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PRHSPSC MINS 02-09-2016City of Federal Way City Council PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday February 9, 2016 5:00 p.m. SUMMARY Committee Members in Attendance: Chair Koppang, Committee member Assefa- Dawson and Committee member Moore Council Members in Attendance: Deputy Mayor Burbidge, Council member Honda Staff Members in Attendance: John Hutton, Parks Director, Steve Ikerd, Parks Deputy Director, Andy Hwang, Chief of Police, Jason Gerwen Parks & Facilities Manager, Ryan Call, Assistant City Attorney, and Mary Jaenicke, Administrative Asst. I1. Guests: None Chair Koppang called the meeting to order at 5:00p.m. Public Comment: None Commission Comment: None Approval of Minutes Committee member Moore moved to approve the January minutes as written. Committee member Assefa- Dawson seconded the motion with one small change to the minutes. Motion passed. BUSINESS ITEMS FARO (Total Station) and Automatic License Plate Reader (ALPR) Maintenance Agreement Chief Hwang reported that the FARO technology is a 3 -D documentation and is used for major crime scene processing. There are three vehicles equipped with the Automatic License Plate Reader (ALPR) The ALPR is used for combatting auto theft and recovering stolen vehicles, and capturing wanted subjects. The funds for the Maintenance Agreements will come out of the Red Light Photo Enforcement account. Committee member Moore would like statistical numbers on how many cars have been caught with the ALPR. Committee member Moore moved to forward the request for Traffic Safety Funds to be used for maintenance agreements for FARO Total Station and The Automatic License Plate Reader Systems, to the February 16, 2016 Council consent agenda for approval. Committee member Assefa- Dawson seconded. Motion passed. Regency Cleaners Amendment #1 Goods and Services for Police Uniform and Dry Cleaning Chief Hwang stated that they would like to extend this contract for an additional year. The dry cleaning expenses are approximately $10,000 per year. Committee member Assefa- Dawson moved to forward Amendment #1 to Regency Cleaners Good and Services Agreement for Police Uniform and Dry Cleaning to the February 16, 2016 consent agenda for approval. Committee member Moore seconded. Motion passed. Second Amendment for Parking Lot Vacuuming Services Mr. Gerwen stated that the contract funds were expended quicker than usual due to increased services. Three parking lots were striped, the city hall parking lot was pressure washed, and there has been an increase in the number of times the lot at Town Square Park is swept. McDonough & Sons has been very responsive to the needs of the City. The total contract amount is $61,870.92. Committee member Moore moved to forward the proposed agreement to the February 16, 2016 consent agenda for approval. Committee member Lydia Assefa- Dawson seconded. Motion passed. K:\PRHSPS Committee\2016 \02092016 Mins.doc PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday, February 9, 2016 Summary Page 2 Use of Excess Replacement Reserves Mr. Gerwen reviewed the Parks Maintenance division request to use excess replacement reserves on vehicles and equipment. He stated that two trucks are due to be replaced in 2016. Due to the budget cuts replacement reserves were not collected. There is a shortfall of approximately $2500 per truck to replace them. They would like to keep truck 8103, which is due to be replaced in 2016. Truck 8117 is starting to age, and they would like to surplus truck 8117 and keep 8103. Truck 8121 -1 is not due to be replaced in 2016, but it has been in a few accidents, and the truck has several dents. The cost to repair the truck is $4,000. They would like to replace truck 8121 -1 now. Truck 8101 is a surplus truck, and is not collecting reserves. This truck has a pressure washer unit on it, and it is used to maintain all of the picnic sites. This truck is aging and they are asking to surplus truck 8101 and keep truck 8124; the pressure washer would be transferred to truck 8124. The SWM Department is replacing their Do -Ease Mower. This mower is able to mow banks, and is used to maintain the BPA and West Campus Trail. The Parks Department would like to keep this mower and are requesting to have $1,000 a year added to the maintenance account to pay for parts. The portable stage was built approximately 15 -20 years ago and has never been on the replacement reserve account. The stage is starting to deteriorate, and it will last only about two more years. The cost to build a new stage would cost $55,000. Staff is asking for $20,000 to rebuild the stage. By doing this, the stage would last at least another 10 -15 years. The excess replacement reserves available is $37,121.00. Staff is asking for $27,500, which would leave a balance of $9,621.00. Committee member Moore moved to forward allowing the use of excess reserves to address equipment issues, resolve shortages and allow for the purchase and repair of equipment to the February 16, 2016 consent agenda for approval. Committee member Assefa- Dawson seconded. Motion passed. 2016 Parks & Recreation Commission Work Plan Mr. Ikerd reviewed the Parks & Recreation Commissions 2016 Work Plan. A new item on the work plan is an overview of the maintenance and operations of the Parks Maintenance division. A sub - committee has been formed to review the new parks, facilities and maintenance responsibilities that have been added since the 2008 reduction in force, and they are also reviewing items that have been deferred due to a staffing shortage. Committee member Moore stated that it has been his vision to have equipment for people with disabilities in all of the parks. He would like to see this on their work plan. Chair Koppang stated that annual playground equipment replacement is on the work plan, and the summary/objective is broad. Committee member Moore wants to be sure that staff and the Parks & Recreation Commission discuss the addition of ADA equipment when a new play structure is being designed for a park. Mr. Ikerd answered that this is still very important to them, but that each park is different and some pieces of equipment won't work at every site. Mr. Gerwen added that there was a lot of discussion regarding ADA equipment being included in the play structure currently being installed at Adelaide Park. This park will have an ADA swing, and the play structure has some ramps. The National Standards state the ADA requirements, and all of our new playgrounds are exceeding those requirements. Committee member Moore moved to forward the 2016 Parks & Recreation Commission Work Plan to the February 16, 2016 consent agenda for approval. Committee member Assefa- Dawson seconded. Motion passed. PSE Electrical Extension Agreement and New Service for Town Square Park Mr. lkerd reported that this is an agreement with PSE that needs to be signed in order to bring power to Town Square Park. The cost for this is $30,800 which includes contingency. This cost is included in the budget. Committee member Assefa- Dawson moved to forward the authorization for the Mayor to enter into a Commercial Line Extension Agreement with PSE for Town Square Park and $30,800 installation and forward to the February 16, 2016 Full Council consent agenda for approval. Committee member Moore seconded. Motion passed. FieldTurf USA Retainaee Release Mr. Ikerd reported that the artificial turf has been installed at Karl Grosch Field, and in order to release the retainage on Public Works projects, the City Council must accept this project as complete. Committee member Moore moved to forward the acceptance of the FieldTurf USA work at Karl PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday, February 9, 2016 Summary Page 3 Grosch Field as complete and forward the authorization of staff to release their $26,575.33 retainage to the February 16, 2016 City Council consent agenda for approval. Committee member Assefa- Dawson seconded. Motion passed. Pending Items Committee member Moore stated that the pending items on the agenda have been on there for a while, and would like to know if they should stay on the agenda. After discussion, the decision was made to remove the banners because they are being handled by Tim Johnson and LTAC and the Veterans Memorial because that is being handled by the Mayor's office. Festivals will remain on the agenda under pending items. Committee member Moore would also like to invite Melinda Nichols, president of the board of directors for the Low Income Housing Institute (LIHI) to give a brief presentation on the small houses being built for homeless people. He would like information on how the program works. Chair Koppang requested that Committee member Moore forward him the information. NEXT MEETING: March 8, 2016 ADJOURNMENT Meeting adjourned at 6:02p.m.