PRHSPSC PKT 05-13-1996 • •
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AGENDA
1. CALL TO ORDER
2. PUBLIC FORUM
3. COMMITTEE BUSINESS
A. Future Funding Initiative Resolution Action Schroder
B. Recreation Fee Recovery Information Wilbrecht
C. English Gardens Trail Information Schroder
D. Family Fest Agreement Letter Action Faber
E. Family Fest Scout -A -Rama Information Faber
Camping Overnight at Steel Lake Park
4. NEXT MEETING - May 13, 1996
5. ADJOURNMENT
Committee Members: Staff:
Jack Dovey, Chair Jennifer Schroder, Director
Hope Elder David Wilbrecht, Deputy Director
Mary Gates Sue Floyd, Administrative Assistant
661 -4041
• • ITEM 3A
CITY OF FEDERAL WAY
CITY COUNCIL PARKS AND RECREATION COMMITTEE
Date: May 7, 1996
From: Jennifer Schroder, Director
Parks, Recreation and Cultur : Services
Subject: Resolution of Support for the Celebration Park and Stream Stabilization
of the Hylebos Creek Projects
Background:
On April 16, 1996, Council approved the Parks and Recreation Council Committee's
recommendation to submit Celebration Park and stream stabilization of Hylebos Creek
projects for funding from the proposed King County Funding Initiative. Applications were
due April 30. Federal Way's projects were submitted within the deadline. A resolution
identifying project support for the proposed funding initiative is an additional requirements of
the application. Attached for your review and approval is a resolution for the projects
submitted on April 30.
Committee Recommendation:
To approve the resolution as presented.
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G: \CLERK\CMTE.REC 3/11/96
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DRAFT
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF FEDERAL WAY, WASHINGTON, AUTHORIZING
APPLICATION FOR FUNDING ASSISTANCE FOR THE
DEVELOPMENT OF CELEBRATION PARK AND STREAM
STABILIZATION OF THE HYLEBOS CREEK UNDER THE
PROPOSED KING COUNTY PARKS, RECREATION AND
OPEN SPACE FUTURE FUNDING INITIATIVE
WHEREAS, a King County bond issue for Parks, Recreation,
and Open Space is anticipated to be presented to the public in
September 1996; and
WHEREAS, the City Council of the City of Federal Way has
approved a "Comprehensive Park, Recreation and Open Space Plan" for
the urban area which identifies a community, regional and open
space park; and
WHEREAS, past inadequate control of stormwater flow
increases have damaged the Hylebos Creek, creating an unstable,
severely degraded stream channel, . requiring stream stabilization to
dissipate flow energy, minimize sediment delivery downstream and
improve habitat; and
WHEREAS, the City Council of the City of Federal Way
considers it in the best public interest to develop Celebration
Park and to protect the Hylebos Creek from stream degradation; and
WHEREAS, on April 16, 1996 the Federal Way City Council
unanimously approved a recommendation of its Parks and Recreation
Committee to submit Celebration Park and Hylebos Creek stream
stabilization for the proposed King County funding initiative;
Res. # , Page 1
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NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF FEDERAL
WAY HEREBY RESOLVES AS FOLLOWS:
Section 1. Authorization to Apply for Funding.
A. That the City Manager is hereby authorized to make formal
application to submit Celebration Park development, under the local
programs category, and Hylebos Creek stream stabilization, under
the urban resources category, on behalf of the City of Federal Way
for the proposed King County Parks, Recreation, and Open Space
Funding Initiative, which is anticipated to be on the September
1996 ballot.
B. That any funding assistance so received be used for the
development of Celebration Park and the stabilization of the
Hylebos Creek.
C. That any property acquired or developed with financial aid
through the King County funding initiative be placed in use as an
outdoor recreation facility and be retained in such use in
perpetuity unless as otherwise provided and agreed by the City
Council and the King County Council.
Section 2. Severabilitv. If any section, sentence,
clause or phrase of this resolution should be held to be invalid or
unconstitutional by a court of competent jurisdiction, such
invalidity or unconstitutionality shall not affect the validity or
constitutionality of any other section, sentence, clause or phrase
of this resolution.
Res. # , Page 2
. . 411
Section 3. Ratification. Any act consistent with the
authority and prior to the effective date of the resolution is
hereby ratified and affirmed.
Section 4. Effective Date. This resolution shall be
effective immediately upon passage by the Federal Way City Council.
RESOLVED BY THE CITY COUNCIL OF THE CITY OF FEDERAL WAY,
WASHINGTON, this day of , 1996.
CITY OF FEDERAL WAY
MAYOR, MAHLON H. (SKIP) PRIEST
ATTEST:
CITY CLERK, N. CHRISTINE GREEN, CMC
APPROVED AS TO FORM:
CITY ATTORNEY, LONDI K. LINDELL
FILED WITH THE CITY CLERK:
PASSED BY THE CITY COUNCIL:
RESOLUTION NO.
K: \RESO \opensp
II I
Res. # , Page 3
• •
CITY OF FEDERAL WAY Item 3B
CITY COUNCIL PARKS AND RECREATION COMMITTEE
Date: May 7, 1996
From: David Wilbrecht, Deputy Director ,v-
Parks, Recreation and Cultural Services
Subject: Recreation Fee Recovery
Background:
The Park Commission continues to meet on regular basis to review and discuss the recreation
recovery rate as part of their 1996 work plan. The Commission plans to finalize their review
and prepare comments and recommendation to the Park Commission this June.
On Tuesday April 30, 1996, the Commission met for a special meeting for Recovery Rate and
were presented information from the Recreation Managers including operating assumptions,
specific programming areas, expenses and revenues and scheduled recovery rates for each.
The Commission also requested information about core programs, programs that were less
popular today then first introduced and programs the managers felt would become more
popular in the future. The commission also requested recommendation changes the managers
would recommend if assumptions changed.
At regular Commission meeting on May 2, 1996, the Commission recommended to defer
further discussion about recovery to the subcommittee. The Commission agreed to review the
subcommittee's recommendation during the next regular meeting.
The Park Commission will be providing a final recommendation and forward to the Parks
Committee in June.
• •
CITY OF FEDERAL WAY Item 3C
CITY COUNCIL PARKS AND RECREATION COMMITTEE
Date: May 7, 1996
From: Jennifer Schroder, Director .
Parks, Recreation and Cultu Services
Subject: English Gardens Trail
Background:
As a point of information to Council, English Gardens Trail is an undeveloped trail owned by
the City. The trail links Alderbrook Park to 10th Avenue S.W. There is a drainage corridor
that runs parallel to the trial. Public Works has in their future work plan to clean out and
improve the drainage corridor in 1997.
There has been ongoing interest by the community to see the existing dirt trail maintained and
hopefully improved.
We will work closely with Public Works to see if we can coordinate trail improvements for a
gravel path in the same time.
I wanted to bring this to your attention, given the amount of inquiries we have received on
this trail.
• • ITEM 3D
CITY OF FEDERAL WAY
CITY COUNCIL PARKS AND RECREATION COMMITTEE
Date: May 7, 1996
From: Jennifer Schroder, Director
Parks, Recreation and Cultural Services
Subject: Family Fest Letter of Agreement
Background:
On April 15, 1996 the Parks and Recreation Council Committee reviewed and approved the
1996 Family Fest request for services. The Council Committee requested that a draft letter
of agreement be presented at the May 13 meeting. Enclosed is the draft letter of agreement
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that outlines the responsibilities of both parties. This document is not a binding contract, but
rather an attempt to clarify the roles of each party. The Legal Department is currently
reviewing the letter of agreement.
Committee Recommendation:
To approve the letter of agreement.
APPROVAL OF COMMITTEE+" REPOR '
Conxmxtte Char ommitte Me mber uxmm� ittee Maember.
G: \CLERK\CMTEREC 3/11/96
• •
a� a
Memorandum of Understanding
Family Fest- 1996
City of Federal Way and Federal Way Community Council
THIS MEMORANDUM OF UNDERSTANDING, effective defines the
respective responsibilities of the City of Federal Way and the Federal Way Community
Council ( "Parties ") in connection with the 1996 Family Fest event.
Background:
1. The Federal Way Community Council ( "FWCC ") through the Family Fest
Committee produces an annual outdoor event, known as Family Fest in Steel
Lake Park. The Event includes a parade, food and craft vendors,
performance, and activities, such as a carnival, over two (2) days in July.
2. The City Council has formally adopted the Event as an official City
sponsored event.
3. The Family Fest Committee will serve as the producer of the Event. The City
will provide the location and assist with City services as outlined in this
Agreement.
THE PARTIES AGREE TO THE FOLLOWING:
The City of Federal Way will provide the following:
1. Staff support for negotiating use of facilities, insurance and risk management.
2. Waiver of Special Events Permit Fee for use of Steel Lake Park facilities,
waiver of Temporary Business License, waiver of Electrical Permit.
3. As a City sponsored event, Family Fest will fall under the City's insurance
program.
4. Use of outdoor stage, canopies, sound system, and generator.
5. Maintenance support for site preparation, and logistical support and cleanup as
outlined in the document entitled "1996 Projected Family Fest Support".
• •
The Federal Way Community Council will provide the following:
1. FWCC will screen all vendors for appropriate permits (food vendors) and
insurance requirements as outlined in the document titled "Special Events
Insurance Requirements". The City of Federal Way must be named as
additionally insured on all certificates of insurance. Once a vendor has
provided the necessary permits, waivers and insurance, they must be given
some kind of identification such as a badge that indicates they have complied
with the requirements. The identification should be worn at all times during
the festival. Copies of all insurance certificates must be provided to the City
liaison, Mary Faber, Recreation and Cultural Services Manager, by June 14,
1996, for inclusion in the festival.
2. Provide a detailed site plan and final timeline by June 1, 1996 to the City
liaison, Mary Faber, Recreation and Cultural Services Manager.
3. Logo identification in all marketing materials developed promoting the Event.
4. Booth space at the Event for promotion of the Parks, Recreation and Cultural
Services Department.
5. Volunteer assistance in repairing any damage to Steel Lake Park and Steel
Lake Annex that may occur during the festival.
This agreement contains the obligations of both parties for Family Fest and may not
be changed or modified except by written agreement by both parties.
Dated this day of 1996.
Jennifer Schroder, Director
Parks, Recreation and Cultural Services
Herbert Pollinger
Federal Way Community Council
•
1996 PROJECTED FAMILY FEST SUPPORT
Arts Commission (Cash)
Contract for Services $4,000
Staff Support (In -Kind)
Recreation and Cultural Services Manager $1,728
Maintenance and Operations Supervisor $ 864
Risk Manager $ 450
Total $3,042
Permits /Rentals (In -Kind)
*Waive of Special Events Permit $ 712
Sound System $ 170
Stage ($736) Canopy ($336) $1,072
* *Liability Insurance $2,500
Generator $ 100
Canopies- 1 -10x10 ($87.50), 2 -10x15 ($255) $ 340
Waive Temporary Business License $ 25
Waive Electrical Permit $ 42
Total $4,961
Pre -Event (In -Kind) (Site Preparation)
Re- locate bleachers & tables -4 people, 4 hours
Erect barricades and snow fencing (120 feet of fencing)
2 people,6 hours
Spray paint sprinkler heads, water lines (identify)
4 people, 8 hours
Deliver Stage and canopies- 4 people, 2 hours
Set -up of Stage and Canopies- 10 people, 2 hours -
Assist Carnival vehicles on -site and set -up- 2 people, 6 hours
Deliver generator, sound system, set out garbage containers
2 people, 3 hours
Total 106 hours
42 hours full -time @ $19.20 /hour $806.40
64 hours part -time @ $ 8.96 /hour $573.44
Total $1,379.84
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Event (In -Kind)
Saturday:
Assist with vendors on and off fields- 4 people, 4 hours
Monitor Park, garbage pick -up - 6 people, 12 hours
4 people, 2.5 hours
Total 98 hours
39 hours full -time @ $28.80 /hour $1,123.20
59 hours part -time @ $8.96 /hour $ 528.64
Total $1,651.84
Sunday:
Monitor Park, Garbage Pick -up- 6 people, 7 hours
Assist vendors on and off fields- 4 people, 2 hours
Take down canopies, equipment, etc.- 4 people, 2.5 hours
Total 60 hours
24 hours full -time @ $28.80 /hour $691.20
36 hours part -time @ $8.96 /hour $322.56
Total $1,013.76
Post -Event (In -Kind)
Take down stage- 10 people, 2 hours
Park Clean -up- 4 people, 8 hours
Return bleachers and tables- 4 people, 4 hours
Return stage and any other equipment- 4 people, 2 hours
Total 76 hours
30 hours full -time @ $19.20 /hour $576
46 hours part -time @ $8.96 /hour $412.16
Total $988.16
Other (In -Kind)
Pay police officers, invoice Family Fest for charges
Establish a maintenance entrance on Annex
side of park $250
Garbage Bags $115
Wetting Agent for soccer field $100
Total $465
Loss of Revenue
Picnics (At Capacity) $395
Tournaments (At Capacity) $390
Total $785
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Total Cash $ 4,000
Total In -Kind $13,501.60
Revenue Loss $ 785
$18,286.60
* Based on using a part of the park, we do not have a fee
structure in place for using a whole park site
* *Currently under City insurance, with a $5,000 deductible
I: \docs \fam.fes96
CITY OF FEDERAL WAY -
S•AL EVENTS INSURANCE REQUIREME•
II: Insurance Requirements for Special Events
Insurance requirements for contracted vendor or booth participant at events such as
Fourth of July, Family Fest, and other public events held on City property or
sponsored by the City of Federal Way in whole or in part, whether on City property
or property of others. The following is required:
TYPE OF ACTIVITY AND EXPLANATION INSURANCE REQUIRED
A. Non - profit, information only booth. No insurance needed. Mutual
indemnity clause only.
B. Non -profit and /or service club sales, No insurance needed. Mutual
game or exhibit booth, NO FOOD. This indemnity clause only.
catagory includes entertainers contracted
on a flat fee basis to provide music, magic
shows.
C. Non - profit and /or service club FOOD $1,000,000 combined single limit
BOOTH. general liability, products
liability and personal & bodily
injury insurance required.
D. Commercial sales booth. $1,000,000 combined single limit
general liability, and personal &
bodily injury insurance required.
• •
II. Insurance Requirements for Special Events
(continued)
TYPE OF ACTIVITY AND EXPLANATION INSURANCE REQUIRED
E. Commercial FOOD BOOTH or trailer.
1. Limited and /or retail food classification. $1,000,000 combined single limit
These are commercial food exhibitors that general liability, products
do not utilize a complete kitchen; they sell liability and personal & bodily
a small number of specialty items, the injury insurance required.
potential health risk to the public is low,
the opportunity for human or bacterial
contamination is limited, i.e. popcorn,
snow cones, cotton candy, prepackaged
frozen ice cream.
2. Regular food service classification. $1,000,000 combined single limit
These are commercial food exhibitors that general liability, products
utilize a complete kitchen; a full menu is liability and personal & bodily
available, food items may be prepared on injury insurance required.
site; the potential health risk to the public
could be serious or dangerous if the foods
were improperly prepared; it involves the
preparation of potentially hazardous foods;
i.e. dairy products, meat, fish, cooked
vegetables etc.
F. Commercial game booth or event, i.e. $1,000,000 combined single limit
carnival type games of chance. This general liability, products
catagory includes any ANIMAL rides, liability and personal & bodily
petting zoo, pony ride, llama ride and the injury insurance required.
like.
G. Commercial rides, i.e. carnival rides, $5,000,000 combined single limit
including helicopter rides, tethered balloon general liability, products
rides, bunjee seats and the like. liability and personal & bodily
injury insurance required. Other
specialized insurance may be
required in addition.
• •
CITY OF FEDERAL WAY Item 3E
PARKS, RECREATION & CULTURAL SERVICES DEPARTMENT
MEMORANDUM
DATE: May 7, 1996
TO: Jack Dovey, Chair
Parks and Recreation Council Com i
FROM: Jennifer L. Schroder, Director
SUBJECT: Scout - a - Rama at Family Fest
We have recently been notified by Mary Ehlis that the organizers of Scout -a -Rama are interested
in having the Scouts sleep over night at Steel Lake Park during Family Fest weekend in July.
We have requested more information on the number of participants and what their needs from
the City may be.
Camping overnight is not currently allowed in the City's park system. Approval for exceptions
may be granted by the Director per Ordinance 91 -82.
Mary Ehlis will provide more information on this matter at your May 13 meeting.
1111 •
1996 SCOUT- O- RAMA/FAMILY FEST
Located at Steel Lake Park
July 6 & 7, 1996
FAMILY FEST ACTIVITIES;
PARADE
Starts July 6th at 10:00 a.m
Staging at 8:00 a.m. in Sea Tac Village (320th & 20th Ave S.)
GAMES, BOOTHS, and RIDES
SCOUT -O- RAMA ACTIVITIES;
Overnight camping at Steel Lake Park, Saturday Night
Both Boy Scouts and Cub Scouts are invited
Cub Mobile Races -On Saturday
ACTIVITY SUGGESTIONS FOR BOOTHS/DISPLAYS
Cub Scouts j Boy Scouts
Activity Badges Merit Badge Midway
Model Building Cooking
Scuba Diving Display Fire Building
Cooking Low Impact Camping
Pinewood Derby Pioneering a I
Bike Safety Canoe Building
Raingutter Regatta Sailing i
2 .
Olympic Games Hiking Safety
Bubbles First Aid
Bird Feeders Conservation
Family Camping Display Merit Badges
Drugs are a Deadly Game Display
Craft Display (make crafts as part of display)
Family Activities (show what pack has done for families)
$T5'6 L. CUB S(ouT1
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3 ► K Possible Firebowl, Sing Along, and Skits Saturday Night 1 •
1 f you are interested, please contact,
For Cub Scouts
For Boy Scouts Art Warner 839 -8523 II
Ron Buckner 874 -323 136Y SCrtuT
General Information Michele DeMartine 752 -7731
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