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PRHSPSC PKT 03-10-2020City of Federal Way City Council Parks, Recreation, Human Services & Public Safety Committee March 10, 2020 City Hall 5:00 P.M. City Council Chambers MEETING AGENDA 1. CALL TO ORDER 2. PUBLIC COMMENT (3 minutes) 3. COMMITTEE BUSINESS Topic Title/Description Presenter Page Action Council or Info Date A. Approval of February 11, 2020 Minutes 3 Action N/A B. Monthly Report on PAEC Operations Gressett N/A Information N/A C. Mirror Lake Park Playground Replacement Gerwen 7 Action Consent 3/17/20 D. 2020 Human Services Commission Work Plan Bridgeford 15 Action Consent 3/17/20 E. 2020-2021 Diversity Commission Work Plan Bridgeford 19 Action Consent 3/17/20 F. 2019 Program Year Consolidated Annual Performance Bridgeford 27 Action Consent and Evaluation Report (CAPER) 3/17/20 4. OTHER 5. FUTURE MEETING: The next PRHSPS meeting will be April 14, 2020 at 5:00 p.m. in City Hall Council Chambers 6. ADJOURNMENT The Council Committee may add items and take action on items not listed on the agenda at any regularly scheduled meeting. Committee Meetings are video recorded and may be televised on Government Access Channel 21. To view Committee Meetings online please visit FWTV at www.cityoffederalway.com. City Staff Committee Members inda Committee r, Chair John Hutton, Parks Director Lin a KochAsselDawson Mary Jaenicke, Administrative Assistant II K:\PRHSPS Committee\2020\03-10-2020 Agenda.doc This Page Left Blank Intentionally City of Federal Way City Council PARKS RECREATION HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday February 11, 2019 5:00 p.m. SUMMARY Committee Members in Attendance: Chair Kochmar and Committee member Assefa-Dawson Council Members in Attendance: Deputy Mayor Honda, Council members Koppang and Moore Staff Members in Attendance: Eric Rhoades, Assistant City Attorney, Chief Andy Hwang, John Hutton, Parks Director, Kevin Hutchinson, Recreation Coordinator, Autumn Gressett, Community Relations/Contract Administrator, Sara Bridgeford, Human Services Manager and Mary Jaenicke, Administrative Assistant II. Guests: Brian Hoffman, Spectra General Manager Chair Kochmar called the meeting to order at 5:04pm Public Comment: None BUSINESS ITEMS Approval of Minutes Committee member Assefa-Dawson motioned to approve the December 10, 2019 minutes as written. Chair Kochmar seconded. Motion passed. DSHS Respite Care in Community Settings Staff Hutchinson provided the background information. This contract has been in place since 2009 and the program has been very beneficial for the participants, their families and the Parks department. There are currently over 115 participants on the respite care roster. Each participant qualifies for a certain number of dollars to pay for recreation or caregiving activities. Participants sign-up for classes at the Federal Way Community Center and DSHS reimburses the city for those costs; there is no out of pocket costs to those families. Last year the city received approximately $50,000 back in reimbursements. Committee member Assefa-Dawson moved to forward the proposed Agreement to the February 18, 2020 consent agenda for approval. Chair Kochmar seconded. Motion passed. Monthly Report on PAEC Operations — Information Only Staff Gressett provided the background information. The PAEC was rented / utilized a total of 12 days for the month of January 2020 vs. 15 days in 2019. Staff Gressett compared the numbers for January 2019 and January 2020. Overall the total number of tickets sold and total gross ticket revenue was down in 2020. Total gross rental revenue and total gross food and beverage revenue were up in 2020. The Theater and the Event space rentals were also reviewed. Staff Gressett also noted that the Tech Supervisor position and Staff Accountant position were reduced to part-time. The Finance Director position is still open. Staff Gressett also provided a recap on marketing for January. 2020 Parks & Recreation Commission Work Plan Staff Hutton presented the 2020 Parks & Recreation Commission Work Plan. A highlight of the Work Plan is starting the process of completing Master Plans for Brooklake Center, Lakota and Steel Lake Parks. Having Master Plans for these sites will assist in obtaining grants. Council member Koppang asked about a funding source for the Master Plans. Staff Hutton answered that the funding source will come from the King County Parks Levy. Staff Hutton also spoke about the Parks Departments improved relationship and partnership with the Federal Way School District; he is optimistic that they will partner with the city on the improvements to Lakota Park. Committee member Assefa-Dawson moved to K:\PRHSPS Committee\2020\02-11-2020 Minutes.doc 3 PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday, February 11, 2020 Summary Page 2 forward option 1 to the February 18, 2020 full Council consent agenda for approval. Chair Kochmar seconded. Motion passed. Parks Property Tax Levy Alzreement Staff Ikerd presented the background information. In 2019 the voters approved a property tax levy for 2020 through 2025 for parks in the King County area. By entering into this agreement it will allow the city to receive funds from the levy. The city will receive approximately $194,000.00 per year; it will be put into a fund to be used for anticipated park improvements and Master Plans for three park sites. Committee member Assefa-Dawson moved to forward Option 1 to the February 18, 2020 full Council consent agenda for approval. Chair Kochmar seconded. Motion passed. FieldTurf USA RetainaSe Release Staff Ikerd presented the background information. FieldTurf USA replaced the artificial turf on the Saghalie soccer field. Staff is requesting permission to release their retainage in the amount of $32,700.39. Committee member Assefa-Dawson moved to forward Option 1 to the February 18, 2020 full Council consent agenda for approval. Chair Kochmar seconded. Motion passed. Report on Crime Statistics and Jail Services Chief Hwang gave a presentation on crime statistics for the 4"' quarter and an update on jail services. Overall crime is down 9% from 2018 to 2019. In 2018 there were 8,387 crimes compared to 7,611 crimes in 2019. There has been a downward trend in crime in Federal Way for the past three years. Robbery is down 33% and there is a slight increase in commercial burglaries. Residential burglaries are down 33% which is an all-time low for Federal Way. Chief Hwang stated that 7600 crimes is still a high number and he would like to see it lower. But until social issues are addressed, citizens will continue to feel unsafe. Drug addiction and homelessness is contributing to crime. Another issue that needs to be addressed in King County is repeat offenders; the police are dealing with the same people over and over. Quite often the repeat offenders are juveniles; there is a lack of accountability. In 2016 and 2017 there was a significant increase in population in Federal Way which correlates to the significant increase in crime at that time. Federal Way is the fifth largest city in King County. The department is taking a strategic approach to constantly assess and adjust their policing model to maximize public safety. Chief Hwang updated the committee on traffic accidents and enforcement for 2018 v. 2019. Overall the number of accidents investigated is down 17%. The total number of citations/infractions issued was up 10% in in 2019. The transition away from SCORE began in January. All felonies are being booked into King County and Misdemeanors are taken to Kent, Puyallup, Issaquah or King County. The primary booking facility is Kent; they are guaranteed five beds there. They also have additional jail contracts with King and Yakima County. Four transport officers have been hired. They are anticipating a savings of $2.1M per year. Chief Hwang reported that the transition has gone well. Valley SWAT Interlocal Agreement Addendum Chief Hwang presented the background information. In 2010 the cities of Auburn, Federal Way, Kent, Renton, Tukwila and the Port of Seattle created an Interlocal agreement (ILA) to maintain a multijurisdictional SWAT Team to respond to high -risk criminal situations. The City of Des Moines has asked to join the ILA; that is the only change to the ILA. Committee member Assefa-Dawson moved to forward the proposed VSWAT Interlocal agreement addendum to the February 18, 2020 consent agenda for approval. Chair Kochmar seconded. Motion passed. New Allocation MOU's for FY17, FY18 and FY19 JAG. Award Chief Hwang provided the background information. JAG program is the primary provider of federal criminal justice funding to state and local jurisdictions. The department will receive $34,311 for FYI 7, $40,522 for FY18 and $43,226 for FY19. The funding will be used to purchase equipment, staff time and a part-time IT employee. Committee member Assefa-Dawson moved to forward the proposed JAG PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday, February 11, 2020 Summary Page 3 Grant FY17, FY18 and FY19 New Allocation MOU's to the February 18, 2020 consent agenda for approval. Chair Kochmar seconded. Motion passed. Agreement with Federal Way Youth Action Team for Capacity Building and Community Support Staff Bridgeford provided the background information. City Council allocated $25,000 to the Federal Way Youth Action Team (FWYAT) in 2019. Pending performance on the contract staff would be bringing an amendment but due to the timing staff is presenting a new contract. The FWYAT did meet performance on the equivalent contract for 2019 and are seeking to use the $25,000 for ongoing work on the critical incident response protocol. Staff Bridgeford stated that this program is important because the youth events include a lot more than training. At each event the youth are referred by school personnel, community members and other professionals in the community. After an incident has occurred, they attend a training and develop an action plan. The FWYAT staff work with the youths and their families to implement the plan. Committee member Assefa-Dawson moved to forward the proposed agreement to the February 18, 2020 consent agenda for approval. Chair Kochmar seconded. Motion passed. Agreement with Phenomenal She for After School Programming Staff Bridgeford provided the background information. The funding for this after school programming and the next two agreements is provided through the Department of Commerce (DOC). A total of $142,500 is available to the city to implement new or expanded after school programming. There were a total of three complete eligible applicants. The review committee was comprised of Human Services commissioners and members of the Violence Prevention Coalition Steering Committee. Phenomenal She is recommended for $35,892 for the time period of January 1, 2020 thru June 30, 2020. The program is primarily made up of group sessions as well as fieldtrips and events that are geared towards social/emotional learning for the kids. Phenomenal She is an agency that is focused on particularly young women of color and will partner with Game of Life to serve young men. Committee member Assefa- Dawson moved to forward the proposed agreement to the February 18, 2020 consent agenda for approval. Chair Kochmar seconded. Motion passed. Agreement with El Centro de La Raza for After School Programming Staff Bridgeford provided the background information. El Centro de La Raza is a new organization in Federal Way. They are renting space to provide after school programming that is designed and geared towards Latino Spanish speaking youth. The program will take place after school and also run through the summer. They are looking for outcomes of increased attention, school connection, confidence and grade level achievement. They will be awarded $35,892 for July 1, 2020 thru June 30, 2021. Committee member Assefa-Dawson moved to forward the proposed agreement to the February 18, 2020 consent agenda for approval. Chair Kochmar seconded. Motion passed. Agreement with Boys and Girls Clubs of King County for After School Programming Staff Bridgeford provided the background information. This is an expansion of their current services to provide additional learning services and career development; this is geared towards teens and older youth. The program is called Youth Force and is designed to serve youth of color. They will be awarded $35,358 and they will be measuring school attendance, on -time achievement and post -secondary education and/or training programs. Committee member Assefa-Dawson moved to forward the proposed agreement to the February 18, 2020 consent agenda for approval. Chair Kochmar seconded. Motion passed. Resolution: Pooling Funding between South King Housing and Homelessness Partners (SKHHP) Cities Related to Affordable and Supporting Housing — Sales and Tax (RCW 82.14.540) as Authorized by Substitute House Bill (SHB) 1406 Staff Bridgeford provided the background information. House Bill allows cities to recapture a portion of Washington State sales tax to be used for affordable housing. The state calculated that the maximum annual amount that the city could receive is $125,065.50 per year; this is based on the 2019 sales tax amount. The use of the funds includes acquisition, new construction and preservation of affordable 5 PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday, February 11, 2020 Summary Page 4 housing. Cities with a population under 100,000 can also provide rental assistance. Staff is recommending looking at Capital use for these funds and to pool funds for better leverage. $125,000 is a significant amount of funding for affordable housing but it doesn't go very far for renovations at an affordable housing complex. The ability to leverage with other jurisdictions in SKHHP is where they see the potential impact for maintaining affordable housing for residents. On November 22, 2019 SKHHP took action to adopt a SKHHP Resolution that recommended that all participating jurisdictions and SKHEP pool funds. Committee member Assefa-Dawson moved to forward the proposed agreement to the February 18, 2020 consent agenda for approval. Chair Kochmar seconded. Motion passed. Ordinance: Revisine FWRC 6.35.030 — Pedestrian Interference Staff Rhoades presented the background information. Staff is recommending revising the pedestrian interference code to make it consistent with State and Federal law. Asking for donations is a constitutionally protected free speech. The proposed revision removes all references to begging or asking for money. Offensive behavior such as intimidation, threats, and violence will remain prohibited by other code sections. What will remain in the pedestrian interference code is obstructing traffic and standing in the median. Council member Moore asked how this would impact the firefighters Fill the Boot campaign efforts. Staff Rhoades answered that the law as it is proposed would allow asking for donations in the public right-of-way as long as it's not interfering with traffic. Interfering with traffic is defined as being in the right-of-way with the intent of obstructing traffic. This also addresses jaywalking if it causes a person to veer around a pedestrian. Committee member Assefa-Dawson moved to forward the proposed ordinance to first reading on February 18, 2020. Chair Kochmar seconded. Motion passed. NEXT REGULAR MEETING March 10, 2020 ADJOURNMENT Meeting adjourned at 7:01p.m. 6 COUNCIL MEETING DATE: March 17, 2020 ITEM #: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: MIRROR LAKE PARK —PLAYGROUND REPLACEMENT POLICY QUESTION: Should the City issue a PO to KCDA for the supply and installation of Park Commission selected and Committee approved playground equipment for Mirror Lake Park? COMMITTEE: PRHSPSC MEETING DATE: March 10, 2020 CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Jason H. Gerwen, Parks & Facilities Supervisor DEPT: Parks & Recreation Attachments: 1. Staff Report 2. Mirror Lake Playground Quote #1912-10388 Options Considered: 1. Approve the proposed award for the supply and installation of new playground equipment for Mirror Lake Park in the amount of $99,997.79 which includes 10% contingency to P1ayCreations, Inc. and authorize a PO be issued to KCDA. 2. Do not approve proposed award for the supply and installation of new playground equipment for Mirror Lake Park to P1ayCreations, Inc. and provide direction to staff. MAYOR'S RECOMMENDATION: Option 1. MAYOR APPROVAL: �i t & 4jej eR DIRECTOR APPROVAL: J­ 7 4,C) Co nmittee Count Initia ate Initial/Date Initoi l/Date COMMITTEE RECOMMENDATION: I move to forward option 1 to the March 17, 2020 consent agenda for approval. Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move approval of an award for playground equipment to PlayCreations and authorize a PO to be issued to KCDA . " (BELOW TO BE COMPLETED BY CITY CLERK'S OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL # ❑ DENIED First reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinances only) ORDINANCE # REVISED - 4/2019 RESOLUTION # CITY OF FEDERAL WAY MEMORANDUM DATE: 2/27/2020 TO: City Council Members VIA: Jim Ferrell, Mayor FROM: Jason H. Gerwen, Parks & Facilities Manager SUBJECT: Staff Report — Mirror Lake Playground Replacement Financial Impacts: The cost to the City for Mirror Lake Park playground replacement was not included within the 2019 -2020 approved budget. As proposed, it will be funded by account # 303-7100-132- 594-76-650 (the parks CIP budget - playgrounds). Upon completion of the Mirror Lake Park playground replacement, future costs are unknown other than this playground will need to be replaced after its 12 — 20 year life span. Additionally, vandalism and graffiti and other repairs to keep the playground in safety compliance will create unknown future ongoing costs associated with operations and maintenance. Playground CIP Account (Current Balance): $263,513.00 Mirror Lake Playground Replacement (w/10% Contingency): $109,997.57 Playground CIP Account (Remaining Balance): $153,515.43 Background Information: Staff worked with the Parks & Recreation Commission in June of 2018 to select specific playground equipment to be installed at Wedgewood Park and Mirror Lake Park. Wedgewood Park playground equipment was completed in 2019 and we are in the final planning and purchase phase for the Mirror Lake Park playground. P1ayCreations, Inc. had the most support from commissioners, staff and the public based on the submitted proposals. The equipment selected includes: Playbooster system with multiple apparatus (a new big toy), Zip Krooz (unique two way zip line, similar to Town Square), and an arched two bay swing set. KCDA pricing and their pre -bid process was used for this equipment. 8 Rev. 7/18 Mirror Lake Park Archsw;,,gs PLAY' CREATION Quote #1912-10388 k& landscape structures cons�¢a�c TO: APPROVAL SIGNATURE City of Federal Way 33325 8th Ave S. Federal Way, WA 98003-6325. Jason Gerwen Parks & Facilities Manager signature 253 835-6962 Jason Gerwen@cityoffederalway-com PROJECT LOCATION: print name Mirror Lake Park 915 S 315th St date PO# Federal Way, WA 98003 Date Lead Time Tema Quoted by December 18, 2019 6 to 8 weeks see attached Chris Donahue 253.691.6847 per unit Total 1 221292+ Arch Swing with Additional Bay, with (2) Slash -Proof Belt Seats and (2) Full Bucket Seat, ProGuard Chain $ 5,350.00 1 194633B+ Double 50' ZipKrooz; innovated, engineered and manufactured by Landscape Structures in Delano. MN $ 24,400.00 1 164075B Landscape Structures PlayBooster system w/ Flex Climber, Wooshwinder, Sunbeam Climber & more... $ 37,040.00 install Installation of Playground Equipment by manufacturers certified installers. $ 20,586.50 KCDA Discount per contract 18-315 $ (5,242.59) Issue Purchase Order to: Send Purchase Order for Processing to: Sub Total Landscape Structures, Inc. PlayCreation, Inc. attention: Misty Link attention: Chris Donahue Freight 601 - 7th Street South 2104 SW 152nd Street, ste 1 Delano, MN 55328-0198 O ,7^ Burien, WA 98166 Bond Fees mistylink@playlsi.com t�Uvl chris@playcreation.com landscape 206.932.5778 fax 763.972.5591 structures Sub Total r18KCDA Purchasing Cooperative Issue purchase (rdet f0 TLxi% 639 - 80th Ave S Kent, WA 98064-5550 attention: Scott Elston selton@kcda.org l Grand Total $ 82,133.91 $ 5,699.02 $ 3,074.15 $ 90,907.08 $ 9,090.71 $ 99,997.79 Itemized Quote Date: 12/12/2019 Rep Organization: PlayCreation, Inc Design No: 1762241-1 By: Chris Donahue Contact: chris@playcreation.com 1253.691.6847 Project: Mirror Lake Playground Location: Federal Way, WA PlayBooster® (5-12 years) PHASE-1 Direct Bury Mixed Material UNIT TOTAL CITY NO. DESCRIPTION WEIGHT PRICE WEIGHT PRICE (lb) (DS$) (Ib) ._._ (KCDA) PlayBooster® Climbers Other 1 219509B GeoPlex Climber 72"Dk 101.0 1,555.00 Climbers W/Permalene Handholds 1 148432B Corkscrew Perm Handholds, 64"Dk DB 80.0 1,235.00 1 152907A Deck Link w/Barriers, Steel end panels 130.0 1,330.00 1 204176A Flex Climber w/Permalene Handhold 393.0 8,125.00 1 176079A Sunbeam Climber 118.0 1,705.00 Decks 1 152911C Curved Transfer Module, Left 48"Dk DB 279.0 2,795.00 1 121948A Kick Plate 8"Rise 13.0 115.00 4 111228A Square Tenderdeck 118.0 985.00 472.0 3,940.00 Enclosures 1 164092A Bongo Panel Above Deck 53.0 955.00 1 115223A Bubble Panel Above Deck 38.0 815.00 1 115253A Hole Panel 30.0 580.00 1 116244A Pipe Barrier Above Deck 51.0 595.00 1 115254A Storefront Panel 24.0 595.00 1 115227A Zoo Panel Above Deck 36.0 590.00 Posts 2 111404D 124"Alum Post DB 30.0 340.00 60.0 680.00 2 111404C 132"Alum Post DB 31.0 355.00 62.0 710.00 2 111404B 140"Alum Post DB 34.0 360.00 68.0 720.00 4 111404A 148"Alum Post DB 36.0 375.00 144.0 1,500.00 2 111404M 148"Steel Post DB 88.0 340.00 176.0 680.00 2 111404W 156"Steel Post DB 92.0 395.00 184.0 790.00 Slides 1 130798A Double Swirl Slide, 48"Dk DB 176.0 2,175.00 1 222708A WhooshWinder Slide, 72"Dk DBl 346.0 4,855.00 Freestanding Play Signs 1 182503C Welcome Sign (LSI Provided), 5-12 24.0 0.00 SUMMARY CONCRETE FOOTINGS LABOR WEIGHT PRICE (Cu-ft) (count) (man-hours) (Ib) (KCDA) PlayBoosterl" (5-12 years) PHASE-1 39.1 24 50.5 3,058.0 37,040.00 Awi nu wrrr ��rnrucJ ni_,..n,. .._�_...cn, '3-7 0 Nay000ste �/.a 7? �� AO 9 �.., n'A n .. �7 nAn nn �.,. Iota) 39.1 24 50.5 3,058.0 37,040.00 Page 1 of 1 10 Itemized Quote Date: 12/12/2019 Rep Organization: PlayCreation, Inc Design No: 1762241-1 By: Chris Donahue Contact: chris@playcreation.com_ 1253.691.6847 Project: Mirror Lake Playground Location: Federal Way, WA Freestanding Play (2-12 years) PHASE-1 Direct Bury Aluminum UNIT TOTAL CITY NO. DESCRIPTION WEIGHT PRICE WEIGHT PRICE (lb) _(US $) (Ib) (KCDA)_ Freestanding Play Swings 1 221292A 5" Arch Swing Frame 204.0 2,750.00 8' Beam Height Only 1 221293A 5" Arch Swing Frame 124.0 1,680.00 Additional Bay 8' Beam Height Only 2 174018A Belt Seat 8.0 125.00 16.0 250.00 ProGuard Chains for 8' Beam Height 2 176038A Full Bucket Seat 14.0 335.00 28.0 670.00 ProGuard Chains for 8' Beam Height SUMMARY CONCRETE FOOTINGS LABOR WEIGHT PRICE (cu-ft) (count) (man-hours) (lb) (KCDA) Freestanding Play (2-111 2 years) PHASE-1 11.3 6 13.0 372.0 5,350.00 Total Safety zone Area = 818 sq. ft. ALL PHASES Freestanding Play 11.3 6 13.0 372.0 5,350.00 Total 11.3 6 13.0 372.0 5,350.00 Page 1 of 1 11 Itemized Quote Date: 12/12/2019 Rep Organization: PlayCreation, Inc By: Chris Donahue Contact: chris@playcreation.com 1253.691.6847 Project: Mirror Lake Playground Freestanding Play (5-12 years) PHASE-1 Direct Bury Aluminum CITY NO. DESCRIPTION Freestanding Play Motion & More Fun 1 194663B ZipKrooz 50' w/Steel DB1 1 195507B ZipKrooz Additional Bay 50' w/Steel Posts DBl Design No: 1762241-1 Location: Federal Way, WA UNIT TOTAL WEIGHT PRICE WEIGHT PRICE (lb) _ - - (US $) (lb) __ (KCDA) 1732.0 12,870.00 1312.0 11,530.00 SUMMARY CONCRETE FOOTINGS LABOR WEIGHT PRICE (cu-ft) (count) (man-hours) (lb) (KCDA) Freestanding Play (5-12 years) PHASE-1 28.5 16 28.0 3,044.0 24,440.00 Total Safety Zone Area = 2003 sq. ft. ALL PHASES Freestanding Play 28.5 15 28.0 3,044.0 24,440.00 Total 28.5 16 28.0 3,044.0 24,440.00 Page 1 of 1 12 Terms of Sale PRICING: Landscape Structures' list prices do not include delivery and handling charges. Prices are subject to change without notice. TERMS: To tax -supported institutions and those with established credit: net 30 days from the date of the invoice. 1.5% per month thereafter, freight charges are prepaid and applied to the invoice. TAXES: Landscape Structures' list prices do not include applicable taxes, if any. WEIGHTS: Weights are approximate and may vary. DELIVERY: If delivery of the equipment is by common carrier, and there is damage or a shortage, notify the carrier at once and sign delivery documents provided by the carrier noting the damage or shortage. Most products are delivered on large pallets and will require a forklift or similar equipment to unload as a unit on the site. INSTALLATION: All playstructures and/or equipment are delivered unassembled and packaged with recyclable materials. For a list of factory -certified installers in your area, please contact your Landscape Structures playground consultant. SERVICE: We have knowledgeable, qualified playground consultants throughout the world who are available to help you before, during and after the sale. Landscape Structures has exclusive design software that features all of our parts and pieces in pull -down menus. With this software, your playground consultant can design a playground layout that meets not only your needs, but ASTM and CPSC standards as well. In addition, we have a full staff of NPSI-certified designers, along with 2D and 3D drawing capabilities and custom capabilities to assist you with your playground plans. RETURN POLICY: As an indication of our commitment to our customers, Landscape Structures will accept returns of new structures and/or new equipment purchased within 60 days of the original invoice date. Advance notification is necessary to ensure proper credit. Parts not included in this return policy are custom parts (including PlayShaper® posts), as well as used or damaged parts. A 20% restock fee plus all return freight charges will apply to all product returns. NOTE: All parts are subject to inspection upon return. Parts returned damaged may not receive a full credit. For this reason, it is important that all returned parts are property packaged to prevent damage while in transit. PRODUCT CHANGES: Because of our commitment to safety, innovation, and value, we reserve the right to change specifications at any time. PLEASE CONTACT US AT: Landscape Structures Inc. 601 7th St. South Delano, MN 55328-8605 888.438.6574 (inside the US.A.) 763.972,5200 (outside the USA.) playlsi.com A& landscape structures" 601 7th Street South • Delano, MN 55328-8605 • 888.438.6574 • 763.972.5200 • Fax 763.972.3185 • playlsi.com 8253306 ©2019 Landscape Structures Inc Printed in the U.S.A. All rights reserved. #765-2114 13 This Page Left Blank Intentionally 14 SUBJECT: 2020 HUMAN SERVICES COMMISSION WORK PLAN POLICY QUESTION: Should the Council approve the 2020 Human Services Commission Work Plan? COMMITTEE: Parks, Recreation, Human Services, and Public Safety MEETING DATE: March 10, 2020 CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Sarah Brid eford, Community Services Manager DEPT: Community Development ........ ........ .............. ......I............ g.........._.... ..... ... __ .......... ...... ......... ......... ............... .... ......... .................. Attachments: 1. 2020 Human Services Commission Work Plan. Options Considered: 1. Approve the proposed 2020 Human Services Commission Work Plan. 2. Do not approve proposed 2020 Human Services Commission Work Plan and provide direction to staff. .........._______ .................____ MAYOR'S RECOMMENDATION: Option 1. MAYOR APPROVAL DIRECTOR APPROVAL: ® 2 7?/Zo z 16 initial Date COMMITTEE RECOMMENDATION: I move to forward the proposed 2020 Human Services Commission Work Plan to the March 17, 2020 consent agenda for approval. Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move approval of the proposed 2020 Human Services Commission Work Plan. " (BELOW TO BE COMPLETED BY CITY CLERK'S OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL # ❑ DENIED First reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinances only) ORDINANCE # REVISED - 4/2019 RESOLUTION # 15 0 0 0 0 0 0 0 0 0 .14 0 0 0 0 o 0 0 0 U U 0 U U U U Q? Old -'d 0 0 u u ca U 0 o U O Q 0 ° C7 o w , 0 xCM a v) Q 0 0 a 0 U a 0 N a d o c� C3 x w U U (-� cn �. � �i N Q d �° a U U O •-� �! - n V -C N Q LU" C6 CT a U a 06 Q� o � HUMAN SERVICES COMMISSION 2020 WORK PROGRAM 1. 2019 CAPER The Consolidated Annual Performance and Evaluation Report (CAPER) documents performance on the activities and projects undertaken and completed in the previous program year under the CDBG program. The CAPER is completed and submitted to HUD not later than March 31. The Commission will hold a public hearing and make recommendations to City Council at the February meeting. 2. Prepare for the HSGF/CDBG Public Services Grant Process The Commission will review the HSGF/CDBG Public Services Rating Tool. Recommended changes will be incorporated. The Commission will participate in trainings to be prepared to evaluate applications. 3. Program Update Commission will review quarterly performance and program updates. Updates will include a snapshot of services provided via the Human Services General Fund grants. 4. Review HSGF/CDBG Public Services Applications Commission will review and evaluate complete, on -time applications for the City's Human Services General Fund and Community Development Block Grant (CDBG) Public Services. 5. CDBG Capital Application Process The Commission will review all eligible applications. The Commission will make recommendations to City Council for consideration and action as part of the Con Plan approval process, which as noted above includes the 2020 Annual Action Plan. 6. Public Hearing for the 2021 Annual Action Plan The Commission will hold a public hearing on the 2021 Annual Action Plan for the Community Development Block Grant (CDBG) program. The Annual Action Plan will incorporate funding recommendations made by the Commission. 7. Agency Visits The Commission engages in site visits of agencies that are serving Federal Way residents, whether the programs are currently funded or not. Agency visits include presentations to the Commission at regular meetings and Commission visits to the agency offices. Agency visits help the Commission develop a deeper understanding of both the services provided by individual agencies and the human services delivery system as a whole. Commissioners 17 prioritize which programs they want to hear from or visit. Agency visits do not occur during the open grant application or grant evaluation periods. 8. Debrief HSGF/CDBG Public Services Grant Process The Commission will discuss the grant process including the questions included in the Common Application (SharelApp). The Commission may consider adding supplemental questions for the next funding cycle. 9. Debrief CDBG Capital Application Process The Commission will discuss the grant process and identify any potential questions or areas to be changed in future cycles. 10. Recommendations for 2019-2020 HSGF Grants to City Council Present funding recommendations for the Human Services General Fund grants to City Council. 11. Prepare the 2021 Human Services Commission Work Plan Commissioners work with staff to prepare the 2021 Human Services Commission Work Plan. M SUBJECT: 2020-2021 DIVERSITY COMMISSION WORK PLAN POLICY QUESTION: Should the Council approve the 2020-2021 Diversity Commission Work Plan? COMMITTEE: Parks, Recreation, Human Services, and Public Safety MEETING DATE: March 10, 2020 CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Sarah Bridgeford, Comm. Svc. Mir. DEPT: Community Services Attachments: 1.2020-2021 Diversity Commission Work Plan. Background: At their November 11, 2019, meeting the Diversity Commission voted to recommend approval of its 2020-2021 Work Plan. The plan outlines specific goals and activities that the Commission intends to follow to focus their annual efforts. The plan includes continuing a leadership role for the MLK Celebration, Flavor of Federal Way, and other established Commission projects. Options Considered: 1. Approve the proposed 2020-2021 Diversity Commission Work Plan. 2. Do not approve proposed 2020-2021 Diversity Commission Work Plan and provide direction to staff. MAYOR'S RECOMMENDATION: Option 1. MAYOR APPROVAL: u DIRECTOR APPROVAL: mmittC mcil Initial/Date Initial/Date Initial/Date COMMITTEE RECOMMENDATION: I move to forward the proposed 2020-2021 Diversity Commission Work Plan to the March 17, 2020 consent agenda for approval. Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move approval of the proposed 2020-2021 Diversity Commission Work Plan. " (BELOW TO BE COMPLETED BY CITY CLERK'S OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL # ❑ DENIED First reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinances only) ORDINANCE # REVISED - 4/2019 RESOLUTION # 19 City of Federal Way Diversity Commission City of Federal Way Diversity Commission 2020-2021 Work Plan 20 Diversity Commission 1 2020-2021 Work Plan I Page 1 of 5 City of Federal Way r `=' Diversity Commission OUR VALUES: 1) Helpfulness Expect commissioners to be willing to assist others and to help improve our community by: • Current commissioners provide welcoming one-on-one access for new commissioners through an initial meet and greet with new commissioners outside of official meeting; • Identifying team strengths and each other's passions; • Supporting community -oriented diversity programs through awareness and development. 2) Responsibility Maintain a high level of commissioner accountability to each other, the City government and to our diverse community through: • Civility; • Sharing the workload; • Transparency; • Mutual trusting that intent is genuine; • Verifying that commitments are fulfilled; • Listening and participating at community events and meetings; • Communication with the City's elected officials, as directed by City Ordinance. 3) Involvement Encourage high level of participation with others in decision -making and problem -solving: • Support involvement through attendance & participation in the Diversity Commission meetings and at Commission events; • Participate in subcommittees; • Encourage input during meetings through a philosophy that "no comment or idea is unimportant"; • Commissioners shall align their individual priorities to the Diversity Commission's mission. 4) Wisdom The Commission shall consider its larger context within Federal Way and the long-range impact on our community in making strategic decisions by: • Adventure and New Approach — take new risks that lead to better/redefined best practices; • External Resources — look to regional- and national -level environments for knowledge; • Community Awareness and Insight— intentionally seek an understanding of community concerns and community knowledge; • Commission Intelligence — seek added value within "us"- the Commission; • Mayor/Council Knowledge & Understanding — Communicating with elected officials, seeking their wisdom. 21 Diversity Commission 1 2020-2021 Work Plan I Page 2 of 5 City of Federal Way Diversity Commission OUR MISSION: To advise or support City government to ensure Federal Way is a community that is united amidst diversity, where everyone is equally respected, valued, needed, and cherished. Equality is not sameness; it is equivalent value. BRAND PROMISE: The Diversity Commission is dedicated to helping Federal Way become a city where all people have a feeling of belonging and sharing community, where there is equal access to information and resources for all, and where there are equal opportunities for all. TWO-YEAR STRATEGIC OBJECTIVES: The City of Federal Way Diversity Commission shall engage with Federal Way residents and businesses at the neighborhood level during the next two years. The intention is to build the Commission's knowledge about local and regional equity issues facing our city's residents. We will document this knowledge and use it to achieve our mission. 22 Diversity Commission 1 2020-2021 Work Plan I Page 3 of 5 City of Federal Way Diversity Commission City of Federal Way Diversity Commission 2020-2021 Work Plan 1) The Diversity Commission will gather input from the community regarding equity and diversity issues in the City; thus, building the Commission's understanding and focusing future work plans to address these issues. The commission shall partner with community groups and other orginizations to host community forums outside of scheduled Diversity Commission Meetings. In each case, the issues and suggestions shall be compiled and reported upon. • A sub -committee will be established to achieve this objective. • Commissioners will work with City staff, community groups, and other organizations to coordinate the logistics of the Forums, which includes the following: schedule venues, promote, and facilitate the Forums. • Commissioners will at least have one every six months, but not limited to two per year. • A basic set of general questions will be established to assist in guiding the conversation. The survey will allow the community to provide feedback on diversity and equity issues. • Outside of the structured fourms, the Commission will use community and city events to gather feedback from community members. • The Commission shall capture and compile the comments raised during each Forum. • The Commission will compile and evaluate all information gathered. • The Commission will develop a draft version of the Report of Findings, which summarizes the efforts, acknowledges the partnerships, draws conclusions (coupled with the basis for determination) concerning issues raised, and creates strategies and actions that the Diversity Commission could implement that would further the Commission's mission and address the issues raised. • The Commission and partner groups/organizations shall review the drafted Report of Findings and provide comment. • Forward the final report to the Mayor and the City Council for consideration. 2) The Diversity Commission will remain visible and relevant to all members of the community through its participation and/or sponsoring of events and activities that promote the mission and purpose of the commission. • Take a leadership role in the Martin Luther King Jr. Celebration, to be held in January 2020 and 2021. • Coordinate and participate in the Martin Luther King Jr. Food Drive (January). • Schedule and deliver the Federal Way Elementary School Book Drive, which includes the purchase of multi -cultural books that would be read to students by local leaders and volunteers (March). Investigate ways to align this effort with the digital platform that Federal Way Public Schools (FWPS) is implementing. • Participate in the Multi -Cultural Nights at schools and other local venues. • Coordinate or participate in a City-wide multi -cultural event that celebrates the community's cultural diversity. • Sponsor and partner with local community organizations. 23 Diversity Commission 1 2020-2021 Work Plan I Page 4 of 5 City of Federal Way Diversity Commission 3) The Diversity Commission will visit or invite to its meetings individuals, groups or organizations engaged in work the Commission is charged to carry out. • The Commission will provide time on their agenda for agency presentations and/or reports from Commissioners visiting an agency. 4) Provide time on the agenda for potential action or gain awareness on timely local, regional, state, and federal trends and activities pertaining to equity and diversity initiatives. • Receive briefings from Commissioners and/or the City staff on participation, activities, and actions taken while representing either the City of Federal Way or South King County. Convene a gathering of local and regional commissions whose mission aligns with the Diversity Commission, with the purpose of building relationships and gaining awareness of the diversity and equity work accomplished in the region. 24 Diversity Commission 1 2020-2021 Work Plan I Page 5 of 5 COUNCIL MEETING DATE: March 17, 2020 ITEM #: ....................... .........................................................................._.._._............................_........................... ..............._........._..........................._................................................................. ...................................... _ ... ......... __ ............... CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: 2019 PROGRAM YEAR CONSOLIDATED ANNUAL PERFORMANCE AND EVALUATION REPORT (CAPER) POLICY QUESTION: Should the City Council approve the 2018 Program Year Consolidated Annual Performance and Evaluation Report (CAPER)? COMMITTEE: Parks, Recreation, Human Services & Public Safety MEETING DATE: March 10, 2020 CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Sarah Bridgeford................................................................................................................................................................DEPT: Community Development ...............__..............................................................._........................._....-...................... ......................................... ............ .......... ..._.............._.................... ......... ...................... ............. ...... ......................... . Attachments: 1. Staff Report 2.2019 Consolidated Annual Performance and Evaluation Report Options Considered: 1. Approve the proposed 2019 Consolidated Annual Performance and Evaluation Report. 2. Do not approve the proposed 2019 Consolidated Annual Performance and Evaluation Report and provide direction to staff. MAYOR'S RECOMMENDATION: Option 1. MAYOR APPROVAL: vkQk., DIRECTOR APPROVAL: Z 27/ -7-OZO Copfnittee Courwil Initial/Date Initial/Date Initial/Date COMMITTEE RECOMMENDATION: I move to forward the proposed 2019 Consolidated Annual Performance and Evaluation Report to the March 17, 2020 consent agenda for approval. Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move approval of the proposed 2019 Consolidated Annual Performance and Evaluation Report. " (BELOW TO BE COMPLETED BY CITY CLERK'S OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL # El DENIED First reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinances only) ORDINANCE # REVISED - 4/2019 RESOLUTION # 27 CITY OF FEDERAL WAY MEMORANDUM DATE: February 25, 2020 TO: City Council Members VIA: Jim Ferrell, Mayor FROM: Sarah Bridgeford, Community Services Manager SUBJECT: 2019 Consolidated Annual Performance and Evaluation Financial Impacts: There is no cost to the City associated with the submittal of the 2019 Consolidated Annual Performance and Evaluation Report. Background Information: In 2011, the City of Federal Way became a Community Development Block Grant (CDBG) entitlement community and adopted its first Consolidated Plan for the 2012-2016 program year period. In August 2014, the City was informed by the U.S. Department of Housing & Urban Development (HUD) that the City should begin to plan for use of the CDBG funding with King County because the City is part of the HOME Consortium, which led to the adoption of a new Consolidated Plan for the 2015-2019 program year period. The Consolidated Annual Performance & Evaluation Report (CAPER) informs HUD on how the City utilized CDBG funds to meet various goals. The CAPER is required for each year of the Consolidated Plan program period. The 2018 CAPER is for the fourth program year of the Consolidated Plan program period. The Human Services Commission considered the 2019 CAPER at its regular meeting on Monday, February 24, 2020, and voted 8-0 to recommend approval of the CAPER. In 2019, the City expended $793,671 in CDBG funds to support entrepreneurs in developing their businesses, provide employment and education opportunities for residents, offer housing repairs to help residents keep their homes in safe, livable conditions, provide eviction prevention, and assist persons with disabilities in living independently. Over the course of the program year, 397 Federal Way residents benefited directly from the CDBG funds. CDBG funds supported: • five completed home repairs with three still in process; • eight business starts; • two business expansions; • technical assistance to 20 potential businesses; 28 Rev. 7/18 • the acquisition of a single-family home for transitional housing for families experiencing homelessness; • 221 persons with disabilities in accessing classes to help them live independently; • Homelessness prevention for 92 persons; • Employment training and placement services for 55 persons resulting in 38 job placements; and • Critical care for two drug -exposed infants. 29 Rev. 7/18 m W T O s? a t O O bn Z3 O L m 0-0 N a) Ln 5 Q1 X (3) C � fd m CL O ° :N1 a U � o � Q- v CL) c 3 C m co Q m 3 Lf� V) -a e-4 O v m ++ U 3 V E w m O i o bn O O L H -a O m M = -�; cu M E o °bn E cu m V 0 �.> o u bG u Q O y �o t al -- a m N m ai -a E L L O on 4-1CA a) a) 4O , O 0�=� u m ° Cc E E L O 4-m �° M 7 N m } U M Ln m 3 ° ° V E 7 VV, O O 4 N O U L L L tw > o CL O t w0 i CL 3 V a a_� > a d B v m 4- i O Q. ,O O_ c °- n M0 O� vim Q1 f0 o E (6 to O a) U O X m O u GJ U O 30 a, u-L E a O N a u rn I E 3 on •r O L 00 v E u � t L x Ql LU I a m O — O y CL N u E GJ O a v � bo _ N u 00 Q cn a —i en a u � 'h0 CL ° � O w I of 0. 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The demographic breakdown is: • 60% of the population was White; • 20% of the population was Black or African American; • 4% of the population was Asian; • 1% of the population was American Indian/Alaskan Native; and • 3% of the population was Native Hawaiian or Other Pacific Islander. The racial categories listed above do not include all of the racial categories that are tracked by subrecipients in compliance with the racial categories that HUD requires programs to track. For example, programs track Other/Multi-racial, Black/African American AND White, etc. CAPER 5 OMB Control No: 2506-0117 (exp. 06/30/2018) 34 CR-15 - Resources and Investments 91.520(a) Identify the resources made available Source of Funds Source Resources Made Amount Expended Available During Program Year CDBG public - federal 145,732 793,671 General Fund public - local 536,000 536,000 Table 3 - Resources Made Avaiiaole Narrative The City expended about 55% of its available CDBG resources during the fifth program year of the consolidated plan (2019). The resources made available included program income. The City received the following program income during the program year: In 2013, the City utilized funds for a Microenterprise Business Loan program to expand economic opportunities. A loan of $18,500 was awarded to Universal Cartridge LLC for equipment purchase. During the 2019 program year, the City received loan payments totalling $4,830.93 including the final payment on the loan. These funds were used to support the City's CDBG program via funding of eligible activities. Identify the geographic distribution and location of investments Target Area Planned Percentage of Allocation Actual Percentage of Allocation Narrative Description Table 4 — Identify the geographic distribution ana iocanon or invesunenu Narrative Most of the City's CDBG funding during the Program Year was Citywide except for the following: • Code compliance, which focuses on block groups that have 51% or more low- and moderate - income residents, are primarily residential, and show signed of deterioriation; and • Highline's StartZone Program, which served residents from the Neighborhood Revitalization Strategy Area. CAPER 6 OMB Control No: 2506-0117 (exp. 06/30/2018) 35 Leveraging Explain how federal funds leveraged additional resources (private, state and local funds), including a description of how matching requirements were satisfied, as well as how any publicly owned land or property located within the jurisdiction that were used to address the needs identified in the plan. In addition to the City's general fund grants, the City was able to leverage $215,654.20 in private, state, and local resources. There is no publicly owned land or property located within the jurisdiction that was used to address the needs identified in the plan. CAPER OMB Control No: 2506-0117 (exp. 06/30/2018) 36 CR-20 - Affordable Housing 91.520(b) Evaluation of the jurisdiction's progress in providing affordable housing, including the number and types of families served, the number of extremely low-income, low-income, moderate -income, and middle -income persons served. One -Year Goal Actual Number of Homeless households to be provided affordable housing units 1 1 Number of Non -Homeless households to be provided affordable housing units 0 0 Number of Special -Needs households to be provided affordable housing units 0 0 Total 1 1 Table 5 — Number of Households One -Year Goal Actual Number of households supported through Rental Assistance 20 29 Number of households supported through The Production of New Units 0 0 Number of households supported through Rehab of Existing Units 98 5 Number of households supported through Acquisition of Existing Units 1 1 Total 119 35 Table 6 — Number of Households Supported Discuss the difference between goals and outcomes and problems encountered in meeting these goals. There is a planned rehab project with Multi -Service Center Villa Capri, an affordable housing complex. Due to unexpected cost increases and delays in contractor selection, the project is not slated to begin work until February or March of 2020, at which time the City expects to see accomplishment of this goal. CAPER 8 OMB Control No: 2506-0117 (exp. 06/30/2018) 37 Additionally, the City and Habitat for Humanity (a subrecipient), offer homeowner repair programs. Due to delays in receipt of the grant agreement and availability of funds, the City's repair program has several projects started in 2019 that are slated to complete in 2020. Habitat's program is restructing program income earned when homeowners repay the 0% interest loan. The start of the program was delayed as a result as the City works with Habitat on new legal documents to return the program income to the City. Discuss how these outcomes will impact future annual action plans. As the funds were allocated for the above projects and there is not a plan to provide additional funds for the delayed projects, there is no anticipated impact on future annual action plans. The City is committed to affordable housing opportunities for residents and will continue to invest in the preservation of existing housing. For CDBG, this is investment is especially for low -and moderate -income owner -occupied homes. The City will continue to work with agencies to ensure needed services are available and to seek out additional resources. In 2019, the City took advantage of a new revenue source made available by the Washington State Legislature authorizing cities to recapture a portion of the existing sales tax. This will generate revenue that can invest in the preservation or creation of affordable housing. Future CAPERS will include projects to address preservation of affordable housing and services to help residents remain in ,their housing. Include the number of extremely low-income, low-income, and moderate -income persons served by each activity where information on income by family size is required to determine the eligibility of the activity. Number of Households Served CDBG Actual HOME Actual Extremely Low-income 34 0 Low-income 0 0 Moderate -income 0 0 Total 34 0 Table 7 — Number of Households Served Narrative Information 100% of funds are used to support low- and moderate -income households. CAPER OMB Control No: 2506-0117 (exp. 06/30/2018) 38 CR-25 - Homeless and Other Special Needs 91.220(d, e); 91.320(d, e); 91.520(c) Evaluate the jurisdiction's progress in meeting its specific objectives for reducing and ending homelessness through: Reaching out to homeless persons (especially unsheltered persons) and assessing their individual needs The City invested $42,000 in outreach to persons experiencing homelessness through the City's Human Services General Fund (HSGF) supported projects. These projects included street outreach by mental health professionals and a community day center. Through these two services, 707 individuals received services. In addition, the City, including the Police Department, partners with currently unfunded outreach teams from two additional agencies to work with individuals to connect them to services. The City also funds and supports Crisis Connection's 2-1-1, which provides critical information and referral services, many of which are related to homelessness. While many residents call 2-1-1 directly, City staff also provide information on resources by telephone and in person when individuals request services. Staff talk with residents to assess their needs and make appropriate referrals to local nonprofits. Addressing the emergency shelter and transitional housing needs of homeless persons The City annually provides general funds to support a variety of human services programs. During the Program Year, the City expended $70,000 in general funds to programs providing shelter and transitional housing to 521 individuals and 214 households. This included 6,718 shelter bed nights, and 2,586 bed nights of transitional housing. The programs funded included Catholic Community Services Reach Out, Hospitality House, Kent Youth and Family Services Watson Manor, and Multi -Services Center Shelter and Transitional Housing. The City funded Mary's Place with $17,000 to help families experiencing homelessness avoid entering the shelter system by accessing housing. Additionally, the City coordinated and planned a severe weather shelter in partnership with churches, Catholic Community Services, service providers, and many residents to provide shelter during inclement weather. While it did not operate in 2019, the planning process to get the shelter ready to go took place during the program year. The City also received $100,000 from the State of Washington to support family shelter. $32,518 was used to support a feasibility study of siting a shelter in Federal Way. FUSION, a local nonprofit, completed the study on a potential site, of which they received additional funds from the State and King County to acquire. FUSION plans to open the shelter in 2020. The remainder of the funds, $67,482 was used to provide hotel stays to 15 families living on the streets and help them access services and housing. Despite operating for less than three months, 5 of the families were able to attain permanent housing. Helping low-income individuals and families avoid becoming homeless, especially extremely low-income individuals and families and those who are: likely to become homeless after CAPER 10 OMB Control No: 2506-0117 (exp. 06/30/2018) 39 being discharged from publicly funded institutions and systems of care (such as health care facilities, mental health facilities, foster care and other youth facilities, and corrections programs and institutions); and, receiving assistance from public or private agencies that address housing, health, social services, employment, education, or youth needs The City invested Human Services General Fund (HSGF) grants in three programs dedicated to providing financial assistance to help stabilize individuals and families and prevent them from becoming homeless. With $54,000, the three programs served 515 households with 1,551 individuals. Additionally, just under $32,000 of CDBG Public Services funding was used by the Multi -Service Center to stabilize households comprised of 92 individuals with rental assistance. While not as direct as rental and utility assistance, many programs funded by HSGF provide other types of services that can offset costs and increase stability for residents. These programs include childcare, afterschool programs, employment and education programs for youth and adults, counseling, legal assistance, food assistance, and many others. These services provide a critical safety net addressing the many and unique needs experienced across the community. Helping homeless persons (especially chronically homeless individuals and families, families with children, veterans and their families, and unaccompanied youth) make the transition to permanent housing and independent living, including shortening the period of time that individuals and families experience homelessness, facilitating access for homeless individuals and families to affordable housing units, and preventing individuals and families who were recently homeless from becoming homeless again All of the shelter services, day center services, transitional housing, and outreach services mentioned above work closely with persons experiencing homelessness to transition to permanent housing. The street outreach programs, day center services, and single adult shelters encounter many chronically homeless persons and strive to build relationships and trust with the individuals to facilitate service access. Services include case management, goal setting, moving to permanent housing, access to services such as counseling, substance abuse treatment, and referrals to address many other needs. The City funds a variety of services designed to work with different types of households experiencing homelessness including young mothers, individuals, and families. While rent assistance providers do not report on the number of households assisted that were previously homeless, their services are critical in preventing homelessness and likely reach at least some people who previously experienced homelessness. CAPER 11 OMB Control No: 2506-0117 (exp. 06/30/2018) 40 CR-30 - Public Housing 91.220(h); 91.320(j) Actions taken to address the needs of public housing The City is within the jurisdiction of the King County Housing Authority (KCHA). KCHA owns three public housing developments, one subsidized housing property, and two moderate -income apartment complexes, one of which was newly acquired in 2019. The City worked collaboratively to address the needs of public housing by advocating for and investing in affordable housing stock, providing supportive services to prevent homelessness (reducing the number of people who need to seek other housing options such as public housing), and staffing a number of committees that directed funds to organizations managing affordable housing stock. Actions taken to encourage public housing residents to become more involved in management and participate in homeownership King County Housing Authority (KCHA) actively works to increase resident involvement through a number of mechanisms to collect feedback and develop opportunities for residents. These efforts include the Resident Advisory Committee comprised of residents in a variety of KCHA programs. The Committee meets regularly to provide feedback to KCHA and input to develop better policies and procedures that impact residents. The Committeee meetings are open to the public. As a highly functioning entity that is separate from cities, KCHA does require or need city involement to increase resident involvement. The City is not in a position to directly impact resident involvement, but does seek partnership with KCHA to seek resident involvement on City projects. Actions taken to provide assistance to troubled PHAs King County Housing Authority (KCHA) is a high performing public housing authority (PHA) and not considered a troubled PHA. CAPER 12 OMB Control No: 2506-0117 (exp. 06/30/2018) 41 CR-35 - Other Actions 91.220(j)-(k); 91.320(i)-(j) Actions taken to remove or ameliorate the negative effects of public policies that serve as barriers to affordable housing such as land use controls, tax policies affecting land, zoning ordinances, building codes, fees and charges, growth limitations, and policies affecting the return on residential investment. 91.220 (j); 91.320 (i) The City is researching and analyzing several potential changes, however no action was taken in 2019. The City is continuing evaluation and discussion in 2020 and engaging in the development of a Housing Action Plan (HAP), including an assessment and development of strategies. The development of the HAP will include public outreach. Actions taken to address obstacles to meeting underserved needs. 91.220(k); 91.320(j) City staff have worked to support smaller, community based organizations with additional focus on organizations led by people of color. This includes the ongoing investment in the Parallell Application pilot. Additionally staff has engaged in the Governing for Racial Equity and Inclusion (GREI) and the quarterly regional consultation with refugee resettlement agencies. The focus of the groups ranges from direct services to policy level work and education. During the Program Year, the City utilized CDBG to fund three public services programs that meet the needs of underserved communities: • Inclusion Program received $29,000 to provide 221 persons with disabilities scholarships to take multiple life skills classes that prepare them to live independently; • Employment Services Program offered by Orion received $10,000 to assist three persons with disabilities with job readiness and placement assistance, all three of whom were placed in jobs by the end of the year; and • Pediatric Interim Care Center received $10,000 to provide health services to drug -exposed infants from Federal Way. Actions taken to reduce lead -based paint hazards. 91.220(k); 91.320(j) All housing rehabilitation projects complied with the lead -based paint requirements. As appropriate, City staff provided information concerning lead hazards to our project beneficiaries. We require subrecipients working on housing related capital projects comply with lead -based paint requirements and provide information to all tenants and homeowners impacted by their projects. Actions taken to reduce the number of poverty -level families. 91.220(k); 91.320(j) During the Program Year, the City provided $16,000 from HSGF to three programs providing employment and education programs designed to assist residents in increasing income and stability. The CAPER 13 OMB Control No: 2506-0117 (exp. 06/30/2018) 42 City also provided $30,848 for three public services programs that provide employment assistance and educational programs. Two of the programs underspent on funds, but met performance targets providing increased opportunity to residents to improve income. Highline Community College received $30,000 in CDBG funds to assist clients with technical assistance that resulted in one new business, one existing business, and eighteen potential businesses. Highline's program looked different this year and was provided to residents of the approved Neighborhood Revitalization Strategy Area (NRSA) in North Federal Way. The goal is to create economic opportunities for individuals in the community. The City continues to look for opportunities to partner with nonprofits and community organizations to apply for implementation grants to increase economic opportunity for its residents. This included the development of a legislative ask to pursue a feasibility study for a youth and young adult resource center that would help connect young people in Federal Way to educational and career opportunities. This addresses one need identified as youth in the community have lower educational attainment and engagement and lower rates of employment. Community Services staff presented at an economic development meeting on potential ways to partner with the City relating to the Community Reinvestment Act, seeking support for programs that focus on debt reduction, asset building, and career pathways so that residents can improve their economic situation and increase income. While not a mechanism of reducing the number of poverty -level families, the City continues to be dedicated to preserving affordable housing and providing stabilizing services such as rent assistance. Many projects funded with HSGF and CDBG preserve affordable housing orprovide rent and utility assistance to keep households in stable housing. Actions taken to develop institutional structure. 91.220(k); 91.320(j) City staff participated in a partnerhsip with the City of Kent to continue the Parallel Human Services application process for 2019-2020 awarding $15,000 per year. The opportunity is designed to address needs of and provide funding to organizations serving under -funded, under -represented, and under - served residents. City staff have participated in sub -regional conversations to address homelessness by addressing gaps in services in South King County. Actions taken to enhance coordination between public and private housing and social service agencies. 91.220(k); 91.320(j) The City is an active participant in the South County Human Services Planners (SKCHS) group. SKCHS is comprised of local planners, social service agencies, human services organizations, and public housing authority staff. The purpose of the group is to coordinate efforts to ensure relevant and culturally appropriate human services are made available to those most in need within the region. The City staff CAPER 14 OMB Control No: 2506-0117 (exp. 06/30/2018) 43 will continue involvement with the SKCHS to improve the coordination between public and private housing and social service agencies. The City coordinates housing services through its investment, communication, and networking with funded and non -funded organizations. City staff sit on a number of committees to coordinate, promote, develop services for people experiencing homelessness and address affordable housing. These efforts include the staff workgroup for the Affordable Housing Committee. CAPER 15 OMB Control No: 2506-0117 (exp. 06/30/2018) 44 CR-40 - Monitoring 91.220 and 91.230 Describe the standards and procedures used to monitor activities carried out in furtherance of the plan and used to ensure long-term compliance with requirements of the programs involved, including minority business outreach and the comprehensive planning requirements During the Program Year, all CDBG Public Services programs received desk monitoring and some had onsite monitoring. While most of the programs were meeting goals and maintaining required documentation, recommendations about processes were recommended as a result of the monitoring. There were no findings or reduction/elimination of sub -recipient funding as a result of the monitoring. Monitoring of all CDBG projects and activities was conducted on a frequent basis throughout the Program Year. The Public Services activities were monitored in terms of outcomes, goals, and supporting documentation. Reports were reviewed to ensure that contract targets were being met, demographic information was being collected, and expenditures were reviewed. The remote monitoring of invoices submitted for payment and quarterly reports did not reveal any instances of non-compliance. The City monitored every project as part of the City implemented Housing Repair Program. Every project file was thoroughly examined. Individual project sites were visited at the scope development phase and during various phases of construction. Citizen Participation Plan 91.105(d); 91.115(d) Describe the efforts to provide citizens with reasonable notice and an opportunity to comment on performance reports. The CAPER's Notice of Public Comment Period was advertised in the City's Newspaper of Record. Citizen comments and suggestions are being encouraged regarding development of the Program Year CAPER during the 30-day public comment period that began Friday, February 14, 2020 and will end Tuesday, March 17, 2020. Citizen comments were encouraged for submission via telephone, letters, email, in person, and mail. The draft CAPER was emailed to many agencies and community partners. A public hearing regarding the CAPER will be held at the February 24, 2020 Human Services Commission and the City Council meeting on March 17, 2020. The CAPER is posted on the City's website at www.cityoffederalway.com during the public comment period. A hard copy of the CAPER is made available at City Hall and both public libraries in Federal Way. CAPER 16 OMB Control No: 2506-0117 (exp. 06/30/2018) 45 No public comments were received to date. CR-45 - CDBG 91.520(c) Specify the nature of, and reasons for, any changes in the jurisdiction's program objectives and indications of how the jurisdiction would change its programs as a result of its experiences. There were no changes in the City's program objectives. The City does not anticipate major changes in programs. Does this Jurisdiction have any open Brownfields Economic Development Initiative (BEDI) grants? No [BEDI grantees] Describe accomplishments and program outcomes during the last year. CAPER 17 OMB Control No: 2506-0117 (exp. 06/30/2018) 46 CR-45 - CDBG 91.520(c) Specify the nature of, and reasons for, any changes in the jurisdiction's program objectives and indications of how the jurisdiction would change its programs as a result of its experiences. There were no changes in the City's program objectives. The City does not anticipate major changes in programs. Does this Jurisdiction have any open Brownfields Economic Development Initiative (BEDI) grants? No [BEDI grantees] Describe accomplishments and program outcomes during the last year. CAPER 18 OMB Control No: 2506-0117 (exp. 06/30/2018) 47 Office of Community Planning and Development DATE: 02-14-20 U.S. Department of Housing and Urban Development TIME: 11:05 Integrated Disbursement and Information System PAGE: 1 PR26 - CDBG Financial Summary Report Program Year 2019 FEDERAL WAY, WA PART I: SUMMARY OF CDBG RESOURCES 01 UNEXPENDED CDBG FUNDS AT END OF PREVIOUS PROGRAM YEAR 754,758.53 02 ENTITLEMENT GRANT 691,143.00 03 SURPLUS URBAN RENEWAL 0.00 04 SECTION 108 GUARANTEED LOAN FUNDS 0.00 05 CURRENT YEAR PROGRAM INCOME 4,830.93 O5a CURRENT YEAR SECTION 108 PROGRAM INCOME (FOR SI TYPE) 0.00 06 FUNDS RETURNED TO THE LINE -OF -CREDIT 555.90 06a FUNDS RETURNED TO THE LOCAL CDBG ACCOUNT 0.00 07 ADJUSTMENT TO COMPUTE TOTAL AVAILABLE 0.00 08 TOTAL AVAILABLE (SUM, LINES O1-07) 1,451,288.36 PART II: SUMMARY OF CDBG EXPENDITURES 09 DISBURSEMENTS OTHER THAN SECTION 108 REPAYMENTS AND PLANNING/ADMINISTRATION 446,028.86 10 ADJUSTMENT TO COMPUTE TOTAL AMOUNT SUBJECT TO LOW/MOD BENEFIT 0.00 11 AMOUNT SUBJECT TO LOW/MOD BENEFIT (LINE 09 + LINE 10) 446,028.86 12 DISBURSED IN IDIS FOR PLANNING/ADMINISTRATION 129,224.44 13 DISBURSED IN IDIS FOR SECTION 108 REPAYMENTS 218,417.22 14 ADJUSTMENT TO COMPUTE TOTAL EXPENDITURES 0.00 15 TOTAL EXPENDITURES (SUM, LINES 11-14) 793,670.52 16 UNEXPENDED BALANCE (LINE 08 - LINE 15) 657,617.84 PART III: LOWMOD BENEFIT THIS REPORTING PERIOD 17 EXPENDED FOR LOW/MOD HOUSING IN SPECIAL AREAS 0.00 18 EXPENDED FOR LOW/MOD MULTI -UNIT HOUSING 0.00 19 DISBURSED FOR OTHER LOW/MOD ACTIVITIES 446,028.86 20 ADJUSTMENT TO COMPUTE TOTAL LOW/MOD CREDIT 0.00 21 TOTAL tOW/MOD CREDIT (SUM, LINES 17-20) 446,028.86 22 PERCENT LOW/MOD CREDIT (LINE 21/LINE 11) 100.00% LOW/MOD BENEFIT FOR MULTI -YEAR CERTIFICATIONS 23 PROGRAM YEARS(PY)COVERED IN CERTIFICATION PY: PY: PY: 24 CUMULATIVE NET EXPENDITURES SUBJECT TO LOW/MOD BENEFIT CALCULATION 0.00 25 CUMULATIVE EXPENDITURES BENEFITING LOW/MOD PERSONS 0.00 26 PERCENT BENEFIT TO LOW/MOD PERSONS (LINE 25/LINE 24) 0.00% PART IV: PUBLIC SERVICE (PS) CAP CALCULATIONS 27 DISBURSED IN IDIS FOR PUBLIC SERVICES 95,551.00 28 PS UNLIQUIDATED OBLIGATIONS AT END OF CURRENT PROGRAM YEAR 0.00 29 PS UNLIQUIDATED OBLIGATIONS AT END OF PREVIOUS PROGRAM YEAR 0.00 30 ADJUSTMENT TO COMPUTE TOTAL PS OBLIGATIONS 0.00 31 TOTAL PS OBLIGATIONS (LINE 27 + LINE 28 - LINE 29 + LINE 30) 95,551.00 32 ENTITLEMENT GRANT 691,143.00 33 PRIOR YEAR PROGRAM INCOME 16,076.71 34 ADJUSTMENT TO COMPUTE TOTAL SUBJECT TO PS CAP 0.00 35 TOTAL SUBJECT TO PS CAP (SUM, LINES 32-34) 707,219.71 36 PERCENT FUNDS OBLIGATED FOR PS ACTIVITIES (LINE 31/LINE 35) 13.51% PART V: PLANNING AND ADMINISTRATION (PA) CAP 37 DISBURSED IN IDIS FOR PLANNING/ADMINISTRATION 129,224.44 38 PA UNLIQUIDATED OBLIGATIONS AT END OF CURRENT PROGRAM YEAR 0.00 39 PA UNLIQUIDATED OBLIGATIONS AT END OF PREVIOUS PROGRAM YEAR 25,000.00 40 ADJUSTMENT TO COMPUTE TOTAL PA OBLIGATIONS 0.00 41 TOTAL PA OBLIGATIONS (LINE 37 + LINE 38 - LINE 39 +LINE 40) 104,224.44 42 ENTITLEMENT GRANT 691,143.00 43 CURRENT YEAR PROGRAM INCOME 4,830.93 44 ADJUSTMENT TO COMPUTE TOTAL SUBJECT TO PA CAP 0.00 45 TOTAL SUBJECT TO PA CAP (SUM, LINES 42-44) 695,973.93 46 PERCENT FUNDS OBLIGATED FOR PA ACTIVITIES (LINE 41/LINE 45) 14.98% LINE 17 DETAIL: ACTIVITIES TO CONSIDER IN DETERMINING THE AMOUNT TO ENTER ON LINE 17 Report returned no data. LINE 18 DETAIL: ACTIVITIES TO CONSIDER IN DETERMINING THE AMOUNT TO ENTER ON LINE 18 Report returned no data. LINE 19 DETAIL: ACTIVITIES INCLUDED IN THE COMPUTATION OF LINE 19 Plan Year IDIS Project IDIS Activity V OUCner Activity Name Matrix _ __ maiuonal ,,,.:_a:.._ Drawn Amount 2018 13 190 6318541 FUSION Transitional Housing 2018 011 LMC $150,000.00 O3 Matrix Code $150,000.00 2019 3 182 6345844 Federal Way Community Center Inclusion Program 05B LMC $29,000.00 O5B Matrix Code $29,000.00 2019 5 180 6345840 MSC Youth Employment and Education Services 05H LMC $6,680.90 2019 6 183 6345841 Orion Employment Services Program 05H LMC $10,000.00 2019 9 185 6345829 ANEW Employment Services 05H LMC $8,583.00 05H Matrix Code $25,263.90 2019 7 181 6345822 PICC Infant Withdrawal Program 05M LMC $10,000.00 OSM Matrix Code $10,000.00 2019 8 184 6345843 MSC Rental Assistance 05Q LMC $31,287.10 OSQ Matrix Code $31,287.10 2018 1 168 6250093 Housing Repair Program 14A LMH $25,930.78 2018 1 168 6260382 Housing Repair Program 14A LMH ($555.90) 2018 1 168 6291278 Housing Repair Program 14A LMH $4,992.90 2019 1 191 6345890 Housing Repair Program 14A LMH $64,110.08 14A Matrix Code $94,477.86 2019 4 179 6345833 Code Compliance 15 LMA $76,000.00 15 Matrix Code $76,000.00 2019 10 186 6345887 Highline Business Development Programs 18C LMC $30,000.00 18C Matrix Code $30,000.00 Total $446,028.86 LINE 27 DETAIL: ACTIVITIES INCLUDED IN THE COMPUTATION OF LINE 27 Plan Year IDIS Project IDIS Activity roucner Activity Name matrix waoonai Drawn Amount 2019 3 182 6345844 Federal Way Community Center Inclusion Program 05B LMC $29,000.00 O5B Matrix Code $29,000.00 2019 5 180 6345840 MSC Youth Employment and Education Services 05H LMC $6,680.90 2019 6 183 6345841 Orion Employment Services Program 05H LMC $10,000.00 2019 9 185 6345829 ANEW Employment Services 05H LMC $8,583.00 05H Matrix Code $25,263.90 2019 7 181 6345822 PICC Infant Withdrawal Program 05M LMC $10,000.00 05M Matrix Code $10,000.00 2019 8 184 6345843 MSC Rental Assistance 05Q LMC $31,287.10 05Q Matrix Code $31,287.10 $95,551.00 Total LINE 37 DETAIL: ACTIVITIES INCLUDED IN THE COMPUTATION OF LINE 37 Plan Year %DIS Project IDIS Activity voucner Activity Name rracnx nauonai Drawn Amount 2018 2 169 6265058 Planning & Administration 21A $25,000.00 2019 2 178 6318518 Planning & Administration 21A $76,192.14 2019 2 178 6345831 Planning & Administration 21A $28,032.30 21A Matrix Code $129,224.44 Total E,R ;1LY,LL4.44