PRHSPSC PKT 01-08-2019City of Federal Way
City Council
Parks, Recreation, Human Services & Public Safety Committee
January 8, 2019 City Hall
5:00 p.m. H lebos Conference Room
MEETING AGENDA
*REVISED*
1. CALL TO ORDER
2. PUBLIC COMMENT (3 minutes)
3. COMMISSION COMMENTS
4. COMMITTEE BUSINESS
Topic Title/ Description
Presenter
Page Action
Council
or Info
Date
A. Approval of December 6, 2018 Minutes
3 Action
N/A
B. Mary's Place Emergency Shelter (Handout at the end of
Hartman
Discussion
N/A
the packet)
C. Alternatives Analysis for use of $100,000 from State of
Reeves
Discussion
N/A
Washington for Homeless Shelter for Families with
Children (Memo at the end of the packet)
D. 2019 Parks and Recreation Commission Work Plan
Ikerd
7 Action
Consent
1/15/19
E. Four Seasons Construction, LLC Retainage Release
Ikerd
9 Action
Consent
1/15/19
F. Native Green Landscapes Retainage Release
Ikerd
11 Action
Consent
1/15/19
G. Purchase of 5 Foreclosed King County Parcels
Ikerd
13 Action
Consent
1/15/19
5. EMERGING ISSUES/PENDING ITEMS
Topic Title/ Description
Presenter
Info
Time
A. Performing Arts & Events Center (PAEC)
Hutton
Update
10 mins.
B. Broadcasting PRHSPS Committee meetings
Moore
Discussion
10 mins.
Committee Members
City Staff
Jesse Johnson, Chair
John Hutton, Parks Director
Mark Koppang
Mary
Jaenicke, Administrative Assistant II
Martin Moore
K:\PRHSPS Committee\2019\01-08-2019 Agenda.doc
6. ADJOURNMENT
NEXT REGULAR MEETING: February 12, 2019
Committee Members
Jesse Johnson, Chair
Mark Koppang
Martin Moore
K:\PRHSPS Committee\2019\01-08-2019 Agenda.doc
City staff
John Hutton, Parks Director
Mary Jaenicke, Administrative Assistant II
City of Federal Way
City Council
PARKS RECREATION HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE
Tuesday December 11, 2018
5:00 P.M.
SUMMARY
Committee Members in Attendance: Chair Johnson, Committee member Moore. Committee member
Koppang via phone, and arrived at 6:12pm.
Staff Members in Attendance: Chief Andy Hwang, Eric Rhoades, Assistant City Attorney, John
Hutton, Parks Director, Jeff Watson, Human Services Manager, Sara Bridgeford, CDBG/HS Coordinator,
Cody Geddes, Recreation Manager, Yarden Weidenfeld, Senior Policy Advisor, and Mary Jaenicke,
Administrative Assistant II.
Guests: Dan Hershman, Chair Arts Commission
Chair Johnson called the meeting to order at 5:00pm
Commission Comment: None
Public Comment: None
BUSINESS ITEMS
Approval of Minutes
Committee member Koppang motioned to approve the November 13, 2018 minutes as written.
Committee member Moore seconded. Motion passed.
Arts Commission Contract for Services
Mr. Geddes provided the background information. For the past two months the Arts Commission has
been discussing the funding allocations for the Contract for Services. Mr. Geddes reviewed the
recommended allocations. The total amount of the allocation is $40,500.00. Committee member Moore
moved to approve the Arts Commission 2019 Contract for Services funding recommendations and
forward to the January 2, 2019 City Council consent agenda for approval. Committee member
Koppang seconded. Motion passed.
Arts Commission 2019 Work Plan
Mr. Geddes provided the background information. The Arts Commission is continuing with most of the
programs as they have in the past. They have added an Arts Exhibition at the Performing Arts and Event
Center (PAEC). Deputy Mayor Honda asked if the Arts Commission has looked into local businesses
sponsoring a utility box. Mr. Geddes replied that they do have sponsorship packages, but this has not
been a top priority for the Arts Commission. Committee member Moore moved to approve the Arts
Commission 2019 Work Plan and forward to the January 2, 2019 City Council consent agenda for
approval. Committee member Koppang seconded. Motion passed.
Overtime Reimbursement from DEA for Marijuana Investigation FYI2019
Chief Hwang provided the background information. This reimbursement will pay for the Federal Way
Police Special Investigation Units overtime costs that are associated with marijuana and other drug
investigations. The department works closely with the DEA, and they are part of a regional drug task
force. The maximum amount of the reimbursement is $25,000.00, and it's not a matching grant.
Committee member Moore moved to forward Option 1 to the January 2, 2019 consent agenda for
approval. Committee member Koppang seconded. Motion passed.
K:\PRHSPS Committee\2018\12-11-2018 Mins.doc
PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE
Tuesday, December 12, 2018 Summary
Page 2
Pierce Transit Extra Duty Police Services Agreement — Amendment No. 1
Chief Hwang provided the background information. Pierce County Sound Transit would like to enter into
an agreement with the Federal Way Police Department to provide extra police services at the Transit
Center and other stops. They will pay for six hours a day; three hours in the morning, and three hours
during the evening rush hour. The Police Officer will focus on Pierce Sound Transit buses. The officers
would be working off duty hours, so this would not impact the police services for the Federal Way Police
Department. It's beneficial for the City because there is an increased police presence. Committee
member Moore moved to forward Option 1 to the January 2, 2019 consent agenda for approval.
Committee member Koppang seconded. Motion passed.
Program Year 2019 Community Development Block Grant (CDBG) Annual Action Plan
Ms. Bridgeford provided the background information. The CDBG program is the entitlement funds that
they receive from the US Department of Housing and Urban Development. The annual action plan has
two purposes: 1) Demonstrate how federal funds will support communities in achieving defined goals
and expected outcomes, 2) A resource for communities to see how federal funds will be used, and their
impact that they're anticipated to have in the community. There are four primary objectives of the plan.
1) Affordable housing, 2) Job creation, 3) Strengthening neighborhoods,
4) Program administration and planning. The annual action plan is based on the allocation of
$674,568.00; this was the 2017 award amount. The Human Services Commission has recommended
contingency conditions for adjustment to the plan if they receive a higher or lower allocation. The
funding areas for the plan are: 1) Administration (20%), 2) Public Services (15%), 3) Community
Economic Revitalization Funding (CERF) (65%), 4) Any prior year resources and program income. The
Human Services Commission is recommending funding six public service projects. Ms. Bridgeford also
reviewed the 2019 CERF Budget. Committee member Moore inquired when the appropriate time would
be to add a new objective to the plan. He would like to address CDBG funds for at risk youth. Ms.
Bridgeford answered that they are getting ready to enter into a planning process for the 5 -year
Consolidated Plan. She reminded the committee that CDBG has three goal areas which are to provide
decent housing, suitable living environment and expand economic opportunities. Programs have to feed
into those areas. A long discussion was held on the Section 108 loan payment to pay for the Performing
Arts and Event Center (PAEC). The loan for the PAEC was approved by Council in 2015. At that time
they indicated how many jobs they thought would be created and HUD approved the number of jobs.
HUD expected that the jobs would be created quickly. We have not created all of the jobs yet.
Committee member Koppang arrived Committee member Moore moved to forward the Program
Year 2019 CDBG Annual Action Plan to the January 2 agenda for public hearing. Committee
member Koppang seconded. Motion passed.
Contracts with WA Department of Commerce and Mary's Place Seattle for Family Shelter
Mr. Watson provided the background information. During the 2018 legislative session, the legislature
included in the budget $100,000 in a grant for the City of Federal Way for emergency shelter for Federal
Way families with children experiencing homelessness. The Department of Commerce contacted the city
in May, 2018 about going forward with the grant and the result of that was a decision to work with
Mary's Place to provide family shelter. The city worked with the Department of Commerce on behalf of
the state and Mary's Place to create a contract to provide shelter to families. Committee member Moore
asked what the original budget language was. Mr. Watson stated that it said "$100,000 of the general
state appropriation for fiscal year 2019 is provided solely for a grant to the City of Federal Way for an
emergency shelter to serve homeless families with children." There was no geographical requirement for
the location of the shelter for Federal Way residents. Committee member Moore stated that the language
of the grant is very vague, and if the 30th district elected officials are getting the city funding for the 30ffi
district to be used in-house, it seems like there should have been an opportunity for more clarity to be
drafted in the language. Mr. Watson stated that they provided the city funding to provide shelter for
4
PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE
Tuesday, December 12, 2018 Summary
Page 3
Federal Way residents. Committee member Koppang stated that it's more about the people needing
service than where the shelter is located. Chair Johnson stated that the perception could be that Burien is
supporting the City of Federal Way families. Mr. Watson stated that it's important to emphasize that the
contract with Mary's Place is to provide emergency shelter for homeless families with children, without
regard to location. We are ensuring that we have families that are not out in the cold, and Mary's Place
can provide that service. Committee member Koppang asked if there was a service provider in Federal
Way that could house women and children. Mr. Watson answered that they spoke with the Department of
Commerce about what was the most effective way to use the funds to meet the intent, and they looked at
who in Federal Way could provide the services. They came to the conclusion that there were two
possible options: 1) Mary's Place, 2) New Hope. Both of them had been working with the city as part of
the Homeless Mothers and Children's Initiative. After conversations on the capacity of the two
organizations, they came to the conclusion that New Hope was not viable for contractual and logistical
reasons, and Mary's Place is an organization that has a very strong and successful history of serving
families. The funds need to be spent by June 2019. Committee member Koppang clarified that this is a
one year contract, and it's a stop gap to address homeless families in Federal Way. Committee member
Moore asked why New Hope wasn't a viable option. Mr. Watson answered that New Hope is part of a
larger denomination and the headquarters in California told them that they could not enter into a contract
with the city, they will lose their insurance. Deputy Mayor Honda stated that when they finished with the
Homeless Mothers and Children's initiative, they were unable to find any location in Federal Way for a
shelter. Mr. Watson stated that Mary's Place was looking for a place in Federal Way for more than a
year, and were unsuccessful. Deputy Mayor Honda also stated that she spoke with FUSION, and they
wanted to know why the city didn't invite them to provide the shelter. Mr. Watson answered that the
language in the state budget said that this is for emergency shelter for homeless families with children.
FUSION provides transitional housing; they do not provide emergency shelter. The funds are intended to
be used for emergency shelter. Committee member Moore asked if there was a discussion with FUSION
on what it would take for them to provide emergency shelter, this would send the message that the city is
trying to solve the problem in Federal Way, and we're not going to put 30'h district's hard earned money
outside of the district. Mr. Watson stated that the most important question is are we providing shelter for
homeless families in Federal Way, and the answer is yes. It's not about benefitting another community or
legislative district; it's about serving those in needs. This money is intended to serve Federal Way
residents, and that's what they're doing. They did not speak with FUSION because they have never
provided emergency shelter, and it most likely would take them a year to be prepared to provide this, and
there is a time limit on when they can spend the funds. Committee member Koppang moved to
forward the proposed agreements to the January 2, 2019 consent agenda for approval. Chair
Johnson seconded. Committee member Moore stated that he was going to abstain from the vote because
he wants to communicate with the state lawmakers, and would like to hear what they have to say about
this. Committee member Koppang suggested amending the motion to move it to the business agenda.
Committee member Koppang revised the motion and moved to forward the proposed agreements
to the January 2, 2019 Business Agenda for approval. Chair Johnson seconded. Committee member
Moore requested that we reach out to the lawmakers, he would like input from them. Committee member
Koppang asked what would happen with the grant if the Council elects not to approve the contracts. Mr.
Watson answered that they would have to give the money back to the state. Committee member Koppang
wanted to know what would happen to the homeless women and children, Mr. Watson answered that
there would be fewer families served. Motion passed with two yes' and one abstain.
COUNCIL DISCUSSION ON EMERGING ISSUES
Chair Johnson has asked that starting in January Mr. Hutton provide monthly updates on the PAEC. He
would like information on the financial progress and community outreach. Deputy Mayor Honda
requested that Council is kept informed about what shows and events are taking place at the PAEC. Mr.
Hutton stated that it was his understanding that they should be receiving emails with updates directly
PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE
Tuesday, December 12, 2018 Summary
Page 4
from the PAEC, he will look into this. Committee member Koppang stated that updates on finances is
already being presented at the FEDRAC meetings.
Homelessness Task Force Update
Mr. Weidenfeld provided a brief update on what has occurred at the last Task Force meetings. Mr.
Weidenfeld reviewed what took place at the November 14 Task Force meeting. Both the Chamber and
Mr. Weidenfeld gave presentations at that meeting. Each of the task group reports was also distributed.
The Chair and Vice Chair of the Task Force canceled the November 28 meeting so that the "Management
Team" could work on forming separate Task Group Reports into one unified whole report. A draft of the
report was distributed to the entire Task Force; the Task Force will meet to review the report. The due
date for the final report is December 21, 2018.
Committee member Moore requested to add a discussion on broadcasting committee meetings on
Facebook live to the January agenda. He would like to discuss this with a staff member from the IT
Department. He wants the meetings to be more transparent. Deputy Mayor Honda stated that at the next
Council Retreat they will be discussing goals, and one of the discussions will be Social Media and
Council.
Committee member Moore also requested to get a briefing on document recording fees.
NEXT REGULAR MEETING
January 8, 2019
ADJOURNMENT
Meeting adjourned at 7:25p.m.
SUBJECT: 2019 PARKS AND RECREATION COMMISSION WORK PLAN
POLICY QUESTION: Should the Council approve the 2019 Parks and Recreation Commission Work Plan?
COMMITTEE: PRHSPS MEETING DATE: 1/8/2019
CATEGORY:
® Consent ❑ Ordinance ❑ Public Hearing
❑ City Council Business ❑ Resolution ❑ Other
STAFF REPORT BY: John Hutton, Parks Director DEPT: Par....ks
.................. ........._.......................................................................
Background: The Parks and Recreation Commission discussed their 2019 Work Plan during their December
Commission meeting and voted to forward to the Council their proposed Work Plan for approval.
Attachments: 2019 Parks and Recreation Commission Work Plan.
Options Considered:
1. Approve the proposed Parks and Recreation Commission 2019 Work Plan.
2. Do not approve the proposed 2019 Work Plan and provide direction to staff.
MAYOR'S
Option 1
MAYOR APPROVAL: %1 a9 %1 , % `�IRECTOR APPROVAL: �8
Coy ittee t `—" Counci / Inihal/Date
Initial/Date Initial ate
COMMITTEE RECOMMENDATION: I move to approve the 2019 Parks and Recreation Commission Work Plan
and forward it to the January 15, 2019 full Council consent agenda for approval.
Committee Chair Committee Member Committee Member
PROPOSED COUNCIL MOTION: "I move approval of the 2019 Parks and Recreation Commission Work Plan "
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 #
REVISED— 11/2016 RESOLUTION #
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COUNCIL MEETING DATE: January 15, 2019ITEM #:
.
............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: FOUR SEASONS CONSTRUCTION, LLC. RETAINAGE RELEASE
POLICY QUESTION: Should the City accept the Panther Lake Trail Pervious Concrete parking lot work as
complete and authorize staff to release their Retainage?
COMMITTEE: PRHSPS Committee MEETING DATE: January 8, 2019
CATEGORY:
® Consent ❑ Ordinance ❑ Public Hearing
❑ City Council Business ❑ Resolution ❑ Other
STAFF REPORT BY: Stephen Ikerd, Deputy Director DEPT: Parks
................................................................ .
........................................P................................................................................................................................................................................................................................_.....................................................................................................................................................
History: The City worked with Four Seasons Construction, LLC. on the installation of the pervious concrete
parking lot at the Panther Lake Trail in the amount of $135,300.00. Prior to the release of retainage on Public
Works projects, the City Council must accept the work as complete to meet State Department of Revenue,
Department of Employment Security and Department of Labor and Industries requirements.
Options Considered:
1. Accept the work on the pervious concrete parking lot at Panther Lake Trail as complete and release
$6,150.00 retainage to Four Seasons Construction, LLC.
2. Do not accept the work as complete, and provide direction to staff.
...... . ............._.._............._._..........._......._..._......_.................._...._................. ...............
MAYOR'S RECOMMENP.TION: Option 1 _
MAYOR APPROVAL: 17 ��IRECTOR APPROVAL: d7�1
Com ittee ouncil '/ Comms ee
COMMITTEE RECOMMENDATION: I move to forward the acceptance of Four Seasons Construction, LLC work on
the pervious concrete parking lot at the Panther Lake Trail as complete and forward the authorization for staff to
release retainage in the amount of $6,150.00 to the January 15, 2019 City Council consent agenda for approval.
Committee Chair Committee Member Committee Member
PROPOSED COUNCIL MOTION: "I move to accept the work on the pervious concrete parking lot at Panther Lake
Trail as complete and authorize staff to release Retainage in the amount of $6,150.00 to Four Seasons Construction,
LLC. "
(BELOW TO BE COMPLETED BY CITY CLERKS OFFICE)
COUNCIL ACTION:
❑ APPROVED COUNCIL BILL #
❑ DENIED Isr reading
❑ TABLED/DEFERRED/NO ACTION Enactment reading
❑ MOVED TO SECOND READING (ordinances only) ORDINANCE #
REVISED - 08/12/2010 RESOLUTION #
This Page Left Blank Intentionally
10
COUNCIL MEETING DATE: January 15, 2019 ITEM #:
............................................................................................................................................................................................................................................................................................................................................................................................ ................................ ..............................................
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: NATIVE GREEN LANDSCAPES RETAINAGE RELEASE
POLICY QUESTION: Should the City accept the Panther Lake Trail construction work as complete and
authorize staff to release Native Green Landscapes Retainage?
COMMITTEE: PRHSPS Committee MEETING DATE: January 8, 2019
CATEGORY:
N Consent ❑ Ordinance ❑ Public Hearing
❑ City Council Business ❑ Resolution ❑ Other
STAFF REPORT BY: Stephen Ikerd, Deputy Director DEPT: Parks
..........................................................................................................1...._......................._....._........................p.. �.............................................................................................................................._..............................................._.....................................................................
.................................................................................................................
History: The City worked with Native Green Landscapes on the construction of the Panther Lake Trail in the
amount of $644,665.00. Prior to the release of retainage on Public Works projects, the City Council must accept the
work as complete to meet State Department of Revenue, Department of Employment Security and Department of
Labor and Industries requirements.
Options Considered:
1. Accept the work on the Panther Lake Trail as complete and release $29,302.95 Retainage to Native Green
Landscapes.
2. Do not accept the work as complete, and provide direction to staff.
...............__.............................................................__.......P........._......_.................................................................... ........... _.... ............. ................... _........................ ..... _.............. ..._... _.................. _................ _......................
MAYOR'S RECOMMENDHION: Option 1
MAYOR APPROVAL: WO�'7heD RECTOR APPROVAL: ' jZ �V/fb
Commi ee C ncit 1Committee
COMMITTEE RECOMMENDATION: I move to forward the acceptance of the Native Green Landscapes work on the
Panther Lake Trail as complete and forward the authorization for staff to release retainage in the amount of
$29,302.95 to the January 15, 2019 City Council consent agenda for approval.
Committee Chair Committee Member Committee Member
PROPOSED COUNCIL MOTION: "I move to accept the work on the Panther Lake Trail as complete and authorize
staff to release Retainage in the amount of $29, 302.95 to Native Green Landscapes. "
(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 #
11
This Page Left Blank Intentionally
12
COUNCIL MEETING DATE: January 15, 2019 ITEM #:
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: PURCHASE OF 5 FORECLOSED KING COUNTY PARCELS
POLICY QUESTION: Should the City purchase 5 parcels of real property from King County for open space
and recreation?
COMMITTEE: PRHSPS Committee MEETING DATE: January 8, 2019
CATEGORY:
® Consent ❑ Ordinance ❑ Public Hearing
❑ City Council Business ❑ Resolution ❑ Other
i
STAFF REPORT BY: Stephen Ikerd, Deputy Director DEPT: Parks
..........................................................................................................P......_.............................................................................................................................................................................._............................................................................_...._........._....................................................._._..............................._.......
Attachments: History and request memo, GIS parcel location maps
Options Considered:
1. Approve the purchase of 5 parcels of real property from King County listed in the table of the attached
memo using $11,500 of unallocated mitigation funds.
2. Do not approve the purchase and use of unallocated funds, and provide direction to staff.
MAYOR'S RECOMMENDATION: Option 1
MAYOR APPROVAL: r 4'��Y' DIRECTOR APPROVAL: 1'� /z'IizY`25
Com ttee unci) ommi eeee
COMMITTEE RECOMMENDATION: I move to approve the purchase of 5 parcels of real property from King County
using $11,500 of unallocated mitigation funds to the January 15, 2019 City Council consent agenda for approval.
Committee Chair Committee Member Committee Member
PROPOSED COUNCIL MOTION: "I move to approve the purchase of 5 parcels of real propertyfrom King County
using $11,500 of unallocated mitigation funds "
(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 #
REVISED — 08/12/2010 RESOLUTION #
13
CITY OF
O
�. L Federal Way
Parks and Facilities Division
Date:
December 20, 2018
To:
PRHSPS Council Committee
Via:
Mayor Jim Ferrell
West Hylebos Wetlands.driveway
John Hutton, Parks Director
From:
Stephen Ikerd, Deputy Parks Director
Subject:
Purchase 5 foreclosed King County parcels.
Financial Impacts:
The City of Federal Way has sufficient unallocated mitigation funds to cover this purchase.
These funds were collected from developers as fee in lieu of open space dedication and
must be used for open space and recreation purposes.
Background:
The City recently learned about several parcels called that were foreclosed for non-
payment of property taxes and not sold at an annual Treasury Auction. The County
identifies these as "Tax Title property" and holds them in trust for taxing districts and has
the authority to sell them directly to other government agencies. Five (5) of the parcels on
the list are located in Federal Way and are directly associated with existing parks or open
spaces. It is in the City's best interest for the City to have ownership.
Parcel #1 in the below table is the existing driveway in West Hylebos Wetlands Park and
very important that the City own and be able to control this access.
#
Parcel
Location
Purchase price
1
2021049183
West Hylebos Wetlands.driveway
$2,000
2
3021049009
Madrona Park
$2,000
3
2180001394
Brighton Park Open Space
$2,500
4
3021049031
Brighton Park Open Space
$2,500
5
9269100060
BPA & Panther Lake parcel
$2,500
Purchasing Table
Total purchase price request
$11,500
Attachments:
GIS maps showing the parcels and their relationship to City Park and Open Spaces.
Request:
Staff requests that Council approves the purchase of 5 parcels of real property from King
County listed in the table above and use $11,500 of unallocated mitigation funds.
14
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CITY OF FEDERAL WAY
MEMORANDUM
DATE: January 8, 2019
TO: City Council Members
FM: Jeff Watson, Community Services Manager
Sarah Bridgeford, CDBG/Human Services Coordinator
SUBJECT: Alternatives Analysis for use of $100,000 from State of Washington for Homeless
Shelter for Families with Children
Background:
During the January 2, 2019 Regular Federal Way City Council Meeting, a pair of related
agreements pertaining to the provision of shelter for homeless families with children was
presented to Council for action. The proposed agreements pertain to the use of $100,000
provided by the Washington Legislature for emergency shelter for homeless families with
children. During the meeting some Councilmembers suggested other ideas for the use of the
funds, rather than strictly for the operation of a typical family shelter. This memorandum
provides analysis of the ideas brought up by councilmembers in the meeting as well as further
discussion of an emergency shelter.
Options:
Currently proposed use of the funds for emergency shelter to serve homeless families with
children.
Emergency shelter for Federal Way families with children, including wraparound services.
Split the funds between emergency shelter and hotel/motel vouchers.
Use a portion of the funds (70% was suggested) for emergency shelter for Federal Way
families. Use the remaining portion (30%) for motel/hotel vouchers.
Use all of the funds for hotel/motel vouchers.
Use 100% of the funds for motel/hotel vouchers and none for emergency shelter.
Use the funds for hotel/motel vouchers and to provide supportive services
Use a portion of the funds for motel/hotel vouchers for Federal Way families administered by
selected service providers. Use the remaining portion for supportive services administered
by selected service providers, which may or may not be the same organization that
administers the vouchers.
Use of the funds for pre -development costs for a shelter in Federal Way
Use a portion or all of the funds for costs such as application fees, permit fees, and other
associated costs to prepare and submit applications.
Analysis:
Changes from the originally proposed contract would require the City follow a competitive
process in accordance with the Contract & Purchasing Manual. City staff will need to modify
existing applications whether the funds are targeted to service provision or capital projects.
An application process would take more than 60 days from publication to action by Council,
including preparation and publication of an RFP/application, review by staff and the Human
Services Commission, review by the PRHSPSC, and final action by City Council.
Emergency Shelter
Emergency shelter for Federal Way families includes: 1) 24/7 shelter for approximately 90
days; 2) support for obtaining permanent housing; and 3) other supportive services.
The benefits (not exhaustive) to families and children are multiple:
■ Nighttime shelter;
■ Three meals a day;
■ Hygiene facilities; and
■ Whole family support.
Concerns expressed about shelter outside the City of Federal Way include:
Not expending the funds within the city limits of Federal Way;
Sending Federal Way families outside the City for services; and
Transportation logistics and costs for families and other agencies due to families
having to travel to a shelter outside of Federal Way.
Use of motel/hotel vouchers
Funding the use of motel/hotel vouchers would serve Federal Way homeless families with
children immediately. However, simply using motel/hotel vouchers, regardless of whether a
portion of the funds or the entire amount will provide homeless families with children only a
short-term stay, typically 1-2 weeks. No other supportive services would be provided to help
the families transition from homelessness to permanent housing and self-sufficiency. At the
conclusion of the short-term stay, the family will be back out on the street or living in their
car.
Depending on the method of payment used for hotel/motel stays, it can restrict or expand the
number of hotels willing to work with the program(s). A number of hotels do not accept
vouchers, but will accept checks as payment.
As mentioned above, the motel/hotel vouchers would require a complicated and time-
consuming application process to implement. The use of motel/hotel vouchers would
necessitate a competitive process under the City's Contract & Purchasing Manual, because
there are multiple service providers in Federal Way that currently provide motel/hotel
vouchers for homeless persons and families and the amount would be over $20,000.
Incorporate services with vouchers
Providing motel/hotel vouchers in combination with supportive services would also require a
complicated and time-consuming process to implement. Just as using the funds simply for
vouchers, the combination of vouchers and services would require a competitive process with
a similar timeframe.
This approach becomes potentially more complicated for service providers due to potential
staffing needs for case management and other services. Providers will need to consider if a
program for both shelter and services will require additional staff. If so, this could affect
their ability to provide the services within the short time available to spend the funds
following a competitive process.
Use of the funds for pre -development costs for a shelter in Federal Way
Using funds for pre -development costs could lead to the development of a shelter in Federal
Way. A shelter in Federal Way would contribute to human services infrastructure within the
City helping families to access services and supports in their community. Having local
solutions is a priority for the City in its efforts to address homelessness.
However, using funds for pre -development costs carries a risk that the investment would not
result in a completed project. When considering applications for grant funding, the City
includes criteria to evaluate the feasibility of projects. The criteria include, but are not
limited to, site control, land use, committed capital and operating funds, potential
environmental concerns, and other identified concerns.
The application fees for development projects such as a shelter will be lost if required
regulatory approval is denied. If the feasibility of a project is uncertain at the outset, using
funds to pay pre -development costs may result in not just a loss of the funds, but also time
and progress towards establishing a shelter.
Staff worked with the Planning Division to develop a hypothetical scenario detailing the land
use application process and fees in Federal Way. The scenario is attached to explain what the
application process, fees, and timeline may be for a shelter project. The timeline is aggressive
and the included fees are calculated at the high end of the fess for such a project.
Land Use Application Process Without Rezones
Action
Cost Process Time Estimated Comp. Date'
Pre -Application
$571
Land Use Application
Bldg for
Residential
Process III Ap. Submittal'
$7,000
SEPA Checklist
$2,856
Public Notice
$340
Automation Fee
$33
Land Use Application Total
$10,229 6 months' August 1, 2019
'Social Service Transitional Housing is allowed in RM, BN, BC, and CC -F zones. Social Service Transitional
Housing is a term in the City of Federal Way revised code and does not necessarily align with how terms
are used in social services; it includes emergency shelter.
'Assuming pre -application is submitted for review by February 1, complete application is submitted by
March 1.
'Assuming no re -submittals from comments by staff. More realistic number is 9 to 12 months. Project
would not be approved before February to May the following year if a rezone is needed.
Land Use Application Process With Rezone/Comp Plan Amendment4
Action Cost Process Time Estimated Comp. Dates
Rezone/Comp Plan Application $3,4506
SEPA $3,104
Total Rezone Application $6,554 6 months August 1, 2020
4This would be required if not located within a RM, BN, BC, or CC -F zone.
5This assumes that the City Council has designated the project as "emergency." If no "emergency is
declared, rezone would not occur until December 2020.
6Assuming the project is less than 2.5 acres. If less than 1.5 acres, the fee would be $100 less
Building Permit Application?
Project
Estimated Value
Permit Cost
Process Time
Est. Completion$
Bldg for
Residential
$1.383 M
$22,514 per bldg.
6 months
Feb. 2020
Bldg for
Education/Training
$1.473 M
$23,579
Total for 3 Bldgs
$68,607
'Assumes three (3) buildings, 75% residential; one (1) building would cost less in building permit fees.
8Assumes no rezone and no additional required submittals. More likely time is July 2020 without a
rezone.