Parks Comm PKT 01-05-2006 •
CITY OF FEDERAL WAY
PARKS, RECREATION AND CULTURAL SERVICES
PARKS AND RECREATION COMMISSION
Thursday, January 5, 2006 Hylebos Conference Room
6:00 p.m. City Hall
AGENDA
I. Public Forum
II. Approval of Minutes
III. Commission Business
IV. Staff Reports
A. Community Center Support Drive and Update Howitt /Sanders
B. Parks and Recreation Open Space Plan Sanders
C. Lake Killarney Parking Lot Closure Update Ikerd
D. Dumas Bay Park Update Ikerd
E. Summary of Earth Day and Other Volunteer Events Ikerd
F. Sample Adopt -A -Park and Stewardship Policies Hanson
G. Special Event Permit Policies Hanson
V. Pending Items
A. Park Signs — Categories of Signs and Rules
B. Commission Orientation/Impact Fee Update - February
VI. PRHSPS Council Committee Meeting
Monday, January 23, 2006 at 6:00 p.m. in Hylebos Conference Room
VII. Next Meeting /Agenda Items
VIII. Adjournment
NEXT MEETING IS FEBRUARY 2, 2006
. .
CITY OF FEDERAL WAY
PARKS, RECREATION AND CULTURAL SERVICE
PARKS AND RECREATION COMMISSION
Thursday, December 1, 2005 Hylebos Conference Room
6:00 p.m. City Hall
MINUTES
Chair Purdom called the meeting to order at 6:00 p.m.
Present: Chair C. T. Purdom, Vice Chair George Pfeiffer, Don Dennis, Joel Howitt, Fred Konkell, Marie
Sciacqua and David Talcott.
Excused: Ade Bright. Unexcused: Cindy Dodge, Tom Medhurst.
Staff: PRCS Director Donna Hanson, Parks and Facilities Manager Steve Ikerd, Parks Planning and
Development Coordinator B. Sanders.
Pfeiffer moved: Konkell seconded motion to approve the November meeting minutes as written. Motion
passed unanimously.
No public forum.
COMMISSION BUSINESS
All City Clean -Up — Chair Purdom inquired on the status of the Clean -Up and asked if that referred to parks
only within the City. Discussion followed with Superintendent Ikerd stating that Earth Day and Arbor Day
will be combined and celebrated on April 22, 2006. Council member Burbidge originally brought the idea to
the commission. Chair Purdom said the commission needs clarification on what she envisions for this event
before pursuing. Purdom suggested information on stewardship programs and "Adopt -A- Park" programs.
Director Hanson will provide information on programs from other cities.
Thompson Property Re- Naming — Commissioners Howitt, Konkell and Dennis gathered extensive
information and recommended three names — Cascade, Colonial or Sunset Park. After group discussion,
Konkell moved; Dennis seconded motion to recommend to the Council Committee to rename Thompson
Property, Cascade Park. Motion passed with a majority vote of four in favor and three opposed.
Community Center Support Drive — Howitt reported that the first campaign event was poorly attended. One
major contribution came in after the event for $5,000. Commissioners were impressed and appreciative of
the donated hors d'oeuvres from Metropolitan Market.
STAFF REPORTS
French Lake /Grandview Agreement — Director Hanson reported that the agreement with Grandview
terminated in late 2004 with no contract extension. The City has continued support with staff working
occasionally but is not obligated with the one -year contract expired.
Field Signs/No Dogs — Superintendent Ikerd referred to the Parks Ordinance on pets not being allowed 011
swimming beaches, play areas in any park or any park building. He distributed examples of signs to
commissioners for review. Discussion followed on the necessity of the 30' guideline around athletic fields to
keep animal waste away from spectators as well as players. Hanson would like to see all parks signage
uniform and all stating the same rules from park to park.
2006 Work Plan — Konkell moved: Talcott seconded motion to approve the DRAFT 2006 Work Plan.
Motion carried unanimously.
Parks and Recreation Open Space Plan — Parks Planning and Development Coordinator Sanders reported that
after an exhaustive procedure, a decision and offer was made to one of the consulting firms, AHBL in
Tacoma, for the Parks and Recreation Open Space Plan. The principal from the firm will be Len Zickler.
• •
Parks and Recreation Commission, December 1, 2005 Page 2
Commissioners and staff discussed Special Event Permit Policies concerning event fees vs. fees charged to
cover maintenance staff and support, City sponsorship requests in lieu of fees, etc. Pfeiffer said he thinks
charges associated with the permit should be contingent on what it costs the City for the support rather than
the small base fee that does not pay for staff support, clean -up, supplies, extended hours. Director Hanson
said the current permit application reads the PRCS Director has authority to waive fees. She said when gate
fees are accessed, a portion is paid to the City because paid participants determine them. The base fees can
be waived at Director discretion if they are a 501c non -profit organization. Chair Purdom asked for
information on the permit base fees to review.
NEXT MEETING /AGENDA
Community Center Update Parks and Recreation Open Space Plan
Dumas Bay Park Update Lake Killarney Parking Lot Closure
Special Event Permit Policies Earth Day & Volunteer Events
Adopt -A- Park/Stewardship Policies
PENDING ITEMS
Commission Orientation/Impact Fee Update Park Signs Categories
ADJOURNMENT
Chair Purdom adjourned the meeting at 8:16 p.m.
CITY OF CO unity Center
F e d eSI W ay t Report for tatus Re
• p
November 2005
Financial
1 $15,000,000 — - - -- - -- .
1 $14,000,000 I 11.11=1MI Change Ord ers Project Totals - -- - - --
j ' Total Hard Cost Budget $16,723,150
$13,000,000 ! ® Base Contract Total Soft Cost Budget $ 3,855,301
$12'000'000 0 Total Project Budget $20,578,451 A S -curve 4,
$11.000,000 1%T0 .. •...;.2 = 1, t,.w ^ I. r, -- _ —
$10,000,000 _ - -- - - ... _..,.... ,- -... _. -- - -__ _. ___ - _. -_. _. -._- _.__.. .___ r _. .-. -
$9,000.000 - - -_ -. -..._ _ _.. __ - -_.
$8.000,000 ;‘.: Hard Costs - - -. ._ __- -. - -- _ _ .- --- - - -..
$7.000.000 l ' Construction Contract $15,441,984
Change Orders to Date $ 34,715
$6.000,000 E Total Committed $15,479,699 Soft Costs
$5,000,000 ' ; Contingency Balance , $ x,246,451 (7.5%) Committed $3,681,532
$4,000,000 1 Total Budget $16,723,150 Contingency $ 173,769 (4.5 %)
l':< Invoiced /Paid to date $931,923;, Total Budgeted $3,855,301
$3,000,000 i ,
.k ,.,7:117Fc, r.l Invoiced /Paid $2,391,183
$2.000.000 _" -- — -- --
_ s a
$1.000.000 - - - -- ._- -._ -- --- _._ - _+ - -�,- - - - - -- T .:- - - - - - -
$0 . .... . - _
38595 38625 38656 38686 38717 38748 38776 38807 38837 38868 38898 38929 38960 38990 39021 39051
Schedule:
Notice to Proceed: 7/8/2005 Substantial Completion: 11 /19/2006
AREA 2005 6
C..plete J il t . Ra s .4 Mah Dec I Jaa Feb Mar i Apr ; Mai J e 20o J I Aeg I Asti Oct Nov ; Dec
SITEWORK 14 °:0 :::::::: ' ; t ;
GYMNASIUM 9% : , ,,t l r z 4 a , <
COMMUNITY WING _ 0% ; c i ::: ::: ::::_: ' 1 ; ... , , .. »
NATATORIUM
Pool 10°ro ::::::;::: : �: ..' , a :: -
Administrative 4 : , �_ . ? ` -
Offices'
__ . -
Mezzanine iro
Executive Summary Issues
Absher Construction has completed during this period Issues that have been resolved by the Project Team:
the following: installed the temporary electrical 1. Documentation and approval of electrical
service, completed backfilling of the retaining walls easement for permanent power.
on the east and north sides of the site, placed
footings in the gym and administrative areas, 2. Issue change orders for PVC piping
excavated the lap pool and installed drain piping, escalation as a result of hurricane Katrina.
finish graded the building pad and parking lot areas,
installed approximately 60% of the sanitary and 3. Successful project indoctrination of new
storm systems in 333r installation of the fire line construction administrator Greg Ransom.
around the building, formed grade beams in the gym 4. Successful pre - installation meeting for the
area, completed a majority of the steel shop drawings swimming pool work — attended by all
for the delivery of steel and completed backfilling of subcontractors and sub - consultants
the detention vault.
Work scheduled in December is as follows: 5. Transfer of project documentation from a
completion of water /storm /sanitary systems, manual method to the Prolog website
complete the complete excavation of all footings and provided by Absher Construction
pool areas, place all footings in the community wing,
continue placement lower slab areas in pool
mechanical spaces, excavate leisure pool, and
form /place footings and grade beams.
HEERY
I tAEMORANDUM
Parks, Recreation & Cultural Services
City of Federal Way
To: Donna Hanson, PRCS Director
From: Steve Ikerd, Parks & Facilities Manager
Date: 12/19/2005
RE: Lake Killarney Park status report
History: The entrance gate to the parking lot was locked to vehicle access in April, 2005
after many reports from staff, police, patrons and neighbors stating there was a significant
amount of illegal activities occurring within the parking lot. The complaints included but were
not limited to drug related activities, late night parties and illegal dumping. These activities
had a negative effect on city resources and relationships with the neighboring homeowners
and businesses. The parking lot is in a concealed area of the park well off the road and can
only accommodate 3 vehicles.
Current: I visited the Park on September 21 and found it to be very clean and currently
receiving routine maintenance. Staff visits the Park once a week to pick up trash, garbage
and mow as needed. They report that there has been no more illegal dumping since the
gates were closed and to our knowledge all other illegal activities which occurred in the
parking lot have also ceased. The only negative observation made by staff is that the
garbage can by the lake front occasionally has numerous beer bottles in it. I have not
received any complaints from neighbors, patrons or businesses since I was assigned to all
park maintenance in July of 2005. In addition, I have not received any request to re -open
the parking lot.
Options:
A — My recommendation is to continue with current practice and evaluate it when a full year
has been completed. It seems to be functioning well as a neighborhood park without
parking. This Park has a lot of natural resources with very large native trees, wetlands,
lakefront and its primary user is walkers, lunch groups and picnics.
B — Should a time come when there is a desire to re -open the parking lot we could re -visit
an opening and closing schedule for the gate. There is staff time and a cost associated with
this practice and it can become very problematic by users not removing their vehicle by the
posted closing time. FYI — only 4 of 18 neighborhood parks have parking lots: Dumas Bay
Park, Lake Killarney, Palisades and French Lake Park.
C — Raise the limbs and remove brush to allow better site lines into the park. This could be
done but it would still be hard to see into the parking lot as the site line into the park is on a
curve in the road. Most drivers would be concentrating on negotiating the curve and not on
any parking lot activity.
D — If parking is determined to be a desired feature for this neighborhood park then it may
be worth investigating if code would allow for 3 - 4 stalls to be installed next to the road and
abandoned the interior lot completely.
PO Box 9718 Federal Way, WA 98063 253.835 -6911
www.cityoffederalway.com
• •
Dumas Bay g
Park - On site meeting 12-6-05
• Present for the mtg: Steve Shrantz,
Steve Ikerd, David Leider - FW Parks Dept
1. Repair broken traffic control device
• Park Dept will order new parts and experiment with the effectiveness.
• Also will order a traffic device warning sign to place at the exit.
2. Hours of operation: post time
• Ordinance states: from dawn to dusk.
• Relocate signs to be more visible and investigate a method to post:
"Park open from dawn to dusk" on the entry gate.
3. Add additional garbage can
• It was decided that the primary need is during the peak summer months
so staff will monitor and increase capacity as needed.
4. Install a new Sanctuary sign
• The Parks Commission and Park Dept have on their 2006 work plan to
evaluate and standardize all Park signage as there are several styles and
old logos in the city system. Dumas Bay Park will be evaluated through
this process. This could take most of the 2006 year before the new sign
program is approved, quotes obtained and installation occurs.
• Park Staff will investigate the cost of temporary signs to improve the
information on the current metal signs and install them as budget and
time allows.
•
5. Add security lighting
• Park staff to view the site at night and investigate options for a future
discussion. Options may include; removing a willow tree that is in poor
shape which is blocking the existing street light, checking with PSE on
the cost of relocation or addition of another light?
Investigate the cost and effectiveness of a solar light in the parking lot?
6. Add bollards to trail entry
• It was decided that the primary need is to keep motorcycles from driving
down to the beach. Additional bollards would not solve this issue, so the
Parks Dept will design a new gate to add back on to the existing wooden
maze gate system. A goal for this action will be by February of 06 as
there is custom work involved and ADA requirements need to be
researched. It was noted that should the neighboring lot be developed
this gate system and Park entry could change from the current
configuration.
7. Re- install Park boundary markers on the beach
• Park staff has 6 boundary markers they will set in plastic buckets with
concrete and replace the old makers at low tide. Anticipate completion no
later then early Jan 2006. Maintenance on the two wood post will also
be entered into the Park work order system to be completed as weather
and temperatures allow for new paint.
411 4 J AA,C.
CITY OF FEDERAL WAY
PARKS, RECREATION AND CULTURAL SERVICES DEPARTMENT
SPECIAL EVENTS PERMIT
A Special Event Permit is required for any community, special or private event not sponsored by
the City that requires other than routine use of any park or outdoor facility. Examples of such
events include, but are not limited to, outdoor weddings and receptions, Eer Egg Hunts, Fun
Runs and athletic tournaments. Special Event Permits are available on a first -come, first - served
basis and must be obtained in person from the City of Federal Way Parks Maintenance Division.
The following fees have been established:
1. Special Event — Base Fee
Size of Group Fee
50 or less $50 up to 4 hours including set -up and clean -up
51 -150 $100 up to 4 hours including set -up and clean -up
150 — more $150 up to 4 hours including set -up and clean -up
Special Event — Additional Hours Fee
Size of Group Fee
50 or less $15 for each additional hour
51 -151 $25 for each additional hour
150 — more $40 for each additional hour
2. Admissions/Revenue
When admission is charged or when an event generates revenue, 20% of the total gate
admission or event revenues shall be paid to the City. This percentage of revenue paid
to the City is in addition to the Special Event Permit fee. A certified statement of total
gate admissions or revenues, along with the 20% payment must be submitted within 20
days of the conclusion of the event. Non - profit agencies must provide a copy of their
"501 -C3" non -profit determination to be exempt from this requirement.
3. Damage Deposit
At the City's sole discretion, a bond or cash deposit may be required as security for
potential property damage or when an event requires special services by City staff. The
amount of the bond or deposit will be determined by the City based upon past City
experience, and the type, location, and size of the event.
4. Additional Charges
Charges for additional services and /or equipment in relation to the event may be
imposed at the discretion of the City. These fees shall be due upon issuance of the
permit, or where charges are estimates only, billed at the.conclusion of the event.
I:Reports:Parks:Special Events Permit •
• •
Refund s /Cancel lation s /Transfers
All requests for cancellations, refunds and transfers must be made in writing. Refunds will not
be given for cancellations made 14 days (or less) prior to the scheduled event date. Written
notice of cancellation received 14 days or more prior to the event date, entitles applicant to a
50% refund. Transfer of event dates will be accepted when 14 days or more advance notice is
provided. A $10 administrative fee will be charged for each transfer request. Please allow 30
days for refund to be processed. If the City rejects the request or if for any unforeseen
circumstance the City must cancel the event, a full refund will be granted. Refunds will not be
given due to inclement weather.
General Information
Insurance
At the City's sole discretion, a certificate showing comprehensive general liability insurance
coverage for the proposed event may be required prior to approval of a Special Use Permit.
Certificates of insurance must show a combined single limit of not less than $2,000,000.00 for
bodily injury and personal damage liability and must name the City as an additional insured.
Approval Authority
All Special Event Permits are subject to relevant Federal, State and City ordinances and to City
of Federal Way park regulations. Copies of city ordinances are available on request. Special
Event Permits shall be approved through the Parks Maintenance Division, by the Director of
Parks, Recreation and Cultural Services. It is the responsibility of the applicant to obtain all
other necessary permits and licenses required for the desired event.
Miscellaneous
Special Event Permit requests will be accepted at any time, up to 12 months in advance of the
requested event date. All Special Event related fees, MUST be paid in full once applicant is
notified that the permit request has been approved. Issuance of permit is subject to approval by
the Department Director and may take 10 -20 days to process. Due to unforeseen circumstances,
the City reserves the right to relocate, transfer and /or cancel the Special Event Permit. Every
effort will be made to provide as much advance notification as possible.
I:Reports:Parks:Special Events Permit
. •
CITY OF FEDERAL WAY
PARKS, RECREATION & CULTURAL SERVICES DEPARTMENT
SPECIAL EVENTS PERMIT
REQUEST FORM
Date:
Name of Organization:
Person in Charge: Title:
Address: City: Zip:
Home Phone: Business Phone:
E -Mail Address:
Person in charge at event: Title:
Address: City: Zip:
Home Phone: Business Phone:
E -Mail Address:
Park Area/Outdoor Facility Requested (please be specific):
Arrival Time (includes set -up): DepartureTime (includes take - down):
Set -Up Time Required (day & time):
Type of Activity Planned:
Anticipated Attendance:
Equipment to be Used (PA system, etc.):
Service(s) Required of City:
Will there be an admission fee? Yes No
If yes, how much?
Is this event, or any part thereof, revenue generating?
If so, describe fully:
•
I, the undersigned, hereby request the use of the above park area and/or outdoor facility as specified and agree to
abide by the City Park Regulations and by all other established regulations relating to park area/outdoor facility use
and all activities taking place in above area. I agree to keep the area in a clean and orderly condition, and assume
responsibility for any damages incurred by my group's activities. In case of injury or damage, all claims or legal
actions, financial or otherwise, are waived against the city of Federal Way, its elected and appointed officials and
employees, unless injury or damage is caused by the sole negligence of the City of Federal Way. I also agree to
defend and hold harmless the City of Federal Way, its agents and representatives, from any and all claims which
may arise from loss of or damage to property as a result of this agreement. I also understand that the Federal Way
Parks, Recreation and Cultural Services Department reserves the right to change /cancel any part of a use agreement
and related scheduled activity. Additional information may be required before permit approval is granted.
Applicant Signature Date
Authorization Signature Date
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I:Reports:Parks:Special Event Request