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PRHSPSC MINS 03-10-2020City of Federal Way City Council PARKS, RECREATION HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday March 10, 2020 5:00 P.M. SUMMARY Committee Members in Attendance: Chair Kochmar and Committee member Assefa-Dawson Excused: Committee member Baruso Council Members in Attendance: Council President Honda and Council member Koppang Staff Members in Attendance: Eric Rhoades, Assistant City Attorney, Ray Gross, Emergency Manager, Steve Ikerd, Parks Deputy Director, Jason Gerwen, Parks & Facilities Manager, 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 5:00pm Public Comment: None Chair Kochmar motioned to amend the agenda to add a presentation by Ray Gross on the Coronavirus as item G. Committee member Assefa-Dawson seconded. Motion passed. BUSINESS ITEMS Approval of Minutes Committee member Assefa-Dawson motioned to approve the February 11, 2020 minutes as written. 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 February 2020. 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 was up and total gross food and beverage revenue was down in 2020. The Theater and the Event space rentals were also reviewed. Chair Kochmar asked for more detailed information on revenues and expenditures. Staff Gressett stated that they will be at the upcoming FEDRAC meeting and there will be information on the 2019 yearly and the 2020 monthly financials. It will show a total overall net income or loss. Chair Kochmar also asked to have the revenue and expenditures broken down for each event. Staff Gressett answered that they can bring that information to the FEDRAC meeting and more in-depth reports will be provided. Council President Honda asked for an update on naming rights. Mr. Hoffman answered that there is nothing new to report at this time. Their goal is to have more events and have more people in the building so there is a bigger return on the investment for the potential naming right partners. She also expressed her concern regarding the landscape around the public art. Staff met with the Arts Commission and they have developed a plan for the landscape. Mirror Lake Playaround Equipment Replacement Staff Gerwen reviewed the scope of the work and the location of the new playground. The play equipment includes a double racing zip line and a reflection swing. The reflection swing has shown developmental capabilities for autistic children and people with special needs. The equipment meets all of the ADA standard requirements. Staff Gerwen noted that the agenda bill included in the packet has the wrong amount; the correct amount is $109,997.57 which includes a 10% contingency. The correct K:\PRHSPS Committee\2020\03-10-2020 Minutes.doc 3 PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday, March 10, 2020 Summary Page 2 amount is reflected in the staff memo. Committee member Assefa-Dawson moved to forward option 1 to the March 17, 2020 full Council consent agenda for approval. Chair Kochmar seconded. Motion passed. Council member Koppang arrived. 2020 Human Services Commission Work Plan Staff Bridgeford presented the background information. The 2020 Annual Work Plan focuses on the two bodies of work that the commission oversees and makes recommendations to the Council. Those two bodies of work are the Human Services general fund and the Community Development Block Grant (CDBG) funds. 2020 will be largely focused on the evaluation of grants for the 2021 through 2022 Human Services general fund grants as well as the CDBG public services for that same time period Committee member Assefa-Dawson moved to forward the proposed 2020 Human Services Commission Work Plan to the March 17, 2020 full Council consent agenda for approval. Chair Kochmar seconded. Motion passed. 2020-2021 Diversity Commission Work Plan Staff Bridgeford presented the background information. The 2020-2021 Work Plan has been broken down into four different categories: 1. Gather input that will guide the work. 2. Have a visible and relevant presence in the community. 3. Visit and/or invite groups to its meetings. 4. Seeking and responding to potential actions. All of these serve the mission of the commission. Committee member Assefa-Dawson moved to forward the proposed 2020-2021 Diversity Commission Work Plan to the March 17, 2020 full Council consent agenda for approval. Chair Kochmar seconded. Motion passed. 2019 Proaram Year Consolidated Annual Performanceand Evaluation Report (CAPER) Staff Bridgeford presented the background information. This pertains to the CDBG program. This is a report that reports to the US Department of Housing & Urban Development (HUD) on the annual accomplishments that the City achieved using the CDBG funds. The CDBG program works to provide decent housing, suitable living environments and to create economic opportunities. The city expended $793,671.00. The majority of the funds were used to assist low to very low income persons. Over the course of the year, 397 Federal Way residents benefited directly from the CDBG funds. Committee member Assefa-Dawson moved to forward the proposed 2019 Consolidated Annual Performance and Evaluation Report to the March 17, 2020 full Council consent agenda for approval. Chair Kochmar seconded. Motion passed. Coronavirus Update Staff Gross gave an update on the actions that the City has taken. It's still a very fluid situation. The city has proclaimed a State of Emergency; this will allow the city to make emergency purchases. FEMA has also provided some guidance on cost tracking, there is a possibility that some of these costs can be recovered. The Parks & Recreation department is tracking revenues lost due to cancelled programs and rentals. The city has also established an Outbreak Advisory Team that's comprised of Management Team and other key staff members. One of the top priorities is ensuring that homeless people are factored into our planning. The key focus is ensuring timely and accurate press releases, keeping the community informed and up to date, ensuring that the safety of the community residents and city staff are a top priority. They have also completed their continuity of operation planning which consists of identifying key personnel and leadership positions as well as identifying essential services that each department has been tasked with. The legal department is developing a quarantine policy and there has also been discussion on what constitutes an essential meeting vs. a non -essential meeting. Discussion continued and the Committee members and Council members asked Staff Gross questions regarding various topics 4 PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday, March 10, 2020 Summary Page 3 such as the Senior Lunch program, Meals on Wheels, emergency purchases, increased janitorial services for City facilities and the definition of Emergency Powers. Council President Honda requested that the Council is informed of any new information prior to informing the public. NEXT REGULAR MEETING April 14, 2020 ADJOURNMENT Meeting adjourned at 7:01p.m.