Federal Way, WA 98003 Estimate Date Estimate # 2/26/2014 59. 77 Project Description Qty Rate Total NON ILLUMINATED WALL SIGNS WITH DIMENSIONAL 2 1,239.50 2,479.00T LETTERING " POLICE " TO BE APPROXIMATELY 17" H AND DOWNTOWN SUBSTATION TO BE PROXIMATELY 5" HEIGHT LETTER CONSTRUCTION TO BE OF HIGH DENSITY FOAM WITH COLOR TO BE APPROVED PRIOR TO MANUFACTURE POLICE - 17" " DOWNTOWN SUBSTATION - 5" INSTALLATION 2 225.00 450.00T MONUMENT SIGNS ONE SIDE CONFIGURED IN A V SHAPE 1 11,025.00 11,025.00T RENDERING WILL INCLUDE DRAW TO SCALE WITH FOUNDATION AND ALL DIMENSION OF SIZED OF SIGNS AND COLORS WILL BE SUBMITTED SIGNS SIZE 7' -9.75 W X 4' -4" HEIGHT WITH SIGN FACE LETTERING TO BE DIMENSIONAL SIGNS WILL BE ALUMINUM OBSTRUCTION FOR DURABILITY INSTALLATION OF SIGNS 1 650.00 650.00T ADDITIONAL COST WILL BE INVOICE SEPARATELY FOR SIGNS PERMIT IF CUSTOMER REQUESTED TIMELINE FOR THIS PROJECT 4 TO 6 WEEKS ( START TO FINISH) Subtotal $14,604.00 Sales Tax (9.5 %) $1,387.38 Total $15,991.38 77 LICENSE AGREEMENT BETWEEN BALD ROAD, LLC and THE CITY OF FEDERAL WAY THIS AGREEMENT ( "Agreement') made this 22nd day of January, 2014, by and between BALLI ROAD, LLC, a Washington Limited Liability Company hereinafter referred to as "Licensor", and the CITY OF FEDERAL WAY, a municipal corporation of the State of Washington hereinafter referred to as "Licensee! WHEREAS, Licensor is the owner of certain real property that includes a vacant office space containing fixtures and equipment located at 31620 23'd Ave S, Suite 102, Federal Way, Washington 98003 (the "Property"); and WHEREAS, the City's Police Department needs an indoor facility to use as a downtown substation; and WHEREAS, Licensee believes that the Property will be sufficient to accommodate a downtown substation within the existing retail space within the Property; and WHEREAS, Licensor has agreed to permit Licensee to use the Property for such police office use subject to certain conditions; and WHEREAS, Licensee desires to use the Property, subject to the terms and conditions provided for herein. NOW, THEREFORE, for good and valuable consideration, the receipt of which are hereby acknowledged and the terms of which are hereinafter outlined, the parties agree as follows: 1. Licensor hereby grants to Licensee a temporary, non - perpetual, non - exclusive license (the "License ") to occupy and use a portion of the Property for use as a substation of the Federal Way Police Department. Licensee's use of the Property shall be in compliance with any and all conditions of any applicable permits, licenses and other governmental and regulatory approvals and in compliance with all applicable laws, statutes, and governmental rules and regulations. This License will be used by Licensee and its employees, agents, and representatives, subject to all the terms and conditions of this Agreement. 2. Licensee shall not be required to pay Licensor rent for the use of the Property during the term of this Agreement. 3. Licensee shall not be required to pay for electric utilities associated with the lighting and /or heating of the Property during the term of this Agreement. 4. Licensor hereby grants to Licensee the non- exclusive right and privilege to enter on the Property for the purposes set out herein. Licensee's use of the Property shall be conducted in a manner whereby it will not preclude or interfere with Licensor's use of the Property andlor any adjacent property. In addition, Licensee agrees that the retail space will be available to Licensor with 24 hours' notice to Licensee for the purpose of showing the space to potential renters. 5. The Property may be used by Licensee solely for the purpose described in paragraph 1 herein, during the License Term which shall be limited to the days commencing on February 1, 2014 and ending on January 31, 2015. If at any time during the course of this License Agreement the retail space is rented to a new renter, Licensor may choose to allow Licensee to utilize similar retail space within the Property subject to the same conditions listed in this License Agreement. 6. Licensee agrees that it shall use the Property for only the stated purposes and no other purpose. Licensee shall be solely responsible for undertaking the activities on the Property in a safe, secure and careful manner without waste or damage to the Property or improvements thereon. Licensee _ –` ` - - - "-- will not e a nuisance or menace to Sher 1en5n st —i fi-the 155-12rng a nd s a I no m any way interfere with the quiet enjoyment of such other tenants. Additionally, Licensee shall clean up and remove any debris created by such activities prior to the termination of the Term of this License. Licensee hereby acknowledges and agrees that it has inspected the Property and examined all conditions thereon relative to Licensee's use thereof, and that Licensor makes no, and expressly disclaims, any warranty -or 78 representation as to the condition of Property, its safety or suitability for Licensee's intended activities, or as to any improvements thereon, whether express, implied or arising by operation of law, including, without limitation, any warranty of fitness for any particular purposes. 7. Notwithstanding anything contained herein to the contrary, Licensor may terminate this Agreement early for any reason with thirty (30) days notice upon Licensoes notification to Licensee. On early termination of the License granted by this Agreement, as well as on the natural termination of this License on January 31, 2015, Licensee shall quietly and peaceably surrender the Licensor's Property in a manner that fully complies with all applicable state, federal, or local statute, regulation or ordinance and will leave the Licensor's Property in as good condition as such Property was in at the time of Licensee's entry on the Property under this Agreement. Furthermore, the terms of this Agreement that would, by their nature, survive termination, including, without limitation, the terms that govern Licensee's removal obligations and Licensee's indemnification obligations, as well as this survival provision, will survive any termination or expiration of this Agreement. 8. Licensee agrees to defend and to indemnify and hold Licensor, its parent, subsidiaries, affiliates, and its and their officers, directors, shareholders, agents, employees, and representatives harmless from and against any and all losses, costs, claims, damages, and liabilities, including reasonable attorney's fees, court costs, and fees of expert witnesses, arising from Licensee's use of the Property and from any of Licensee's activities conducted on the Property in connection with Licensee's use of the Property, specifically including the use and activities of'Licensee's employees and invitees. 9. During the Term hereof, Licensee shall have in full force and effect commercial general liability insurance with respect to Licensee's use of the Property and the activities and operations of Licensee on the Property, with a limit for bodily injury, death, property damage and personal injury of not less than One Million Dollars ($1,000,000.00) per occurrence. Two Million Dollar ($2,000,000) general aggregate. A certificate of insurance shall be delivered to Licensor evidencing the coverage required herein prior to commencing any activity on the Property. Licensee' shall include Licensor and Licensor's property manager, Power Property Consultants, Inc., as additional insureds on the policy. 10. Licensee may not assign its rights hereunder without first obtaining Licensor's approval, which may be granted or withheld in Licensor's sole discretion. 11. This Agreement shall constitute the entire - agreement between the parties and any prior understanding or representation of any kind preceding the date of this Agreement shall not be binding upon either party except to the extent incorporated in this Agreement. No alteration, modification, amendment, or waiver hereto shall be valid unless evidenced by a writing signed by both parties hereto. 12. Licensee shall not permit the roads or any driveways, sidewalks or other rights -of -way adjacent to the Property to be obstructed or disturbed in connection with the use of the Property. 13. A 1- notices, demands, or requests required or permitted to be given under this Agreement shall be hand - delivered or sent by mail, return receipt requested and addressed to the parties as follows: LICENSOR: Balli Road, LLC c/o Power Property Consultants, Inc. 31620 2Sd Ave S #200 Federal Way, WA 98003 Attn: John Hunt Tel.: 253 - 214 -2141 LICENSEE: Federal Way Police Department Attention: Commander Chris Norman 33325 8`" Avenue S _- _P..O- Box98063.971.8___ Federal Way, WA 98003 Tel.: (253) 835 -6732 2 79 14. The failure of either party to this Agreement to insist upon the performance of any of the items and conditions of this Agreement, or the waiver of any breach of any of the terms and conditions of this Agreement, shall not be construed as thereafter waiving any such terms and conditions, but the same shall continue and remain in full force and effect as if no such forbearance or waiver had occurred. 15. The invalidity of any portion of this Agreement will not and shall not be deemed to affect the validity of any other provision. In the event that any provision of this Agreement is held to be invalid, the parties agree that the remaining provisions shall be deemed to be in full force and effect as if they had been executed by both parties subsequent to the expungement of the invalid provision. 16. This Agreement may be executed in one (1) or more counterparts, all of which taken together shall constitute one (1) instrument and constitutes the entire Agreement between the parties as to the subject matter herein described. 17. Licensee has inspected the Property and accepts the space in its current state "as -is." Licensee, at Licensee's sole cost, will be responsible for all improvements, repairs and maintenance in the Property during their tenancy. 18. Licensee, at Licensee's sole cost, may install signage. Licensor will review and approve signage and proposed location prior to signage installation. At the end of the tenancy, whether by natural or early termination, Licensee, at Licensee's sole cost, will have the signage removed and the impacted area returned to its condition prior to signage installation. 19. Licensee is granted a non - exclusive license to use the designated parking areas in the Project for the use of motor vehicles during the term of this Agreement. Licensor reserves the right at any time to grant similar non- exclusive use to other tenants, to promulgate rules and regulations relating to the use of such parking areas, including reasonable restrictions on parking by tenants, employees and invitees, to designate speck spaces for the use of any tenant, to make changes in the parking layout from time to time, to limit Licensee's use of the parking areas to eight (8) unassigned parking stalls, and to establish reasonable time limits on parking ail at Licensor's sole discretion Aside from the stated exception below, overnight parking is prohibited, and any vehicle of Tenant, its employees, guests or invitees violating this or any other vehicle regulation adopted by Licensor is subject to removal without notice at Licensee's expense. The Parties agree that two parking stalls, the selection of which is to be mutually agreed upon by the Licensor and the Licensee, will be designated as police use only. These stalls will be located for maximum visibility to the adjacent streets and transit center and may have a marked patrol car present at certain times to deter criminal activity. Any and all costs associated with markings or signage for these designated spaces will be borne by the Licensee. IN WITNESS WHEREOF, Licensor and Licensee have executed this Agreement as of the date and year first set forth above. LICENSEE: CITY gO.F, ERAL AY 8y: J; Mayor ATTEST: APPROVED AS TO FORM: aroi McN6illy, CMIC, C� Patricia ardson, City Attorney 3 80 LICENSOR: BALLI -O•r ice.... �.. Mmager STATE OF WASHINGTON ) j, ss. COUNTY OF On this day personally appeared before me Patrick Rhodes, to me known to be the Manager of Bailt Road, tt_C that executed the foregoing instrument, and acknowledged the said Instrument to be the free and voluntary act and deed of said corporation, for the uses and purposes therein mentioned, and on oath stated that he /she was authorized to execute said instrument. GIVEN my hand and official seal this t� day of 2014. Notary's sigrtsture . Notary's printed name w�ti� i����►itll 4t1 ! Nola commission gnd r ffia) �Syt''at��e��of Viiastungk n. IF S�L qtr_ MY xp ._LLC:..MGt 4 81 This Page Left Blank Intentionally 82 COUNCIL MEETING DATE: N/A ITEM #: CITY OF FEDERAL 'WAY CITY COUNCIL AGENDA BILL SUBJECT: TRACKMOLE SOFTWARE PROGRAM PARTICIPATION POLICY QUESTION: The City of Federal Way / Police Department will participate with other Valley Cities in the launch of a new web based program, TRACKMOLE, which will enhance the City's ability to return lost or stolen property in a more expeditious manner. COMMITTEE: Parks, Recreation, Human Services and Public Safety MEETING DATE: March 11, 2014 Council Committee - (PRHS &PS) CATEGORY: ❑ Consent ❑ City Council Business ❑ Ordinance ❑ ❑ Resolution Public Hearing Other — Information only STAFF REPORT BY: Steve Neal, Commander DEPT: Police Attachments: 1. PRHS &PS Staff Memo 2. TRACKMole Preventing and Solving Crime by Connecting Police with Property Owners Options Considered: 1. Allow participation 2. Do not allow participation MAYOR'S RECOMMENDATION: MAYOR APPROVAL: (-z -V111 DIRECTOR APPROVAL: CHIEF OF STAFF: v 7 �L,4 /Cpigmittee Co COMMITTEE RECOMMENDATION: N/A Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: N/A (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL # ❑ DENIEB Is" reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinances only) ORDINANCE # REVISED — 08/12/2010 RESOLUTION # 83 CITY OF FEDERAL WAY CITY COUNCIL COMMITTEE STAFF REPORT DATE: March 11, 2014 TO: Parks, Recreation, Human Services and Public Safety Council Committee VIA: Jim Ferrell, Mayor FROM: Andy J. Hwang, Interim Chief of Police SUBJECT: TRACKMOLE Software Program Participation Request Background The Federal Way Police Department/City of Federal Way has been asked to participate with other Valley Cities in the launch of a new web based software program named TRACKMOLE. This is a free program that anyone can use and runs virtually from web accessible devices. Trackmole unites unique serial numbers with current technology allowing lost, stolen, and left behind property to find their rightful owner. Trackmole would also give law enforcement the ability to discover and investigate property crimes before anyone is even aware the crime has been committed. The program runs on Amazon Web Services (AWS) on the Amazon EC2, and works in conjunction with Amazon VPC to provide security and networking functionality. Funding and Training The program is free to users and would require no funding to implement. The training required to access and use the program is minimal and would be provided through the marketing plan. Analysis • Participation in this program would provide a benefit to our businesses and organizations, and increase the relationship between the police and our citizens. " Trackmole unites cities and Police Departments with residents by improvingpublic perception towards police and empowers Mayors and Chiefs of Police with measurable results delivering huge dividends for yearend addresses". Trackmole.com, (2013) pg. 9. • The fiscal impact on the agency would be minimal since there is no equipment needed to implement the program. • Future applications may include property/evidence functions that could be phased in over time and as needed. • The City/Police could use existing vehicles to market the program to the community to include Safe Cities; Crime Prevention; HOA Mailings; School Campaigns; etc. 94 Preventing and Solving Crime By Connecting Police With Property Owners 85 TrackMole is free software that anyone can use and runs virtually from web accessible devices, so the user is not required to download any software. Trackmole unites manufactures' unique serial numbers with current technology and connectivity allowing lost, stolen, and left behind property to find the owner, instead of the owner having to spend countless hours filled with anxiety and frustration trying to find their property. Users can quickly inventory and store all their serial or uniquely numbered property through TrackMole. TrackMole disrupts the current epidemic facing both the private and public sectors by providing a complete user - friendly solution that will save companies billions of dollars. TrackMole also provides law enforcement with a powerful tool in their mission to return lost and stolen property to victims and track the criminals responsible for those thefts. Even more compelling, TrackMole gives law enforcement the ability to discover and investigate property crimes before anyone is even aware the crime has been committed. TrackMole is an extremely safe and secure environment hosted on Amazon Web Services (AWS) on the Amazon EC2, and works in conjunction with Amazon VPC to provide security and robust networking functionality. In addition, users control how much personal contact information they want to disclose and can create their account with only an email address and password. Users can update profile information at any time, to include address and phone numbers that is restricted to Law Enforcement view only. This allows Law Enforcement immediate contact via that additional information. Personal information is private and protected and only divulged if users choose to divulge their information to another user. TrackMole breaks the disconnect between Law Enforcement and property owners while building safer and better communities, and in doing so, greatly improves the relationship between police and residents. Property crime ' victims, especially those who have been burglarized, don't understand the limited resources police departments face in today's environment. Cities need to reconnect with their residents and law enforcement needs to utilize the tools that will allow them to best serve their residents and business owners. TrackMole will empower your City, Police Department and Officers to do just that! 2 86 Pre TrackMole Officer Smith contacts a subject based on a 911 call. Officer Smith runs the subject's name and a warrant returns, or an arrest is made by other means. Search incident to arrest, the subject has a laptop, tablet, GPS, jewelry, and Xbox in his backpack. Officer Smith runs the laptop through NCIC/ Local Database and gets a negative return. Property is then kept by the subject or entered into police evidence never to be claimed by, or returned to, the rightful owner because less than 5% of property owners do record their serial numbers. Post TrackMole Officer Smith contacts a subject based on a 911 call. Officer Smith runs the subject's name and a warrant returns, or an arrest is made by other means. Search incident to arrest, the subject has a laptop, tablet, GPS, jewelry, and Xbox in his backpack. Officer Smith runs the laptop through NCIC/ Local Database and gets a negative return. Officer Smith then signs into his Department's TrackMole account, runs the serial number on the laptop, and gets a registered return. The property owner simultaneously receives an email from TrackMole advising that someone has just run the serial number of their laptop. Officer Smith calls the registered property owner "Mr. Johnson" and says he is out with a subject who has property registered to Mr. Johnson through TrackMole. Officer Smith asks Mr. Johnson if he is still the property owner and Mr. Johnson tells Officer Smith that he is, and that the property was in his living room when he left for work that morning. Officer Smith requests dispatch send several patrol units to Mr. Johnson's home and the responding officers discover forced entry has been made into the residence. An arrest is made for possession of stolen property. Mr. Johnson's property is returned to him and his home is secured. Mr. Johnson praises the officers for their great work and expresses his gratitude in a letter to the Chief. 3 87 Pre TrackMole The Johnsons are out on a bicycle ride enjoying the great weather and stop at a water front park to eat lunch. They lock their bikes up and go eat lunch down by the water. "Joe Scum" decides he does not want to walk to the neighboring city where he lives and snaps the chain off the bikes. He steals Mr. Johnson's Trek 1000 and then dumps it near his destination. "Mrs. Good" goes out to work in her front yard, sees the bike and calls 911.Officer Smith runs the bicycle's serial number through NCIC /Local Database and gets no return because the Johnsons are sitting at the waterfront enjoying lunch and have no idea the bike is even missing. Officer Smith completes a case report and enters the bike into evidence; the process takes him about an hour, and involves an evidence technician who must then store and later dispose of the unclaimed bicycle. The Johnsons don't have the bicycle's serial number and never see the bike again. Post TrackMole Officer Smith runs the bicycle's serial number through NCIC/ Local Database and gets no return. Officer Smith then signs into his Department's TrackMole account and runs the serial number, getting a return showing the bike registered to Mr. Johnson. Mr. Johnson in -turn simultaneously gets an email from TrackMole advising the serial number to his bicycle was just run. Mr. Johnson tells his wife he needs to go check on their bikes. Mr. Johnson discovers the snapped chain and at that same time gets a call from Officer Smith, who tells him he is out with an abandoned bicycle registered to Mr. Johnson through TrackMole. Mr. Johnson tells Officer Smith the bicycle was just stolen from a locked bike rack. Officer Smith asks Mr. Johnson where he is and Mr. Johnson says he is in Renton at Gene Coulon Park. Officer Smith offers to bring Mr. Johnson his bicycle and Mr. Johnson is extremely pleased with how fast his bike was recovered and with Officer Smith's generosity and customer service in bringing his bicycle to him. Officer Smith no longer has to enter a bicycle into property or complete a case report, both of which take his time away from priority calls. Now he can simply complete a recovery card checking a few boxes of information and the dollar value of the recovery for department statistical data. This also frees the Evidence Technician from having to record and dispose of the bicycle. Mr. Johnson conveys the incident to his family and friends via social networks, praising his positive experience with police. Officer Smith is pleased he was able to return Mr. Johnson's bicycle to him. 4 88 0__EXAMPLE..3 Pre TrackMole Officer Smith on -views property hidden or abandoned in some bushes. Officer Smith runs the serial numbers through NCIC /Local Database and gets no return. Officer Smith checks several homes in the immediate area for any signs of forced entry, hoping to discover the residence the property came from. He does not locate the burglarized residence because it is several blocks away. Officer Smith now has to complete a case report and enter the property into evidence, which takes about an hour of his time and involves an evidence technician who must store and ultimately dispose of the unclaimed property. Officer Smith's dayshift ends and a graveyard Officer is later dispatched to the victim residence. The resident tells the responding Officer what items are missing. However,.the property owner did not have the serial numbers to provide police, so the property Officer Smith entered into evidence is never connected to the burglarized residence. Post TrackMole After Officer Smith gets a negative NCIC/ Local Database return, he signs into his Department's TrackMole account and runs the serial numbers on the property, getting a registered return. The property owner simultaneously receives an email from TrackMole advising someone just ran the serial number of their property. Officer Smith calls the registered property owner "Mr. Johnson" and says he is out with property registered to Mr. Johnson on TrackMole. Mr. Johnson confirms he is still the owner, and says the property was in his residence when he left for work that morning. Officer Smith responds to Mr. Johnson's residence and discovers forced entry into the house. Mr. Johnson returns home, takes custody of his property, and secures his residence. Mr. Johnson inspects his residence with Officer Smith and discovers additional property missing. Mr. Johnson logs into his TrackMole account and marks the items as "Stolen ", then prints out a PDF list of all the stolen items. Officer Smith now has all the pertinent information needed by police to enter all the stolen items into NCIC/ Local Database. Several days later Detectives receive matching hits from a pawnshop where Mr. Johnson's items where pawned. Detectives respond to the pawnshop, take custody of the items, and discover the identity of the suspect who pawned the items. Mr. Johnson is so impressed with the service he received from the police that he posts his experience on Facebook and writes a letter to the Chief and Mayor. This positive ending directly resulted from Mr. Johnson's city reaching out to residents with the "Help Us Help You" campaign. 5 89 Pre TrackMole "Mr. Johnson" finds an iPhone on Craigslist that he is interested in buying for his teenage daughter and meets the seller in the local Safeway parking lot. Mr. Johnson tests the phone, which works, and pays the $250 asking price in cash. Mr. Johnson takes the phone to his cell carrier to activate under his current plan and is told the phone is stolen and cannot be activated. Mr. Johnson drives to the Police Department and reports that he bought a cell phone on Craigslist that turned out to be stolen. He asks the police to find the seller and get his money back. Mr. Johnson is told finding the seller is impossible due to the limited suspect information he is able to provide, and that the phone he bought is also being seized by police because it is reported stolen by another Police Department. Mr. Johnson leaves the police station very upset and disgruntled with police. He goes home and voices his frustration about his police experience on Facebook and writes a letter to the Chief and Mayor complaining about the poor service he feels he received from police, who should have found the seller and recovered his money. Post TrackMole "Mr. Johnson" finds an iPhone on Craigslist and meets the seller in the Safeway parking lot. Mr. Johnson tests the phone, which works, but prior to buying it, he runs the cell phone's IMEI number through TrackMole. He learns the phone is registered through TrackMole and has been flagged as "STOLEN ". Mr. Johnson declines to buy the phone. This positive outcome occurred because the city in which Mr. Johnson lives reached out to its residents in a campaign to "Help Us Help You" by encouraging residents and businesses to register and track their property for free through TrackMole. The phone Mr. Johnson was going to buy had been stolen several days earlier, and the owner of the phone flagged it as stolen on TrackMole, preventing Mr. Johnson from buying it TrackMole prevented Mr. Johnson from becoming a victim and losing $250, and he was very thankful his city is progressive in implementing programs that positively impact its residents. 6 90 -EXAIVPLE.. ,5 __ ......... ._._._.. _ . Pre TrackMole Local pawnshop "Stolen Pawn" buys everything they can knowing that over 95% of property owners fail to record serial numbers, so police have no way of reuniting property owners with lost, stolen, and forgotten property. Both the pawnshops and criminals enjoy this profitable business relationship. Post TrackMole Cities that team up with TrackMole and initiate a "Help Us Help You" campaign encourage their residents, businesses, and schools to use the free service Trackmole offers to register the serial numbers of their property. Thanks to the campaign, both pawnshops and criminals now know residents are recording their serial numbers. Residential homes and businesses will have stickers on their front windows indicating the residence or business is a "TrackMole Zone" and the property inside is registered with TrackMole. Pawnshops are now compelled to run serial numbers through TrackMole to pre- screen property and will start refusing to buy any TrackMole registered property unless the seller can show proof of ownership. Pawnshops will refuse to purchase property registered on TrackMole out of fear they will lose both their money and the property when police confiscate it. Thieves will also screen property and not try to pawn it, knowing the pawnshop won't buy property registered on TrackMole. TrackMole will be a powerful deterrent to theft and will disrupt the profitable business relationship between thieves and pawnshops. 7 91 0--EXAMPLE-6 ......... _ Pre TrackMole School Resource Officers and School Principals continually investigate student claims of cell phones and other devices that were lost, stolen, or left behind and are now in the possession of another student When asked for proof of ownership, the suspect students gladly cooperate, knowing the phone's content has been replaced with the "new" owner's photos and contacts. With no other way to prove original ownership, parents become involved in the investigation, which often escalates into after school fights between the students. Post TrackMole School Resource Officers and Principals run the device's serial or IMEI number through TrackMole, which returns registered to the reporting student. The device is recovered and the suspect student is suspended, thereby eliminating the need for parental involvement and preventing after school fights. Principals and other school staff also use TrackMole to quickly return lost and found devices to the rightful owner because the school ran the "Help Us Help You" campaign becoming a "TrackMole Zone" and students responded by registering their devices. 8 92 Restoring Public Appreciation By Truly Equipping And Empowering Your .Police Officers to Better serve Their Community And Crime Victims In today's world Police Officers are beat down by legislative changes that hinder officers in their efforts to hold accountable those who continue to relentlessly victimize your hardworking citizens and their property. Even worse, Officers are forced to allow a suspect to keep property they know is stolen because they have no way of connecting the property to its rightful owner. Police Officers endure a tremendous amount of scrutiny, forcing them to constantly juggle their mission to willingly serve with a disgruntled "why bother" attitude. TrackMole empowers your Officers with a powerful web -based crime prevention tool that will hold criminals accountable like never before and break the disconnect between property owners /victims. Police Officers now have the ability to virtually connect property to the rightful owner from any web - accessible device and solve thefts and burglaries before the property owner and police even know the crime has occurred. Cities and Police Departments are teaming up with TrackMole and reaching out to residents, businesses, and schools in a campaign called "Help Us Help You "to break the disconnect preventing the successful return of lost, stolen, and left behind property to its rightful owner. TrackMole also provides officers with the probable cause they need to arrest criminals for possession of stolen property. For example, the City of Renton and Renton Schools are deemed "TrackMole Zones" and are committed to creating a culture where residents, schools, and business "TrackMole it " -- allowing their property to find them, rather than the frustration and anxiety of having to look for it. TrackMole unites cities and Police Departments with residents by improving public perception towards police and empowers Mayors and Chiefs of Police with measurable results delivering huge dividends for yearend addresses. 9 93 Cities Empowering their Private Sector Empowering Businesses Within Your City_ _ Cities are also introducing TrackMole as a powerful tool to their business community in an effort to bring added value to their customers in returning lost and left behind property. Businesses do not want the burden of possessing unclaimed customer property, since storing it is costly, time consuming, and a liability. In today's connected world, electronics like laptops, smart phones, and tablets are looked upon as "our lives on a device" and hold irreplaceable data and memories. Customers who lose these devices in businesses and don't get them back often take to social media and blame the business for their negative experiences. For Example: The Regal Theater at the Landing in Renton, WA currently has 72 lost and left behind devices such as mobile phones and iPods with dead batteries. These devices are password protected and they could not be returned to their owners. Had the property owners been registered with TrackMole, reuniting with their devices would have been easy. Regal employees could easily run the IMEI, DEC, or serial numbers and the owners would simultaneously receive an email directly from Regal through TrackMole that their phone's serial number was run. They would then receive a second email from Regal through TrackMole stating their phones were at Regal safely stored in the manager's office and available for them to retrieve. Through TrackMole, Regal provided superior customer service, which was introduced to them by the progressive city in which they conduct business. • 30 billion dollars worth of mobile phones were lost in the US last year. http_ ,(Iblogs.marketwatch.com- lMdirt .12012 /03/23 Jlost- phones -cost- americans-30- billion -a year,L • 15,000 laptops are left in US airports every week. • Businesses lose over 2 billion dollars worth of laptops each year. $750 million worth of bicycles were stolen last year in the US. The billion dollar lost laptop problem h- M:- I/www.intel.com /content- us /enlenter rn ise- securiWenterprise- securit3 L-the-billion-dollar-lost-laptop-problemm pal2er.html 10 94 Website Host and Security with AWS —� Amazon Web Services with EC2 Amazon EC2 offers a highly reliable environment where replacement instances can be rapidly and predictably commissioned. The service runs within Amazon's proven network infrastructure and datacenters. The Amazon EC2 Service Level Agreement commitment is 99.95% availability for each Amazon EC2 Region. Secure Amazon EC2 works in conjunction with Amazon VPC to provide security and robust networking functionality for your compute resources. • Compute instances are located in a Virtual Private Cloud (VPC) with an IP range that you specify are in place on which instances are exposed to the Internet and which remain private. Security Groups and networks ACLs allow control on inbound and outbound network access to and from instances. We connect our existing IT infrastructure to resources in our VPC using industry- standard encrypted IPsec VPN connections. • We provision our EC2 resources as Dedicated Instances. Dedicated Instances are Amazon EC2 Instances that run on hardware dedicated to a single customer for additional isolation. • Ultimately when you boil it all down, we don't store any truly sensitive information about anybody, other than their name and contact information, which for the vast majority of the population is readily accessible using nothing more than Google. Security 3rd party auditing tools are run on the source code as a sanity check to make sure something obviously isn't wrong. In addition to AWS EC2 security we have taken the following steps to make our systems secure: 1) all pages on trackmole.com are transferred over SSL; no page can be requested using normal HTTP (non -SSL connection) 2) user passwords are stored in a one -way encrypted hash 11 95 3) session cookies contain no personal information 4) items are identified using a SHA -1 hash to protect against brute force attempts to retrieve item information 5) all webservers run in a private subnet fronted by an AWS Elastic Load Balancer, and we allow only HTTP and HTTPS traffic through (ports 80, 443) 6) the database runs in a different private subnet reachable only from the webserver subnet Well known companies using AWS EC2 Netflix GE Bristol -Myers Squibb Foursquare Pfizer Reddit Shazam 12 96 Pinterest SAP Airbnb Spotify Lionsgate Adobe Nokia Cities and Schools that are promoting the "Help Us Help You" campaign and letting residents know they have teamed up with TrackMole are reaching out to residents and businesses in very creative and personal ways. Below is a list of various programs which are active now or are in the creative process of being of being implemented: ➢ Direct notice of partnering sent in city utility billings. ➢ Advertised by Crime Prevention Departments. ➢ Direct contact with Neighborhood Watch leads. ➢ HOA mailings both by flyer and email. ➢ Apartment Management notification. ➢ Employer to employee driven marketing. ➢ Volunteer Division signing up retirees and assisting with property registration. ➢ School Campaigns driven by the (ASB) Association of Student Body branding the school as a "TrackMole Zone!" ➢ City and Police websites and crime prevention cable channels. ➢ Officer face -to -face contact with community/ handing out business cards encouraging residents to partner with the city. ➢ TrackMole stickers to place on and identify property that are available in City Halls, Police and Fire Stations, and Schools. ➢ Media announcements via print, web, and local TV. ➢ City of Renton is a "TrackMole Zone" indicated by posted signage. 13 97 This Page Left Blank Intentionally 98 COUNCIL MEETING DATE: March 18, 2014 ITEM #: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: ORDINANCE: AMEND FEDERAL WAY REVISED CODE REGARDING PAWNBROKERS AND SECONDHAND DEALERS POLICY QUESTION: Should the City Council approve the proposed modifications to FWRC 12.15.230 regarding pawnbrokers and secondhand dealers and declare an emergency so these modification will take place immediately? COMMITTEE: PRHSPS MEETING DATE: 03/11/2014 CATEGORY: ❑ Consent ® Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Amy Jo Pearsall, Deputy City Attorn� DEPT: Law Attachments: Proposed ordinance amending FWRC 12.15.230 regarding pawnbrokers and secondhand dealers. RCW 12.15.230 sets forth the information required to be entered into a law enforcement database and the business books of pawnbrokers, secondhand dealers and secondhand precious metal dealers. Police were attempting to enforce these requirements when it was determined that an error in this section regarding the list of information required to be recorded in the business books created a loophole for these businesses. The City of Federal Way City Council has previously found that it is in the best interest of the citizens to require pawnbroker and secondhand dealer businesses to gather and record certain information in their business books. However, the identified error creates a loophole and prevents the intent of the City Council's previous ordinances from being fulfilled. The proposed ordinance, as currently drafted will close the loophole and make the business book requirements apply to secondhand precious metal dealers as well. Because this loophole has already prevented the capture of active burglars in the City, staff is requesting that Council declare an emergency so that this ordinance may take effect immediately. Options Considered: 1. Approve the proposed ordinance amending FWRC 12.15.230 regarding pawnbrokers and secondhand dealers, declare an emergency, and adopt the ordinance at the March 18, 2014 City Council Meeting. 2. Modify the proposed ordinance amending FWRC 12.15.230 regarding pawnbrokers and secondhand dealers, and provide direction to staff regarding its enactment. MAYOR'S RECOMMENDATION: Option 1 MAYOR APPROVAL: DIRECTOR APPROVAL: mmittee C cil Initial CHIEF OF STAFF: Commi a Council 99 COMMITTEE RECOMMENDATION: I move to forward the proposed ordinance for First Reading and Enactment at the March 18, 2014 City Council meeting. Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION(S): "I move approval of the proposed ordinance. " (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL # ❑ DENIED I" reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinances only) ORDINANCE # REVISED— 08/12/2010 RESOLUTION # 100 ORDINANCE NO. AN ORDINANCE of the City of Federal Way, Washington, relating to Pawnbroker and Secondhand Dealer Business Requirements; declaring an emergency and amending FWRC 12.15.230. (Amending Ordinance Nos. 11-689 and 90 -57) WHEREAS, RCW 12.15.230 sets forth the information required to be entered into a law enforcement database and the business books of pawnbrokers, secondhand dealers and secondhand precious metal dealers; and WHEREAS, staff has identified an error in this section regarding the list of information required to be recorded in the business books; and WHEREAS, the City of Federal Way City Council has previously found that it is in the best interest of the citizens to require pawnbroker and secondhand dealer businesses to gather and record certain information in their business books; and WHEREAS, the identified error prevents the intent of the City Council's previous ordinances from being fulfilled; and WHEREAS, the potential adverse impacts on the public's property as well as the safety and welfare of the City and its citizens if this Ordinance did not take effect immediately, justify the declaration of an emergency and the designation of this ordinance as a public emergency ordinance necessary for the protection of public safety, public property or the public peace by the City Council; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF FEDERAL WAY, WASHINGTON, DO ORDAIN AS FOLLOWS: Ordinance No. 14- 101 Page 1 of 3 Rev 1/10 Section 1. FWRC 12.15.230 is hereby amended to read as follows: 12.15.230 Information Required to be entered into data base and into a business book. (1) Database. Every pawnbroker, secondhand dealer, and secondhand precious metal dealer shall enter within twenty -four (24) hours any and all requested information into the data base prescribed by the law enforcement agency (2) Business book. Every pawnbrokers and secondhand dealer, and secondhand precious metal dealer shall maintain at his or her place of business a book n which he or she shall at the time of such loan, purchase or sale, enter, in the English language, written in ink, the following information: (a) The date of the transaction; (b) The name of the person conducting the transaction and making the entries regaired in this chapter; (c) The printed name, age, date of birth, height, weight, address, telephone number, the general description of the dress, complexion, color of hair and facial appearance of the person with whom the transaction is had, including the identification which the customer shall present to verify his or her identity, and the account or other number of such identification; (d) The signature of the person with whom the transaction is made, a photo copy of both sides of an official picture identification card and the right thumb print. (e)The name, address and telephone number of the owner of the property bought or received in pledge; (f) The address of the place from which the property bought or received in pledge was last removed; (g) A description of the property bought or received in pledge, which shall include the name of the maker of such property or the manufacturer thereof and the serial number, if the article has such marks on it, or any other inscriptive or identifying marks; provided,that when the article received is furniture or the contents of any house or room actually inspected on the premises where the sale is made, a general description of the property shall be sufficient; (h) The price paid or the amount loaned; (i) The number of any pawn ticket issued therefore; afand Q) Comply with the provisions of RCW 19.60.020(1). Section 2. Severability. Should any section, subsection, paragraph, sentence, clause, or phrase of this chapter, or its application to any person or situation, be declared unconstitutional or invalid for any reason, such decision shall not affect the validity of the remaining portions of this chapter or its application to any other person or situation. The City Council of the City of Federal Way hereby declares that it would have adopted this chapter and each section, subsection, sentence, clauses, phrase, or portion thereof, irrespective of the fact that any one or more sections, subsections, sentences, clauses, phrases, or portions be declared invalid or unconstitutional. Ordinance No. 14- 102 Page 2 of 3 Rev 1/10 Section 3. Corrections. The City Clerk and the codifiers of this ordinance are authorized to make necessary corrections to this ordinance including, but not limited to, the correction of scrivener /clerical errors, references, ordinance numbering, section/subsection numbers and any references thereto. Section 4. Ratification. Any act consistent with the authority and prior to the effective date of this ordinance is hereby ratified and affirmed. Section 5. Effective Date. By unanimous consent, the Council finds that this ordinance is needed for the immediate preservation of public peace, health and safety and is not subject to initiative or referendum pursuant to FWRC 1.30. This ordinance shall take effect and be in force upon adoption. PASSED by the City Council of the City of Federal Way this 18th day of March, 2014. CITY OF FEDERAL WAY MAYOR, JIM FERRELL ATTEST: CITY CLERK, CAROL MCNEILLY, CMC APPROVED AS TO FORM: CITY ATTORNEY, PATRICIA A. RICHARDSON FILED WITH THE CITY CLERK: PASSED BY THE CITY COUNCIL: PUBLISHED: EFFECTIVE DATE: ORDINANCE NO.: K Aord \7014knde update — pawnbrokers Ordinance No. 14- 103 Page 3 of 3 Rev 1/10 This Page Left Blank Intentionally 104 SUBJECT: FLOWER BASKET INSTALLATION FOR CITY CENTER POLICY QUESTION: Should the Council appropriate $20,000.00 for the purchase, installation and maintenance of Flower Baskets in the City Center for the year 2014? COMMITTEE: Parks, Recreation, Human Services & Public Safety MEETING DATE: March 11, 2014 CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Marwan Salloum, P.E., Deputy Public Works Director DEPT: Public Works Attachments: Parks, Recreation and Cultural Resources Committee Memorandum dated March 11, 2014. Options Considered: 1. Appropriate $20,000.00 for the purchase, installation and maintenance of flower baskets within the City Center for the year 2014. 2. Do not appropriate $20,000.00 for flower baskets for the year 2014 and provide direction to staff. MAYOR'S RECOMMENDATION: The Mayor recommends forwarding Option 1 to the March 18, 2014 City Council Consent Agenda for approval,,,, ___n _,-7 MAYOR APPROVAL: DIRECTOR APPROVAL: MA- 0 54ttee Z Co cil Initial CHIEF OF STAFF: 16, ui` Committee Council COMMITTEE RECOMMENDATION: I move to forward Option I to the March 18, 2014 City Council Consent agenda for approval. Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move approval of the appropriation of $20, 000.00 for the purchase, installation and maintenance of Flower Baskets in the City Center for the year 2014 " (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 # V:*t�hhl Date: March 11, 2014 CITY OF Federal Way To: PRHSPS Council Committee From: Marwan Salloum, P.E. Deputy Director of Public Works Cary M. Roe, P.E., Director of Parks, Public Works & Emergency Mgmt. OVA Via: Jim Ferrell, Mayor Subject: Appropriation of funding for the purchase, installation and maintenance of Flower Baskets in the City Center for the year 2014. Background: Flower Baskets were budgeted for purchase, installation and maintenance from 2003 to 2011. In 2011, to meet budget constraints, flower baskets were eliminated from the budget. In response to a previous request from Council Member Honda, staff prepared the attached spreadsheet that outlines the cost for the purchase, installation and maintenance of flower baskets, banners and Holiday lights in the city center. Based on this information, Council Member Honda is proposing to appropriate $20,000 for the installation and maintenance of flower baskets in the city center for the 2014 year. Council Member Honda also requested to relocate the Flower Baskets on S 324th Street between 11 the Place S and 17th Ave S to be placed on 21St Avenue S between S 320th Street and S 316th Street. Possible sources of funding for the Flower Baskets are: 1. Downtown Redevelopment Fund 2. Mayor's Contingency Fund 3. 2013 Year End Balance 4. 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