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
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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
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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)
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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
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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.
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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:
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• 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
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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.
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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.
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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.
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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
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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
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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
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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.
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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
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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
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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!
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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.
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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.
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97
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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. Lodging Tax Fund
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