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PRHSPSC PKT 12-13-2016City of Federal Way City Council Parks, Recreation, Human Services & Public Safety Committee December 13, 2016 City Hall 5:00 p.m. H lebos Conference Room 1. CALL TO ORDER 2. PUBLIC COMMENT (3 minutes) 3. COMMISSION COMMENTS 4. COMMITTEE BUSINESS Topic Title/ Description MEETING AGENDA *Amended* Presenter Page Action or Info A. Approval of Minutes: November 8, 2016 3 Action B. Northlake — Item added N/A N/A Presentation C. 2% for Art Program for Performing Arts & Event Center Yvonne 5 Action D. MOU with the Historical Society of Federal Way E. Arts Commission 2017 Work Plan F. Arts Commission 2017 Contract for Services Interlocal Agreement with Federal Way Public School District #210 5. COUNCIL DISCUSSION ON EMERGING ISSUES 6. PENDING ITEMS • Festivals 7. NEXT MEETING: January 10, 2017 8. ADJOURNMENT Hutton 7 Action Geddes 13 Action Geddes 17 Action Ikerd 19 Action Committee Members city staff Mark Koppang, Chair John Hutton, Parks Director Lydia Assefa- Dawson Mary Jaenicke, Administrative Assistant II Martin Moore K: \PRHSPS Committee \2016 \12132016 prhsps agenda - Amended.doc Council Date N/A N/A Consent 1/03/17 Consent 1/03/17 Consent 1/03/17 Consent 1/03/17 Consent 1/03/17 City of Federal Way City Council Parks, Recreation, Human Services & Public Safety Committee December 13, 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 A. Approval of Minutes: November 8, 2016 B. 2% for Art Program for Performing Arts & Event Center C. MOU with the Historical Society of Federal Way D. Arts Commission 2017 Work Plan E. Arts Commission 2017 Contract for Services F. Interlocal Agreement with Federal Way Public School District #210 5. COUNCIL DISCUSSION ON EMERGING ISSUES 6. PENDING ITEMS Festivals 7. NEXT MEETING: January 10, 2017 8. ADJOURNMENT Presenter Page 3 Yvonne 5 Hutton 7 Action or Info Action Action Action Geddes 13 Action Geddes 17 Action Ikerd 193 Action Council Date N/A Consent 1/03/17 Consent 1/03/17 Consent 1/03/17 Consent 1/03/17 Consent 1/03/17 Committee Members City staff Mark Koppang, Chair John Hutton, Parks Director Lydia Assefa- Dawson Marylaenicke, Administrative Assistantll Martin Moore 1 K: \PRHSPS Committee \2016 \12132016 prhsps agenda.doc This Page Left Blank Intentionally City of Federal Way City Council PARKS RECREATION HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday November 8, 2016 5:00 p.m. SUMMARY Committee Members in Attendance: Chair Koppang, Committee members Moore and Assefa- Dawson. Council Members in Attendance: Deputy Mayor Burbidge Staff Members in Attendance: Andy Hwang, Chief of Police, Ryan Call, Assistant City Attorney, John Hutton, Parks Director, Steve Ikerd, Deputy Parks Director and Mary Jaenicke, Administrative Asst. 11. Guests: Bob Woolley Chair Koppang called the meeting to order at 5:00p.m. Public Comment: Bob Woolley read the minutes from the October meeting and said that some of the statements made by a staff member were incorrect. There is not a Lake Management District for Lake Lorene, the HOA is voluntarily treating the lake. Mr. Woolley also informed the committee that the eight litigants had a hearing on the 28th and the Judge dismissed their argument for a nuisance. It was dismissed because there is no duty required to treat the Lake in the argument that was presented. The litigants have submitted a re- consideration for them to bring forth the continued argument that Lake Jeane is a nuisance. Mr. Woolly informed the committee that the City of Lakewood has an Ordinance for toxicity of Lakes. Commission Comment: None Approval of Minutes Committee member Moore moved to approve the October minutes as written. Committee member Assefa- Dawson seconded the motion. Motion passed. Washington Traffic Safety Commissions (WTSC) Target Zero Team (TZT) Interagency Funding Agreement 2016 -2017 The Federal Way Police Department has been an active member of the WTSC TZT enforcement emphasis. They are seeking approval to accept a grant in the amount of $24,400 for 2016 -2017. The grant will go towards providing additional patrols for the streets. These additional controls will include emphasis on Holiday DUI, texting and driving, Click it or Ticket and cell phone patrols. Council member Moore would like to see measurable results from when the department did not have these grants compared to when they did get the grants. Chief Hwang answered that it's very hard to quantify and measure the results; there are too many variables. Committee member Moore moved to forward the proposal to accept funding in the amount of $24,400 from the Washington Traffic Safety Commission for traffic safety emphasis patrols, to the November 15, 2016, City Council Consent Agenda for approval. Committee member Assefa- Dawson seconded. Motion passed. Second Amendment for Urban Forestry Services The city has been contracting with EarthCorps since 2013, at the rate of $20,000.00 per year. Staff is asking for approval of a second amendment at the same rate of $20,000.00 per year. The services provided in this contract include nine volunteer projects at West Hylebos Wetlands, West Hylebos Blueberry Farm, Dumas Bay Sanctuary, Poverty Bay Open Space and Panther Lake Open Space. The primary goal is to maintain the forest health. The total amount of the contract is $120,000.00. Committee member Assefa- Dawson moved to forward the proposed Amendment to the November 15, 2016 consent agenda for approval. Committee member Moore seconded. Motion passed. K:\PRHSPS Committee\2016 \11082016 Mins.doc 3 PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday, November 8, 2016 Summary Page 2 Second Amendment for Parks Landscape Maintenance Services There are a significant amount of Parks in the city's park system, and there is not enough staff or equipment to maintain all of them. Total Landscape Corporation provides maintenance at 17 parks on a monthly basis, and landscape maintenance at Dumas Bay Centre on an as needed basis. Staff is asking to amend the contract for another two years for a total increase of $122,833.64. Committee member Moore moved to forward the proposed 2 °d amendment to the Total Landscape Corporation Agreement to the November 15, 2016 Council consent agenda for approval. Committee member Assefa- Dawson seconded. Motion passed. Northwest Playground Equipment, Inc. Retainaae Release In order to release retainage on a Public Works contract, Council must accept the project as complete. Mr. Ikerd stated that the project has been completed. The total amount of retainage to be released is $4,978.84. Chair Koppang asked if the swing set has been completed. Mr. Ikerd stated that the swing set is installed; the belts have not been put in place, because staff is installing a handrail to make the area safer. Once that is installed the belts will be placed. Committee member Moore asked if the Parks Commission is actively discussing continuing to serve people with disabilities at the parks. Mr. Ikerd answered yes they do discuss this. Committee member Moore moved to forward the acceptance of the Northwest Playground Equipment Inc. installation of the playground equipment at Adelaide Park as complete and forward the authorization of staff to release their $4,978.84 Retainage to the November 15, 2016 City Council consent agenda for approval. Committee member Assefa- Dawson seconded. Motion passed. COUNCIL DISCUSSION ON EMERGING ISSUES Committee member Moore inquired about the upcoming Teen Night being held at the Federal Way Community Center. Mr. Hutton answered that the event is being held on November 18, and so far there has been very little interest in the event. There are two people pre- registered. Mr. Hutton went on to say that it is possible that they could have a large amount of drop -ins; it's hard to tell. They paid to advertise on Peach Jar, they-have-also advertised on Facebook. The Recreation staff has worked very and on the- event, and many of the full -time staff are scheduled to work the event. Bob Woolley stated that during the process of discussing the Lake Jeane phenomenon, the issue has been raised by a few of the Council members and other city staff members that Lake Jeane is a private Lake; the Lake bottom is privately owned, but the body of water is owned by Government. The city ordinances do provide for circumstances on private property to be addressed. NEXT MEETING December 13, 2016 ADJOURNMENT Meeting adjourned at 5:35p.m. COUNCIL MEETING DATE: January 3, 2017 ITEM #: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: 2% FOR ART PROGRAM FOR PERFORMING ARTS & EVENT CENTER POLICY QUESTION: Authorize the Mayor to enter into Professional Services Agreement for Artist team COMMITTEE: PRHSPS MEETING DATE: 12/13/16 CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Theresa Yvonne. Executive Director DEPT: Mayor - PAEC Background: As part of the City of Federal Way's 2% for the Art program, the Performing Arts & Event Center will feature a public art piece located outside at the southwest corner of the property. This is a high profile project in prominent location on the property that will be visible from the interior and exterior of the building. The only requirement of the RFQ was that the project feature water, given its proximity in the community and the region. Project goals and considerations: • Speak to the natural beauty and location of the site. • Serves as a signature piece for the Performing Arts & Event Center and the Town Center core. • Fits well within the context of the site (in terms of scale and design or theme). • Shows consideration of the audience, use of the plaza, and view from the interior of the Performing Arts & Event Center by patrons, etc. • Considers existing architectural of the building and how to _complement and/or wrap_with the existing__ design of the project. • Considers the use of the facility during both day and evening hours. • Materials and finish artwork shall be of the highest quality and should be designed and fabricated for durability as well as for relatively low maintenance. Artist Selection Process: A Public Art Advisory Committee was formed consisting of (3) Arts Commissioners, (2) members of the Federal Way Coalition of the Performing Arts, one Youth Advisory Commissioner, one community member at large, and one artist representative. A Request for Qualifications was sent out with a deadline of May 6, 2016. There were a total of 176 artists that submitted their qualifications for review. The Advisory Committee reviewed the artists and narrowed the selection to five finalists. One finalist dropped out midway through the project as he was overcommitted. The short list of four artists presented their final proposals initially to staff. The projects were reviewed by the Parks Director, PAEC Project Manager, Lorax Construction Manager and Executive Director of the PAEC in September. Staff had no concerns with (3) of the projects and one project was going to be over budget. That same day, the Public Art Advisory Committee held a reception for the four artists to meet them and hear their proposals first hand. The Committee then met three times, deliberating over the art projects and the final choice for the Performing Arts & Event Center and the community. The final project and one alternate were presented to the Arts Commission on November 3, 2016 and the Arts Commission recommended the final project, "Hylebos F rmonics" move forward for approval. Options Considered: 1. Authorize a bid award for "Hylebos Harmonics" for the Performing Arts & Event Center in the amount of $350,000.00 and authorize the Mayor to execute said agreement. 2. Do not authorize a bid award and provide direction to staff. MAYOR'S MAYOR APPROVAL: CHIEF OF STAFF: NDATION: Option I Conunifffee Initial/Date Committee Initial/Date Initial/Date Council Initial/Date DIRECTOR APPROVAL:_ COMMITTEE RECOMMENDATION: I move to forward the authorization to award "Hylebos Harmonics" for the Performing Arts & Event Center in the amount of $350, 000.00 to artists' team David Dahlquist and Matt Neibuhr and authorize the Mayor to execute said agreement and forward to the January 3, 2017 Full Council consent agenda for approval. Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move approval of authorizing a bid award for "Hylebos Harmonics "for Performing Arts & Event Center in the amount of $350,000.00 to David Dahlquist and Matt Niebuhr and authorize the Mayor to execute said agreement. " (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 # 6 COUNCIL MEETING DATE: January 3, 2017 - CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: MEMORANDUM OF UNDERSTANDING WITH THE HISTORICAL SOCIETY OF FEDERAL WAY POLICY QUESTION: Should the City enter into a Memorandum of Understanding with the Historical Society of Federal Way for the purpose of allowing the Historical Society to make improvements to the Steel Lake Annex house? COMMITTEE: PRHSPS MEETING,DATE: Dec. 13, 2017 CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: John Hutton, Parks Director DEPT: Parks Attachments: Memorandum of Understanding Options Considered: 1. Authorize staff to enter into a Memorandum of Understanding with the Historical Society of Federal Way for the purpose of allowing the Historical Society to make improvements to the Steel Lake Annex house. 2. Do not authorize staff to enter into a Memorandum of Understanding and provide with staff direction. MAYOR'S RECOMMENDATION: Option 1. MAYOR APPROVAL: _ j� q II �t DIRECTOR APPROVAL: 11/21/A. comortiree o ci Initial/Date Initial/Date Initial/Date COMMITTEE RECOMMENDATION: I move to forward Authorizing staff to enter into a Memorandum oj Understanding with the Historical Society of Federal Way to the January 3, 2017 consent agenda for approval. Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move approval of entering into a Memorandum of Understanding with the Historical Society of Federal Way to allow the Historical Society to make improvements to the Steel Lake Annex house " (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 # MEMORANDUM OF UNDERSTANDING BETWEEN THE HISTORICAL SOCIETY OF FEDERAL WAY AND THE CITY OF FEDERAL WAY, WASHINGTON FOR ELECTRICAL, PLUMBING AND INSULATION U%1PROVEMENTS THIS MEMORANDUM OF UNDERSTANDING ( "MOU ") is made this day of 201!1 by and between the undersigned representatives of the City of Federal Way, a Washington municipal corporation ( "City"), and The Historical Society of Federal Way, a Washington nonprofit corporation ( "Society"). WHEREAS, the City and the Historical Society of Federal Way have had a lease agreement for the Steel Lake Annex "House" Building in good standing for several years. WHEREAS, the City is supportive of the Historical Society of Federal Way's desire to make improvements to the electrical, plumbing and insulation to the building at their cost. WHEREAS, this MOU will help the Historical Society of Federal Way secure grant funding to pay for these improvements. WHEREAS, these improvements will help ensure the building is in good repair and condition going forward. WHEREAS, all improvements made will be permitted with the community development department and all work will be performed by licensed contractors and all City laws and codes will be followed according to the lease agreement in place. NOW, THEREFORE in consideration of the mutual agreements and covenants contained herein and for other good and valuable consideration, the receipt and sufficiency of which hereby are acknowledged, it is mutually agreed and covenanted, by and between the parties to this Agreement, as follows: Scope of Work for Improvements. The improvements to be undertaken by the Society under this Agreement shall be limited to the following items of work: a. Install new water supply piping with new material meeting current plumbing codes to replace the existing galvanized steel piping system. The existing galvanized steel piping system will be abandoned in place. The new piping will supply hot and cold water (with new angle stops and supply lines) to the lavatory basin and toilet in each of the three bathrooms, the sink in the kitchen, the laundry tub in the basement utility room, the make -up water supply for the hot water furnace, the domestic hot water heater, and the two exterior hose bibbs. The locations of these supply points are shown in the schematic plans entitled "Plumbing Facilities" (one plan for each floor) that are attached hereto and incorporated herein. Water supply to the neighboring "barn" structure will be reconnected inside the subject "house" building. To the extent possible, existing plumbing fixtures shall be reused, including lavatory basins, toilets, sinks, and faucets. The water supply to the shower in the 2nd floor bathroom and to the clothes washing machine facilities in the basement will be discontinued. The original plumbing drain system (consisting of cast iron soil pipe and galvanized steel pipe) is excluded from this 81 scope of work. The low- pressure pipe network for the hot water heating system (consisting of steel pipe) is excluded from this scope of work. b. Install new wiring with new material meeting current electrical code to supply electrical service to the lighting fixtures and convenience wall outlets throughout the building. The locations of these service points are shown in the schematic plans entitled `Electrical Lighting" (one plan for each floor) and `Electrical Outlets" (one plan for each floor) that are attached hereto and incorporated herein. New electrical circuits will originate at the electrical circuit - breaker panels that exist in the Robinson Room in the basement. The electrical connection to the neighboring "barn" structure will be reconnected inside the subject "house" building. To the extent practicable, new wire will be routed within ceilings and walls; otherwise, new wire will be enclosed within races or conduit mounted to the exposed surfaces of ceilings and walls. New wiring will not be installed for the hot water furnace, the domestic hot water heater, or for the electrical kitchen range space. To the extent possible, existing fluorescent and incandescent light fixtures will be reused. Switches and duplex wall outlets and covers will be replaced and upgraded to current standards. c. Remove the existing contaminated insulation material in the attic space, decontaminate the attic space, and install new material after the specified plumbing and electrical improvements are completed within the attic space. Potential points of entry by rodents into the attic space will be closed to the extent practicable. The new insulation material will meet or exceed the insulation value of the existing material in the attic. d. Repair openings, or "windows," that are cut into the ceilings and walls in order to route new piping and wire within the affected ceilings and walls. The repairs will include installation of sheetrock material, mudding and taping, and repainting as necessary. 2. Conditions. All alterations to the Scope of Work must be approved by the City in writing. All alterations or improvements to the premises undertaken by the Society shall be constructed at the Society's expense, and the Society agrees to bear full responsibility for insuring all construction on the premises is undertaken and conducted in a safe and professional manner, and all alterations and improvements shall be of high quality construction. The Society_ agrees it_ will not allow any liens to attach to the premises as a result of any construction performed on the premises. The Society further agrees to hold the City harmless from any and all claims, including costs, attorney's fees and expenses arising in any way from any construction on the premises, unless specifically agreed to otherwise in writing signed by the City prior to construction or addition of any alterations or improvements to the premises. All alterations and improvements shall become property of the City upon termination or expiration of the agreement. 3. City's Responsibility. The City will waive all permitting fees for these improvements. 4. Historical Society of Federal Way Responsibilities. The Society is solely responsible for obtaining bids, hiring contractors and obtaining applicable City permits. The Society is responsible for costs associated with any improvements. 5. Term. The term of this MOU shall commence upon the effective date written above and shall continue until the completion of all obligations under this MOU. 6. Indemnification. The Historical Society of Federal Way shall indemnify and hold harmless the City and its officers, boards, commissions, employees, agents, attorneys, and contractors from and against any and all liability, damages, and claims, (including, without limitation, reasonable fees and expenses of attorneys, expert witnesses and consultants), which may be asserted by reason of any act V or omission of the Society, its employees, agents, or contractors, which may arise out of this MOU. The provisions of this section shall survive the expiration or termination of this MOU. 7. Insurance. The Society agrees to carry as a minimum the following insurance in such forms and with such carriers who have a rating that is satisfactory to the City: a. Commercial general liability insurance with combined single limits of liability not less than $2,000,000 for bodily injury including personal injury or death, products liability and property damage; and b. Automobile liability insurance coverage on all owned, non - owned, hired and leased vehicles with a minimum combined single limits in the minimum amounts required to drive under Washington State law per accident for bodily injury, including personal injury or death, and property damage. The Society's maintenance of insurance as required by the MOU shall not be construed to limit the liability of the Society to the coverage provided by such insurance, or otherwise limit the City's recourse to any remedy available at law or in equity. Any insurance, self - insurance, or insurance pool coverage maintained by the City shall be excess of the Society's insurance and shall not contribute with it. The City shall be named as additional insured on all commercial general liability insurance policies. Concurrent with the execution of this Agreement, the Society shall provide certificates of insurance for all commercial general, liability policies attached hereto as Exhibit "A" and incorporated by this reference. At City's request, the Society shall furnish the City with copies of all insurance policies and with evidence of payment of premiums or fees of such policies. If the Society's insurance policies are "claims made," the Society shall be required to maintain tail coverage for a minimum period of three (3) years from the date this MOU is actually terminated. 8. This MOU contains all of the agreements of the City and the Society with respect to any matter covered or mentioned in this MOU. IN WITNESS WHEREOF, the City and the Society have executed this Memorandum of Understanding as of the day and year first written above by their duly authorized representatives. 1� CITY OF FEDERAL WAY: By John Hutton, Parks Director APPROVED AS TO FORM: City Attorney HISTORICAL SOCIETY OF FEDERAL WAY: Diana Noble - Gulliford, President 1600 B SW Dash Pt. Road #125 Federal Way, WA 98023 STATE OF WASHINGTON ) ) ss. COUNTY OF ) ATTEST: City Clerk, Stephanie Courtney, CMC On this day personally appeared before me Diana Noble - Gulliford, to me known to be the President of the Historical Society of Federal Way that executed the foregoing instrument, and acknowledged the said instrument to be the free and voluntary act and deed of said corporation, for the uses and purposes therein mentioned,- and on oath stated that she was authorized to execute said instrument and that the seal affixed, if any, is the corporate seal of said corporation. GIVEN my hand and official seal this day of Notary's signature Notary's printed name i$ 20 . This Page Left Blank Intentionally 12 COUNCIL MEETING DATE: January 3, 2017 ITEM #: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: Arts Commission 2017 Work Plan POLICY QUESTION: Should the City Council approve the Arts Commission 2017 Work Plan? COMMITTEE: PRHSPS MEETING DATE: 1/3/17 CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Cod Geddes Recreation Su ervisor DEPT: PRCS _ .............._._._..—._...._...... ._.__......_...._....-- _......_ '.._._.._._.__ �... _....._.. - .._......_ _ __ ......_...... __........__._._......... - -- .._......._._..-- - -..._ .--_ ............. _.. ...... _ ............ __ ...... __.._ .............. _ ........... __......_.... _ .... _.......... -- Attachments: 1. Proposed 2017 Arts Commission Work Plan Options Considered: 1. Approve the Arts Commission 2017 Work Plan 2. Do not approve the Arts Commission 2017 Work Plan, and provide direction to staff MAYOR'S RECOMMENDATION: Option 1 MAYOR APPROVAL: DIRECTOR APPROVAL: 'Committee 'Council Initial/Date Initia a ^ Initial/Date CHIEF OF STAFF: 5P-An ' i G (� Com u ee Council Inn" I/Date Initi to COMMITTEE RECOMMEND TION: I move to forward the Arts Commission 2017 Work Plan to the January 3, 2017 consent agenda for approval. Committee Chair Committee Member Committee Member omm PROPOSED COUNCIL MOTION: "I move approval of the Arts Commission 2017 Work Plan." (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL # ❑ DENIED I" reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinances only) ORDINANCE # REVISED — 08/12/2010 RESOLUTION # 13 m s m 0 Qo m O O -0 a V 0 0 0 o c 0 o c , o i 3 0 3 0� 3 ° D 3 N 3 0 A 'v 0 CD d 0 3 � 3. d n o CD -n o A -0-0 W 0) . 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COMMITTEE: PRHSPS MEETING DATE: 1/3/17 CATEGORY: Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Cody Geddes, Recreation Supervisor DEPT: PARKS .... ... ........... ... . .......... . ... . ......... . . . ... I .. . ............ . . .......... . . . . .... . ... ..................... .. . . . . . ..... . ............. . ....... . ....................... . .. Attachments: 2017 Contract for Services Recommendation Options Considered: 1. Approve the Arts Commission 2017 Contract for Services funding recommendations and forward to the January 3, 2017 full City Council consent agenda for approval 2. Do not approve the Arts Commission 2017 Contract for Services, and provide direction to staff ........... . . ....... . . . ....... . . . ........... . . ... . ....... . .... . .... . .......... .. . ...... . .... . . ........ . . . . ......... . ...... MAYOR'S RECOMMENDATION: Mayor recommends option 1 / / DIRECTOR APPROVAL: MAYOR APPROVAL: ( 14-714"4�711—dll— - Committee r Council initialibate Initial/Da lo-% initial/Date CHIEF OF STAFF: C?Tm/edr ounci ounc. ImtqNDate Initia ate COMMITTEE RECOMMENDATION: I move to forward the 2017 Arts Commission Contract for Services funding recommendations to the January 3, 2017 consent agenda for approval. Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION' "I move approval of the Arts Commission 2017 Contract for Services funding recommendations. (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 # 17 0 O 7 N � O d A V � a � c y m (p � Z O T y D S y T -I O !2 !2 f O 0) o O N 3 C s N d l c Ci 3 n O T o p- y 3 ?. o m 3 o a') 0 .O <y y W N C 7 O n N ir fC D� (D N n p iii 0 = ? 0 O S O IM 7 C y N O w 7 d C1 S (D Q (D O (O N (D W (D CD fA (D z A O N w N -O N d 3 0 CD y O N 3 T 0 D N D N N 01 N N+ W _+ N+ O) _A -` N O N O O N 0 0 0 0 0 00 D N A O O O O O O O O O O O O O O O O O 0 O N O V N N O N lD (D 0 (1 O O V a N+ A N Ot W W+ W+ N+ m A+ co N O In O W O OD O cn O M O Ut N D O O O O 0 0 O O 0---o 0 O O• O' O O O O O O p O O O p O • O O 0 O N O C 0+ C N (D D 0 I (D ID 0 (D 0 O (D O O 7 D Ol A N (T W W W ++ 41 A (O W O O O W O O (O O O (A O O N 0) O D C N 0 C. 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A W A ? s N+ V W N+ V N+ O N V O) CO N+ O+ D W 0 0 C) V O O O O O N O V- p� O O OO 0 0 0 0 0 0 0 N (D OA N (D (D f0 O M O O O N N tO p 3 W 0) D m j++ CA W O O A V (n 0 0 0 N N O V p 0 O O � A 0 0 O O O V A O N N O O f1 O °m O 0 0 7 (T W O W W tit cn _ f r+r +Q7 tl1 W O O V W W O O C O a 0 0 N O N O (D (vn 01 (D O W O O (D O CD O N N O Ot O N o O w O C (D (D 0 V 7 O O O O O ^ D N m 0 > £ _ 0 0 G1 T _ � 3 ci 6 N m 3 < N _ p m s y O 0 O 7 N � O d A V � a � c y m (p � Z COUNCIL MEETING DATE: January 3, 2017 ITEM . . . ........ . .... . ......... ....... - . ............. . ....... . ............... . ... . ...... -- . . .. . .......... . . . . . ..... . .... . ........ . ........... . . .......... ......... ... ... .. . . .................. . ....... . .... . . . . ........... . . .... CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: INTERLOCAL AGREEMENT WITH FEDERAL WAY PUBLIC SCHOOL DISTRICT #210 POLICY QUESTION: Should the City enter into an Interlocal. Agreement with the Federal Way Public School District to equally share the cost of installation and maintenance of a wire theft prevention system at Saghalie, Sacajawea and Lakota Parks? COMMITTEE: PRHSPS Committee MEETING DATE: December 13, 2016 CATEGORY: Z Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Stephen lkerd, Deputy Park Director DEPT: Parks . ......... . ..... . .... . .. ......... . ... . . . ... . .... ....... . . ......... . ............. ... . . ... ....... Purpose: The installation and maintenance of an alarm system designed to warn of attempts to steal electrical wire from joint use sport complexes located at Saghalie, Sacajawea and Lakota Parks. Attachment: Interlocal Agreement Options Considered: 1. Approve the attached Interlocal Agreement with the School District and authorize the Mayor to sign said agreement. 2. Do not approve the Interlocal Agreement with the School District and provide direction to staff. ..... . . . .............. ....... . ...... .. ................ . . ...... ....... .... . ............ . ....... . ........... . . .......... . ... . . .. . ....... . ......................... .......... ...... . . ....... . ...... . ....... . ...... MAYOR'S RECOMMENDATION: The Mayor recommends forwarding Option I to the January 3, 2017 City Council Consent Agenda for approval. MAYOR APPROVAL.0 1 /'% 1!P 1 C-A<7 1—/I-/_/d3IRECTOR APPROVAL: /C/ mittee 45�16 1 1 / Committee 0 CHIEF OF STAFF: i 4mminee C.-C. COMMITTEE RECOMMENDATION: I move to forward Option I to the January 3, 2017 City Council consent agenda for approval. Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move to approve the attached Interlocal Agreement with the Federal Way School District and authorize the Mayor to sign said agreement. (BELOW To BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL # ❑ DENIED IST reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinances only) ORDINANCE 9 REVISED - 08/12/2010 19 RESOLUTION # INTERLOCAL AGREEMENT BETWEEN THE CITY OF FEDERAL WAY AND FEDERAL WAY SCHOOL DISTRICT NO. 210 FOR THE INSTALLATION AND MAINTENANCE OF ANTI -WIRE -THEFT MEASURES. THIS AGREEMENT by and between the City of Federal Way, a municipal corporation of the State of Washington, ( "City ") and the Federal_ Way School District No. 210 ( "School District" or "District ") for the installation and maintenance of an alarm system designed to warn of attempts to steal electrical wire from joint use sport complexes located at: Saghalie, Sacajawea and Lakota Parks. WHEREAS, the Interlocal Cooperation Act, as amended, and codified in Chapter 39.34 of the Revised Code of Washington, provides for Interlocal cooperation between governmental agencies; and WHEREAS, the City and District agree that effective measures to lessen the detrimental impacts of wire theft is a common goal; and WHEREAS, the City and District has common interest and joint use of lighted sport fields, tennis courts and running tracks associated with Saghalie, Sacajawea and Lakota Parks; and WHEREAS, the City and District have experienced significant loss of time and resources from theft of wire from outdoor lighting structures; and WHEREAS, the City has researched methods for loss control and has recommended working with MacDonald - Miller Facility Solutions, Inc. a company that has designed a custom early warning system to alert owners of attempts to steal electrical wire; and WHEREAS, the City and District have meet with the design team of MacDonald — Miller Facility Solutions, Inc. and agree their system is a cost effective preventative method to reduce wire theft and potentially catch a perpetrator in the act; and WHEREAS, MacDonald - Miller Facility Solutions, Inc. will provide a three -year labor, material and equipment warranty on the CTPS systems at all 3 locations under a separate contract with the City; NOW, THEREFORE, the parties agree as follows: I. PURPOSE: The installation and maintenance of an alarm system designed to warn of attempts to steal electrical wire from joint use sport complexes located at Saghalie, Sacajawea and Lakota Parks. 2. TERM: Unless cancelled by mutual agreement in writing between the parties, this agreement shall remain in force for the term of the warranty, with successive three -year renewals based on an anticipated fifteen -year life of the alarm system. 3. INSTALLATION: A. MacDonald - Miller will provide and install a Copper Theft Prevention Systems (CTPS) at Saghalie, Sacajawea and Lakota Parks. Installation will include startup and testing. B. MacDonald — Miller Facility Solutions, Inc. will have remote access to all park sites for 30 days for installation, testing and commissioning. Additional remote access time for testing and commissioning will be provided with written communication by the City to both MacDonald - Miller Facility Solutions, Inc. and Federal Way Public Schools. C. The City and or District will work together to provide Ethernet connection for the Lakota, Saghalie and Sacajawea sites for the purpose of monitoring the system and share associated cost. Currently connections exist at Lakota, and the City will be working directly with King County to establish connectivity at Sacajawea. D. The City will provide 3 IP addresses, one for each park location. E. The City and District will provide their own flat screen monitor at their own command center to view graphics. F. The City will take the lead to coordinate the installation of this infrastructure. The City and District will equally share cost for the initial MacDonald - Miller CTPS installation at Saghalie, Sacajawea and Lakota parks for the estimated amount of $20,805 each. Saghalie, Sacajawea, Lakota Labor and materials priced per above description ..................$36,000 Annual Maintenance Fee ....................... .........................$2,100 Sub -total cost ...... ............................... ........................$38,000 WA State sales tax ....................... ............................... $3,610 Total initial contractor installation cost .............................. $41,610 Infrastructures cost in items C above TBD, estimated to be less than $1,000 for Saghalie. 4. MAINTENANCE OF SYSTEM: The City and District will equally share annual maintenance fees and any other non - routine service cost for the CTPS at Saghalie, Sacajawea and Lakota parks. The annual total maintenance fee to start will be $2100 per year or $1050 each. The District will be notified of any non - routine service prior to incurring costs. Any future changes in the annual maintenance fee or need will be agreed upon by both parties. 5. MARKETING AND ADVERTISING: The City and District recognize that MacDonald- Miller Facility Solutions, Inc. may wish to market their product. The District requires that prior approval of the District's names and logo's be obtained by MacDonald - Miller Facility Solutions, Inc. and the City will ensure such a clause is within the contract between the City and MacDonald - Miller Facility Solutions, Inc. The City and the District agree to jointly collaborate on any press releases, or other associated media regarding this joint endeavor. 6. FILING: Executed copies of this agreement shall be filed with the county auditor or maintained on each Party's website as required by RCW 39.34.040. 7. HOLD - HARMLESS: Each Party agrees to protect, defend, indemnify, and hold harmless the other Parry, and its respective officers, officials, employees, and agents, from any and all claims, demands suits, penalties, lo2si s, damages, judgments, attorneys' fees, and/or costs of any kind whatsoever, arising from, resulting from, or connected with this Agreement to the extent caused solely by the negligent acts, errors or omissions of that Party, its respective partners, shareholders, officers, employees, agents, and/or subcontractors, or by the that Parry's breach of the Agreement. The provisions of this section shall survive the expiration or termination of this Agreement with respect to any event occurring prior to such expiration or termination. 8. GENERAL PROVISIONS: A. Entire Agreement. This Agreement contains all of the agreements of the Parties with respect to any matter covered or mentioned in this Agreement and no prior agreements or understandings pertaining to any such matters shall be effective for any purpose. B. Modification. No provision of this Agreement may be amended or added to except by agreement in writing signed by the Parties or their respective successors in interest. C. Full Force and Effect. Any provision of this Agreement which is declared invalid, void or illegal shall in no way affect, impair, or invalidate any other provision hereof and such other provisions shall remain in full force and effect. IN WITNESS WHEREOF, the above and foregoing Interlocal has been executed by the parties hereto and made effective on the day and year first above written: CITY OF FEDERAL WAY: FEDERAL WAY SCHOOL DISTRICT NO. 210: Jim Ferrell, Mayor Approved as to Form and Content: City Attorney Dr. Tammy Campbell, Superintendent Approved as to Form and Content: 22 Chief Finance & Operations Officer