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PRHSPSC PKT 04-11-2017City of Federal Way City Council Parks, Recreation, Human Services & Public Safety Committee April 11, 2017 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: March 14, 2017 B. Panther Lake Trail 85% Redesign 5. COUNCIL DISCUSSION ON EMERGING ISSUES 6. PENDING ITEMS Festivals 7. NEXT MEETING: May 9, 2017 8. ADJOURNMENT Presenter Page Action Council or Info Date 3 Action N/A Ikerd 5 Action Consent 4/18/17 Committee Members City Staff Mark Koppang, Chair John Hutton, Parks Director Lydia Assefa- Dawson Mary Jaenicke, Administrative Assistant 11 Martin Moore 1 K: \PRHSPS Committee \2017 \04 -11 -2017 Agenda.doc City of Federal Way City Council PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday March 14, 2017 5:00 p.m. SUMMARY Committee Members in Attendance: Chair Koppang, Committee member Moore, Committee member Assefa- Dawson Council Members in Attendance: Deputy Mayor Burbidge Staff Members in Attendance: Ryan Call, Assistant City Attorney, Brian Davies, Community Development Director, John Hutton, Parks Director, Chief Andy Hwang, Jeff Watson, Community Services Manager, Sara Bridgeford, CDBG Coordinator, and Mary Jaenicke, Administrative Asst. H. Guests: None Chair Koppang called the meeting to order at 5:00p.m. Commission Comment: None Public Comment: None Approval of Minutes Committee member Moore moved to approve the February minutes as written, Committee member Assefa- Dawson seconded the motion. Motion passed. BUSINESS ITEMS Amendment No 2 to License Aareement between Balli Road, LLC and the City of Federal Way Chief Hwang provided the background information. This is to extend the lease agreement for the downtown sub - station for two more years. The amount of the monthly rent is $3,500, and there is no increase. The Traffic Unit and Special Operations Unit work out of this location. Committee member Moore moved to forward Amendment No. 2 to License Agreement between Balli Road, LLC and the City of Federal Way to the March 21, 2017, consent agenda for approval. Committee member Assefa- Dawson seconded. Motion passed. Agreement with Public Health Seattle and Kina County Mr. Gross provided the background information. Public Health Seattle King County would like to enter into an agreement to use the Federal Way Community Center (FWCC) for emergency use. Public Health Seattle King County has been selecting locations throughout the county that would be used as medication distribution centers in the event of a disease outbreak or some other catastrophic event that has the potential for a public health concern. They are asking that the fee for the first 72 hours would be free of charge, then after that it the fee would be market value. They would also try and give a 24 hour notice, but the King County Public Health Officer has a lot of'power, and if we said that the building was not available, he could override us. Chair Koppang requested that Mr. Hutton and the FWCC staff establish the market rate for 24 hour use, and provide that information prior to the March 21 Council meeting. Committee member Assefa- Dawson moved to forward the agreement with Public Health Seattle & King County to the March 21, 2017 consent agenda for approval. Committee member Moore seconded. Motion passed. WebEOC Government Entity Use Agreement Mr. Gross provided the background information. WebEOC is an on -line application used to help gather information that emergency management offices use to help put the information into a useful product. Washington State acquired WebEOC several years ago, and they are now offering it to local K:\PRHSPS Committee\2017 \03 -14 -2017 Mins.doc 2 PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday, March 14, 2017 Summary Page 2 jurisdictions, and it is free of charge. This will benefit situational awareness on a regional level. Committee member Moore moved to forward the agreement with Washington State Military Department for WebEOC use to the March 21, 2017 consent agenda for approval. Committee member Assefa- Dawson seconded. Motion passed. 2016 Emergency Management Performance Grant Mr. Gross provided the background information. This grant funds the CodeRed Massive Notification System. The amount of this grant is $37,500.00. The Federal Way School District, St. Francis Hospital, Lakehaven Utility District and South King Fire also have access to the system. The system is used on average 2 — 3 times a year. Committee member Assefa- Dawson moved to forward the 2016 Emergency Management Performance Grant to the March 21, 2017 consent agenda for approval. Committee member Moore seconded. Motion passed. 2016 Program Year Consolidated Annual Performance & Evaluation Report (CAPER) Mr. Watson provided the background information. The CAPER is the annual report that is required by the Department of Housing & Urban Development (HUD) to inform them on how the City utilized the CDBG funds to meet the following goals: 1) Provide decent housing. 2) Provide sustainable living environment. 3) Create economic goals. Mr. Watson highlighted the 2016 key accomplishments and the agencies that were responsible for those accomplishments. Committee member Moore is concerned with the new administration and the potential cuts that could take place. He would like to know if there have been conversations regarding how the cuts would be handled. Mr. Watson stated that they are aware of the budget proposal and it does zero out the CDBG program as well as the Home Investment Partnership program. It also proposes drastic reductions in Section 8 Housing. Mr. Watson is not overly concerned at this time because this is not the first time that an administration has proposed these cuts. They have been talking about this and will be making recommendations on how the city might approach elected officials and also work collaboratively with others that have an interest locally and elsewhere in the state to send the message that this is important. Mr. Watson added that when this has happened with past administrations there was a great deal of pushback nationally. The success of the Day Center was discussed, and the quarterly report on the center will be issued mid - April. Committee member Moore would like data on tracking the progress of the individuals using the center. Mr. Watson stated that it can be difficult to keep track of people because often they do not report back to the agency. Committee member Assefa- Dawson inquired about women and children. Mr. Watson stated that they had been talking with New Hope Christian Fellowship about a cold weather emergency shelter and the possibility of hosting a long term shelter for women and children. At this point New Hope has declined to move forward; their institutional legal department and insurance company have some concerns about being a shelter. There is a need for a permanent facility, and they are continuing to working on this. Committee member Moore moved to forward the 2016 Consolidated Annual Performance & Evaluation Report to the March 21, 2017 City Council agenda for public hearing. Committee member Assefa- Dawson seconded. Motion passed. Increase to Housing Repair Dollar Limit This program is supported by the Community Development Block Grant (CDBG). The Housing Repair Program (HRP) started in 2012 with a $5,000 per home repair limit. That was increased in 2013 to a $10,000 per home repair limit. Over the last four years construction costs have increased and it's becoming difficult to work with homeowners where costs are at or under the $10,000 limit. The program guidelines state that if they are at the limit then the homeowners are responsible for any costs over $10,000. Many of the housing repair costs are between the ranges of $14,000 - $15,000. They are recommending increasing the threshold from $10,000 to $15,000. This will enable them to help more people and complete more projects. Committee member Assefa- Dawson moved to forward the proposed increase to the Housing Repair Program Dollar Limit to the March 21, 2017 consent agenda for approval. Motion passed. - PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday, March 14, 2017 Summary Page 3 Authorization to Allocate Funds for the Parks, Recreation and Open Space Plan The Parks Department is seeking permission to use $40,000 in unallocated CIP funds, and enter into a contract with a consultant for the purpose of developing the Parks, Recreation and Open Space Plan. This plan is very important to the Department; without the plan, the department is unable to apply for grants. Committee member Assefa- Dawson moved to forward the authorization to allocate $40,000 in CIP funds to hire a consultant for the Parks, Recreation and Open Space Plan to the March 21, 2017 Council consent agenda for approval. Committee member Moore seconded. Motion passed. COUNCIL DISCUSSION ON EMERGING ISSUES Committee member Moore would like Council to get a briefing on the City's Emergency Plan. Committee member Moore attended the last Violence Prevention Coalition (VPC) meeting, and realized that there are a lot of resources in our county and state that he is unaware of. He would like to invite people from other agencies to speak about what it is that they do. He stated that the City needs to partner up with other organizations to solve the issues that are facing the city. He met Anika from Youth Linc and he would like her to be invited to the next PRHSPS Committee meeting. He would also like to invite other groups to future meetings. Chair Koppang stated that he is looking forward to the VPC report and to hear their recommendations. Deputy Mayor Burbidge added that there are resources that are nearby that the city could partner with. Chair Koppang requested that Committee member Moore extend the invitation to Anika, and she will be given five minutes to speak at the beginning of the meeting. NEXT MEETING April 11, 2017 ADJOURNMENT Meeting adjourned at 6:00p.m. 4 COUNCIL MEETING DATE: April 18, 2017 ITEM #: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: PANTHER LAKE TRAIL — 85% REDESIGN POLICY QUESTION: Should the Council approve the proposed 85% redesign and authorize staff to bid the project? COMMITTEE: PRHSPS MEETING DATE: April 11, 2017 CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF.. Deputy ...... ..... .... ...... .... ..................._..._........................_...................._ .......... ........................._..' _ ............_. .. Background: Council approved a 30% re- design of the Panther Lake Trail on January 17, 2017. Staff has worked with an Architect to fine tune the design specifications and is ready for bid. Staff seeks Council approval for the 85% redesign and authorization to bid the project. The engineers estimate for the full project is $998,570 and we have CIP approved funding in the amount of $1,058,918 Attachments: Drawings and foot bridge example. Options Considered: 1. Approve the 85% redesign of Panther Lake Trail and authorize staff to bid the project? 2. Do not approve the 85% redesign and provide direction to staff. MAYOR'S RECOMMENDATION: Option 1 MAYOR APPROVAL: % DIRECTOR APPROVAL: 17 Committee ^ Council Initial/Date Initial/Date Initial/Date COMMITTEE RECOMMENDATION: I move to approve the 85% redesign of Panther Lake Trail and authorize staff to bid the project and send to the April 18, 2017 consent agenda for approval. Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move approval of the 85% redesign of Panther Lake Trail and authorize staff to bid the project. " (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 — 12/12/2016 RESOLUTION # CITY OF "k Federal Way Parks Department Date: December 28, 2016 To: PRHSPS Council Committee Via: Mayor Jim Ferrell John Hutton, Parks Director From: Stephen Ikerd, Deputy Parks Director Subject: Panther Lake Trail Improvement 30% redesign Background: The conceptual idea for a trail in the Panther Lake area began in 2012 when a consultant was used to do a trail connection study from the BPA Trail to West Hylebos Wetlands. Following the study Parks Commission and City Council agreed upon a loop trail around Panther Lake with a connection to the BPA trail. This was one of several options that came out of the study. The Parks Department received authorization from City Council in 2015 to bid a trail improvement project around Panther Lake from a design Public Works had been involved with previously. At the same time the trail project was preparing to bid, Town Square Park was re- assigned from a consultant to the Parks Department to fully design and build. Due to the timing of this new workload, the Panther Lake Trail project was put on hold. The original trail design estimate was in the 1.5 million dollars range and would have needed to be built in phases due to insufficient funding. During public process and continuing after the project was put on hold staff received comments similar to those below from trail users, Park Commissioners and some Council: • Please keep the trail more natural with crushed rock and do not install asphalt. • The continuous loop trail concept around the lake is a great idea and a link from the BPA trail is an added feature for a unique urban hiking experience. • Is there any way to keep the trail in the wooded area and not use the West Campus Drive sidewalk to complete the loop? • This is not a good location for a busy playground? This is a nature setting, no playground please! A playground is too far removed from ballfields to allow for safe supervision of children if a family is trying to attend games & do both. • Keep the whole setting as natural as possible. • Concern over conflicts of use sharing a driveway with the little league facility for a new proposed parking lot intended for trail users. 85% re- design proposal: In consideration of Public, Commission & Council comments, Park staff searched for ways to modify the original design; reduce cost, maintain the natural setting and try to produce a complete project with available funds. Following are Park Department recommendations for an 85% redesign: • Build a standalone parking lot with its own entry off West Campus Drive. This revision allows for better City control of trail parking and much easier for patrons to come and go without getting caught in long event parking ticket line that occurs within the little league driveway. This change also allows the parking to relocate more outside the wetland buffer which greatly reduces cost and mitigation requirements. The new design has approx. 20 stalls with set aside space to expand if the site should need more stalls in the future. • Change from a 10' wide asphalt trail to a 6' wide crushed rock trail which greatly reduces environmental impact, mitigation needs, lessens installation cost and achieves a more natural look & feel public comments centered around. Long term maintenance cost is lower changing to an ADA type crushed rock surface. • Eliminating a future playground from the original design when funds became available makes sense for this site because the main goal for this location is to provide a quiet passive setting to walk and enjoy wildlife. • Staff recommends installing a decorative screened portable toilet like the West Hylebos Wetlands successfully uses versus a future fully plumbed restroom. This type system is more cost effective and will help reduce the probability this location could become a rest stop and camp location. • Install an approx. 50' footbridge across a small ravine from the BPA trail near the south parking lot of the Aquatic Center in order to continue the loop trail through the woods back to the new parking. This modification eliminates the original idea to route the trail to the busy street sidewalk in order to return to the parking lot. A footbridge also adds an interesting feature to the whole trail walk experience. 85% redesign estimated cost: $998,570 for a complete project including soft cost and 10% contingency. Available Budget: King County Trail Levy City Funds - REET Total available budget Recommendation: Council to approve the project. $963,009 — these funds can only be used on trail projects. $95,909 $1,058,918 85% redesign of Panther Lake Trail and authorize staff to bid the r� m £Op A S r C > . 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