PRHSPSC PKT 12-08-1997 ~ • •
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AGENDA
1. CALL TO ORDER
2. PUBLIC FORUM
3 COMMITTEE BUSINESS
A. Celebration Park Bid Award Action Wilbrecht
B. Celebration Park Fund Raising Action Wilbrecht
"Memorandum of Understanding"
4. NEXT MEETING - January 12, 1998
5. ADJOURNMENT
Committee Members: Staff:
Jack Dovey, Chair Jennifer Schroder, Director
Hope Elder David Wilbrecht, Deputy Director
Mary Gates Sue Floyd, Admin. Assistant
661 -4041
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CITY OF FEDERAL WAY
CITY COUNCIL PARKS AND RECREATION COMMITTEE
Date: D cember 12, 1997
From: avid Wilbrecht, Deputy Director of Parks, Recreation and Cultural Services
Subject: Celebration Park Bid Award
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Council approved a budget of $8,325,000 allocated between soft costs of $1,292,068 and hard costs
of $6,651,461. The project consists of three major construction components: 8 lighted athletic fields,
connecting two and three lane streets including parking, two restroom/concession buildings, and one
maintenance building. The work includes clearing and grubbing, earthwork, storm water drainage,
sanitary sewer, domestic water, primary and secondary power, four underdrained and irrigated
softball fields, four underdrained and irrigated soccer fields, fencing, asphalt concrete pavement,
concrete curb and gutter, street and parking lot illumination, traffic signal, asphalt and concrete
sidewalks, wetland mitigation and planting, landscape planting, pedestrian trails and bridges.
Construction is expected to be completed in November 1998. On October 7, Council authorized staff
to proceed with the public bidding process. Bids were opened on November 26.
Staff Recommendation:
Staff recommends awarding the bid to Stan Palmer Construction, Inc., the apparent lowest responsive
responsible low bidder, for the construction of eight sports fields, north road, parking lots, trails and
bridges, wetland mitigation and site work, and 9th Avenue improvements for $6,721,146 including
sales tax. Staff ftrtther recommends that Council advance $320,000 of the unallocated utility tax
funds to the Celebration Park project.
Committee Options:
1. To recommend awarding the Celebration Park construction project to Stan Palmer
Construction, Inc., the apparent lowest responsive responsible low bidder, for the
construction of eight sports fields, north road, parking lots, trails and bridges, wetland
mitigation and site work, 9th Avenue improvements for $6,721,146 including sales tax, and
to recommend Council advance $320,000 of the unallocated utility tax funds to the project.
2. To recommend award the Celebration Park construction project to Stan Palmer Construction,
Inc., the apparent lowest responsive responsible low bidder, for the construction of six sports
fields, north road, parking lots, trails and bridges, wetland mitigation and site work, 9th
Avenue improvements for $6,399,690 including sales tax.
APPROVALS OF CO 'II..T..... SPORT: O tion No;
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CITY OF FEDERAL WAY 3E1
CITY COUNCIL PARKS AND RECREATION COMMITTEE
Date: ecember 12, 1997
From: David Wilbrecht, Deputy Director of Parks, Recreation & Cultural Services
Subject: Celebration Park Funding Committee Memorandum of Understanding
Background:
During the October 13, 1997 Parks and Recreation Council Committee meeting, committee members
reviewed the draft of the Memorandum of Understanding for the Celebration Park Funding
Committee (CPFC). Committee members requested the CPFC to complete Exhibit "A" and return
to the Council Committee with recommended funding opportunities. The attached Exhibit "A" has
been drafted and is attached for your review. The Memorandum of Understanding is currently being
reviewed by the Legal Department.
Staff Recommendation:
Staff recommends approval of Exhibit "A" as proposed.
Committee Options:
1. Motion to approve Exhibit "A" as proposed
2. Motion to approve Exhibit "A" as revised.
APPROVAL OF COMM1 TTEE REPORT >:O tion`N`Q::.;.;:. >:::: >:::>
G: \CLERK\CMTE.REC 3/11/96
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Memorandum of Understanding
Celebration Park Fund Raising Campaign
1997 -1998
City of Federal Way and Celebration Park Funding Committee
THIS MEMORANDUM OF UNDERSTANDING ("MOU"), dated effective this 17th day of
December, 1997, defines the respective responsibilities of the City of Federal Way ( "City") and the
Celebration Park Funding Committee ( "CPFC ") in connection with the 1997 Celebration Park Fund
Raising Campaign ( "Campaign ").
Recitals:
A. The Federal Way City Council approved funding for the construction of Celebration
Park on April 8, 1997. A part of the approved funding package included a community
fund raising component totaling Three Hundred and Fifty Thousand Dollars and
no/100 ($350,000.00). Funds collected from the Campaign will be used to construct
the park, restrooms/concessions building, lighting, trails, and batting and soccer fields.
B. The CPFC will act as the fund raising organization for the Campaign. The Campaign
will open in September of 1997 and run through December 31, 1998; and
C. The CPFC will serve as the managers of the Campaign. The City will provide staff,
funding and office resources as outlined in this MOU; and
D. The CPFC will establish partnerships with approved 501C3 organizations to support
the fund raising efforts including writing grants, soliciting funds and providing
accountability for fund management. These groups include the Rainier Audubon
Society and the Federal Way Youth Soccer Association and others as approved.
NOW, THEREFORE, the parties agree as follows:
I. City Responsibilities. The City agrees as follows:
1. The City shall provide staff support for developing the Campaign and staff
support for the following promotions:
• Technical support to create a gift catalog
• Self - mailer that outlines participation levels
• A presentation piece to be used for corporate donations
• Recognition of donors in the gala piece for the opening event
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2. The City shall provide One Thousand Dollars and no /100 ($1,000.00) for
printing costs associated with the development of the Campaign, which may
include expenses identified in Paragraph 1 herein.
3. The City shall pay for one set of mailing labels from the Park Department's
"public" mailing list.
4. When available, the City shall provide booth space at any City sponsored
event for the Committee to promote the Campaign.
5. The City shall provide the use of canopies, tables and chairs at any City -
sponsored event.
6. The City shall allow the CPFC to name the following locations at Celebration
Park as a part of the Campaign, for the minimum contribution set forth in
Exhibit "A ":
• Plaza Entryway $50,000 and above
• Batting Field(s) $50,000 for all or $15,000 each
• Soccer Field(s) $50,000 for all or $15,000 each
• Wetlands Preservation & woodlands $25,000
• Nature Trails and Signage $25,000
• Footbridge in Preservation Area $35,000
• Children's Play Area $50,000
• Sand Volleyball Court $30,000
• Recognition for the purchase or donation of soccer field floodlighting
• Recognition for the purchase or donation of batting field floodlighting
• Recognition for the purchase or donation of park features or amenities
7. The City shall incorporate tiles on the park plaza areas. The purchase of the
materials for the plaza will be associated with the project construction budget.
The design and engraving costs will be paid for by the City, and the City shall
approve the design. The City will schedule and pay for the installation of the
donor tiles.
8. The City shall arrange for and pay the costs associated with engraving and
installation of the brass donor plaques to be attached to appropriate donations,
such as benches, bleachers, or flag poles upon completion of the Campaign.
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9. The City shall provide a mural or large plaque with contributors' names for
display in the central plaza at the completion of the Campaign. Costs
associated with the purchase and engraving of the plaque or mural will be paid
for by the City.
10. The City shall pay for the engraving and installation of the exterior paver
walkway tiles described in Exhibit "A ".
11. The City shall make office space available, including phones, computers and
copiers, to the CPFC at the Steel Lake Maintenance Office.
II. CPFC Responsibilities. The CPFC shall:
1. Develop the donor Campaign to raise $350,000, or more, as outlined in
Exhibit "B ".
2. Manage the Campaign, its committees and volunteers.
3. Deposit all funds collected from the Campaign in a bank approved by the City
until the completion date on December 31, 1998.
4. Upon completion of the Campaign, deliver funds collected from the Campaign
to the City for use as follows:
• Three Hundred Fifty Thousand Dollars and no /100 ($350,000.00) for
constructing the park, restrooms/concession building, lighting, trails,
and batting and soccer fields, wetland enhancement mitigation; and
• Any funds in excess of Three Hundred Fifty Thousand Dollars and
no /100 ($350,000.00) shall be used to continue development of the
park..
5. Develop the written information for all Campaign promotional materials, and
provide drafts of all promotional materials utilized in the Campaign to City
staff for review and approval prior to distribution to the public.
6. Provide Campaign donor financial and demographic records on a monthly
basis to the City;
7. The CPFC agrees to indemnify and hold the City, its elected officials, officers,
employees, agents, and volunteers harmless from any and all claims, demands,
losses, actions and liabilities (including costs and all attorney fees) to or by
any and all persons or entities, including, without limitation, their respective
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agents, licensees, or representatives, arising from, resulting from, or
connected with this MOU to the extent caused by the acts, errors or omissions
of the CPFC, its partners, officers, shareholders, agents, employees, invitees,
or volunteers, or by CPFC's breach of this MOU. CPFC waives any immunity
that may be granted to it under the Washington State Industrial Insurance Act,
Title 51 RCW. CPFC's indemnification shall not be limited in any way by any
limitation of the amount of damages, compensation or benefits payable to or
by any third party under workers' compensation acts, disability benefit acts or
any other benefits acts or programs.
This MOU contains the obligations of both parties for the Celebration Park Fund Raising Campaign
and may not be changed or modified except by written agreement by both parties.
CITY OF FEDERAL WAY CELEBRATION PARK
FUNDING COMMITTEE
By: By:
Kenneth E. Nyberg Dini Duclos, Co -Chair
City Manager
By:
Barbara Reid, Co -Chair
APPROVED AS TO FORM:
Londi K. Lindell, City Attorney
ATTEST:
N. Christine Green, CMC, City Clerk
K:\DOCUMENT\FWCFA.MOU
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Exhibit "A"
Celebration Park Funding Opportunities
1. Naming opportunities at Celebration Park by level of gift
Plaza Entryway $50,000 and above
Batting Field(s) $50,000 for all or $15,000 each
Soccer Field(s) $50,000 for all or $15,000 each
Wetlands preservation and woodlands $25,000
Nature Trails and Signage $25,000
Footbridge in Preservation Area $35,000
Children's Play Area $50,000
Sand Volleyball Court $30,000
Recognition for the purchase or donation of Soccer Field Floodlighting
Recognition for the purchase or donation of Batting Field Floodlighting
Recognition for the purchase or donation of park features or amenities.
2. Sale of Other Object in the Plaza and Park Areas
Paver Tiles $50 per tile
Corporate Paver Tiles $100 per tile
Park Benches $500 each
Tables $700 each
Drinking Fountains $500 each
3. Permanent Recognition in Special Areas in Plaza
Champions $5,000 or more
Benefactors $2,000 to $4,999
Sponsors $1,000 to $1,999
Underwriters $500 to $999
Friends $250 to $499
Donors $100 to $249
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MOTION:
The Parks and Recreation Commission commends the City Council for taking positive and
appropriate actions in recognition of the importance of 23,000 youth in our community and the
value of community partnership's delivery of services for youth. We, the Parks and Recreation
Commission, recommend the following:
• That as a community we continue to focus on youth and adolescence programs and
services contributing an important quality of life factor to our community.
• Recognize that youth field usage fees reduce the effectiveness of our partners in the
delivery of youth programs and services. In the overall scope of the City's budget, the
usage fees are fairly insignificant, but have a great impact on the organizational groups and
individual participants. These fees need to be revaluated and eliminated.
• Implement an expanded youth recreation scholarship program to serve youth involved in
organized youth sports, recreation and arts programs and other programs serving youth
interests.
• Development of programs to address the teen alcohol, drug, violence, and crime crisis.
• Development of the skate park.
These recommendations will enhance the public perception of the City's support of youth
programs. Our young people are important to our community and we want to encourage their
development. This population is also served by many volunteer organizations in partnership with
the City in the community; church, school, sports groups and the arts community.
1. Accept recommendation in concept and direct staff to provide additional information
about budget, recovery rate and youth programs.
2. Request the Parks and Recreation Commission to prioritize the recommendation for future
consideration.