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PRHSPSC MINS 07-14-2015 K:\PRHSPS Committee\2015\07142015 Mins.doc City of Federal Way City Council PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday July 14, 2015 5:00 p.m. SUMMARY Committee Members in Attendance: Committee members Duclos and Moore Council Members in Attendance: Deputy Mayor Burbidge, Council member Maloney Excused: Chair Honda Staff Members in Attendance: Chief of Staff Brian Wilson, Police Chief Andy Hwang, John Hutton, Parks Director, Steve Ikerd, Parks Deputy Director, Amy Jo Pearsall, City Attorney, Ryan Call, Assistant City Attorney, Ray Gross, EOC Manager, and Mary Jaenicke, Administrative Asst. II. Committee member Duclos called the meeting to order at 5:08p.m. Public Comment: Betty Taylor stated that she is learning more about the city and how the city operates and what the city needs. Commission Comment: None Committee member Moore moved to add Pro/Con Committee Interview Questions as item B to the agenda. Committee member Duclos seconded. Motion passed. BUSINESS ITEMS Approval of Minutes Committee member Moore moved to approve the June minutes as written. Committee member Duclos seconded. Motion passed. Pro/Con Committee Interview Questions Ms. Pearsall stated that the City Council members were given an opportunity to submit questions. Ms. Pearsall included every question that was submitted. These questions will be used for the Pro/Con committee member interviews. The interview questions were reviewed and discussed. Ms. Pearsall stated that once the interviews have been held and the Council has made their decision, she will be meeting with the committee members and explain the process. A total of eight interview questions were selected. Regional Coordination Framework for Disasters and Planned Events Mr. Gross stated that this supersedes the Regional Disaster Plan. The plan touches on five areas: 1) Direction and Coordination 2) Information Collection, Analysis and Dissemination 3) Public Information 4) Communication 5) Resource Management. This document puts into place the chain of command on who can authorize the City of Federal Way to send out resources and for the city to ask for resources from outside areas. This coordination framework does not replace any agreements that are already in place. Included in this framework are two new responsibilities: 1) The city needs to identify a point of contact for the city 2) Provide contact information out to King County Office of Emergency Management. There is regional decision making that either the Mayor or his designee would be involved in if the framework were to be enacted. Committee member Duclos asked if they could name in order of who the people should be or the positions they should be in. The Deputy Mayor should be after the Mayor, and then the head of one of the committees. Mr. Gross stated that the c hain of command would be submitted along with the signatory page to King County Office of Emergency Management. The Mayor would facilitate the discussion of the chain of command with the Council members. Deputy Mayor Burbidge added that this would be a management function and there needs to be an evaluation of what the chain of command would be. Committee member Duclos would like there to be a decision and to have it written out so that this is in place. There should be a written document outlining who from the staff employees and who from the Council are to be contacted. Committee member Moore moved to forward the Regional Coordination framework for Disasters and Planned Events and have the Mayor establish a contact list of who should be contacted and in w hat order to the July 21, 2015 City Council Business agenda for approval. Mr. Wilson stated that staff will work with the Council to come up with the list. They have a list of designated people who are trained in certain responses. There are multiple peopl e in those roles. Council plays an important role in the elected official arena. Motion passed. PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday, July 14, 2015 Summary Page 2 Washington Traffic Safety Commission (WTSC) Amendment #3 to the October 1, 2014 -September 30, 2015 MOU Chief Hwang stated that they partner with WTSC to make the streets safer. The WTSC allocates money to the City of Federal Way. They have received $21,900, and are receiving an additional $4,000 for Motorcycle Safety Patrols. This funding pays for overtime. Committee member Moore moved to forward the WSTC MOU Amendment #3 for Motorcycle Safety Patrols to the July 21, 2015 consent agenda for approval. Committee member Duclos seconded. Motion passed. FY 2015 Edward Byrne Memorial Justice Grant (JAG) Chief Hwang stated that annually the police department receives a JAG grant. The amount of this grant is $27,344, and it will be used for K9 purchases, Tasers, Computer Hardware/Storage and IT Contract Personnel. The funding received is based on crime. Overall the crime rate in Federal Way is down 11%. Committee member Moore asked if the department was working on the radio issues, Chief Hwang answered that yes, they are actively working on this and it is an ongoing effort. Committee member Moore moved to forward the proposed 2015 JAG Grant to the July 21, 2015 City Council consent agenda for approval. Committee member Duclos seconded. Motion passed. Town Square Park Bid Award Mr. Ikerd stated that they received five bids, and Henderson Partners, LLC was the lowest responsive bidder. Staff is recommending accepting their bid and awarding them the contract. Henderson Partners, LLC was the company that did the initial improvement of the site last year. The bid is within the budget and there is enough money for contingency. The first phase includes demolition, removing the asphalt, grading, drainage, curbing and bringing in topsoil for seeding. Committee member Moore asked where the five companies are based out of. He would like Henderson Partners to hire local people to work on the project. Committee member Duclos s tated that they are a private company, and we cannot ask them to do that. The city needs to use the lowest responsive bidder for this project. Mr. Call stated that we cannot consider where they are located to make this decision. Committee member Moore moved to authorize a bid award for Town Square Park improvements in the amount of $443,994.03 with a 10% contingency for a total amount of $488,393.03 to Henderson Partners and authorize the Mayor to execute said agreement to the July 21, 2015 consent agenda for approval. Committee member Duclos seconded. Motion passed. NEXT MEETING: August 11, 2015 ADJOURNMENT Meeting adjourned at 5:50p.m.