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.
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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
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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.