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PRHSPSC PKT 07-08-2014City of Federal Way City Council Parks, Recreation, Human Services & Public Safety Committee July 8, 2014 City Hall .30 p.m. H lebos Conference Room MEETING AGENDA 1. CALL TO ORDER 2. PUBLIC COMMENT (3 minutes) 3. COMMISSION COMMENTS 4. COMMITTEE BUSINESS 5. PENDING ITEMS • Veterans Memorial • Banners • Festivals 6. NEXT MEETING: Tuesday, August 12, 2014 5:30pm — Hylebos Conference Room 7. ADJOURNMENT Committee Members Susan Honda, Chair Dini Duclos Martin Moore K: \PRHSPS Committee \2014 \07082014 prhsps agenda.doc city staff Ken Miller, P. E., Interim Director of Parks, Recreation & Cultural Services Mary Jaenicke, Administrative Assistant II Action Council Topic Title/ Description Presenter Page or Info Date 3 Action N/A A. Approval of Minutes: May 13, 2014 B. Fiscal Year 2014 COPS Grant Application Hwang 6 Action Consent 7/15/14 C. Lakota Park Ikerd N/A Information N/A D. French Lake Park Ikerd N/A Information N/A E. Town Square Ikerd /Hutton N/A Information N/A F. Funland Play Structure Renovation Hutton N/A Information N/A G. Red, White & Blues Festival — Wrap Up Hutton N/A Information N/A 5. PENDING ITEMS • Veterans Memorial • Banners • Festivals 6. NEXT MEETING: Tuesday, August 12, 2014 5:30pm — Hylebos Conference Room 7. ADJOURNMENT Committee Members Susan Honda, Chair Dini Duclos Martin Moore K: \PRHSPS Committee \2014 \07082014 prhsps agenda.doc city staff Ken Miller, P. E., Interim Director of Parks, Recreation & Cultural Services Mary Jaenicke, Administrative Assistant II This Page Left Blank Intentionally City of Federal Way City Council PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday, May 13, 2014 5:30 p.m. SUMMARY Committee Members in Attendance: Chair Honda, and Committee member Duclos. Committee member Moore arrived at 539. Council Members in Attendance: Deputy Mayor Burbidge Staff Members in Attendance: Ken Miller, Interim Director of Parks, Amy Jo Pearsall, Interim City Attorney, Brian Wilson, Chief of Staff, Andy Hwang, Interim Chief of Police, Steve Ikerd, Parks & Facilities Manager, and Mary Jaenicke, Administrative Asst. II. Guests: George Pfeiffer— Parks Commission. Chair Honda called the meeting to order at 5:30p.m. Public Comment: None Agenda items D and E were moved to the top of the agenda. Commission Comment: None APPROVAL OF MINUTES Committee member Duclos moved to approve the May 8, 2014 minutes, Chair Honda seconded. Motion passed. BUSINESS ITEMS Bullet Proof Vest Partnership Grant Application (BVP) Chief Hwang stated that every year they schedule ballistic vest replacement for their officers. They are anticipating that they will replace 25 vests in the next two years. The matching funds will come from their uniform budget. The amount of the matching funds is $11,366.00. Committee member Duclos moved to forward the proposed 2014 Ballistic Vest Partnership (BVP) Grant to the May 20, 2014 Council consent agenda for approval. Chair Honda seconded. Motion passed. FY 2013 Edward Byrne Memorial Justice Grant (JAG) Chief Hwang stated that this grant does not have a matching fund requirement. This is an annual reoccurring grant. The award this year is $31,990.00. The grant can be used for technology and equipment improvements. They will be using the grant funding to expand their ballistic blanket program,purchase a pole camera, replace Tasers, and a Smart Board for their control room. Committee member Duclos moved to forward the proposed JAG Grant to the May 20, 2014 City Council consent agenda approval. Chair Honda seconded. Motion passed. Committee member Moore arrived at this time. Federal Way Rotary Donation and Naming Rights for a Family Funland Feature Mr. Ikerd provided the background information. Members of the Parks Commission who are also members of the FW Rotary Service Foundation talked with their local club members and took on the goal of making the Ability Whirl be a part of the Funland project now instead of in the future. They raised sufficient funds for not only the Ability Whirl, but other ADA requirements. The amount of the donation is $54,700. They are also asking for naming rights. The name on the sign will say the Rotary AbilityWhirl and will also list other major donors. It will be placed in the sitting wall located at the Ability Whirl. Chair Honda asked at what pointis someone allowed to have naming rights for a donation. Mr. Ikerd stated that it is a part of the Donation Memorial Program. Plaques are allowed to go on a feature. Ms. Pearsall stated that it's not as strict guideline, but that there is a process and it depends on that the donation is and what the donor is proposing. For donations under $10,000 there are more restrictions because they don't come to Council. Committee member Duclos moved 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 K: \PRHSPS Comm ittee\2014 \05132014 prhsps Mm.doc PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday, May 13, 2014 Summary Page 2 rights to the Ability Whirl feature (Rotary Ability Whirl) to the full Council May 20, 2014 business agenda for approval. Committee member Moore seconded. Motion passed. Authorization to Transfer Unallocated Parks CIP and Mitigation Funds, Submit Applications for Two Grants, Approve Resolution and Accept Donations from the Federal Way Soccer and Football Associations for the Karl Grosch Field Mr. Ikerd stated that the Karl Grosch Field has worn out and needs to be replaced. They are requesting approval to apply for these grants. Chair Honda asked if the FWSD uses these fields. Mr. Pfeiffer answered tha both TJ and Decatur High School Girls soccer teams use the fields in the spring for practice. Committee suggested asking the FWSD for funding. Mr. Pfeiffer stated that this particular field has eight hours of usage a day and the district uses it for two of those hours. Staff has asked the FWSD for a donation towards Lakota and they have not received an answer back. Committee member Duclos moved 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 to 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 Moore seconded. Motion passed. City Sponsorship Policy Ms. Pearsall stated that in 2008 Council adopted a resolution creating 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 This also paid for sponsorship at breakfasts' or other community gatherings. In 2011 when we switched from City Manager to Strong Mayor, Mayor Priest had requested that $20,000 of that $30,000 be reallocated as Community Enhancement Grants and it was given to Human Services Commission to allocate. The proposed Resolution will restore the sponsorship policy and authorize the Mayor or his designee to use the Contingency Fund. The funds will be restored to the Mayor's Office. The sponsorship policy sets forth what types of groups the funds can be used for. Committee member Duclos asked if the Council will know when the Mayorsponsors something. Ms. Pearsall answered that only if they were notified by the Mayor's office. The Committee asked that they receive notification anytime an award of money was given to a group. Chief of Staff Wilson stated that he will communicate this with th Mayor, and they will be notified. Committee member Duclos moved 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 20th consent agenda for approval. Committee member Moore seconded. Motion passed. PENDING ITEMS None NEXT MEETING June 10, 2014 at 5:30pm ADJOURNMENT Meeting adjourned at 5:55p.m. COUNCIL MEETING DATE: July 15, 2014 ITEM #: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: FISCAL YEAR 2014 COPS (CHP) GRANT APPLICATION POLICY QUESTION: Should the City Of Federal Way accept, If awarded, the FY2014 COPS (CHP) grant, requesting four (4) new police officer positions, to be used in special emphasis /investigations positions to target and address crime in Federal Way? COMMITTEE: Parks, Recreation, Human Services & Public Safety MEETING DATE: July 8, 2014 Council Committee (PRHS &PS) CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Stan McCall, Administrative Commander DEPT: Police Department Attachments: 1. PRHS &PS Committee Staff Report Memo 2. 2014 COPS (CHP) Grant/Partnership E -mail Announcement Options Considered: 1. Approve the Police Department's application and acceptance of the FY2014 COPS (CHP) grant, including the required city matching funds. 2. Reject this COPS grant funding, if awarded. MAYOR'S RECOMMENDATIO : MAYOR APPROVAL: ®�• DIRECTOR APPROVAL: Committee ouncil �Y /4/ Initial IL_ CHIEF OF STAFF: Committee Council COMMITTEE RECOMMENDATION: I move to forward the FY2014 COPS Grant Approval to the July 15, 2014 Council consent agenda for approval. Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move approval of the FY2014 COPS (CHP) Grant application and acceptance, if. awarded, including the required city matching grant, and authorize Mayor Jim Ferrell to accept such 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 # CITY OF FEDERAL WAY CITY COUNCIL COMMITTEE STAFF REPORT DATE: July 8, 2014 TO: Parks, Recreation, Human Services and Public Safety Council Committee VIA: Jim Ferrell, Mayor FROM: Andy J. Hwang, Police Chief SUBJECT: Apply for and Accept, 2014 COPS Grant to Fund Four Police Officer Positions for Three years. Background Historical: In 2010, the Police Department submitted application to the 2010 COPS Hiring Program (CHP) and was awarded funds for four sworn officer positions for a period of three years. In 2011, the Police Department submitted application to the 2011 COPS Hiring Program (CHP) in an effort to save positions, ultimately declining that award due to budget uncertainties. In 2013, the Police Department submitted application to the 2013 COPS (CHP) requesting federal funding for three (3) new officer positions. We did not receive this award. The FY2014 COPS Hiring Program (CHP) is now open until 06/23/14. The Police Department submitted an application for this grant opportunity, requesting funding for four (4) new police officer positions. We have requested the maximum Federal share of $500,000.00, ($125,000 per officer position). The City share would be $424,688.00 over the three year grant period. If awarded this grant, the Police Department is requesting Council approval to accept the FY2014 COPs grant funding for these four (4) police positions starting in 2015, for a period of three years, for a total salary and benefits cost of, $924,688.00. The FY2014 COPS grant is designed to increase the capacity of law enforcement agencies to implement community policing strategies that strengthen partnerships for safer communities and enhance law enforcement's capacity to prevent, solve, and control crime through funding for additional officers. This grant award will allow the Police Department to continue to be diligent in our efforts to provide a level of service that will ensure the safety and security of the citizens, businesses, and organizations that live and work in the city. There may be additional costs associated for vehicles & equipment items that the Police Department is currently evaluating. The FY2014 COPS grant does not reimburse equipment, training, uniforms or vehicles. The grant also does not reimburse for overtime. The City will be required to retain these four officer positions after the FY2014 grant monies are exhausted. The Federal Way Police Department's goal for these grant funds is to allocate new officer positions in the following Community Policing & Community Partnership strategy: Four (4) Officers will be assigned and dedicated to proactive & special enforcement initiatives directed to target and address crime. The FY2014 COPS (CHP) funds will help us to target this problem, identify perpetrators in order to enhance the safety and security of citizens, businesses, and organizations that live and work in the city. 2 Lynette Allen From: Andy Hwang Sent: Thursday, May 22, 2014 9:34 AM To: Stan McCall Cc: Kyle Sumpter; Jim Ferrell; Brian Wilson; Ade Ariwoola Subject: FW: 2014 COPS Hiring Program (CHP) Application Period — NOW OPEN! Sta n, Please work with others to prepare and submit the grant application for the 2014 COPS Hiring Program. Andy J. Hwang Chief of Police Federal Way Police Department 253.835.6716 andy.hwang @cityoffederalway.com Federal Way is on Facebook and on Twitter @FedWayFD From: Office of Community Oriented Policing Services (COPS) [ mal[to: copsusdoj @service.govdelivery.com] Sent: Thursday, May 22, 2014 8:23 AM To: Andy Hwang Subject: RE: 2014 COPS Hiring Program (CHP) Application Period — NOW OPEN! May 22, 2014 Dear Colleague: I am pleased to announce that the application period for the 2014 COPS Hiring Program (CHP) is now open. Applications for this year's CHP solicitation must be complete and submitted by 7:59 PM, EDT on Monday, June 23, 2014, in order to receive consideration. CHP is a competitive grant program that provides funding directly to law enforcement agencies having primary law enforcement authority to impact their community policing capacity and problem solving efforts. Under Fiscal Year (FY) 2014 CHP, awardees may receive up to 75 percent of the approved entry -level officer salary and fringe benefit costs, with a minimum 25 percent local cash match requirement and a maximum federal share of $125,000 per officer position over a three -year grant period. Grant funds may be used to hire new, full -time sworn officer positions, to rehire officers who have been laid off, or to rehire officers who are scheduled to be laid off on a specific future date as a result of local budget cuts. As in the past, CHP requires that each position awarded be retained with local funds for a minimum of 12 months at the conclusion of 36 months of federal funding for each position. Applicants must also use awarded CHP funding to supplement (increase) state, local and or Bureau of Indian Affairs funds that otherwise would have been dedicated to sworn officer positions in the absence of the grant. FY 2014 CHP funding is limited, and all awards are subject to the availability of appropriated funds and any modifications or additional requirements that may be imposed by law. For detailed information on CHP program requirements, application instructions, FAQs and more, please visit the CHP page on the COPS website at www.cops.usdoi.gov/Default.asp?ltem=2367. Please note that applications for this program must be submitted in two parts. First, applicants must apply online via www.grants.gov to complete the SF -424, the government -wide standard form required for competitive grant application packages. Once the SF -424 has been submitted, you will receive an e -mail with instructions on completing the second part of the CHP application through the COPS Office Online Application System, found on the COPS Office website at www.cops.usdoi.gov through the "Account Access" link in the upper right hand corner. We thank you for your time and cooperation during the CHP application review process. If you have questions about completing a 2014 CHP application, please contact the COPS Office Response Center at 1.800.421.6770. Sincerely, Ronald L. Davis Director Hiahliahts of the FY2014 COPS Hirinz Program School Resource Officers (SRO) Applicants who select "School Based Policing through School Resource Officers" as a problem area will receive additional consideration for CHP funding. Applicants requesting officer positions(s) in order to deploy SROs must deploy all their officer positions as SROs. If your agency requests officer position(s) to deploy as SROs, you must select "School Based Policing through School Resource Officers" as your community policing problem area in Section 6B of the online application. CHP grantees who use CHP funding to deploy SROs will also be required to submit to the COPS Office the contact information for each school partner where they intend to deploy the SROs, and to provide a Memorandum of Understanding between the CHP grantee and the school partner. Please note that the COPS Office requires that the officer(s) deployed into the SRO position(s) spend a minimum of 75 percent of their time in and around primary and/or secondary schools, working on youth - related activities. There must be an increase in the level of community policing activities performed in and around primary and/or secondary schools as a result of the grant. Homicide and Gun Violence The COPS Office supports the Attorney General's priority goal of reducing violent crime, especially if gun related. Applicants who choose "Homicide" or "Gun Violence" as their community policing problem area in Section 6B of their 2014 CHP application will receive additional consideration for CHP funding. Homeland Security Applicants who select "Homeland Security" as a problem area will receive additional consideration for CHP funding. This problem area includes protecting critical infrastructures, information/intelligence problems, and other homeland security problems. Trust Problems Applicants who select "Trust Problems" as a problem area will receive additional consideration for CHP funding. This problem area includes issues of fairness and impartiality, transparency problems, respect problems, and other trust- related problems. Please note: CHP grantees who choose one of the community policing problem areas listed above will not be allowed to change it post- award. Additional consideration may also be given for the following: Applicants who have experienced an unanticipated catastrophic event. Applicants indicating that they have experienced an unanticipated catastrophic event will be required to submit an attachment documenting the event or incident as part of their application. Applicants that have a neighborhood or other geographic area designated as a Promise Zone as part of the President's Promise Zone Initiative. Applicants who commit to hire at least one military veteran. These military veterans may be in any of the three hiring categories; new hire, rehire or rehire scheduled to be laid off. The COPS Office defines a military veteran as someone "who served on active duty for a period of at least 180 days, any part of which occurred beginning on or after September 11, 2001, to the present, and who has been discharged or released from active duty in the armed forces under honorable conditions." Additional details about these and other FY2014 CHP requirements can be found in the program's Application Guide (instructions), available to your agency at http: // cops .usdoi.gov /pdf /2014AwardDocs /CHP /2014 CHP AppGuide.pdf; frequently asked questions are also available and can be found at http: / /cops.usdoi.g_ov /pdf /2014AwardDocs /CHP /2014- CHP -FAQs- meth.pdf. Preparinz Your Application The COPS Office wants to ensure that your agency has sufficient time to complete your CHP application; we strongly recommend that your agency begin preparations for your application at this time. To minimize delays in submitting your application, please take some time now to address the following: It is strongly recommended that applicants register immediately on www.grants.gov. For instructions on how to register with Grants.gov please visit http: / /www. grants. gov /documents/ 19/ 18243 /GrantsGovApplicantUserGuide .pdf /Oed6bbba- 3b87 -4600- 8449- 4bb1603b4e7O. In addition, applicants are strongly encouraged to complete the SF -424 as quickly as possible. For technical assistance with submitting the SF -424, call the Grants.gov Contact Center at 1.800.518.4726 or e -mail supportkgrants.gov. Visit the "Account Access" portion of the COPS Office web site at www.cops.usdoj.goti to determine if your agency currently has an active online account and /or how to create one. Please note that the COPS Agency Portal ( "Account Access ") has recently been modified. Answers to frequently asked questions regarding the COPS Agency Portal can be found at: www.cops.usdoi.gov /Default.asp ?Item =2566 or by contacting the COPS Office Response Center at 1.800.421.6770. Note: For best results with the COPS website, we recommend Internet Explorer versions 9, 10, or 11. When using Internet Explorer 11 users should add the COPS Office website to the Compatibility View settings in the browser by following http: / /www.cops.usdojyfov /pdf /Compatibility -IEI l.pdf or contacting the COPS Office Response Center. • If you do not remember your password or user name and need assistance with creating an account and/or system access, or you would like to verify your agency's correct ORI number, call 1.800.421.6770 between 9:00 AM and 5:00 PM EDT, or e -mail askCopsRCgusdojgoov_. • Once logged into "Account Access," your agency will be able to add additional user accounts and also update your agency contact and address information. Please ensure that your agency's Law Enforcement Executive, Government Executive, and point of contact information are current with our office. • A Data Universal Numbering System (DUNS) number is required to submit applications for COPS funding. A DUNS number is a unique nine or thirteen -digit sequence recognized as the universal standard for identifying and keeping track of entities receiving federal funds. Please note that obtaining a DUNS number may take one to two business days. Visit www.dnb.com/us to obtain or verify your number. In addition to the DUNS number requirement, all applicants for federal financial assistance must be registered in the System for Award Management (SAM) database prior to submitting an application. The SAM database is the repository for standard information about federal financial assistance applicants, recipients, and sub - recipients. Applicants must maintain an active SAM registration with current information at all times during the grant application process and, if awarded, the grant award period. If you have an active SAM registration that is set to expire before September 30, 2014, you must renew your SAM registration before completing the application. Please note that the SAM verification process may take up to two weeks to complete. To register or to verify that your SAM registration has not expired, please visit www.sam.gov. • You will be required to provide the unique Geographic Names Information System (GNIS) identification number assigned to your agency. To look up your GNIS Feature ID, please visit: . http://geonames.usgs.gov/domestic/index.html. • Prepare to identify one community policing problem your agency will address with the requested funding. Consider your current and planned community policing efforts and how they build community partnerships, complement other community initiatives, and lead to organizational transformation. • Gather information devoted to the need for federal assistance, including layoff and furlough information, and unemployment rates. • Prepare current budgetary information, such as current and projected entry -level officer salary and benefits. • Determine if your agency can meet the local cash match and federal share requirements, or whether a waiver of the local cash match will be requested based on severe fiscal distress. • If your agency indicates that your jurisdiction has experienced an unanticipated catastrophic event, you will be required to submit a narrative description of the catastrophic event with as much detail as possible. • Applicants should note that all recipients of awards of $25,000 or more under this solicitation, consistent with the Federal Funding Accountability and Transparency Act (FFATA), will be required to report award information on any first -tier subawards totaling $25,000 or more, and, in certain cases, to report information on the names and total compensation of the five most highly compensated executives of the recipient and first -tier subrecipients. If applicable, the FFATA Subaward Reporting System (FSRS), accessible via the Internet at www.fsrs.gov, is the reporting tool recipients under this solicitation will use to capture and report subaward information and any executive compensation data required by FFATA. The subaward information entered in FSRS will then be displayed on www.USASpending.gov associated with the prime award, furthering Federal spending transparency. All applicants should note that all recipients, as a condition of receipt of federal assistance, must acknowledge and agree that they will not (and will require any subgrantees, contractors, successors, transferees, and assignees not to), on the ground of race, color, religion, national origin, sex, disability, or age, unlawfully exclude any person from participation in, deny the benefits of or employment to any person, or subject any person to discrimination in connection with any programs or activities funded in whole or in part with federal funds. These civil rights requirements are found in the non - discrimination provisions of Title VI of the Civil Rights Act of 1964, as amended (42 U.S.C. § 2000d); the Omnibus Crime Control and Safe Streets Act of 1968, as amended (42 U.S.C. § 3789d); Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. § 794); the Age Discrimination Act of 1975 (42 U.S.C. §6101, et seq.); Title IX of the Education Amendments of 1972, as amended (20 U.S.C. 1681 et seq.); and the corresponding DOJ regulations implementing those statutes at 28 C.F.R. part 42 (subparts C, D, E, G, and I). It will also comply with Executive Order 13279 Equal Treatment for Faith -Based Organizations and its implementing regulations at 28 C.F.R Part 38, which requires equal treatment of religious organizations in the funding process and nondiscrimination of beneficiaries by Faith -Based Organizations on the basis of belief or non - belief. • Each applicant entity must ensure that it has the necessary processes and systems in place to comply with the applicable reporting requirements should it receive funding. _. . .. Office r ` �;U r e:.� ty J.s =°e Po . €r e w�.�s ; r�; ,i.,f di rai ,,v:� fs)i°< u.sir g �a DeHve €y. on behf* uz