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PRHSPSC PKT 05-13-2014City of Federal Way City Council Parks, Recreation, Human Services & Public Safety Committee May 13, 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: April 8, 2014 B. Federal Way Rotary Donation and Naming Rights for a Family Funland Feature C. Authorization to Transfer Unallocated Parks CIP and Mitigation Funds, Submit Applications for Two Grants, Approve Resolution and Accept Cash Donations fron the Federal Way Soccer and Football Associations for the Karl Grosch Field. D. Bulletproof Vest Partnership Grant Application (BVP) E. FY 2013 Edward Byrne Justice Grant (JAG) F. City Sponsorship Policy 5. PENDING ITEMS • Veterans Memorial • Banners • Festivals 6. NEXT MEETING: Tuesday, June 10, 2014 5:30pm — Hylebos Conference Room 7. ADJOURNMENT Committee Members Susan Honda, Chair Dini Dudos Martin Moore K: \PRHSPS Committee \2014 \05132014 prhsps agenda.doc City staff Ken Miller, P. E., Interim Director of Parks, Recreation & Cultural Services Mary Jaenicke, Administrative Assistant 11 1 Action Council Presenter Page or Info Date 3 Action N/A Ikerd 7 Action Business 5/20/14 Resolution Ikerd 13 Action 5/20/14 Consent Hwang 23 Action 5/20/14 Hwang 25 Action Consent 5/20/14 Pearsall 29 Action Consent 5/20/14 5. PENDING ITEMS • Veterans Memorial • Banners • Festivals 6. NEXT MEETING: Tuesday, June 10, 2014 5:30pm — Hylebos Conference Room 7. ADJOURNMENT Committee Members Susan Honda, Chair Dini Dudos Martin Moore K: \PRHSPS Committee \2014 \05132014 prhsps agenda.doc City staff Ken Miller, P. E., Interim Director of Parks, Recreation & Cultural Services Mary Jaenicke, Administrative Assistant 11 1 This Page Left Blank Intentionally City of Federal Way City Council PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday, April 8, 2014 5:30 p.m. SUMMARY Committee Members in Attendance: Chair Honda, Committee member Duclos, Committee member Moore (via phone). Council Members in Attendance: Deputy Mayor Burbidge Staff Members in Attendance: Ken Miller, Interim Director Parks, Recreation & Cultural Services, 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, and Mary Jaenicke, Administrative Asst. II. Guests: Diana Noble - Gulliford — Historical Society of Federal Way, Doug Baxter— St. Francis Hospital, Erika Skein & DeAnna Nugent — Relay for Life, Mary Schultz — Human Services Commission Chair Honda called the meeting to order at 5:30p.m. Public Comment: Ms. Noble - Gulliford stated that there is an increase of car break-ins in the parking lot of the Denny Cabins. A lot of these break-ins are occurring during the day. She is requesting that "low key" visiblesignage be placed around the parking lot advising people to not leave valuables visible in their car, and to please enjoy the park. Chief Hwang stated that he has been working with the Parks department for signs at the Hylebos and at Dumas Bay Park. There has been surveillance and extra patrols at those locations. Committee member Duclos moved to amend the agenda to add the items G— AT &T Cell Site Lease Amendment— Aquatic Center / BPA and item H — Ordinance — Diversity Commission Residency. Chair Honda seconded. Motion passed. Committee member Moore joined the meeting via phone. Public Comment continued: Doug Baxter wanted to thank the Human Services Commission for recommending the funding of $750 for the Camelot Square cleanup. They are partnering with the Federal Way AmeriCorps team and Camelot Square Mobile Home Park management. They are going to be helping Camelot Square residents with yard work, and outside mobile home repair. Erica Skein- is a volunteer for the American Cancer Society Relay for Life, andshe wanted to thank Human Services for considering them for funding for the Relay for Life event for 2014. The event wil be held June 6 and 7 at Saghalie Middle School. The funding will allow them to take more of the money that they raiseand put it more directly to the cause to fight cancer. DeAnna Nugent— At the Relay for Life Event this year, they will have a Health and Wellness Fair to kick -off the event. This fair will be open to everybody in the community. There will be over 30 vendors in attendance. These are vendors that offer services to people in the Federal Way community. The Fair will be held at Saghale on June 6 from 5:00pm — 8:00pm. The Relay for Life event will start at 6:00pm. Commission Comment: None APPROVAL OF MINUTES Chair Honda stated that at the last meeting Deputy Mayor Burbidge was a member and Council member Maloney was a member; they are no longer members, so this will be moved to the consent agenda on April 15, 2014. BUSINESS ITEMS 2014 Community Enhancement Grant Allocations Mr. Bennett stated that this is to award the 2014 Community Enhancement Grants in the amount of $20,000. 23 applications were received for a total request of $24,670 in grant funds. Council revised the policies for 2014. There were two application options for Federal Way groups; a small grant for ($750) that will have a more localized impact and a larger grant, which is a matching grant ($1,500) this will have a more far reaching community impact. The Human Services Commission rated the applications individually, and then compiled their scores. They are recommending 9 projects in the small group for a total of $6,750 and 9 projects in the matching grants for a total of $13,250. Committee member Duclos asked if Hillside Park located in the Twin Lakes area was a private or public K:\PRHSPS Committee\2014 \04082014 prhsps Min.doc 3 PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday, April 8, 2014 Summary Page 2 park. Mr. Bennett was not sure, but the park is in the confines of the development. Committee member Duclos, asked if this is something that the city has done before, or is the city setting a precedent. Mr. Bennett answered that it was not expressly prohibited within the policies of Council. Deputy Mayor Burbidge asked if these facilities would be open to the general public. Chair Honda stated that she would like to give the Federal Way Community Chess Club $750 for Chess Tournaments. The Committee would like to know if the Hillside Park will be open to the public. Chess Tournaments would be open to the public. Human Services Commissioner Mary Schulz stated that there are seven commissioners, and they put in their scores and it was divided by seven. The Chess Club came in at the bottom. When the commission did their decision making nobody had any issues with the groups that scored on the bottom. Ms. Schulz added that there is different criteria this year; the criteria was can it bring in more people in their own community, and it was believed that if picnic tables were added to the park, it would bring in more people. Mr. Bennett stated that staff would follow up to see if it will be open to the public, and provide that information at the Council meeting. Mr. Wilson provided the historical background information on how the funding came about. It originated from the City Manager form of Government. When the strong Mayor form of Government started, there was a move to put it back to the Human Services Commission to make the decisions. The Mayor's office is looking at different means to administer this moving forward. Committee member Duclos stated that she would like to see it go back to the Mayor's office. The Grants are small, and she is unaware of what the criteria are. She stated Mayor's office should have a way to fund things. Committee member Duclos moved to forward the Human Services Commission's funding recommendations for the 2014 Community Enhancement Grants to the April 15, 2014 consent agenda for approval. Committee Moore seconded. Motion passed. This is Mr. Bennett's last meeting, and the Committee thanked him for everything that he has done. Family Funland Labor Contract Change Order Mr. Ikerd stated that there were unforeseen costs increase associated with tax, and they were unable to find any Apprentice Carpenters. This resulted in an increase of $3,702.53. They are requesting approval of a Change Order to cover the increase. No Discussion was held. Committee member Duclos moved to forward the authorization of a change order for Family Funland Labor contract for $3,702.53 to Danneko Construction and authorize the Mayor to sign said change order to the full Council April 15, 2014 consent agenda for approval. Committee member Moore seconded. Motion passed. Danneko Retainage Release Mr. Ikerd reported that Danneko was contracted to provide labor for the renovation work on the Family Funland playground. This was a two week project. Prior to the release of retainage on arry Public Works project, the City Council must accept the work as complete to meet State Department of Revenue and Departnent of Labor and Industries. The amount of the retainage held was $4,252.67. No discussion was held.Committee member Duclos moved to forward the acceptance of the Danneko Construction contract as complete and forward the authorization of staff to release their $4,252.67 retainage to the full Council April 15, 2014 consent agenda for approval. Committee member Moore seconded. Motion passed. Fiscal Year 2014 State Criminal Alien Assistance Program (SCRAP) Grant Application Chief Hwang stated that this grant will pay for the salary associated with incarcerating undocumented criminal aliens. Last year they applied for this grant and were reimbursed $3,380.00. No discussion was held.Committee member Duclos moved to forward the request for the SCAAP Grant for the City of Federal Way to the April 15, 2014 City Council Agenda. Committee member Moore seconded. Motion passed. Washington Traffic Safety Commission (WTSC) Grant— Amendment #1 for Impaired Driving and Seat Belts Chief Hwang reported that the Federal Way Police Department is requesting approval to receive additional funding from the Traffic Safety Commission. This will go towards their DUI and seatbelt enforcement. The additional funding amount is $1,460. The total funding to the Police Department will be $9,460. No discussion was held. Committee member Duclos moved to forward approval for the City of Federal Way to accept the additional funding from WTSC to the April 15, 2014 Consent agenda for approval. Committee member Moore seconded. Motion passed. AT &T Cell Site Lease Amendment Ms. Pearsall stated that when they were updating the formula that determines rental rates, they were in the middle of negotiations with AT &T. AT &T were at a 4% annual increase, and now it is a 3% annual increase. No discussion was held. Committee member Duclos moved to forward the Fourth Amendment to the AT &T Site Lease on the BPA Trail to the April 15, 2014 consent agenda for approval. Committee member Moore seconded. Motion passed. 4 PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday, April 8, 2014 Summary Page 3 Ordinance — Diversity Commission Residency Ms. Pearsall stated that in 2013 the requirements to serve on the Diversity commission were changed. In order to be eligible to serve on the Diversity Commission, you needed to live within the city limits. There were two Diversity Commissioners who lived outside of the limits. A grandfathering clause was placed in that amendment. It was not clear that the grandfathering only applied to their current term. One of the commission members term is up, and they have asked if they may reapply. This amendment will allow them to reapply, and be reappointed as long as it is a continuation of their current membership on the commission. This will only apply to current members. Committee member Duclos moved to forward the proposed ordinance for First Reading at the April 15, 2014 City Council meeting. Committee member Moore seconded. Motion passed. PENDING ITEMS None NEXT MEETING May 13, 2014 at 5:30pm ADJOURNMENT Meeting adjourned at 6:04p.m. This Page Left Blank Intentionally COUNCIL MEETING DATE: May 20, 2014 ITEM #: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: FW ROTARY DONATION AND NAMING RIGHTS FOR A FAMILY FUNLAND FEATURE. POLICY QUESTION: Should the Council accept a donation from the Federal Way Rotary Service Foundation in the amount of $54,700 to be used for an Ability Whirl and other ADA Improvements in the Family Funland renovation project and allow naming rights to the Ability Whirl feature? (Rotary Ability Whirl) COMMITTEE: PRHSPS MEETING DATE: May 13, 2014 CATEGORY: ❑ Consent ❑ Ordinance ❑ Public Hearing ® City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Stephen Ikerd Parks & Facilities Mana er DEPT: PRCS Attachments: Staff memo, FW Rotary Donation application, photo of the Ability Whirl. Options Considered: 1. Accept a donation from the Federal Way Rotary Service Foundation in the amount of $54,700 to be used for an Ability Whirl and other ADA Improvements in the Family Funland renovation project, and allow naming rights to the Ability Whirl feature? (Rotary Ability Whirl) and forward to the full Council May 20, 2014 business agenda for approval. 2. Do not accept the donation from FW Rotary Service Foundation and allow naming rights for the Ability Whirl feature and provide direction to staff. MAYOR'S RECOMMENDATION: Option 1. MAYOR APPROVAL: / ' DIRECTOR APPROVAL: 7a u e y cil y / /�i Initial CHIEF OF STAFF: AA ,6"IL41. Committ Council COMMITTEE RECOMMENDATION: I move to forward the Acceptance of a donation from the Federal Way Rotary Service Foundation in the amount of $54,700 to be used for an Ability Whirl and other ADA Improvements in the Family Funland renovation project, and allow naming rights to the Ability Whirl feature (Rotary Ability Whirl) to the full Council May 20, 2014 business agenda for approval. Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move Acceptance of a donation from the Federal Way Rotary Service Foundation in the amount of $54,700 to be used for an Ability Whirl and other ADA Improvements in the Family Funland renovation project, and allow naming rights to the Ability Whirl feature (Rotary Ability Whirl) " (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL # 11 DENIED IST reading ❑ TABLED /DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinances only) ORDINANCE # REVISED— 08/12/2010 RESOLUTION # COUNCIL MEETING DATE: May 20, 2014 ITEM #: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: FW ROTARY DONATION AND NAMING RIGHTS FOR A FAMILY FUNLAND FEATURE. POLICY QUESTION: Should the Council accept a donation from the Federal Way Rotary Service Foundation in the amount of $54,700 to be used for an Ability Whirl and other ADA Improvements in the Family Funland renovation project and allow naming rights to the Ability Whirl feature? (Rotary Ability Whirl) COMMITTEE: PRHSPS MEETING DATE: May 13, 2014 CATEGORY: ❑ Consent ❑ Ordinance ❑ Public Hearing ® City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Stephen Ikerd Parks & Facilities Manager DEPT: PRCS .._._... .------ .._...__._.._.__...__..P - --'....----........_._........_.__....._.._.._.. ._........---- ..._...-- _..__._. .. .._...._......__.._..__...._._..-..---------------- ..._.._...--- .._....._._.._.. - -- Attachments: Staff memo, FW Rotary Donation application, photo of the Ability Whirl. Options Considered: 1. Accept a donation from the Federal Way Rotary Service Foundation in the amount of $54,700 to be used for an Ability Whirl and other ADA Improvements in the Family Funland renovation project, and allow naming rights to the Ability Whirl feature? (Rotary Ability Whirl) and forward to the full Council May 20, 2014 business agenda for approval. 2. Do not accept the donation from FW Rotary Service Foundation and allow naming rights for the Ability Whirl feature and provide direction to staff. MAYOR'S RECOMMENDATION: Option 1. MAYOR APPROVAL: DIRECTOR APPROVAL: N. mmIyylrtreee;e C cil Initial CHIEF OF STAFF: Committ Council COMMITTEE RECOMMENDATION: I move to forward the Acceptance of a donation from the Federal Way Rotary Service Foundation in the amount of $54,700 to be used for an Ability Whirl and other ADA Improvements in the Family Funland renovation project, and allow naming rights to the Ability Whirl feature (Rotary Ability Whirl) to the full Council May 20, 2014 business agenda for approval. Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move Acceptance of a donation from the Federal Way Rotary Service Foundation in the amount of $54,700 to be used for an Ability Whirl and other ADA Improvements in the Family Funland renovation project, and allow naming rights to the Ability Whirl feature (Rotary Ability Whirl) " (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL # 11 DENIED 15T reading ❑ TABLED /DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinances only) ORDINANCE # REVISED — 08/12/2010 RESOLUTION # CITY OF "`.�. Federal Way Parks and Facilities Division Date: May 13, 2014 To: PRHSPS Council Committee Via: Mayor Jim Ferrell From: Stephen Ikerd, Parks & Facilities Manager Subject: FW Rotary Donation and Ability Whirl naming rights. Background: The Parks Department has been working with the Federal Way Rotary Services Foundation since the 2013 design phase for the renovation of the large playground at Steel Lake Park known as; Family Funland. Through Park Commission work meetings and various public meetings it became a high priority to include more ADA features into the Funland renovation planning. A need and emphasis was identified to include features a wheelchair user could directly engage with. Staff did a lot of research and found a roundabout apparatus called an "Ability Whirl" that allows two wheelchairs at a time to participate on. Once the design phase was complete, budget estimates determined that the Ability Whirl and some other playground features would need to be optional as there were insufficient funds to do all the desired improvements. Members of the Park Commission who were also members of the FW Rotary Service Foundation talked with their local club members and they took on the goal to move the Ability Whirl from optional to part of the base project. Through the initiative of the Local Rotary Foundation they raised sufficient funds through grants and donations to cover not only the Ability Whirl feature, but other worthwhile ADA features that all abilities will be able to enjoy. The total amount raised to be donated to the City is $54,700. They are requesting the City accept and apply these funds to the Family Funland renovation project. The Rotary Foundation is also asking to name the Ability Whirl in their name with the major donors and granting organization shown on a sign that will be placed next to the donated feature. The name of the feature would be called "Rotary Ability Whirl' Council must approve donations that are more than $10,000 and also approve naming rights. All criteria for accepting this donation are consistent with the City donation and memorial policy. Recommendation: Parks staff recommends accepting the Federal Way Rotary donation in the amount of $54,700 and apply these funds to the Family Funland renovation project. Staff also recommends recognizing the achievements of their organization by allowing the naming rights to this special roundabout feature to be known as the "Rotary Ability Whirl' CITY OF ::... Federal Way Park Donation & Memorial Program Form Donor name or organization: Federal Way Rotary Service Foundation Address: P.O. Bog 23444 City, State, Zip: Federal Way, WA 98093 Phone: (206) 713 -7046 Jodi Glandon, President e-mail: jodi.giandon @weyerhaeuser.com Pre - approved donation list of new items: (please check appropriate boxes) ❑ Tree ❑ Planter ❑ Trail marker signs ❑ Picnic table ❑ Litter receptacle ❑ Metal Bench ❑ Drinking Fountain ❑ Memorial plaque Proposed location: Adjoining and part of the newly - renovated Family Funland playground complex at Steel Lake Park. Description of request: This donation is to fund the acquisition and installation of a wheelchair- accessible, Ability Whirl roundabout play apparatus, and is conditioned on it being named the "Rotary Ability Whirl" on a permanent, donation recognition sign to be fabricated and installed by the city at its expense. In the event this donation exceeds the Ability Whirl cost, any amount remaining is intended to partially fund additional ADA improvements included in the Funland renovation project. Desired plaque inscription: (see applicable size and font details in full policy document) Federal Way Rotary Service Foundation requested text of the "Rotary Ability Whirl" donation recognition sign has been approved by the Foundation Board, and is attached to this form. This donation is additionally conditioned on the placement of a plaque with the name of each of the entities and individuals shown on the attachment, on the south - facing Funland archway entrance sign. Mounting option: ❑ in ground For City Use Only: ❑ on approved object or fixture Current market value esti ate for do tion: $ ❑ Approved by Date--- - Comment: U I'S I I . 10 This Page Left Blank Intentionally 12 COUNCIL MEETING DATE: May 20, 2014 ITEM #: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: AUTHORIZATION TO TRANSFER UNALLOCATED PARKS CIP AND MITIGATION FUNDS, SUBMIT APPLICATIONS FOR TWO GRANTS, APPROVE RESOLUTION AND ACCEPT CASH DONATIONS FROM THE FEDERAL WAY SOCCER AND FOOTBALL ASSOCIATIONS FOR THE KARL GROSCH FIELD. POLICY QUESTION: Should the Council approve a transfer of unallocated Parks CIP and Mitigation funds, authorize the Mayor to apply for 2 grants, approve Resolution and accept donations to replace the synthetic turf on the Karl Grosch field, from the following sources: Grant - Washington Wildlife & Recreation Program (WWRP) with a Resolution (attached). Grant - King County Youth Sports. Cash Donations - Federal Way Soccer Association and Federal Way Football Association. COMMITTEE: PRHSPS MEETING DATE: May 13, 2014 CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ® Resolution ❑ Other STAFF REPORT BY: Stephen Ikerd Parks & Facilities Mana er! _ DEPT: PRCS Attachments: Staff memo, WWRP Resolution, Donation Letters. Options Considered: 1. Approve the transfer of $295,000 of unallocated Parks CIP and Mitigation funds, authorize the Mayor to apply for a WWRP Grant and approve a Resolution (attached), also apply for a King County Youth Sports Grant and accept a $30,000 cash donation from Federal Way Soccer Association and $30,000 from the Federal Way Football Association to replace the synthetic turf on the Karl Grosch field and forward to the full Council May 20, 2014 consent agenda for approval. 2. Do not approve the transfer of $295,000 of unallocated Parks CIP and Mitigation funds, authorize the Mayor to apply for a WWRP Grant and approve a Resolution, also apply for a King County Youth Sports Grant and accept a $30,000 cash donation from Federal Way Soccer and Football Associations to replace the Synthetic turf on the Karl Grosch field and give staff direction. MAYOR'S RECOMMENDATION: Option 1. MAYOR APPROVAL: S - . $ D tt IRECTOR APPROVAL: /7 Com e / ounail _ /'j - CHIEF OF STAFF: COMMITTEE RECOMMENDATION: I m6ve to approve the transfer of $295,000 of unallocated Parks CIP and- Mitigation funds, authorize the Mayor to apply for a WWRP Grant and approve a Resolution (attached), also apply for a King County Youth Sports Grant and accept a $30, 000 cash donation from Federal Way Soccer Association and $30, 000 from the Federal Way Football Association to replace the synthetic turf on the Karl Grosch field and forward to the full Council May 20, 2014 consent agenda for approval. Committee Chair Committee Member Committee M tuber COUNCIL MEETING DATE: May 20, 2014 ITEM #: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: AUTHORIZATION TO TRANSFER UNALLOCATED PARKS CIP AND MITIGATION FUNDS, SUBMIT APPLICATIONS FOR TWO GRANTS, APPROVE RESOLUTION AND ACCEPT CASH DONATIONS FROM THE FEDERAL WAY SOCCER AND FOOTBALL ASSOCIATIONS FOR THE KARL GROSCH FIELD. POLICY QUESTION: Should the Council approve a transfer of unallocated Parks CIP and Mitigation funds, authorize the Mayor to apply for 2 grants, approve Resolution and accept donations to replace the synthetic turf on the Karl Grosch field, from the following sources: Grant - Washington Wildlife & Recreation Program (WWRP) with a Resolution (attached). Grant - King County Youth Sports. Cash Donations - Federal Way Soccer Association and Federal Way Football Association. COMMITTEE: PRHSPS MEETING DATE: May 13, 2014 CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ® Resolution ❑ Other STAFF REPORT BY: Stephen Ikerd, Parks & Facilities Manager DEPT: PRCS �_.._.- ._.._... -- --- .._._...- .....--- ...-- ..__....__..__..__ - -... - ------ ..._.__.....-- g- - - - - -- - ......._.... - -- - - -._. Attachments: Staff memo, WWRP Resolution, Donation Letters. Options Considered: 1. Approve the transfer of $295,000 of unallocated Parks CIP and Mitigation funds, authorize the Mayor to apply for a WWRP Grant and approve a Resolution (attached), also apply for a King County Youth Sports Grant and accept a $30,000 cash donation from Federal Way Soccer Association and $30,000 from the Federal Way Football Association to replace the synthetic turf on the Karl Grosch field and forward to the full Council May 20, 2014 consent agenda for approval. 2. Do not approve the transfer of $295,000 of unallocated Parks CIP and Mitigation funds, authorize the Mayor to apply for a WWRP Grant and approve a Resolution, also apply for a King County Youth Sports Grant and accept a $30,000 cash donation from Federal Way Soccer and Football Associations to replace the Synthetic turf on the Karl Grosch field and give staff direction. MAYOR'S RECOMMENDATION: Option 1. MAYOR APPROVAL: /� Sn� o�c'$ DIRECTOR APPROVAL: CHIEF OF STAFF: COMMITTEE RECOMMENDATION: I m8ve to approve the transfer of $295,000 of unallocated Parks CIP and Mitigation funds, authorize the Mayor to apply for a WWRP Grant and approve a Resolution (attached), also apply for a King County Youth Sports Grant and accept a $30, 000 cash donation from Federal Way Soccer Association and $30, 000 from the Federal Way Football Association to replace the synthetic turf on the Karl Grosch field and forward to the full Council May 20, 2014 consent agenda for approval. Committee Chair Committee Member 13 Committee Member PROPOSED COUNCIL MOTION: "I move to approve the transfer of S295,000 of unallocated Parks CIP and Mitigation funds, authorize the Mayor to apply for a WWRP Grant and approve a Resolution (attached), also apply for a King County Youth Sports Grant and accept a $30,000 cash donation from Federal Way Soccer Association and $30, 000 from the Federal Way Football Association to replace the synthetic turf on the Karl Grosch field " (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL # ❑ DENIED 1$7 reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinances only) ORDINANCE # REVISED— 08/12/2010 RESOLUTION # 14 CITY OF '*•.. Federal Way Parks and Facilities Division Date: May 13, 2014 To: PRHSPS Council Committee Via: Mayor Jim Ferrell From: Stephen Ikerd, Parks & Facilities Manager Subject: Funding Source approval for Karl Grosch Field turf replacement. Background: The Karl Grosch Soccer field located in Steel Lake Park was upgraded from an all - weather dirt field, to a synthetic turf field in 2003. This field is one of three synthetic fields in the City of Federal Way Parks inventory. This sports field is very popular and is heavily scheduled 7 days a week. The field has reached its useful life expectancy and the fibers have worn and patched to a point that the synthetic turf needs to be replaced or close the field after this season for safety concerns. The sub base is still in good condition and will be re- tested before new turf is installed. In essence it is like replacing a carpet; the old is removed and recycled and a new generation turf installed with rubber infill. Proposed Budget Sources: $30,000 - Federal Way Soccer Association donation commitment. $30,000 - Federal Way Football Association donation commitment. $75,000 - King County Youth Sports Grant — approval to apply. $150,000 - Washington Wildlife & Recreation Program Grant (WWRP) — approval to apply $295,000 - City unallocated CIP fund transfer request. $580,000 - Total Estimated project cost to replace the synthetic turf on Karl Grosch Field. Recommendation: Parks staff recommends: 1. Approval to accept a cash donation of $30,000 from the Federal Way Soccer Association to be applied to the Karl Grosch soccer field replacement. 2. Approval to accept a cash donation of $30,000 from the Federal Way Football Association to be applied to the Karl Grosch soccer field replacement. 3. Approval to apply for a $75,000 King County Youth Sports Grant to be applied to the Karl Grosch soccer field replacement. 4. Approval to apply for a $150,000 WWRP Grant to be applied to the Karl Grosch soccer field replacement. The application with the granting agency requires Council approval through a Resolution (attached). 5. Transfer $295,000 from unallocated Parks CIP and Mitigation funds to the Karl Grosch turf replacement project. 15 RESOLUTION NO. A RESOLUTION of the City Council of the City of Federal Way, Washington, that authorizes submitting application(s) for grant funding assistance for Washington Wildlife and Recreation Program project(s) to the Recreation and Conservation office as provided in Chapter 79A.15 RCW, Acquisition of habitat conservation and outdoor recreation lands, WAC 286 and subsequent Legislative action. WHEREAS, our organization has approved a comprehensive parks and recreation plan or habitat conservative plan that includes this project; and WHEREAS, under the provisions of the Washington Wildlife and Recreation Program (WWRP), state grant assistance is requested to aid in financing the cost of Karl Grosch Synthetic Turf Replacement; WHEREAS, our organization considers it in the best public interest to complete the project described in the application(s); NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF FEDERAL WAY, RESOLVES AS FOLLOWS: Section 1. The Mayor is authorized to make formal application to the Recreation and Conservation Office for grant assistance. Section 2. Any grant assistance received will be used for direct costs associated with implementation of the project referenced above. Section 3. The City hereby certifies that our matching share ofproject funding will be derived from City of Federal Way and Federal Way Soccer Association funds, and that we are responsible for supporting all non -cash commitments to this project should they materialize. Resolution No. 14- 16 Page 1 of 4 Rev 1 /10 Section 4. The City acknowledge that the grant assistance, if approved, will be paid on a reimbursement basis, meaning we will only request payment from the Recreation and Conservation Office after eligible and allowable costs have been incurred and payment remitted to our vendors, and that the Recreation and Conservation Office after eligible and allowable costs have been incurred and payment remitted to our vendors, and that the Recreation and Conservation Office will hold retainage until the project is deemed complete. Section 5. The City acknowledge that any facility developed through grant assistance from the Recreation and Conservation Funding Board must be reasonably maintained and made available to the general public at reasonable hours and times of the year according to the type of area or facility unless other restrictions have been agreed to by the Recreation and Conservation Office Director or the Recreation and Conservation Funding Board. Section 6. The City acknowledge that any facility developed with grant assistance from the Recreation and Conservation Funding Board must be dedicated for public outdoor recreation purposes, and be retained and maintained for such use for perpetuity unless otherwise provided and agreed to by our organization and the Recreation and Conservation Funding Board. Section 7. This resolution becomes part of a formal application to the Recreation and Conservation Office for grant assistance. Section 8. The City provided opportunity for public comment on this application. Section 9. 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, Resolution No. 14- 17 Page 2 of 4 Rev 1/10 clause or phrase of this resolution. Section 10. Corrections. The City Clerk and the codifiers of this resolution are authorized to 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 11. Ratification. Any act consistent with the authority and prior to the effective date of this resolution is hereby ratified and affirmed. Section 12. 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 day of , 20_ ATTEST: CITY CLERK, CAROL MCNEILLY, CMC Resolution No. 14- CITY OF FEDERAL WAY MAYOR, JIM FERRELL 18 Page 3 of 4 Rev 1/10 APPROVED AS TO FORM: INTERIM CITY ATTORNEY, AMY JO PEARSALL FILED WITH THE CITY CLERK: PASSED BY THE CITY COUNCIL: RESOLUTION NO.: Resolution No. 14- 19 Page 4 of 4 Rev 1/10 April 29, 2014 The Honorable Jim Ferrell Mayor of Federal Way 33325 8th Ave S. Federal Way, WA 98003 Dear Mayor Ferrell, We are writing to state Federal Way Soccer Association's strong support for the City of Federal Way's proposal to replace Karl Grosch Field's surface with new artificial turf surface. The project will have multiple benefits for the City's park programs, community, Federal Way Public School District, and FWSA. For these reasons, the Association is a partner in the project and is contributing $30,000 dollars toward replacement of Karl Groscb Field. The Federal Way Soccer Association has been providing recreational and premier soccer for Federal Way youth athletes since 1968. Currently, the FWSA serves 2000 soccer players between the ages of 5 and 18. Our soccer players come from a diverse ethnic and economic back ground. The Association operates scholarship programs to make soccer affordable to young athletes from Federal Ways low - income families. One of the biggest challenges facing our Association is the lack of sufficient safe and lighted soccer fields where teams can practice, play games, and we can run our many development programs. The current field conditions are not nearly as safe as they should be for the athletes that use this field. The field conditions have reached a point where people ask not to play there. Replacement of the field's surface will address end of life and safety concerns and provide a high quality soccer field that is available year around. Since this field is already lighted, the new turf surface will be able to be used well into the evening. FWSA also hosts a number of tournaments, including the Federal Way Blast -Off, the Tracy Whitney Tournament, state championship games, and the statewide premier league. These tournaments require high quality surfaces. In addition to our many youth teams that require lighted fields, Federal Way has a very active adult soccer league that shares fields with youth soccer practices seven days a week, Federal Way Soccer Association strongly supports the proposed Karl Grosch Field replacement at Steel Lake Park as it benefits thousands of youth and adult soccer players in the Federal Way community, as well as the general public. We thank you and look forward to your favorable actions. Best egards, kt Robert D. Lewis Federal Way Soccer Association, President 206 - 819 -6222 / robertdlewis.13 @gmail.com 20 Mayor Jim Ferrell 3325 8th Ave. South Federal Way, WA 98003 Mayor Ferrell, Karl Grosch Field at Steel Lake Park is one of the most popular soccer fields in Federal Way for both youth and adult soccer playing opportunities. There are not many days (or nights) during a calendar year in which you won't find the wonderful game of soccer being played at Karl Grosch Field. The current poor condition of the field's surface is a direct result of this popularity. As the largest youth soccer organization in Federal Way, Federal Way Football Club (FWFC) is proud to support and partner with the City of Federal Way for the planned resurfacing of Karl Grosch Field. FWFC is made up of over 750 players ranging in age from 9 to 19 years old. We are proud to be one of the last regionally competitive clubs that offers and promotes soccer programs at all skill levels (premier, select, & recreational). Our soccer programs are economically accessible to all in our community because of our partnership with the City of Federal Way. This past year, FWFC hosted over 45 soccer matches and held over 1000 hours of training at Karl Grosch Field. Once the resurfacing project is completed, Karl Grosch Field will once again offer our members and all people that use it a SAFE and productive soccer playing surface. Thank you for your leadership on this most important project. Please take this letter as FWFC's pledge to partner with the City of Federal Way and contribute $30,000 for the capital cost of resurfacing Karl Grosch field. It is through this partnership that we hope to continue to maintain our soccer facilities and promote soccer programs for many years to come. If there are any other ways the FWFC Board of Directors or I, the president, can assist please do not hesitate to ask. Respectfully Submitted, JoAua A. Cheatham President of Federal Way Football Club President @federalwayfc.com Federal Way Football Club PO BOX 27281 Federal Way, WA 98093 21 This Page Left Blank Intentionally 22 SUBJECT: CITY SPONSORSHIP POLICY POLICY QUESTION: Should the City Council adopt the proposed Resolution authorizing the Mayor to administer the City's Sponsorship Policy? COMMITTEE: PRHSPS MEETING DATE: May 13, 2014 CATEGORY: ❑ Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business. ® Resolution ❑ Other STAFF REPORT BY: Amy Jo Pearsall, Interim City Attorney DEPT: Law Attachments: Staff Report, Proposed Resolution Options Considered: 1. Approve the proposed resolution authorizing the Mayor to administer the City's Sponsorship Policy, restore funds to the Mayor's Contingency fund to be reflected in the next budget process, and eliminate the Community Enhancement Grants program. 2. Revise the proposed resolution. 3. Do not approve the proposed resolution and provide direction to staff. MAYOR'S RECOMMENDATIQDI:,OPti4n 1. MAYOR APPROVAL: CHIEF OF STAFF: 7ECTOR APPROVAL: P Li (2 5114 � InitiaMate COMMITTEE RECOMMENDATION: I move to forward the proposed resolution, the restoration of funds to the Mayor's Contingency Fund and the elimination of the Community Enhancement Grants program to the May 20`h consent agenda for approval. &A�- k� Committee Chair Committee Member Committee Mem er PROPOSED COUNCIL MOTION: "I move approval of the proposed resolution authorizing the Mayor to administer the City's Sponsorship Policy, to restore funds to the Mayor's Contingency Fund to be reflected in the next budget process and to eliminate the Community Enhancement Grants program. " (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 # SUBJECT: 2014 BALLISTIC VEST PARTNERSHIP (BVP) GRANT POLICY QUESTION: Should the City of Federal Way, Federal Way Police Department accept the 2014 Ballistic Vest Partnership (BVP) Grant and agree to pay the matching funds, not to exceed $11,366.00? COMMITTEE: Parks, Recreation, Human Services and Public Safety MEETING DATE: May 13, 2014 Council Committee - (PRHS &PS) CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Kristen Gre o uartermaster DEPT: Police _..-....__..._.___....__.......-------._ ._._._....._..._..__.._..._.._Q ..__.__.._..___._...._.-_....__...._..._.... ....__.._.- .._...._ Attachments: 1. PRHS &PS Staff Memo Options Considered: 1. Accept Grant 2_ Reject Grant MAYOR'S RECOMMENDATION: MAYOR APPROVAL: , cJ S Y /TOR APPROVAL: ' om/mitt u it / Initial CHIEF OF STAFF: w/ti all y - clur1A',1'i Committee Cotmcil COMMITTEE RECOMMENDATION: I move to forward the prosed 2014 Ballistic Vest Partnership (BVP) Grant to the May 20, 2014 Council consent agenda for approval. Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move approval to accept the 2014 BVP Grant and pay the matching funds, and authorize the Chief of Pol ice to accept said Grant. " (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL # ❑ DENIED IsT reading • TABLED/DEFERRED/NO ACTION Enactment reading • MOVED TO SECOND READING (ordinances only) ORDINANCE # REVISED— 08/12/2010 RESOLUTION # 23 CITY OF FEDERAL WAY CITY COUNCIL COMMITTEE STAFF REPORT DATE: May 13, 2014 TO: Parks, Recreation, Human Services and Public Safety Council Committee VIA: Jim Ferrell, Mayor FROM: Andy J. Hwang, Chief of Police SUBJECT: Information and Permission to Accept, 2014 Ballistic Vest Partnership (BVP) Grant Funds. The total number of Ballistic vests that will need to be replaced by the Federal Way Police Department in the next 24 months equals twenty five (25). The Fiscal year 2014 BVP (Ballistic Vest Partnership) grant application period is now open and closes on May 13, 2014. The Federal Way Police Department has applied for the 2014 BVP Grant and if the grant is awarded the additional funding needed to purchase the vests would not exceed $11,366.00. $11,366.00 to be funded by the BVP Grant $11,366.00 to be funded by the Federal Way Police Department "Matching" funds from previous BVP Grants have been taken from the police department fuel saving, salary savings, or uniform budget. The proposal is that the matching funds for the 2014 BVP Grant be taken from the police uniform budget. The Police Department is seeking approval to accept the 2014 BVP grant if awarded and set aside matching funds. The results of the grant award will become available in the P quarter of 2014. 1 24 SUBJECT: FY 2013 EDWARD BYRNE MEMORIAL JUSTICE GRANT (JAG) POLICY QUESTION: Should the City of Federal Way, Federal Way Police Department accept the FY 2013 Edward Byrne Memorial Justice Grant (JAG)? Acceptance of grant requires no matching funds. COMMITTEE: Parks, Recreation, Human Services and Public Safety MEETING DATE: May 13, 2014 Council Committee - (PRHS &PS) CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Cathy Schrock _ Civilian O erations Mana er_— DEPT: Police Attachments: 1. PRHS &PS Staff Memo 2. JAG 2013 Project Narrative 3. JAG 2013.Budget Worksheet 4. Options Considered: 1. Accept Grant 2. Reiect Grant MAYOR'S RECOMMENDATION: MAYOR APPROVAL: CHIEF OF STAFF: APPROVAL: COMMITTEE RECOMMENDATION: I move to forward the prosed JAG Grant to the May 20, 2014 City Council consent agenda for approval. Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move approval to accept the FY 2103 JAG Grant, with a total compensation of $31,990, and authorize the Mayor to accept said Grant. " (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 # SUBJECT: FY 2013 EDWARD BYRNE MEMORIAL JUSTICE GRANT (JAG) POLICY QUESTION: Should the City of Federal Way, Federal Way Police Department accept the FY 2013 Edward Byrne Memorial Justice Grant (JAG)? Acceptance of grant requires no matching funds. COMMITTEE: Parks, Recreation, Human Services and Public Safety MEETING DATE: May 13, 2014 Council Committee - (PRHS &PS) CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Cathy Schrock, Civilian O .erations Manager _ ^ DEPT_ Police Attachments: 1. PRHS &PS Staff Memo 2. JAG 2013 Project Narrative 3. JAG 2013 Budget Worksheet 4. ❑ MOVED TO SECOND READING (ordinances only) Options Considered: 1. Accept Grant 2. Reject Grant MAYOR'S RECOMMENDATION: MAYOR APPROVAL: CHIEF OF STAFF: APPROVAL: COMMITTEE RECOMMENDATION: I move to forward the prosed JAG Grant to the May 20, 2014 City Council consent agenda for approval. Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move approval to accept the FY 2103 JAG Grant, with a total compensation of $31,990, and authorize the Mayor to accept said Grant. " BELOW TO BE COMPLETED BY CITY CLERKS OFFICE COUNCIL ACTION: ❑ APPROVED COUNCIL BILL # ❑ DENIED 15T reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinances only) ORDINANCE # REVISED— 08/12/2010 RESOLUTION # 25 CITY OF FEDERAL WAY CITY COUNCIL COMMITTEE STAFF REPORT DATE: May 13, 2014 TO: Parks, Recreation, Human Services and Public Safety VIA: Jim Ferrell, Mayor FROM: Andy J. Hwang, Chief of Police SUBJECT: FY '13 Edward Byrne Memorial Justice Assistance (JAG) Grant Program Background JAG funds support all components of the criminal justice system. JAG funded projects may address crime through the provision of services directly to individuals and/or communities and by improving the effectiveness and efficiency of criminal justice systems, processes, and procedures. Acceptance of the FY 2013 Edward Byrne Memorial Justice Assistance Grant ensures the services to be performed under this Agreement will be conducted for the stated purpose of the Byrne Memorial Justice Assistance Grant (JAG) Program (42.U.S.C.3751 (a.)) The Edward Byrne Memorial Justice Assistance Grant (JAG) Program is the primary provider of federal criminal justice funding to state and local jurisdictions. Program Description: Technology and equipment improvements to enhance efficiencies in the Police Department. Specific projects are described in the attached financial summary document. Project Award: $31,990. Program Need: Provide investments needed to increase'economic efficiency by spurring technological advances to enhance safety and create efficiencies that allow officers and staff more time serving the citizens of Federal Way. 1 26 Edward Byrne Memorial Justice Assistance Grant (JAG) Program FY 2013 Local Solicitation Narrative i empiate Agency Federal Way P olice DeDartmen# WA0173600 u Contact Name." Cathy M Schrock rCantact Phone 253 -835 6850 JAG Purpose Areas Law enforcement programs. Prosecution and court programs. Prevention and education programs. Corrections and community corrections programs. Drug treatment and enforcement programs. Planning, evaluation, and technology improvement programs. Crime victim and witness programs other than compensation). Project Name: 1) Expansion of Ballistic Blanket Program 2) Purchase of Pole Camera 3) Taser Replacement 4) Purchase of Smart board — Patrol Briefing Project Description: Project Cost: $ 31,030.30 FWPD Allocation: $ 31,990 Less 3% (959.70) 1) Expansion of Ballistic Blanket program Federal Way Police Department utilizes ballistic blankets during high -risk situations to keep Officers safe during high risk situations. The blanket provides coverage to officers involved in high risk recovery situations and active shooter responses. Project Cost: $ 8,500 2) Purchase Pole Camera A pole camera is a video camera that can be covertly deployed in a number of areas throughout the City of Federal Way. The primary focus will be to combat target high crime areas. For example, the City has experienced a great deal of metal theft from areas that normal surveillance would be difficult. The pole camera can be placed outdoors for extended periods of time. The camera. appears to be electrical equipment and allows for critical video capture without the need of typical surveillance operations. Project Cost: $ 7,945.13 3) Replacement of Tasers reaching end of life Federal Way Police Department deploys one Taser per commissioned officer. This tool is essential to the success of a non - lethal resolution to many physical encounters that Officers encounter on a daily basis. There are no replacement funds for this equipment in primary budget. Project cost: $ 5,665.78 4) Purchase Smart Board for Patrol Briefing Room A Smart Board will replace the traditional projection screen in Patrol Briefing area. A Smart Board provides a vastly improved way to display documents, photographs, videos, and tactical maps. Project cost: $ 6,220.65 27 King County Community Corrections Population Characteristics Data Project FEDERAL WAY POLICE DEPARTMENT JAG 2013 WA0173600 A. Personnel Name /Position Computation Cost TOTAL: $0.00 B. Fringe Benefits Name/Position Computation Cost TOTAL: $0 C. Travel/Training Purpose Location Item Computation Cost TOTAL: $0.00 D. Equipment Item Computation Cost Ballistic Blanket 4 Each 2,500 $10,000.00 Pole Camera 1 Each 6,433.13 $6,433.13 Taser 7 Each 6,864.52 $6,864.52 Smart Board 1 Each 6,220.65 $6,220.65 TOTAL: $29,518.30 E. Supplies Supply Items Computation Cost TOTAL: $0.00 G. Consultants /Contracts Name of Contract/Consultant Computation Cost Verizon Wireless 42 /Mo 36 months $1,512.00 H. Other Costs I. Indirec Seattle PD Fiscal Fee TOTAL: $1,512.00 TOTAL: $0.00 $959.70 TOTAL: $959.70 GRAND TOTAL: $31,990 28 SUBJECT: 2014 BALLISTIC VEST PARTNERSHIP (BVP) GRANT POLICY QUESTION: Should the City of Federal Way, Federal Way Police Department accept the 2014 Ballistic Vest Partnership (BVP) Grant and agree to pay the matching funds, not to exceed $11,366.00? COMMITTEE: Parks, Recreation, Human Services and Public Safety MEETING DATE: May 13, 2014 Council Committee - (PRHS &PS) CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Kristen Gregory, Quartermaster DEPT: Police Attachments: 1. PRHS &PS Staff Memo Options Considered: 1. Accept Grant 2. Reiect Grant MAYOR'S RECOMMENDATION: MAYOR APPROVAL: APPROVAL: Y -f-0 -- CHIEF OF STAFF: Committee Council COMMITTEE RECOMMENDATION: I move to forward the prosed 2014 Ballistic Vest Partnership (BVP) Grant to the May 20, 2014 Council consent agenda for approval. Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move approval to accept the 2014 BVP Grant and pay the matching finds, and authorize the Chief of Police to accept said Grant. " (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 # COUNCIL MEETING DATE: May 20, 2014 ITEM #: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: CITY SPONSORSHIP POLICY POLICY QUESTION: Should the City Council adopt the proposed Resolution authorizing the Mayor to administer the City's Sponsorship Policy? COMMITTEE: PRHSPS MEETING DATE: May 13, 2014 CATEGORY: ❑ Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ® Resolution ❑ Other STAFF REPORT BY: Amy Jo Pearsall, Interim City Attorne DEPT: Law Attachments: Staff Report, Proposed Resolution Options Considered: 1. Approve the proposed resolution authorizing the Mayor to administer the City's Sponsorship Policy, restore funds to the Mayor's Contingency fund to be reflected in the next budget process, and eliminate the Community Enhancement Grants program. 2. Revise the proposed resolution. 3. Do not approve the proposed resolution and provide direction to staff. MAYOR'S RECOMMENDATIox.:. ODtion 1. MAYOR APPROVAL: CHIEF OF STAFF: W,% / DIRECTOR APPROVAL: N 1261(q N/Y Wtial/Date COMMITTEE RECOMMENDATION: I move to forward the proposed resolution, the restoration of funds to the Mayor's Contingency Fund and the elimination of the Community Enhancement Grants program to the May 260 consent agenda for approval. Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move approval of the proposed resolution authorizing the Mayor to administer the City's Sponsorship Policy, to restore funds to the Mayor's Contingency Fund to be reflected in the next budget process and to eliminate the Community Enhancement Grants program. " (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL # ❑ DENIED 1ST reading ❑ TABLEDMEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinances only) ORDINANCE # REVISED— 08/12/2010 RESOLUTION # 29 CITY ATTORNEY'S OFFICE MEMORANDUM DATE: MAY 1, 2014 TO: COUNCIL MEMBERS VIA: MAYOR JIM FERRELL CHIEF OF STAFF BRIAN WILSON FROM: AMY JO PEARSALL, INTERIM CITY ATTORNEY SUBJECT: SPONSORSHIP POLICY In 2008, the City Council adopted Resolution 08 -538, which created a sponsorship policy that authorized the City Manager to use up to $30,000 of the Contingency Fund to cover costs incurred for revenue losses to revenue generating facilities for free or reduced -fee space and associated services /equipment, and/or to provide out -right financial sponsorship when there are tangible returns to such financial sponsorship such as public acknowledgement. In November 2011, after the city government transitioned from a City Manager to a Strong Mayor, at Mayor Priest's request, the Council reallocated $20,000 per year of that $30,000 to be used for Community Enhancement Grants. Those grants were applied for by agencies and the Human Services Commission reviewed the applications and made funding recommendations to the Council. The Community Enhancement Grant process has evolved throughout the years, but a variation of that process is still in effect at this time. The proposed resolution would restore the previous sponsorship policy and authorize the Mayor or his designee to use the Contingency Fund as outlined in the proposed sponsorship policy. In addition to adopting this resolution, Council would also need to restore funding to the Mayor's Contingency Fund and eliminate the Community Enhancement Grants program. K:\memo\2014 \5 -20 staff report sponsorship policy 1 RESOLUTION NO. A RESOLUTION of the City Council of the City of Federal Way, Washington repealing Resolution No. 08 -538 and authorizing the Mayor or Designee to administer the City's Sponsorship Policy. WHEREAS, effective November 2010, the form of government changed to a Mayor- Council form pursuant to RCW 35A.12, et seq.; and WHEREAS, Resolution No. 08 -538 needs to be repealed because the position of city manager no longer exists, and the Mayor is now the Chief Executive Officer of the City; and WHEREAS, pursuant to RCW 35A.12.100, the City of Federal Way Mayor is authorized to organize and regulate the internal affairs of the City of Federal Way; and WHEREAS, the Mayor is authorized, pursuant to RCW 35A.12.100, to supervise the administrative affairs of the City; and WHEREAS, Federal Way is built on a foundation of active community involvement, volunteerism, and civic engagement; and WHEREAS, there are many civic and service groups, organizations, and agencies who contribute to the community by: Caring for the poor, the infirm, the youth, and the aging in the community; Strengthening the community's youth and families; Preserving the community's values and cultural heritage; Enhancing the community's economic wellbeing; and Promoting the community's understanding of and participation in civic affairs; and WHEREAS, the City wishes to foster these groups, organizations, and agencies and assist in their fundraising efforts when the results provide a significant community benefit; and WHEREAS, such assistance may be provided through mutually beneficial sponsorships, and Resolution No. 14- 31 Page 1 of 5 Rev 4/14 free or reduced -fee space including associated services /equipment; and WHEREAS, the City Council deems it is advisable and necessary to provide a written policy to allow a better, more regular, and open process to grant sponsorships. NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF FEDERAL WAY, HEREBY RESOLVES AS FOLLOWS: Section 1. Sponsorship Policy. The City of Federal Way hereby adopts the Sponsorship Policy as attached hereto, identified as Exhibit A and hereby incorporated in full by this reference. Section 2. Authorization. Unless otherwise specified, the Mayor or designee is authorized to administer this policy and to make necessary minor adjustments to the policy to improve its administration and applicability. Section 3. 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 4. 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 5. Ratification. Any act consistent with the authority and prior to the effective date of this resolution is hereby ratified and affirmed. Section 6. Effective Date. This resolution shall be effective immediately upon passage by the Federal Way City Council. Resolution No. 14- Page 2 of 5 32 Rev 4/14 RESOLVED BY THE CITY COUNCIL OF THE CITY OF FEDERAL WAY, WASHINGTON this day of , 2014. CITY OF FEDERAL WAY MAYOR, JIM FERRELL ATTEST: CITY CLERK, CAROL MCNEILLY, CMC APPROVED AS TO FORM: INTERIM CITY ATTORNEY, AMY JO PEARSALL FILED WITH THE CITY CLERK: PASSED BY THE CITY COUNCIL: RESOLUTION NO.: K Wesolution\20 Wsponsorship policy Resolution No. 14- Page 3 of S 33 Rev 4/14 EXHIBIT A CITY SPONSORSHIP POLICY Purpose and Background The Federal Way community is built on the foundation of active community involvement, volunteerism, and civic engagement. There are many civic and service groups, organizations, and agencies who contribute to the community by: • Caring for and supporting the poor, the infirm, the youth, and the aging in the community; • Strengthening the community's youth and families; • Preserving the community's values and cultural heritage; • Enhancing the community's economic wellbeing; and • Promoting the community's understanding of and participation in civic affairs. The City wishes to foster these groups, organizations, and agencies and assist in their fundraising efforts when the results provide a significant community benefit. Such assistance may be provided through mutually beneficial sponsorships, and free or reduced -fee space including associated services/equipment. Funding Level The City Council hereby authorizes the Mayor or designee to use the Contingency Fund for City sponsorship not to exceed $30,000 per year. The Mayor or designee is authorized to use this fund to cover costs incurred for revenue losses to revenue generating facilities for free or reduced -fee space and associated services /equipment, and/or to provide out -right financial sponsorship when there are tangible returns to such financial sponsorship such as public acknowledgement. • Cash sponsorship is limited to up to $2,500 per civic /service organization per year. • Free or reduced -fee space rental is subject to a limit of $1,500 annually per organization. The value of the space will be based on the applicable rate the civic /service organization would have been required to pay. The organization may be required to pay basic janitorial staff time and actual clean-up costs. This guideline /policy should govern sponsorship requiring City General Fund support only. It does not include those designated, special purpose funds, including those amounts set aside in the General Fund for designated purposes. Further, these sponsorships are not in lieu of special contract for services grants made available under the City's Human Service, Arts Commission, and Lodging Tax Advisory Committee programs. Requests for sponsorship beyond the above funding guidelines should be approved by the City Council. Eligible Organizations: An eligible organization is a service or civic organization that is located in or has an office in Federal Way or its Potential Annexation Area (PAA), or an organization that includes Federal Way as part of its service area. Resolution No. 14- Page 4 of 5 34 Rev 4/14 Eligible Events: An eligible event/activity is one where the City can participate in providing public information about City services (vs. just logo display) or when the net proceeds from such event/activity benefit the poor or infirm in Federal Way and its PAA. Sponsorship Procedures: 1. The City will review sponsorship requests twice each year according to the following schedule: Sponsorship Review Schedule: Jan —June July — Dec Submit Request Form November 15 May 15 Notification to Requestor December 15 June 15 2. Requestors will complete the attached Sponsorship Request Form and return it to the Mayor's office by the date indicated above for the applicable time period in which the event will be held. The Request Form asks for the following information: a. The name, date, location, anticipated attendance, purpose and description of the event; b. How this event will benefit Federal Way residents; c. What specific sponsorship assistance is requested from the City; d. A list of other requested finders and the requested and committed levels; e. A description of how City's sponsorship will be recognized and if applicable, the market value of such publicity. 3. The Mayor or designee will review request forms and determine sponsorship based on the following criteria:. a. Funding availability b. Community support for /participation at the event c. Applicants' need for City funding d. People served are those most in need in the community e. If applicable, publicity /marketing value to the city 4. Funding will be allocated based on the City's experience of demands for each particular time period. 5. For free and reduced -fee space requests, the City will transfer funds to the department who incur the costs /revenue losses directly based on approved internal cost validation. No payment will be made to the requestor. Resolution No. 14- 35 Page 5 of 5 Rev 4/14