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PRHSPSC PKT 06-14-2016City of Federal Way City Council Parks, Recreation, Human Services & Public Safety Committee June 14, 2016 City Hall 5:00 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 Presenter Page A. Approval of Minutes: May 10 2016 3 B. Sector Service Level Agreement and Amendment #1 Hwang between the Federal Way Police Department and Washington State Patrol. C. 2015 Consolidated Annual Performance & Evaluation Watson Report (CAPER) D. Arts Commission 2017 -2018 Contract for Services Funding Geddes Cap E. NRPA Gold Medal Award Hutton F. Proposed Name Change of the Parks, Recreation, Human Koppang Services & Public Safety Committee G. Public Safety Support Enhancement Koppang 5. PENDING ITEMS • Festivals 6. NEXT MEETING: July 12, 2016 7. ADJOURNMENT Committee Members Mark Koppang, Chair Lydia Assefa- Dawson Martin Moore K: \PRHSPS Committee \2016 \06142016 prhsps agenda.doc 1 5 17 37 Action or Info Action Action Action Action N/A Discussion Discussion N/A N/A Discussion City Staff John Hutton, Parks Director Mary Jaenicke, Administrative Assistant II Council Date N/A Consent 6/21/16 Consent 6/21/16 Consent 6/21/16 N/A N/A N/A This Page Left Blank Intentionally City of Federal Way City Council PARKS RECREATION HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday May 10, 2016 5:00 p.m. 1 ►11►� a Committee Members in Attendance: Chair Koppang — via phone, and Committee member Moore Committee member Excused: Lydia Assefa- Dawson Council Members in Attendance: Deputy Mayor Burbidge, Council member Honda Staff Members in Attendance: Brian Wilson, Chief of Staff, Steve Ikerd, Parks Deputy Director, Andy Hwang, Chief of Police, Jeff Watson, Community Services Manager, Amy Jo Pearsall, Director and City Attorney, and Mary Jaenicke, Administrative Asst. II. Guests: None Committee member Moore called the meeting to order at 5:00p.m. Public Comment: None Commission Comment: None Approval of Minutes Chair Koppang moved to approve the April minutes as written. Deputy Mayor Burbidge seconded the motion. Motion passed. BUSINESS ITEMS Amendment #1 to the Washington Traffic Safety Commission (WTSC) Target Zero Team (TZT) Interagency Funding Agreement 2015 -2016. Chief Hwang stated that the Federal Way Police Department (FWPD) is an active member of the regional WTSC TZT enforcement emphasis. The WTSC has additional funds and they are allocating an additional $3,000.00 for Distracted Driving Patrols. Ballistic Vest Partnership (BVP) Grant Chief Hwang stated that the FWPD provides ballistic vests for the officers. These vests expire every 5 years. 58 vests will expire in 2017; each vest costs approximately $941.70, the total cost will be $54,618.60. The FWPD is applying for a grant to assist with the purchase of the vests. The remaining balance to pay for the vests will be taken from the Police Uniform budget. Chair Koppang moved to forward the 2016 Ballistic Vest Partnership (BVP) Grant application and acceptance to the May 17, 2016 consent agenda for approval. Deputy Mayor Burbidge seconded. Motion passed. Report on Homeless Efforts Mr. Watson provided an update on the progress of cleaning up the homeless camps. An interactive map has been implemented and updated, and is now being used. Several camps have been cleaned by the Parks Department including the ones at Celebration Park, Steel Lake Park and 35800 Pacific Highway. Letters have been sent to private land owners by Code Enforcement to gain compliance with the cleanup effort. Additional camps have been located, and plans are in place to remove the camps between the Walmart and the former School Administration building. Police Officers have handouts regarding local - services available to provide- to homeless people that they_ encounter. Mr._ Watson stated that-they-have. been meeting with different organizations, and they have met with people that are in close proximity to the Day Center about providing services to the homeless people that will use the Day Center. Additional meetings have been setup prior to the opening of the Day Center. The opening of the Day Center will take place in early July. They have also met with the coalition that brought forth the idea for the Day K:\PRHSPS Committee\2016 \05102016 Mins.doc 3 PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday, May 10, 2016 Summary Page 2 Center, and have discussed with them the efforts that are taking place. Mr. Watson stated that they want the broadest coalition possible to look at ways to increase and improve the services to the homeless. Committee member Moore stated that during the Council Retreat there was a letter regarding the businesses that had concerns with the Day Center. He would like to see the items on the list that are being addressed. Mr. Watson reported that included in the contract with Catholic Community Services are conditions that are in direct response to comments that were made at the Council Retreat. Mr. Watson stated that they have heard from some of the business owners that they have already seen some improvements. Committee member Moore would like the specifics on what is being addressed. PENDING TTEMS None NEXT MEETING June 14, 2016 ADJOURNMENT Meeting adjourned at 5:21p.m. 4 COUNCIL MEETING DATE: May 17, 2016 _ -- — _ u _ITEM #: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: Sector Service Level Agreement and Amendment #1 between FWPD and. WSP POLICY QUESTION: Should the City of Federal Way, Federal Way Police Department maintain its Sector Agreement with Washington State Patrol (WSP)? COMMITTEE: Parks, Recreation, Human Services & Public Safety MEETING DATE: June 14, 2016 Council Committee (PRHS &PSC) CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Diane Shines /Lynette Allen _ DEPT: Police Department Attachments: 1. PRHS &PSC Memo 2. Sector Service Level Agreement between FWPD & WSP 3. WSP Contract Amendment Options Considered: 1. Approve 2. Deny MAYOR'S RECOMMENDATION: 1 — Approve the Sector Service Level Agreement & Amendment # 1 between City of Federal Way, Federal Way Police and WSP. MAYOR APPROVAL: D RECTOR APPROVAL: T • Committete o it �// (�/ Initial CHIEF OF STAFF: Committee Counc' COMMITTEE RECOMMENDATION: I move to forward the Sector Service Agreement and Amendment 91 between the City of Federal Way, Federal Way Police Department and Washington State Patrol to the June 21, 2016 consent agenda for approval. Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move approval of the Sector Service Agreement and Amendment 91 between the City of Federal Way, Federal Way Police Department and the Washington State Patrol, and authorize Police Chief Andy Hwang to execute such Agreements. " (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) -- COUNEILACTION - ❑ APPROVED COUNCIL BILL # ❑ DENIED IST reading ❑ TABLED/DEFERRED/v0 ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinances only) ORDLNANCE # REVISED — 08/12/2010 RESOLUTION # 5 CITY OF FEDERAL WAY CITY COUNCIL COMMITTEE STAFF REPORT DATE: June 14, 2016 TO: Parks, Recreation, Human Services and Public Safety Council Committee VIA: Jim Ferrell, Mayor FROM: Andy J. Hwang, Chief of Police SUBJECT: Sector Service Level Agreement and Amendment #1 between City of Federal Way, Federal Way Police Department and Washington State Patrol. - - The City signed an agreement with the Washington State Patrol (WSP) in August of 2009 regarding the statewide electronic collision and ticket online records "SECTOR" system. We are sending the original agreement through Council due to the fact that we have been unable to locate the original Council Agenda or Committee Memo in the Laserfiche files, and we feel that this needs to be recorded. The SECTOR agreement defines the roles and expectations in regard to SECTOR processes. As a law enforcement agency, we use SECTOR to electronically create and transmit collision reports, notice of infractions and notices of criminal citations. WSP maintains the software and provides a secure environment to retain the data according to federal and state laws and regulations. We currently have a WSP contract amendment to be approved and signed. This amendment describes the changes. 1 6 WSP Contract No. C100145GSC Amendment 1 WASHINGTON STATE PATROL CONTRACT AMENDMENT The above - referenced Contract between the Washington State Patrol and the Federal Way Police Department is hereby amended as follows: a. Section 10, the period of performance of this Contract is extended until terminated as provided in accordance with Section 11. b. Appendix C, Section 1 Project Contacts for Service Level Agreements issues: Ms. Debbie Peterman Information Technology Division Washington State Patrol Street Address: 403 Cleveland Avenue, Suite C, Tumwater WA 98501 Mailing Address: PO Box 42622, Olympia WA 98504 -2622 Telephone: (360) 596 -4976 E -mail: sectoradmin @wsp.wa.gov All other terms and conditions of this Contract remain in full force and effect. THIS AMENDMENT is executed by the persons signing below, who warrant that they have the authority to execute this Amendment. STATE OF WASHINGTON WASHINGTON STATE PATROL FOR: John R. Batiste, Chief Date 7 FEDERAL WAY POLICE DEPARTMENT Signature Date WSP No. C100145GSC SECTOR Service Level Agreement Between Federal Way Police Department And Washington State Patrol 1. Purpose. This Service Level Agreement (Agreement) is between the Washington State Patrol (WSP) and the Federal Way Police Department (Law Enforcement Agency or LEA). This Agreement defines roles and expectations in regard to the Statewide Electronic Collision and Ticket Online Records (SECTOR) processes including a method for resolving technical issues. 2. Description of SECTOR. SECTOR has three primary parts: • SECTOR Client is the application that operates on a vehicle computer or device, or a collision reviewer's workstation. SECTOR Client software will be used to create and transmit electronic collision reports, notice of infractions (NOI), and notice of criminal citations (NOCC). • SECTOR BackOffice is the application and database at WSP that accepts collision reports, NOls and NOCCs. The SECTOR BackOffice application coordinates updates to the SECTOR Client software The third part is all applications that receive and process collision, NOI and NOCC data as collected either through SECTOR or on paper forms. These applications are under the control of a governing organization with representatives from the Washington Traffic Safety Commission (WTSC), WSP, the Administrative Office of the Courts (AOC), the Washington State Department of Transportation (WSDOT), and the Department of Licensing (DOL). This group is known as the SECTOR Governance Committee. 3. LEA Responsibilities. The LEA certifies that it operates computers to create vehicle collision reports, NOls, and NOCCs pursuant to federal, state, and local requirements using SECTOR Client. Under this Agreement the responsibilities of the LEA are: a. The LEA shall designate a Local SECTOR Administrator as the primary contact for SECTOR and who will receive SECTOR Administrator training. The Local SECTOR administrator shall: • Administer user accounts for LEA personnel; • Accept modifications to the SECTOR Client; Document and submit I ecommendat,ons for modef,cat;on of SECTOR via the change request process; Manage the connection(s) needed to move data between SECTOR Client to SECTOR BackOffice applications; • Provide support for LEA users and reviewers; Update required LEA processes with the parameters of SECTOR. SECTOR User Agreement- April 2009 Page 1 • Contact WSP Information Technology Division Customer Services to initiate a work order for problem resolution and tracking. b. LEA support staff will install SECTOR Client software on LEA -owned equipment. The LEA will not share the SECTOR Client with others. c. The LEA acknowledges Appendix A, Statement on Collision Records Data. The LEA certifies that it operates electronic equipment to create vehicle collision reports pursuant to federal, state and local requirements; and that it will not disclose collision data except in compliance with 23 U.S.C. §409, other federal law and state law. d. The LEA will adhere to the SECTOR application standards for the computing environment as published by WSP. The LEA will make its electronic collision, NOI and NOCC reporting equipment and system secure and prevent unauthorized use. The LEA will ensure LEA SECTOR equipment maintains current virus checking software. If the LEA SECTOR equipment becomes infected, the LEA will take all necessary steps to remove the virus and assure the virus is not transmitted to the SECTOR server located at and maintained by WSP. e. LEA users and reviewers will transfer collisions, NOls, and NOCCs regularly and promptly. All LEA users and reviewers will adhere to training program detailed in Appendix B, SECTOR Governance Committee Training Policies. f. The LEA will be responsible for all required hardware and software purchases for the LEA use of the SECTOR Client application and the transmittal of collision reports, NOls, and NOCCs to WSP, including LEA personnel, operating, maintenance, and data transmission costs. Any costs associated with the LEA interfacing with SECTOR BackOffice will be the responsibility of the LEA. 4. WSP Responsibilities. WSP provides support for SECTOR Client and SECTOR BackOffice computing environment. Under this Agreement the responsibilities of WSP are: a. WSP will provide SECTOR Client software to the LEA at no charge. Maintenance of the SECTOR Client application is provided by WSP, including maintaining compliance with the business rules, data formats, and standardized collision report forms. WSP will provide the Web uniform resource locator (URL) address for connection to the SECTOR BackOffice application and security information to the Local SECTOR Administrator to assure client connectivity. WSP will provide a secure environment for collision, NOI, and NOCC data; and retain this data according to federal and state laws and regulations. WSP will also provide to the LEA any evasive action required to protect the SECTOR computing environment from significant risk. b. WSP will create Local SECTOR Administrator Account; train the Local SECTOR Administrator; and assist the Local SECTOR Administrator in administration of agency accounts. c. WSP will provide a change request/control process; coordinate change requests describing issues or enhancements through the SECTOR Governance Committee; - - -- -- provide notification of application modifications; transmit NOls and NOCCs to AOC; and transmit collision reports to DOT and DOL. SECTOR User Agreement- April 2009 Page 2 d. WSP reserves the right to review and approve LEA equipment security measures; and to suspend or withhold service until such matters are corrected to the reasonable satisfaction of WSP. This includes validation of current virus checking software packages. e. WSP will support SECTOR Governance Committee sanctioned training. WSP Information Technology Division Customer Services will provide first level telephone support twenty -four (24) hours -a -day, seven (7) days -a -week to assist the LEA in resolving problems with the SECTOR application. This support is limited to resolutions for routine questions on the SECTOR Client application and processes, including troubleshooting and password resets, and using pre - defined policies and procedures. Items not immediately resolved by WSP will be moved to a higher level of support within WSP; this higher level of support is provided during regular business hours, Monday through Friday. 5. Project Contacts. WSP and LEA points of contact for this Agreement are identified in Appendix C. Project Contacts. 6. Changes and Modifications. Except for changes to the points of contact information contained in Appendix C, changes in this Agreement are not in effect unless agreed upon by both WSP and the LEA. However, the LEA agrees to comply with changes in data formats, report forms and other business rules as required by WSP. The LEA will be notified when any changes or updates to these requirements occur. The revising party shall notify the other party of any changes to Appendix C within five (5) business days of the change taking affect. 7. Compliance with Civil Rights Laws. During the period of performance for this Agreement, both parties shall comply with all federal and state nondiscrimination laws. 8. WSP Staffing. WSP staff providing services under the terms of this Agreement shall be under the direct command and control of the Chief of WSP or designee and shall perform the duties required by this Agreement in a manner consistent with WSP policy and regulations, applicable state and local laws, and the Constitutions of the State of Washington and the United States. The assignment of personnel to accomplish the purpose of this Agreement shall be at the discretion of the Chief of WSP or designee. 9. Hold Harmless. Each party shall defend, protect and hold harmless the other party from and against all claims suits and/or actions arising from any negligent or international act or omission of that party's employees, agents, and /or authorized subcontractor(s) while performing under this Agreement. 40 o,.nod of Performance. This Agreement becomes effect,ve on the date of the last IV. C pI1Vt! V! ! p!1 signature and continues until June 30, 2014 or until termination as provided herein. 11. Termination. Except as otherwise provided in this Agreement, either party may terminate this Agreement_by giving ninety (90) calendar days written notification of termination to the other party. If this Agreement is so terminated, the terminating party shall be liable only for SECTOR User Agreement- April 2009 10 Page 3 performance in accordance with the terms of this Agreement for performance prior to the effective date of termination. 12. Disputes. In the event that a dispute arises under this agreement, it shall be determined in the following manner. The Chief of the WSP shall appoint one member to the Dispute Board. The LEA shall appoint one member to the Dispute Board. The Chief of the WSP and the LEA shall jointly appoint an additional member to the Dispute Board. The Dispute Board shall evaluate the dispute and make a determination of the dispute. The determination of the Dispute Board shall be final and binding on the parties hereto. As an alternative to this process and if applicable, either of the parties may request intervention by the Governor, as provided by RCW 43.17.330, in which event the Governor's process will control. 13. Order of Precedence. In the event of any inconsistency in the terms of this Agreement, unless otherwise provided herein, the inconsistency shall be resolved by giving precedence in the following order: applicable federal and state statutes and regulations; the terms and conditions contained in this Agreement; any other provisions of the Agreement, whether incorporated by reference or otherwise. 14. Complete Agreement. This Agreement contains all the terms and conditions agreed upon by the parties. No other understandings, oral or otherwise, regarding the subject matter of this Agreement shall be deemed to exist or bind any of the parties hereto. The parties signing below warrant that they have read and understand this Agreement; and have the authority to enter into this Agreement. STATE OF WASHINGTON WASHINGTON STATE PATROL Signatu Date Printed Name and Title FEDERAL_ WAY POLICE DEPARTMENT Signature Date Printed Name and Title APPROVED BY THE OFFICE OF THE ATTORNEY GENERAL 4122/09 Appendices: Appendix A - Statement on Collision Records Data Appendix B - SECTOR Governance Committee Training Policies Appendix B - Project Contacts SECTOR User Agreement- April 2009 Page 4 11 APPENDIX A Statement on Collision Records Data In 1938 Washington State law (currently RCW 46.52.060) authorized the Washington State Patrol (WSP) to file, tabulate and analyze collision reports; and to produce certain statistical information about collisions. For the next thirty years WSP maintained a largely manual system for filing collision reports generated over approximately five -year periods. WSP also produced some limited statistical collision data, primarily fatality and accident rate summaries, using paper punch card technology. Analysis of collision data for highway safety purposes was not possible because Washington State did not have a uniform collision report; data on collision reports was primitive and inconsistent; collision reports were not coded by precise roadway location; and no computerized database system existed. In 1966 and 1973 the federal government enacted laws requiring states to create computerized collision databases in order to analyze the need for highway safety improvements; and to participate in federal programs to fund those improvements. These federal laws and their associated funding provided for states to adopt uniform collision reports containing detailed highway safety coding; and provided that information from these reports would be maintained in a computerized collision database with precise location coding of all collisions. These laws were implemented jointly by WSP and the Washington State Department of Transportation ( WSDOT). Beginning in approximately 1970 WSP collected collision reports and entered the raw data into a computer. The data was then transferred to WSDOT for the creation of the collision database required under federal law. WSP maintained copies of individual collision records as well as its database, while WSDOT maintained their own collision database. The WSP and WSDOT systems for filing individual collision reports, the entry of raw data into a computer, and the creation of the collision database remained unchanged until 1996. By this time the original WSP computer system used for data entry and storage and retrieval of collision records had become obsolete. An attempt to convert to an optical character recognition system was not successful. After an extensive discussion between WSP, WSDOT and the Washington State Office of Financial Management, the agencies concluded that functions related to the maintenance of copies of collision reports and computer input of raw collision report data could be most efficiently performed by WSDOT in conjunction with its already existing collision database function. Beginning in 2002, WSDOT not only created the collision database required by federal law but also, pursuant to an interagency agreement with WSP, began entering all raw collision data into WSDOT's computer. Pursuant to this interagency agreement, WSDOT also began work to develop an electronic imaging system to store and retrieve copies of individual collision reports. This imaging system was implemented in May 2003. The current system for filing paper collision reports and creating the collision database will remain in effect until WSP, WSDOT and separate law enforcement agencies enter into a SECTOR Service Level Agreement to allow LEAs to file collision reports and transmit collision report data electronically to WSDOT. The Statewide Electronic Collision and Ticket Online Records (SECTOR) application was developed through a collaborative partnership that includes WSP, WSDOT, the Administrative Office of the Courts, the Department of Licensing, and local law enforcement agencies. SECTOR enables law enforcement officers to create electronic collision reports and other forms in the field, pursuant to federal, state and local requirements. This data is then transferred to a central database where it is available for review, analysis and reporting by law enforcement agencies. SECTOR User Agreement- April 2049 Page 5 12 The Department of Licensing is an agency of the State of Washington authorized by law (RCW 46.52.030) to receive full access to collision reports for purposes of maintaining case records under RCW 46.52.120; for supplying abstracts of driving records under RCW 46.52.130; and to administer financial responsibility requirements when drivers are involved in traffic collisions under chapter 46.29 RCW. To perform these functions, they must review collision reports that are filed by law enforcement agencies and citizens. 23 U.S.C. §409 prohibits data compiled or collected for purposes of complying with federal highway safety laws from being used in any action for damages arising from any occurrence at a location mentioned in the data (Pierce County v. Guillen, 537 U.S. 129 [2003]). Accordingly, collision data may not be disclosed unless a requester acknowledges that the data will not be used in any action for damages arising from any occurrence at a location mentioned in the report. SECTOR User Agreement- April 2009 Page 6 13 APPENDIX B SECTOR Governance Committee Training Policies Training Requirements 1. Every LEA that elects to use SECTOR must designate one person (up to three) to attend a Governance Team sponsored SECTOR Training Course. This ensures that each LEA using SECTOR will have at least one individual who has received training through the Governance Team sponsored SECTOR Training Course. An LEA may send more than three officers /deputies to Governance Team sponsored SECTOR Training Course when additional seats are available. 2. Individuals who have attended the Governance Team sponsored SECTOR Training Course should assume responsibility for training other users within their LEA. 3. Training courses conducted within an LEA must be coordinated with the SECTOR Training Coordinator. Training Recommendations 1. Individuals conducting training within their LEA should be proficient with the SECTOR application prior to training additional users by using SECTOR for at least 90 days prior to conducting training. LEAs can request assistance from WSP or other agencies for training. 2. LEAs must designate a SECTOR point -of- contact through whom all SECTOR support questions will come to the WSP help desk. This point -of- contact will most often be the LEA's designated Local SECTOR Administrator. For urgent SECTOR issues or questions during non- standard work hours SECTOR users may contact the WSP Information Technology Division Customer Services. 3. Each LEA SECTOR User should receive training with the current version of the course materials and according to established course standards. These include: a. Course manuals & exercises b. Training materials c. Suggested course duration (2 days) d. SECTOR Training evaluation form (optional) 4. Individuals who have attended a Governance Team sponsored SECTOR Training Course and are experienced in the use of SECTOR are encouraged to serve as trainers in future Governance Team sponsored SECTOR Training Courses or with other agencies. 5. Recommendations for improvements to SECTOR should be directed to the LEA's Local SECTOR Administrator. The Local SECTOR Administrator sends recommendations / feedback to WSP. SECTOR User Agreement- April 2009 14 Page 7 APPENDIX C Project Contacts 1. For WSP: Technical issues and change requests: Information Technology Division Customer Services Group Telephone: (360) 705 -5999 E -mail: ITDCustomerServicesGroup(@wsp.wa.gov or ITDHeIpt_wsp.wa.gov Service Level Agreement issues: Mr. Daniel Parsons, Chief Technology Officer Information Technology Division Street Address: 403 Cleveland Avenue, Suite C, Tumwater WA 98501 Mailing Address: PO Box 42622, Olympia WA 98504 -2622 Telephone: (360) 705 -5184 E -mail: daniel.parsons@wsp.wa.gov 2. For the LEA: Technical issues and change requests: Brian Pearson, Information Technology Supervisor City of Federal Way PO Box 9718 Federal Way WA 98093 (206) 835 -2552 briars .pearson(cD-cityoffederalway.com Service Level Agreement issues: Cathy Schrock, Civilian Operations Manager Federal Way Police Department PO Box 9718 Federal Way WA 98093 (253) 835 -6850 cathy.schrock6a cityoffederalway.com SECTOR User Agreement- April 2009 Page 8 15 This Page Left Blank Intentionally 16 COUNCIL MEETING DATE: June 21, 2016 CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL ITEM #: SUBJECT: 2015 PROGRAM YEAR CONSOLIDATED ANNUAL PERFORMANCE & EVALUATION REPORT (CAPER) POLICY QUESTION: Should the City Council approve the 2015 Program Year Consolidated Annual Performance and Evaluation Report (CAPER)? COMMITTEE: Parks, Recreation, Human Services & Public Safety MEETING DATE: June 14, 2016 CATEGORY: ❑ Consent ❑ Ordinance ® Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Cynthia Ricks- Maccotan, Human Services DEPT: CD Coordinator Attachments: 2015 Consolidated Annual Performance & Evaluation Report In 2011, the City of Federal Way became a Community Development Block Grant (CDBG) entitlement community and adopted its first Consolidated Plan for the 2012 -2016 program year period. In August 2014, the City was informed by the U.S. Department of Housing & Urban Development (HUD) that the City should begin to plan for use of the CDBG funding with King County because the City is part of the HOME Consortium, which led to the adoption of a new Consolidated Plan for the 2015 -2019 program year period. The Consolidated Annual Performance & Evaluation Report (CAPER) informs HUD on how the City utilized CDBG funds to meet various goals. The CAPER is required for each year of the Consolidated Plan program period. The 2015 CAPER is for the first program year of the Consolidated Plan program period. The Human Services Commission considered the 2015 CAPER at its regular meeting on Monday, May 16, 2016, and voted 7 -0 to recommend approval of the CAPER. Options Considered: 1. Approve the 2015 Consolidated Annual Performance & Evaluation Report. 2. Do not approve the 2015 Consolidated Annual Performance & Evaluation Report and give staff direction. MAYOR'S RECOMMENDATION Option 1 CsJ3 MAYOR APPROVAL: DIRECTOR APPROVAL: (/ wti &Date U Initia to CHIEF OF STAFF: .IAA -n #,, ((� Committee Counci InitiaUDat Initia 17 COMMITTEE RECOMMENDATION: I move to forward the 2015 Consolidated Annual Performance & Evaluation Report to the June 21, 2016 City Council agenda for public hearing. Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move approval of the 2015 Consolidated Annual Performance & Evaluation Report and authorize the Mayor to execute all documents associated with the Report for submission to the U.S. Department of Housing and Urban Development. " (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 - 1/2015 RESOLUTION # In Draft Consolidated Annual Performance 41k Federal Way and Evaluation Report (CAPER) PROGRAM YEAR 2015 FIRST PROGRAM YEAR OF THE CONSOLIDATED PLAN 2015 -19 Prepared by Community Services Division Community Development Department 19 For more information on the CAPER contact: Si necesita esta informacion en espanol, (lame a: Jeffrey D. Watson, Community Services Manager (253) 835 -2650 jeff.watson @cityoffederalway.com Cynthia Ricks - Maccotan, CDBG Coordinator (253) 835 -2651 Cynthia. ricks- maccotan @cityoffederalway.com City of Federal Way Community Development Department 333258 th Avenue South Federal Way, Washington 98003 www.citVoffederalwaV.com City of Federal Way Jim Ferrell Mayor City Council Jeanne Burbidge Deputy Mayor Lydia Assefa- Dawson Kelly Maloney Susan Honda Mark Koppang I'VIlarain Moore Dina Duclos 20 CR -05 - Goals and Outcomes Progress the jurisdiction has made in carrying out its strategic plan and its action plan. 91.520(a) This could be an overview that includes major initiatives and highlights that were proposed and executed throughout the program year. During the first program year of the 2015 -2019 Consolidated Plan, the City of Federal Way and community partners successfully utilized federal and local resources to: • Provide 67 persons with disabilities with scholarships and classes to help them live independently; • Expand the supply of affordable housing through acquisition, repair and resale benefiting a low- income family; • Preserve and improve the existing housing stock through repair of 3 single - family homes and code compliance of 90 households; • Provide employment services and 67 hours of tutoring to 19 youth; • Support the City and County efforts to end homelessness by assisting 6 persons fleeing domestic violence with 145 bed nights of shelter, 36 hours of case management, and 288 meals; • Improve the quality of life of 3 drug addicted infants through treatment, and intensive medical care — infants have been weaned from narcotic medicines and are thriving; • Prevented homelessness by assisting 62 individuals (19 families) with rental assistance; • Expand economic opportunities by assisting 69 persons with technical assistance resulting in the creation of 6 new business, 2 business expansions, creation of 9 new jobs, retention of 5 jobs; and • Provided 6 persons with disabilities job training and placement assistance. Comparison of the proposed versus actual outcomes for each outcome measure submitted with the consolidated plan and explain, if applicable, why progress was not made toward meeting goals and objectives. 91.520(g) Categories, priority levels, funding sources and amounts, outcomes /objectives, goal outcome indicators, units of measure, targets, actual outcomes /outputs, and percentage completed for each of the grantee's program year goals. CAPER OMB Control No: 2506 -0117 (exp. 07/31/2015) 21 a, dr C u E GJ O O O a V e•-4 O I E t0 L 3 w 41 0 L rq o Q a` rq 00 m aVi E CL eo L o 0 o O o 0 x O O 00 00 ui I a> al dNO aci a o E E . -i O Ln 00 O w O O O ui O n o e» I o a H a d o m u W O Q' R c O O L m 'a o rn c 00 ui I v► r-I o v O 00 � "a O 0A 7 C -.. a) .0 L N 4, aJ C 0 O a+ e6 -4 O •N = = N .N '• A 7 l . H O O C tl Q 2 2 O O m Q x x aj E 0) O O v aJ c •vi U L � eo � �+ \ p - L N p x M 'a u c c L aJ m U U +' aJ � N c �; Y O on 00 aEi t v � 3 O `-' c 'in c Ln a w C 3 O c ) E 7 m r... 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W _ W 0. » � §E § 0 2 k o _ �— & �2CL g C Ln ° $ / k CL 2 / > / — k k CL § ■ CO CL 0 IA o to u a) 0 $ « f° o v c 4 kA 3 /th \ E 0 m m E CL q V\ �� 2CL _ 4 2 2 C Q§ M o = 41 m ' n / CL 7 23 2 cc LU « u CR -10 - Racial and Ethnic composition of families assisted Describe the families assisted (including the racial and ethnic status of families assisted). 91.520(a) Table 2 —Table of assistance to racial and ethnic populations by source of funds Narrative Fifty six percent of the families served during th6' program year where white, 36% African - American, 24% Hispanic, and 6.4% where Asian. According to the Census, the population in the City of Federal Way is 52.5% white, 17.1 Hispanic, 13.7% Asian, and 8.8% African American. African Americans and Hispanic families are disproportionately represented amongst those in need in the City. The City will continue to work with our community partners to ensure cultural appropriate services are provided to meet the needs of our diverse Citizens. In addition, we will continue to address those barriers that marginalize those most in need from achieving a suitable living environment, access to economic opportunities, and decent affordable housing. CAPER 4 OMB Control No: 2506 -0117 (exp. 07/31/2015) 24 CDBG White 141 Black or African American 89 Asian 16 American Indian or American Native 11, Native Hawaiian or Other Pacific Islander 3 Total 250 Hispanic 60 Not Hispanic 190 Table 2 —Table of assistance to racial and ethnic populations by source of funds Narrative Fifty six percent of the families served during th6' program year where white, 36% African - American, 24% Hispanic, and 6.4% where Asian. According to the Census, the population in the City of Federal Way is 52.5% white, 17.1 Hispanic, 13.7% Asian, and 8.8% African American. African Americans and Hispanic families are disproportionately represented amongst those in need in the City. The City will continue to work with our community partners to ensure cultural appropriate services are provided to meet the needs of our diverse Citizens. In addition, we will continue to address those barriers that marginalize those most in need from achieving a suitable living environment, access to economic opportunities, and decent affordable housing. CAPER 4 OMB Control No: 2506 -0117 (exp. 07/31/2015) 24 CR -15 - Resources and Investments 91.520(a) Identifv the resources made available Source of Funds Source Resources Made Available Amount Expended During Program Year CDBG 2,468,000 548,553 Table 3 - Resources Made Available Narrative The City expended roughly 22.22% of its available CDBG allocation during the Program Year. There were a couple of projects that were allocated funding during this Program Year but will not be completed until the 2016 Program Year. The City has expanded its outreach efforts so that in the second Program Year of the Consolidated Plan, more CDBG funds will be obligated to projects that will be completed during the program year while meeting our priority goals. dentify the geographic distribution and location of investments Target Area Planned Percentage of Actual Percentage of Narrative Description Allocation Allocation Table 4 — Identify the geographic distribution and location of investments Narrative Most of the City's CDBG funding during the Program Year was Citywide except for the following: • The CDBG City Code Enforcement (Compliance) program was implemented only in those areas of the City where 51% or more of the residents were low income. • The home acquisition /rehab /resale project for $165,000 in CDBG funds was done in the Westway neighborhood, one of the highest foreclosed properties in the region. We will continue to fund projects and programs to address the foreclosures and resulting neighborhood blight in Westway. The City also funded a Neighborhood Revitalization Strategy Area (NRSA) Plan that will be submitted to HUD in 2016. If approved, the City anticipates spending more CDBG funds to address a myriad of issues in the NRSA. CAPER 5 OMB Control No: 2506 -0117 (exp. 07/31/2015) 25 Leveraging Explain how federal funds leveraged additional resources (private, state and local funds), including a description of how matching requirements were satisfied, as well as how any publicly owned land or property located within the jurisdiction that were used to address the needs identified in the plan. The City was able to leverage $985,126 dollars in private, state and local resources. For every $1 in CDBG expended during this Program Year, the City leveraged $1.80 in other funds. Roughly $219,278 in private funds was utilized to fund projects, including $765,853 in local and state funds, and $287,136 in other funds. There were no publicly owned land or property located within the jurisdiction that was used to address the needs identified in the plan. CR 20 Affordable Housing 91.520(b) W /ail Evaluation of the jurisdiction's progress in providing affordable housing, including the number and types of families served, the number of extremely low- income, low- income, moderate - income, and middle- income persons served. � , ` � One -Year Goal Actual Number of homeless households to be provided affordable housing units,, Number of non - homeless households to �j �f ffik / Mr be provided affordable housing units; Number of special -needs households to , /f� '!l�� w" be provided affordable housing units %!r Total � , ` � % Table 5- Number of Households ,.�/�' through rental assistance Table 6 - Number of Households Supported Discuss the difference between goals and outcomes and problems encountered in meeting these goals. CAPER OMB Control No: 2506 -0117 (exp. 07/31/2015) 26 One -Year Goal Actual Number of households supported through rental assistance Number of households supported through the production of new units Number of households supported through the rehab of existing units Number of households supported through the acquisition of existing units Total Table 6 - Number of Households Supported Discuss the difference between goals and outcomes and problems encountered in meeting these goals. CAPER OMB Control No: 2506 -0117 (exp. 07/31/2015) 26 The city met its goal for the Program Year. With the completion of the coordinate entry regional access system, we are hopeful that more homeless in Federal Way will have access to shelters countywide, in addition to immediate case management. A Day Center for homeless adults and their spouses will be open in the next Program Year. A variety of community partners are planning services and outreach to those persons utilizing the Day Center, including participation to the coordinated entry to shelter and transitional housing. The addition of these two programs should increase the access to affordable housing and services to meet the needs of homeless persons. Discuss how these outcomes will impact future annual action plans. The City is committed to affordable housing opportunities for residents. The City will continue to invest in the preservation of existing housing, especially for owner - occupied low and moderate income residents. During the Program Year, a tax credit apartment complex was completed and the construction of another within the City commenced. The City is working with a variety of agencies to ensure any needed services are available to residents of these properties. With the completion of the NRSA Plan and HUD approval, future action plans will include programs and projects to address the needs of homeless, housing preservation, and services to help residents remain in their housing. `4A Inclde the number of extremely low- income, low- income, and moderate - income persons served by each activity where information on income by family size is required to determine the eligibility of the activity. Number of Persons Served CDBG Actual HOME Actual Extremely Low- income 93 0 Low- income 54 0 Moderate - income 19 0 Total 166 0 Table 7 — Number of Persons Served CAPER 7 OMB Control No: 2506 -0117 (exp. 07/31/2015) 27 Narrative Information The City expended the majority of its CDBG funds during the Program Year to provide assistance to low and very-low income residents. Of the activities required to serve clients that are low- income, a total of 166 persons were assisted. Eleven percent of those served were moderate - income, 33% were low- income, and 56% were extremely low- income. The City will continue to work with community partners to serve low and extremely low- income residents. In addition, the City will continue partnerships to provide services that help special needs populations, (persons with disabilities, homeless, etc.) to live independently. CAPER 8 OMB Control No: 2506 -0117 (exp. 07/31/2015) 28 CR -25 - Homeless and Other Special Needs 91.220(d, e); 91.320(d, e); 91.520(c) Evaluate the jurisdiction's progress in meeting its specific objectives for reducing and ending homelessness through: Reaching out to homeless persons (especially unsheltered persons) and assessing their individual needs The City is not a direct service provider. However, working with our community partners, the City provides funding to agencies that participate in the All Home King County, the countywide effort to end homelessness. Part of the All Home Strategic Plan is a coordinated entry system where there were will be regional access points for homeless persons to get immediate assistance including assessment. The regional entry points will enable homeless persons to have easier access to assistance. Under the previous system, intake for assessments were at a few locations. With the regional Homeless Management Information System (HMIS) and the proposed coordinated entry system, homeless persons will have easier access to intake and assessments. The City utilized $11,416 in CDBG funds during the Program Year to provide shelter and case management to homeless women. Thirty -six case management hours which including outreach, assessment, case management, and referral were provided to six homeless women in the City. In addition the CDBG funds, the City annually provides general funds to support a variety of human services programs. During the Program Year, the City expended $15,385 in general funds to programs that provided 412 hours of case management that included outreach and assessments of 128 homeless households. Addressing the emergency shelter and transitional housing needs of homeless persons The City spent $11,416 in CDBG funds to assist 6 persons fleeing domestic violence with 145 bed nights of shelter, 36 hours of case management, and 288 meals. The City also provided $$199,014 in general funds to agencies that assisted 847 persons with 7,669 shelter bednights and 7,384 of transitional housing bednights. Helping low- income individuals and families avoid becoming homeless, especially extremely low- income individuals and families and those who are: likely to become homeless after being discharged from publicly funded institutions and systems of care (such as health care facilities, mental health facilities, foster care and other youth facilities, and corrections programs and institutions); and, receiving assistance from public or private agencies that CAPER OMB Control No: 2506 -0117 (exp. 07/31/2015) 29 address housing, health, social services, employment, education, or youth needs The City supported two programs with $30,611 in CDBG funds to provide youth employment services and rental assistance. Nineteen youth received 67 hours of tutoring and 13 received job placement with an average wage of $11.17 an hour. Nineteen families (62 persons) received rental assistance and 16 families were still housed after 6 months of receiving assistance. In addition to the CDBG, the City provided general funds for homeless prevention including: • $106,014 for programs that provided rent and utility assistance to 529 households; • $55,909 for childcare, after school programs, mentoring, education and youth employment programs, case management, and other services for 5,294 youth; • $35,000 for 5677 hours of mental health counseling to 128 youth and their families; • $58,378 to provide medical services to 6,466 households, 7,679 dental care visits to 2,679 households, and 574 pediatric services to 90 children; • $35,000 for domestic violence and sexual assault services to 218 persons and 20 households including 2044 hours of legal assistance and 659 of counseling; • $17,150 to provide 48 households with 1668 volunteer hours of housing repair assistance; and • $86,011 to food and clothing programs that assisted over 12,000 persons with over 61,000 meals. Helping homeless persons (especially chronically homeless individuals and families, families with children, veterans and their families, and unaccompanied youth) make the transition to permanent housing and independent living, including shortening the period of time that individuals and families experience homelessness, facilitating access for homeless individuals and families to affordable housing units, and preventing individuals and families who were recently homeless from becoming homeless again Many of the City's funded programs in the previous question provide services to prevent individuals and families who were recently homeless from becoming homeless again. CAPER 10 OMB Control No: 2506 -0117 (exp. 07/31/2015) 30 CR -30 - Public Housing 91.220(h); 91.320(j) Actions taken to address the needs of public housing The City is within the jurisdiction of the King County Housing Authority (KCHA). The Housing Authority owns three public housing developments, one subsidized housing property and a moderate - income apartment complex within the City limits. Public Housing • Evergreen Court — for families, persons with disabilities and seniors age 55 +. Unit mix: 22 - 2 BR /IBA, and 8 — 3 BR /1 BA. • Federal Way Homes — for families, persons with disabilities and seniors age 55 +. Units: 3 — 3 BR /1BA. • King Court — for families, persons with disabilities and seniors age 55 +. Units: 21— 2 BR /1 BA, 9 — 3 BR /1.513A. Laurel Gardens is a subsidized development complex for families, persons with disabilities and seniors age 55 +. Laurel Gardens is managed by a private company. There are 60 — 2 BR /113A, 23 — 3 BR /1 BA, and 8 — 4 BR/1.5 BA units. Cove East is a moderate income complex serving families, persons with disabilities, individuals, persons with disabilities, and seniors age 55 +. Cove East is also managed by a private company. The apartment complex is for those who can almost afford market rate housing. Tenants pay a flat rent, not a percentage of their income. Unit mix: 48 — studio /1 BA, 72 —1 BR /1 BA, 24 — 2 BR /1 BA, and 46 — 2 B R/2 BA. During the Program Year, KCHA provided 1,613 Section 8 Housing Choice Vouchers to Federal Way residents. The Voucher program provides a subsidy to low- income households. Participants locate their housing often in the private market and some subsidized properties such as Laurel Gardens and Cove East. The City Community Development Staff are active participants in the South King County Joint Planners and Development Work Group. The Work Group includes KCHA, local jurisdictions, developers and others who want to affect housing policy, development and similar issues within the region. City staff continues to support and provide input on KCHA administration, policies and programs through the Work Group. Actions taken to encourage public housing residents to become more involved in management and participate in homeownership CAPER 11 OMB Control No: 2506 -0117 (exp. 07/31/2015) 31 The City continues to work with KCHA to include residents of public housing and Section 8 Housing Choice Vouchers in KCHA administration and property management. The City supports KCHA Resident Services and their efforts to enroll residents in the Family Self- Sufficiency program which includes homeownership opportunities. The City is considering a partnership with KCHA Family Self- Sufficiency to promote homeownership. Habitat for Humanity Seattle -King County is a sub - recipient of City CDBG. Habitat acquires abandoned, foreclosed and /or blighted properties in the City with CDBG funds. The property is renovated and then sold to a low- income resident at an affordable price. Through a partnership with KCHA, successful Family Self- Sufficiency participants could purchase renovated Habitat homes. Actions taken to provide assistance to troubled PHAs KCHA is a high performing public housing authority. CAPER 12 OMB Control No: 2506 -0117 (exp. 07/31/2015) 32 CR -35 - Other Actions 91.220(j) -(k); 91.320(1) -(j) Actions taken to remove or ameliorate the negative effects of public policies that serve as barriers to affordable housing such as land use controls, tax policies affecting land, zoning ordinances, building codes, fees and charges, growth limitations, and policies affecting the return on residential investment. 91.220 (j); 91.320 (i) Federal Way Community Development staff meets regularly to monitor regulations, ordinances, policies, zoning, building codes, and development fees to ensure the requirements do not create an unnecessary or extraneous barrier to affordable housing. In addition, the City participates in the South King County Joint Planners and Development Work Group to identify and eradicate regional policies that constrain affordable housing. Actions taken to address obstacles to meeting underserved needs. 91.220(k); 91.320(j) During the Program Year, the City utilized CDBG to fund three public services programs that meet the needs of underserved communities: Inclusion Program received $36,312 to provide 67 persons with disabilities scholarships to take multiple life skills classes that prepare them to live independently; Homeless Shelter received $11,416 to provide 6 homeless women with 145 bednights of shelter, 36 hours of case management and 288 meals; and • Rehabilitation Services Program received $9,513 to assist 6 disabled persons with job readiness and placement assistance. Actions taken to reduce lead -based paint hazards. 91.220(k); 91.320(j) Actions taken to reduce lead -based paint hazards. 91.220(k); 91.320(j) All housing rehabilitation projects complied with the lead -based paint requirements. As appropriate, City staff provided information concerning lead hazards to our project beneficiaries. Actions taken to reduce the number of poverty -level families. 91.220(k); 91.320(j) The City provided $175,000 is CDBG for emergency housing repair. During the Program Year, 3 residents were assisted. in addition, there are at least ten households at various stages of the home repair process. Roughly $18,888 in CDBG funds provided Emergency rent assistance to 62 low- income persons (19 families) in the City to help them remain in their housing. Highline Community College received CAPER 13 OMB Control No: 2506 -0117 (exp. 07/31/2015) 33 $88,700 in CDBG funds to assist 89 clients with technical assistance that resulted in 6 new businesses, creation of 9 new jobs, 2 business expansions, and retention of 5 jobs. Actions taken to develop institutional structure. 91.220(k); 91.320(j) City staff continued to share information and resources through their attendance at meetings of the South King County Regional Human Services Planner's meetings. The City's Community Services staff continued to meet with Highline Community College SBDC and Start Zone staff to provide technical assistance to entrepreneurs interested in starting new and expanding existing business. CDBG Program staff posted CDBG Program materials and announcements, such as the availability of the Environmental Review Record, Annual Plan, CAPER, and NOFA documents in the local newspaper and on the City's website www.cityoffederalway.com and distribyted copies of all materials to the general public, non - profit organizations, and elected officials when available. Actions taken to enhance coordination between public and private housing and social service agencies. 91.220(k); 91.320(j) ij The City is an active participant in the South County Human Services Planners ( SKCHS) group. SKCHS is comprised of local planners, social service agencies, human services organizations and public housing authority staff. The purpos�,"e group is to coordinate efforts to ensure relevant and culturally appropriate human services are made available those most in need with the region. The City staff will continue involvement with the SKCHS to improve the coordination between public and private housing and social service agencies. Identify actions taken to overcome the effects of any impediments identified in the jurisdictions analysis of impediments to fair housing choice. 91.520(a) The Code Compliance (formerly Enforcement) and City's Legal Department activities ensured adequate decent, safe, and sanitary housing is available in the City's low- income areas that include much of the City's rental housing stock, ensuring that an adequate supply of rental housing is available to meet Section 8 standards for those residents with Housing Choice Vouchers. During the Program Year, Code Compliance successfully closed 90 cases in predominately low- income neighborhoods through the City. CAPER 14 OMB Control No: 2506 -0117 (exp. 07/31/2015) 34 CR -40 - Monitoring 91.220 and 91.230 Describe the standards and procedures used to monitor activities carried out in furtherance of the plan and used to ensure long -term compliance with requirements of the programs involved, including minority business outreach and the comprehensive planning requirements Desk monitoring of CDBG projects and activities was conducted on a frequent basis throughout 2014. The Emergency Housing Repair Program monitored each and every project during the program year. Every project file was thoroughly examined. Individual project sites were visited at the scope development phase and during various phases of construction. The Public Services activities were monitored on a quarterly basis. Reports were reviewed to ensure that contract targets were being met, demographic information was being collected, and expenditures were reviewed. The remote monitoring of invoices submitted for payment and quarterly reports did not reveal any instances of non - compliance. Citizen Participation Plan 91.105(d); 91.115(d) Describe the efforts to provide citizens with reasonable notice and an opportunity to comment on performance reports. The CAPER's Notice of Public Comment Period was advertised in the City's Newspaper of Record, on the City's web site, and at the Federal Way branches of the King County Public Library. Citizen comments and suggestions were encouraged regarding development of the Program Year CAPER during the comment period ending , via the telephone, letters, or through the use of eAL mail (comments will be added to this section after the close of the comment period). The draft CAPER was emailed too many agencies and community partners. Public hearings regarding the CAPER were held at the May 16, 2016 Human Services Commission and the City Council meeting on June 21, 2016. The CAPER was posted on the City's website at www.cityoffederalway.com during the public comment period. A hard copy of the CAPER was made available at City Hall and both public libraries in Federal Way. CAPER 15 OMB Control No: 2506 -0117 (exp. 07/31/2015) 35 CiR -45 - CDBG 91.520(c) Specify the nature of, and reasons for, any changes in the jurisdiction's program objectives and indications of how the jurisdiction would change its programs as a result of its experiences. Staff will engage in a marketing effort to promote the two commercial business assistance programs, as well as the City's Emergency Housing Repair program. Does this Jurisdiction have any open Brownfields Economic Development Initiative (BEDI) grants? No [BEDI grantees] Describe accomplishments and program outcomes during the last year. N/A CAPER 16 OMB Control No: 2506 -0117 (exp. 07/31/2015) 36 COUNCIL MEETING DATE: June 21, 2016 ITEM #: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: ARTS COMMISSION 2017 -2018 CONTRACT FOR SERVICES FUNDING CAP POLICY QUESTION: Should the City Council approve the 2017 -2018 Arts Commission Contracts for Services funding cap of $10,000 maximum per applicant? COMMITTEE: PRHSPS MEETING DATE: 6/14/16 CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Cody Geddes, Recreation Supervisor DEPT: PRCS Attachments: 2017 -18 Contract for Services $10,000 funding cap recommendation 2007 -2016 Contract for Service proposals and allocations Options Considered: 1. Approve the Arts Commission 2017 -2018 Contract for Services funding cap recommendation of $10,000 and forward to the June 21, 2016 full City Council consent agenda for approval 2. Do not approve the Arts Commission 2017 -18 Contract for Services funding cap recommendation, and provide direction to staff MAYOR'S RECOMMENDATION: N/A / 1100) -fop MAYOR APPROVAL: . 4/.4V/I, 4 DIRECTOR APPROVAL: 44 G At Coma itt Co it If initial/Date UaU //Date Initial/D e y u1 1 CHIEF OF STAFF:.tt (,�-r� Y `€!b rECCi1'1rG�G+I'►iJ1') iG-;? Committee Council �t /`r` a� Initial/Date Initial/Date COMMITTEE RECOMMENDATION: I move to forward the 2017 -2018 Arts Commission Contract for Services funding cap recommendation of $10, 000 to the June 21, 2016 consent agenda for approval. Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move approval of the Arts Commission 2017 -2018 Contract for Services funding cap recommendation. (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 # 37 Date: June 7, 2016 CITY OF Federal Way To: PRHSPS Council Committee From: Cody Geddes, Recreation Supervisor Via: Jim Ferrell, Mayor John Hutton, Director of Parks. Subject: Arts Commission 2017 -18 Contract for Services Funding Cap Recommendations Historically the allocations for Contract for Services have been between $37,000 and $42,000. The Contract for Services program funds local art agencies that perform or provide art or cultural programs in Federal Way. Contract for Services averages 7 -8 groups applying for these funds each year. The Arts Commission would like to add a funding cap of $10,000 per group to help fund the Utility Box Art project. Arts Commission June 2nd 2016 Motion 1: An addition to the existing Contract for Services document Page 1 under `Restrictions to funding' add the following For 2017 there will be a funding cap of $10,000 per organization for the calendar year. In addition to this change in the Contract for Services the following statement of intent shall be adopted The Arts Commission will commit to fund three traffic control box art projects, not to exceed $6000 in total cost for 2017. Rationale: The cap will free approximately $7000 in the budget. The funding of three traffic box projects (not to exceed $6000) will keep that project going forward through 2017. While there is great enthusiasm for these projects there is currently no indication of funding going forward at this time. The remaining $1000 will be available for accommodating variances in funding requests from other organizations, as well as provide a buffer for potential new requests. 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