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PRHSPSC MINS 03-12-2019City of Federal Way City Council PARKS, RECREATION HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday March 12, 2019 5:00 p.m. SUMMARY Committee Members in Attendance: Chair Johnson, Committee member Moore, and Committee member Koppang. Council Members in Attendance: Deputy Mayor Honda, Council member Lydia Assefa-Dawson Staff Members in Attendance: Eric Rhoades, Assistant City Attorney, Chief Andy Hwang, John Hutton, Parks Director, Steve Ikerd, Parks Deputy Director, Jeff Watson, Human Services Manager, Sara Bridgeford, CDBG/HS Coordinator, Ray Gross, Emergency Manager, Thomas Fichtner, IT Manager, Autumn Gressett, Community Relations/Contract Administrator, and Mary Jaenicke, Administrative Assistant II. Guests: Brian Hoffman, Spectra Chair Johnson called the meeting to order at 5:01 pm Commission Comment: None Public Comment: None BUSINESS ITEMS Approval of Minutes Committee member Koppang motioned to approve the January 8, 2019 minutes as written. Committee member Moore seconded. Motion passed. Committee member Koppang motioned to approve the January 14, 2019 minutes as written. Committee member Moore seconded. Motion passed. 2018 Emergency Management Performance Grant Staff Gross provided the background information. The purpose of this grant is to assist with the enhancement and sustainment of emergency management programs. This is a 50% grant, and it is matched with his salary. The City of Federal Way is expected to be awarded $37,500 and has $18,750 in matching funds. This grant will be used to fund the mass notification system CodeRed. Committee member Moore moved to forward the proposed grant to the March 19, 2019 consent agenda for approval. Committee member Koppang seconded. Motion passed. Third Amendment for Janitorial Services Staff Gerwen provided the background information. Synergy has been performing janitorial services at City Hall, Police Evidence Building and the Steel Lake Maintenance Shop. Three park sites have been added. Because of the addition of these three sites, staff needs to amend the compensation and the scope of work. The total amount of compensation for the additional services is $85,000.00. Committee member Koppang moved to forward the proposed amendment to the Synergy Building Services, Inc. contract to the March 19, 2019 City Council consent agenda for approval. Committee member Moore seconded. Motion passed. Parks, Recreation and Open Space Plan — Information Only Staff Gerwen provided an update on the PROS Plan. He explained to the committee what the PROS Plan is. The plan encapsulates the community's values and visions for the City's Parks and Recreation Department. The plan includes policies intended to influence how we manage the parks, recreation and K:\PRHSPS Committee\2019\03-12-2019 Mins.doc PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday, March 12, 2019 Summary Page 2 open space. It also includes a 6 year Capital Improvement Plan (CIP). The Parks Department relies on grant funding to support many of the park projects. In order for the city to be eligible for grants the plan must be current, and must be updated every six years. The plan is a road map of where the department should be going and what the department should be focusing on for the next six years. This has been a two year process which included stakeholder and public meetings. There was also a survey available to the public for six months. One of the results of the survey was that people felt that the city has enough parks and open space, and they would like to see the city make an investment in improving the existing resources. Equipment Purchase — One (1) Additional Parks Department Utility Cart Using Replacement Reserves Staff Gerwen provided the background information. The Parks Department received approval from the City Council to purchase two utility carts. The bids came back favorably, and the department has enough funding to purchase a third utility cart; no additional funding is being requested. Committee member Koppang moved to approve the use of existing reserves to purchase and add one (1) utility cart to the Parks Department equipment inventory to the March 19 consent agenda for approval. Committee Moore seconded. Motion passed. HVAC Service Contract Award Staff Ikerd provided the background information. Staff went out to bid, and MacDonald Miller Facilities Solutions, Inc. submitted a responsive responsible bid. They will provide HVAC services at City Hall and the Federal Way Community Center. This is a three year contract with a comprehensive plan that covers parts and labor. The total amount of the contract is $206,800.00. Committee member Moore moved to forward the proposed Agreement to the March 19, 2019 consent agenda for approval. Committee member Koppang seconded. Discussion was held. Committee member Moore wanted clarification on future funds. Motion passed. Tree Service Contract Award Staff Ikerd provided the background information. Staff went out to bid for tree services, and Thundering Oak Tree Care was the only tree service company that submitted a responsive responsible bid. The vendor is local, highly qualified and has provided this service to the city in the past. They have a certified arborist that performs this service. This is a three year contract with a total compensation of $60,500.00. Committee member Koppang moved to forward the proposed Agreement to the March 19, 2019 consent agenda for approval. Committee member Moore seconded. Motion passed. Use of Additional Unallocated Mitigation Funds to Complete the Purchase of one (1) Foreclosed King Countv Parcel for Open Space and Recreation Staff Ikerd provided the background information. He attended the PRHSPSC meeting in January to request permission to purchase 5 foreclosed King County Parcels. One of the five parcels ended up with a $3500 fee in the deed transfer paperwork; the original paperwork stated the price was $2500. Committee member Moore moved to approve additional unallocated mitigation funds to complete the purchase of this real property to the March 19, 2019 City Council consent agenda for approval. Committee member Koppang seconded. Motion passed. Renewing an MOU with the Internet Crimes Against Children Task Force Chief Hwang provided the background information. The Task Force is located in Seattle, and they are a federally funded group. The Federal Way Police Department (FWPD) uses them for resources and the officers have access to their training at no cost. The internet training will be valuable in investigating internet based crimes and human trafficking. There is no cost to the City of Federal Way for taking part in the program. Committee member Moore moved to forward the proposed Agreement to the PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday, March 12, 2019 Summary Page 3 March 19, 2019 consent agenda for approval. Committee member Koppang seconded. Motion passed. Police Services Agreement with Commons Mall Chief Hwang provided the background information. This is a two year contract. Currently there are three officers that are assigned at the Commons Mall. The contract calls for 100 hours a week. They pay for 50% of the officer's salary and benefits. It's a mutual benefit to have officers assigned at the mall. Committee member Koppang moved to forward the proposed Agreement to the March 19, 2019 consent agenda for approval. Committee member Moore seconded. Motion passed. Public Safety Testing (PST) Total Compensation Amendment from $37,500 to $47,500 Chief Hwang provided the background information. In 2017 FWPD contracted with PST to provide a Lieutenant Assessment Center testing process to establish a list of qualified lieutenant candidates for promotion. They provide a written exam and physical agility testing for police recruits. They are requesting to that the total cost of compensation by$10,000. This increase will cover the 2019 Lieutenant Assessment Center testing process and the annual recruitment testing costs for 2019. They are not asking for additional funding, they will be using existing funding from another budget line item. Committee member Moore moved to forward contract Amendment #2 of the existing Subscriber Agreement with Public Safety Testing for the Recruitment and Testing of police candidates to the March 19, 2019 Council consent agenda for approval. Committee member Koppang seconded. Motion passed. Chair Johnson reported that the Chief will give a report at the April meeting. Chief Hwang stated that the report will include information on the crime stats, response time, staffing, and goals for the year and the number of community events and meetings that the FWPD are attending. These reports will be given on a quarterly basis. Chair Johnson motioned to move the quarterly reports to the April 9 agenda. Committee member Koppang seconded. Motion passed. 2019 Human Services Commission Work Plan Staff Watson provided the background information. The Human Services Commission developed their 2019 Work Plan at their December 2018 meeting. The work plan consists of 11 items. Staff Watson reviewed the work plan with the committee. Committee member Koppang moved to forward the 2019 Human Services Commission Work Plan to the March 19, 2019 consent agenda for approval. Committee member Moore seconded. Motion passed. CDBG Citizen Participation Plan Staff Watson provided the background information. The Citizen Participation Plan (CPP) is a necessary document that is required by Federal regulation. It sets forth policies and procedures for citizen participation regarding the use of CDBG funds and program funding on the part of entitlement communities. The CPP was developed in 2012 when the City became an entitlement city. This is the first update to the CPP. Staff Watson reviewed the proposed changes to the CPP, and why the CPP needs to be amended. Committee member Koppang moved to forward the CDBG Citizen Participation Plan to the March 19, 2019 agenda for approval. Committee member Moore seconded. Motion passed. First Amendment to the 2018 Community Development Block Grant (CDBG) Annual Action Plan Staff Bridgeford provided the background information. City Council approved the CDBG Annual Action Plan (AAP) in January 2018. That AAP included a project for the Multi -Service Center Villa Capri, which is an affordable housing complex that contains 86 units. They requested $100,000 for a door renovation project. The total amount requested in the AAP was $103,500. The CDBG funds became available October 2018. The project has not happened yet. Project costs increased and part of that is due to the increase in State prevailing wage rates. The project costs increased approximately $48,000. The total project is now estimated to be $178,500. The Human Services Commission originally approved the PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday, March 12, 2019 Summary Page 4 additional $48,000. The funding exceeds 20% of the original CDBG funding; therefore the AAP must be amended. Committee member Moore moved to forward the First Amendment to the 2018 Community Development Block Grant (CDBG) Annual Action Plan to the March 19, 2019 City Council agenda for public hearing. Committee member Koppang seconded. Motion passed. 2018 Proeram Year Consolidated Annual Performance and Evaluation Report (CAPER) Staff Bridgeford provided,the background information. This is the report that the City uses to explain how the funds have been used and the accomplishments that were achieved. For 2018 the city expended $777,398 in CDBG funds, and leveraged $215,654.00.487 persons were assisted and the majority of the CDBG funds were used to assist very low to low income persons. Ms. Bridgeford reviewed the key accomplishments. Committee member Koppang moved to forward the 2018 Consolidated Annual Performance & Evaluation Report to the March 19, 2019 City Council agenda for public hearing. Committee member Moore seconded. Motion passed. COUNCIL DISCUSSION ON EMERGING ISSUES Performine Arts & Events Center (PAEC) Staff Gressett updated the Committee on the PAEC. Signage for the PAEC is in production. The PAEC was in use 11 out of 30 days in January. Their marketing efforts for January resulted in reaching over 18,000 people thru Facebook, radio and television ads. For February the PAEC was in use 14 out of 28 days. Marketing efforts for February reached over 17,000 people. 6500 students have also visited the PAEC to attend matinees. Committee member Moore requested that written reports be provided at future PRHSPSC meetings. Discussion was held on what is being done to be inclusive of the resident non-profit organizations. Mr. Hoffman from Spectra stated that they are working with the local non-profit organizations, but that he also has a fiduciary responsibility to the City. They are continuing to look at how they can maximize their revenue and the space. Mr. Hoffman stated that they are working with a lot of local groups that are looking at the PAEC to hold their fundraising events, as well as continuing to build the programming in the theater. An extensive discussion was held regarding the parking lot, updates on the naming rights, announcing next season's shows and other items. Broadcastine PRHSPS Committee Meetings Staff Fichtner stated that the IT department originally broadcasted three meetings: City Council, Federal Way School Board and Land Use and Transportation Committee (LUTC). Staff Fichtner started with the city in 2003 and at that time the IT staffing levels were at nine people. The recession occurred, the staffing levels were reduced. Because the staffing levels were reduced, the services were also reduced. The broadcasting of LUTC meetings was eliminated. The staffing level is now at seven, and they have a rotating calendar to manage the City Council and School Board meetings. IT staff schedules have been offset because the department does not have overtime. It's a struggle to balance the Council and School Board meetings. Staff Fichtner presented a chart on how many people are actually watching the Council meetings on You Tube. The average concurrent viewers ranged from 4 to 12 people, and the peak concurrent viewers ranged from 7 to 32. Committee members Koppang and Moore stated that they are not concerned with the numbers; this is about transparency. Staff Fichtner stated that his department cannot do additional broadcasts with the existing staff that he has. The City is currently paying a temporary videographer $29/hr. The committee discussed the need to enhance Government transparency, and committee member Moore would like to know if there are other options. Staff Fichtner stated that without additional staff, the IT department cannot accommodate this request at this time. Staff Fichtner suggested that the committee consider contracting with a private company. The Council would need to allocate funding to hire an outside contractor. Staff Fichtner was asked to return to the April committee meeting with information on the costs of hiring an outside contractor. PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday, March 12, 2019 Summary Page 5 Emergency Shelter Guidelines/Criteria Deputy Mayor Honda stated that the Council has had discussions on when they would open the Federal Way Community Center (FWCC) as a cooling or warming center. The City has a contract with the Red Cross to provide shelter for when it's deemed necessary. She stated that the Council needs to decide if current contract is something that they want to work on in the future. Deputy Mayor Honda added that the City needs to take a different approach and look at bigger churches that have larger kitchens, and ask them if they would be willing to be an emergency shelter. Both Deputy Mayor Honda and committee member Koppang agreed that the FWCC is not an option to be used for an emergency situation. Staff has approached the Federal Way School District (FWSD) to use their gymnasiums as a location. Staff Watson stated that it was brought up a few years ago but that it may something worth pursuing again. The FWPD's response was that they're already serving lunches to homeless children. Staff Hutton also expressed his concerns about using the FWCC as a shelter; there a numerous safety concerns, and staff is not trained to deal with the issues that may arise. The FWCC also has a revenue expectation, and this would be impacted by using the center as an emergency homeless shelter. The committee would like to have a policy and location in place before next winter. NEXT REGULAR MEETING April 9, 2019 ADJOURNMENT Meeting adjourned at 7:52p.m.