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Parks Comm PKT 08-06-1998 • CITY OF FEDERAL WAY PARKS AND RECREATION COMISSION Thursday, August 6, 1998 City Hall 6:00 p.m. Administrative Conference Room AGENDA 1. CALL TO ORDER 2. PUBLIC COMMENT 15 Minutes 3. APPROVAL OF JULY MINUTES 4. SPECIAL EVENTS 10 Minutes A. Family Fest 5. COMMISSION BUSINESS A. Updates 1. Celebration Park a. Funding Committee Duclos 10 Minutes b. Policy/Procedures McColgan/Reid 10 Minutes • c. Project Status Wilbrecht 10 Minutes 2. Wedgewood Park a. Final costs to complete Kellogg 5 Minutes B. Sub - Committee Reports 1. Communications Kellogg 10 Minutes 2. Parks/Recreation Budget Priorities Kaplan/McColgan /Baker 10 Minutes 3. Comprehensive Plan Bollen 10 Minutes 5. STAFF COMMENTS A. Volunteer Work Parties Wilbrecht 10 Minutes B. Accomplishments Wilbrecht 10 Minutes 6. COMMISSION COMMENTS All 15 Minutes 7. ADJOURNMENT REMINDER: NEXT MEETING WILL BE THURSDAY, SEPTEMBER 3, 1998 • • CITY OF FEDERAL WAY PARKS AND RECREATION COMMISSION Thursday, July 2, 1998 City Hall 6:00 p.m. Administrative Conference Room MINUTES Present: Jim Baker, Marion Bartholomew, Jerry Bollen, Vice Chair, Laird Chambers, Dini Duclos, Karl Grosch, Dave Kaplan, Bob Kellogg, Dean McColgan, Barbara Reid, Chair and Bob Roach. Staff: Dave Wilbrecht, Deputy Director, Jenny Schroder, Director and Peg Buck Administrative Assistant Chair Reid called the meeting to order at 6:00 p.m. * PUBLIC FORUM None. * MINUTES KAPLAN MOVED AND BARTHOLOMEW SECONDED A MOTION TO APPROVE THE JUNE 4, 1998 MINUTES. MOTION PASSED. * SPECIAL EVENTS • A. Wilbrecht reported on the Red, White and Blues Festival and that the fireworks are on July 4th not July 3rd as erroneously reported in the Federal Way News. The fireworks display is at 10:15 p.m. B. Mary Ehlis gave a report on Family Fest scheduled for the end o?August. It has been decided that it will always be held the weekend prior to Labor Day. This year they want to hold as many of the activities lakeside as possible to include a sand castle contest. This will also eliminate pedestrians crossing 312th Avenue which has been a safety concern in years past. There will be demonstrations on pottery, different artists, etc. Carnival will be held on asphalt area and vendors along the fence lines. Scout -a -Rama and Wenatchee Youth Circus are retum attractions. Mary Bridge Hospital will supply helmets to bicyclists and skaters for $5.00 as a safety issue. Water and helmet safety are a "big push" this year. C. Barbara Reid brought in Celebration Park teeshirts she has for sale. Cost is $15.00 each and they are green with tan lettering. * COMMISSION BUSINESS A. UPDATES 1. SKATE PARK Kaplan and Wilbrecht went through the park scope and were able to cut some of the expenses. Wilbrecht gave the revised scope to the Architect which he will review. Reid asked when bids would go out for Skate Park and Wilbrecht said it was per Council direction and funds. Kaplan said there would be one more meeting with park users once the scope has been finalized. 2. CELEBRATION PARK a. Funding Committee Duclos reported that many of the major foundations have turned down Celebration Park requests. There are still a few to respond and Duclos distributed the listing. Reid reported that Woodstone Credit Union is doing a fundraiser for Celebration Park and pledged $1,000.00. The Fund - Raising Committee will meet to brainstorm on additional means of obtaining donations. • Parks and Recreation Commission Page Two July 2, 1998 • B. Policy and Procedures The committee did not meet but there was conversation with McColgan, Bollen, Bartholomew and Dovey. McColgan said there were no pressing issues at this time to require a meeting. They are continuing to collect information on advertising for informational purposes only. John Hutton has contacted Pepsi and Coca -Cola on their advertising sponsorship programs. Commissioners asked if there was a marketing plan in place and if not, when would there be one. McColgan said there is not sufficient staff to facilitate an advertising plan but a marketing plan should be in place in approximately two months. McColgan asked Dovey if there were any pressing issues and Dovey felt scheduling and park users needed to be addressed. Kaplan felt the committee needed a general guideline for advertising procedures. Chambers gave examples of King County Aquatic scoreboards and advertising. Reid asked if a guideline could be in effect January 1st and McColgan agreed that deadline would work for the committee. Kaplan felt a draft on advertising could be done with the idea it could be changed but Bartholomew felt it premature. McColgan said he wasn't comfortable with the idea of submitting to Council when he isn't prepared. Reid said to get the information and set parameters then. Bollen said he would like to see two items done: 1) target companies with specific proposals and 2) pursue direction of advertising with Council. Bollen would like to see the guidelines set. Discussion followed on cigarette and alcohol advertising with a split opinion amongst Commissioners. Wilbrecht said all information should go to Council but not as a formal presentation yet. C. Model Tour Reid passed out a revised model tour schedule that runs through October 12th.. 3. WEDGEWOOD PARK Kellogg said Ikerd was getting estimates and the bare bones cost was approximately $6,000.00 with a total of about $13,000.00. Removal of the sod around the retention pond and replace with bark on the trails would cost $4,800.00 alone. Kaplan said since budget is being prepared, the estimate needs to be completed and submitted. Reid asked how discussion could be ended and the work done with Wilbrecht responding that it is a budget issue. Kellogg said • when Neighborhood Development Specialist Ed Swan gets back from leave they will meet to set up volunteer work days. 4. OFF LEASH PARK Bollen reported that there was no change from last months report and he didn't see any change or meetings scheduled until at least September. It will be taken off the agenda until there is something to report. 5. PARKS AND RECREATION BUDGET Kaplan suggested that the position paper, comprehensive plan and parks maintenance plan be considered as the "big picture" - work on these issues as a unit not individually. Baker asked if the Comprehensive Plan was due in 2000. Kaplan said it is a state legal requirement. Reid requested a parks maintenance plan for all commissioners. Bartholomew feels there is a deficit now and more resources are needed. Wilbrecht offered to supply budget calendar to commissioners. Kaplan said he, McColgan and Baker should meet with Wilbrecht on budget input. Wilbrecht reminded the commission that staff work with the City Manager to prepare the department budget and the City Manager presents his priority to the City Council. The Parks and Recreation Commission makes their recommendation to the City Council. B. APPOINTMENTS 1. COMMUNICATIONS SUB - COMMITTEE Reid asked for volunteers for an "aggressive" committee on communications - working with newspaper editors, writing "Letters to the Editor ", putting out press releases and spearheading communication issues. The committee needs to be effective! Volunteers were Kellogg as Chair, Kaplan and Bartholomew. Reid asked Wilbrecht about the pictures taken at Lake Grove and they will get them to the newspaper. • Parks and Recreation Commission Page Three July 2, 1998 2. COMPREHENSIVE PLAN Priority was set as working on the budget first. Reid asked Bollen to work on Comprehensive Plan with volunteering from Duclos and Chambers. Bollen asked what the objective would be and that it needed to be in place by the year 2000. Wilbrecht said the commissioners need to work with staff and recommended Jon Jainga as a contact. Duclos suggested they look at the old Comprehensive Plan for direction. * COMMISSION COMMENTS Bartholomew felt that as the Comprehensive Plan progresses, the committee may want to revisit the number of persons on the committee. He also was concerned that Skate Park was being funded only through design and not construction. Bartholomew inquired about the 9th Avenue signs and Wilbrecht reported they were on order. McColgan said the field youth fees were still an issue in the city budget. What was happening with the canoe issue on Steel Lake? Does the public need to respond? Chambers asked if it was a state issue since it is a state boat ramp. Wilbrecht said the issue is being looked in to but needs resolution soon. Baker reported that the Federal Way Youth Soccer was beginning work on the lights at Celebration Park. Scheduling and training of groups will begin soon. A meeting on July 16 at 7:00 p.m. will form teams to assemble the lights the last two weekends in July. Chambers reminded everyone of the King County Fair in Enumclaw July 10 -19. Kellogg reported that he has collected $6,000.00 for the Celebration Park flagpole to date and the flag has been • purchased. Kaplan received a call from Aimee Green, TNT reporter, asking why the basketball hoop at the 312th Sports Court had been removed. He referred the call to Wilbrecht. Wilbrecht spoke with her and corrected many erroneous statements in the conversation. Bartholomew asked what brought up this issue? Wilbrecht said it was a reduction in service. Kaplan reported he attended the City Liaison Meeting with Lakehaven Utility District on July 1, 1998 which was open, cordial and accessible. He also reported the Blueberry Farm was looking well. Reid read a letter from Lisa Harman and will respond to it. Duclos asked if all council members had contributed to Celebration Park. Kaplan gave a report on it. * STAFF COMMENTS Wilbrecht reported that former Administrative Assistant, Pam Pollman, had married June 28. He voiced his appreciation to the commissioners for their valuable time and decision - making. The volunteer work parties will start again along the BPA Trail in the fall. There is a volunteer who is watering and doing the upkeep of the plantings along the BPA Trail. There are a lot of volunteers in line for trail projects in Celebration Park for the fall season. Celebration Park main water lines are installed, major power is on site, subgrade finished and within budget. * ADJOURNMENT • Motion to adjourn by Kellogg with second by Reid. Motion passed. The meeting adjourned at 8:20 p.m. FEDERAL WAY PERKS & RECREATION COMMISSION Comprehensive Plan Subcommittee • July 20, :1998 Meeting PRESENT: Commissioners Baker, Chambers, Kaplan, McColgan, Vice -Chair Bollen was out of town. The Committee set its goal to be a revised Comprehensive Plan for Parks, Recreation and Open Space for the city of Federal Way that can be approved by the City Council by December 31, 2000, The method to reach this goal would be to follow three broad paths that would converge into producing a final Comprehensive Plan, The three paths are: Obtain public input on perceived needs and interest for parks and recreation programs and facilities, Obtain City Council input on the role of parks and recreation in the provision of city services to citizens to the Federal Way Planning Area (i,e.. Federal Way School District 210). Obtain Staff input on funding, equipment and supplies needed to function efficiently at various levels, The first task for the Subcommittee will be to review the current (1995) Comprehensive Plan in terms of what has been accomplished and what remains to be done, A percent grade will be assigned to each major area, so that priorities for the most urgent needs can be established, S he Subcommittee will also develop an overview of a Parks and Recreation Philosophy that should guide the formulation of a meaningful and practical Comprehensive Plan. Said philosophy will be based on the mission statement that now appears in the Comprehensive Plan on the first page of Section I. The "Philosophy" will include aspects of the Position Paper prepared by Kaplan in April, 1998, the value of parks and recreation to the community, the features that make our city a liveable place, and the importance of maintaining parks and recreation facilities at acceptable levels. Subcommittee members will each review the entire Comprehensive Plan and bring a summary report to the Committee's next meeting September 8 at Klahanee Lake Community /Senior Center. At the September 8 meeting, the Committee will determine whether or not we are ready to present a summary assessment of the. Comp Plan to the Commission at its October meeting. • III . fi !.,,, .t.•; -.. ',:,t, , t• • . - — L --, . • - 1 Disguises Help Cut Static . t , . . , e,k er -Tech Towers i -__ - 7....:-! — ironment: Dressing facades to hide recently installed • digital cable boxes. ,L _, • - . ■ i''' ' nas aS trees Of ? Seal Beach in 1996 decided to use ..._." 1 , • -, , them in steenim its beloved City Hall clock tower as I . _ . ,it , L . `"" a site for Pacific Bell's cellular . '.‘ 1 ! - - - • - --..„ • . ,.. 4 ' q 1 = find ways to telephone relay equipment. The , - ' - - - . . . instypil their • equipment equipment was tucked inside and j- - ..-.--,•• , ,- ,. , . - _ . • „ :. ..., • , r -- i , - 7 painted to match the tower's ,' 7 _-, -1 ' ', ' • .. without creating eyesores. tenor. k.': *::"; For three years, the obelisk at -.... -iN,•-,-.. - it-•;: .-. : i ;t2 - ,..s .- -- B --' -- Edwards Irvine Spectrum has ''' - 1"!"-J•-':.,4 ,- !--1,4-"t"-- - '- . r t. r ,•#. , -t , t,.. .,,, i ..‘,..--'' 1/4 t yi litsIETAMAKI TINff.ksiArr WRITER housed AT&T's cell phone appara- .f tVA,(,,,, -- . : , 4- ., - .; -.S.-,-3,,,-,,,,,ii i'.. . . , „. ...-, tus. "It is a landmark of sorts," said -- . ,- .44- - i.,-. - .,' - ' "" -''' ' - 2 , , ''' ' t ' - `;" -- ' ; i• r ... ' A . s he glided past the water- Paul Brady Jr., Irvine's city man- t ' ' '; ` ,Wirt . $4... ,4 1 % .,",,,,,•.:1 --,,- ' E V - A ! k . r squirting elephants, lush ager. Everybody s been pleased “ '1 ..., '' ' • 1 ' ` , y■ : 4 j C ' :. . - 4 t:,7 4....r.,_„.„. _ 1 4• 5 4,'.4' i. • N. faux palm trees and prowl- with its appearance.” i40 1 “?,:' iiiitifers at Disneyland, Al Landi- The nation's churches have been - - ,-,..; ,,- ,,., , ,.. ,,,, i.. A4. - .-k.,) t - •, ...., t, f. ni hictan epiphany. singled out by the cellular phone - qrt:'..-. -, ';--„, .. , • : 2 4 ,;., , ,,,,,, , i .7 i 'Ithe Los Angeles zoning admin. industry as particularly gracious ‘ i'.- - „, - ,,,, pr: • - ' 'i„,.1,4 . ,).,,A,'`..,6 4 - '' IX ,<, istfear had grown weary of trying hosts for their antennas. .415' vti:t ' , is. ,i--- - ' , ` 1 t aik tritl3iiiince the concerns of home- The technology is often hidden . :; - :AI i -• t --,": 4 ' '0% R ' •'- , '-:--N4 -- VI t Nr..., • • ,L71.7:1ge ,. ,,_ , ,.. ovilleit against the rights of cellu- in giant crosses or specially built • '' ''' f v't • ' larlf.dione providers to erect their steeples. Monthly rents are paid to ...ifepi4-4f,.. ,I_ .-.-... as ' , 1 . • - ;riai.j=1=.q •- toWelmg antennas around the city. the churches, which use the money . ,-, -•„ '.75: "` - ..., ■f ) - ‘. 1, ,.._•,..p.-64,..i.4.4, , But,as he gazed upon the artifi- for social causes. . • cial fantasy world of Disneyland's "We've found God," said Tim .. Jungle Cruise, Landini saw an _ . Ayers, spokesman for the Cellular ., , - _ ,„,, $ .Ar answer. --..., -.,,--- . Telecommunications Industry -------- .-.----- . • ''‘. l • ••-tt•tr-trr...;tr•.. ----- - - Why can't they make the an- Assn. "We're building more church L ,•. .,,,,, *I 44 - -.... , „ . . . . termas look like palm trees" . . , , _ steeples than any other industry in. .,, =, ,,, _ _ t, -i.oki.,, JIttrturned out they could. And - history. „, --•, ....-- ,- -.4 - lc, e . , t-t1W- t : P , .. - • . ' ' they have. The flurry of new construction is - ••' , Ag, , er - , ' , . ..„t .. ,,,„ ,....• lost this year, two cellular partially the result of the 1996 . it•-• phonts antennas disguised as palm . • _ Telecommunications Reform Act. A 44. , trees have sprouted in Winnetka, The federal law strictly prohibits -, it x„, " r... a.nd' there are about 10 others ........,_ 4 , ' d ,, A . local governments from shutting • - . V ”' .. • .. .,„, -,..*-: elsewhere m ''' ere in the city. The cloaking out companies that want to provide 4 -r4 ' ',. ... ..- devices are just one of the many wireless communication services in weystthat businesspeople are find- an area and from banning cellular ingtepask technology. phone towers on the ground that ( Some are embracing the tech- their emissions are unsafe, leaving •ntque to avoid not-in-my-back- that power to the FCC. . yard while others do it But it allows cities to regulate • . DAVID BOHR= / Ice Asides Times I simply to create a mood. • the way the antennas look, and One of these two antennas in Sunland is disguised as a tree. • ilWiat we are doing intuitively . _with new companies racing to build . I • bgiakiii to hide raw, urban edifices their systems, available sites are 'd ' cellular Councilwoman Laura Chick. Re- t4g comfort to ' resi !n ts against ce P ' ding to residents' concerns, the pop ation," becoming scarce. . pro ul ' pro over. proposed sites. spon 'said. "Millions of people TIT hile cities throughout Landini mentioned his disguise Chick's office urges cellular phone w#AcIell phones; at the same time ' ' VI/ Southern California have idea to consultants employed by providers to cloak 'antennas in- 1 thel4aYant a softer-looking city." ' been 'quick to pass ordinances the cellular p h one industry, who stalled in highly - vhsil le locations in Northridge and Westlake Vil- ' ' regulating the placement and Bp. ' began researching the possibility. i her cotmcil district, ltigiri to outdoor shopping pearance of antennas, the 1.. : ,"Whether I'm the father of that, "It's really about visual blight," cqn i os An ''' . to vsi enjoy music ' beamed at geles City Council has yet to do so. I don't know. But tome it's a way Chick ga it . from speakers shaped as • As a result, the decision-making 'of reducing urban lure*" 'said ' "If they aiisomething that peo- •4 which are also expected to process has largely been left to city • Landini, a San Fernando Valley ple are going ,to be . seeing on a i. d p at shopping centers zoning administrators like Landini. resident. "What makes your day the regular basis, then they should 'plH ' ' , for Calabasas and the Landini - whiPped up the palm stressful isn't, palm trees, It's tne blend into th landscape." FaPiSeis 'Market in Los Angeles. tree concept about three years ago bard edges." - .- •'- '''' '. e ' Thrdulhout Ventura County, GTE after growing tired of meeting Reducing eye pollution has also Mos staff setter Valois Burgher ...bas_installed hundreds of rock after meeting pitting disgruntled _ been a goal of Los Angeles City • caetrIbstadtothlastery. ,. . , , ■ .-,-- ■ • C.V. COQA/GrZ C.=1.7( k ff b-ce-1, av iofIllAts B grcki4- cc, ii.x.ss-=0.y r • , , r 11 1 • all Page A4 , Federal. ayllirror Saturday, July 18, 19 . 8 , _ • • ' EDITORIA , Stop s the cvv__ - let's \., take -a positive approach This newspaper recognizes the _need to choose your words carefully. Using high-powered terms that other people can too easily misunderstand will get you run over by truck-loads of trouble. Those dedicated and tireless community volunteers helping to make Celebration Park a shining centerpiece of our coin- , munity, are going to define a few critical budgetary terms for city councilors next week. For example: 411 'Cost overrun' - a term applied only after the agreed-upon budget of a project (and most budgets include a contingency allocation for unforseen expenses) has been spent and work still needs to be done on the project. The Celebration Park budget (estimated cost and contin- gency allocation) will cover all the costs of developing it. Therefore no cost overrun exists. Will the park cost more than the city originally thought? Yes. Will all those costs be covered by the budget, including the contingency fund? Yes. The confusion over the term 'cost overrun' stems from . . council's allocation of only 32 percent to the parks contin- gency fund portion of the budget Normally, contingency funds for construction projects are 10 percent. - Councilors voted on April 21 to increase the mistakenly low contingency allocation to about 5.2 percent, still well below the normal 10 percent This extra 2 percent will pay for all the park's change:orders. • Its too bad council didn't 'allocate a proper 10 percent contin- gency fund in the first place': It would have prevented mislead- , ing debates about cost overruns that have given'some people the impression that this project is embroiled in a financial cri- It certainly would have made it easier for the Celebration • Park volunteers, who are trying to raise the final $75,000 to complete the public obligation. • We hope all councilors will stop picking at the park project and behind a project that has the potential to ultimately • benefit every Federal Way citizen. 1 Comments made by H. David Kaplan at the July 21, 1998 meeting of the Federal Way City Council. The last two city council meetings made some of us question how the city communicates with its own employees and with the general public. The first meeting was notable for questions about financial terminology relating to the city budget. The second included a deft presentation by Assistant City Manager Philip Keightley with an alphabet soup of bureaucratic acronyms. I've been attending city meetings for nearly a decade, so much of the material is familiar to me. But how about the infrequent visitor attending a city council meeting? How meaningful and clear are staff presentations and council discussion? Budget discussions will be starting soon. I thought it would be of some value to do some research. I'd like to share the results of that exploration of the public record with you. I've used Celebration Park funding as an example, to give us a tangible framework. DEFINITION OF TERMS All items listed below are created by recommendation of the public and the city staff to the City Manager. The City Manager then makes a recommendation to the City Council. A majority YES vote of the City Council (4 or more votes) is usually needed to put the recommendation into effect. • GENERAL FUND: The overall financial umbrella from which individual monies are allocated for principle operating departments of Federal Way. CITY MANAGER'S CONTINGENCY FUND: This is traditionally 3% of the general fund amount. The City Manager has the option to expend these funds on short term notice to meet sudden needs. STRATEGIC RESERVE FUND: It is required to be at 5% of the general fund. Currently, it is $2,000,000. This is a "Rainy Day" fund set aside to meet unanticipated, extraordinary or emergency needs, such as weather, public disaster or similar circumstances might create. The areas for which these funds may be expended have the strictest criteria to be met of any city funding sources. • Page 1 V CAPITAL IMPROVEMENT PROJECT (CIP): An asset acquisition or construction project for a permanent addition to the city's infrastructure. • Examples include land acquisition, buildings, roads, park development, equipment or machinery. BUDGET: A two year, biennial projection of what the city anticipates to receive in revenue and pay out in expenses. A mid -term review evaluates progress to date and adjustments are made. REALLOCATION: Adjustment of monies within the budget from one category to another. Done on an ongoing basis, upon request to satisfy a specific need, or at the mid -term review. CARRY - FORWARD FUNDS: Although the city has a two -year budget, funds are considered for expenditure in each year. After the first year, those funds not spent from that year's apportionment are re- assigned on a one -time basis at the discretion of the City Council. These funds cannot be used for ongoing operating costs of any city function. PRELIMINARY PROJECT COST ESTIMATE: After meeting with the public for input, staff gathers data and conducts research and evaluation. Staff prepares a first guess at what a project will cost. This preliminary estimate is reviewed by the staff, the City Manager and the City Council, to make sure all necessary elements are included. FINAL PROJECT COST ESTIMATE: Fine tuning by the staff, the City Manager and the City Council results in the final project cost estimate that is approved by the City Council to go out to bid. GOING OUT TO BID: Following very strictly- defined legal procedures under which a municipality requests contracts to work for the city, a document is prepared that lists all elements needed for the project. The documents also include "deducts" or "alternates" which are items that could be set aside and not included in the contractor's bid so that the bid itself will come within the range of funding the municipality has for the project. These "deducts" or "alternates" can later be contracted for inclusion, should there be cost savings or under - expenditure of funds in construction. Page 2 • CONTINGENCY: • Construction projects, regardless of size, traditionally have a contingency of no less than 10% of the total construction cost included in the final project cost estimate to cover unanticipated expenses. These are the wide variety of unknowns that invariably arise. The contingency amount is included in the estimate so that sales tax for the total project is calculated on both the construction and contingency figures. Page 2 LOWEST RESPONSIBLE BIDDER: When bids come in, staff, the City Manager and City Council reviews them and awards the bid. What makes a contractor a "Responsible Bidder" is a list of criteria set by the city to evaluate every bid. Therefore, the lowest bid may not be the one to get the contract. CHANGE ORDER: Throughout construction and completion phases of a project, circumstances arise that causes changes to be requested in the work being done. A specific dollar amount is assigned to each change order. Both contractor and the city must agree to the scope and cost of the change order before it can be approved and included in the project. The "Contingency" amount is designed to cover these Change Orders. FINANCIAL TIME LINE OF CELEBRATION PARK (CIP) • December 16, 1997: City Council approves bond proceeds of $8,662,000 for project. A 3.2% contingency of $212,241 is included in the estimate. December 16, 1997: City Council awards contract for $6,678,011.29, including sales tax, for construction of the Park. Through April 14, 1998: A total of $98,000 in change orders were approved. SEE ENCLOSED LIST. In addition, remediation of Wetland Z was required by the Department of Ecology. Cost for remediation was paid out of Celebration Park's construction budget, even though it was not included in the original budget estimate. Total cost for this remediation will be approximately $250,000. Obviously, a $212,241 Contingency Allocation is insufficient. At the appropriate level of 10% contingency, the figure should have been more than $800,000. On April 21, 1998, the City Council voted to reallocate other available monies totaling $447,000 to the Celebration Park Contingency Allocation, thereby bringing the reserve for unanticipated expenses to around 5.16 %. Page 3 The allocations were: $197,000 from the Parks Department CIP Balance* • $100,000 from the City Manager's Contingency Fund $150,000 from unallocated General Fund monies * If not to Celebration Park contingency, $114,000 would have been recommended to Skate Park and $83,000 to other Park Department projects. The only Skate Park funding in the current 1997 -98 budget is $15,000 for scope and design. Page 3 Council voted to approve the reallocation as follows: Voting YES: Burbidge, Dovey, Gates, Gintz, Kochmar and Park Voting NO: Watkins The foregoing material sets forth the terms and procedures by which a city creates a CIP and where it receives its funding for that project. We have omitted one term in our definitions because it does not apply: COST OVER -RUN. For the record, however, we will provide that definition now: COST OVER -RUN: This term is applied to a project only after the agreed -upon cost (including Contingency Allocation) has been expended and work still needs to be done on the project and paid for. • As of today, July 21, 1998, Celebration Park is within its construction and 10% contingency budget. Therefore, there is no cost over -run on Celebration Park. Page 4 • CITY OF FEDERAL WAY CITY COUNCIL FINANCE/ECONOMIC DEVELOPMENT & REGIONAL AFFAIRS COMMITTEE Date: April 14, 1998 From: David Wilbrecht, Deputy Directo 1 / Parks, Recreation and Cultural Services Department Subject: Celebration Park Project Cost Update The City Manager has requested an update on the Celebration Park construction in light of recent questions regarding the Civic Theatre construction. The following information is presented in a similar format as the Civic Theatre for consistency. Original Celebration Park Work: As reported by Ms. Iwen Wang, Management Services Director in her April 6, 1998 memorandum about Celebration Park Funding, the original project was $8,325,000. This amount included funding recommended by the Civic Investment Advisor Committee (CIAC) and approved by the Council was: n $7.54 million for the park and $790,000 for the north entrance road into the park. At the December ( - TT - 6,79 - 4 City Council meeting, the Council approved the project with an additional allocation of $320,000 from bond proceeds, which brings the bond proceeds to the project to its current total of $8,662,000. Memorandum of Understanding: The Celebration Park Funding Committee (CPFC) was formed to organize the fund raising campaign. The City and CPFC reached a Memorandum of Understanding (MOU). The MOU specified the fund raising goal of $350,000 and directed the expenditure of those funds for the approved park attributes. Bidding and Contract Award: The project was approved for bid and on November 26, 1997 nine bids were received. Staff studied the bids and presented information to the Parks Committee in December. On December 16, 1997, Council authorized the City Manager to contract with Stan Palmer Construction, Inc., the lowest responsible bidder for the project. The approved contract with sales tax is $6,678,011.29. The project completion date is November 30, 1998. The flood lights will be bid this month. The City elected to purchase the lights and install them with volunteers to save additional funds. Project Budget and Contingency Status As indicated in the April 6, 1998 memorandum, the project has a continency of $212,241 or 3.2% of the project budget. There are a number of uncertainties staff is anticipating, but have no clear sense of potential impact to the project schedule or to cost. The first construction tasks that have occurred include cutting and clearing, grubbing roots and brushing to clear the site and prepare for major grading. Weather conditions or other unforseen conditions can negatively affect the schedule and increased • cost to the project. For example storm line 401, a deep pipe near the parking area, was installed on the south side of the property adjacent Wetland Z, the area recently remediated, the excavation uncovered some construction debris that was unsuitable for backfill and needed to be removed. Our northwest weather is a major factor influencing the schedule because it can change a completely workable soil condition with suitable materials for backfill into a muddy pool of soil unsuitable for backfill or grading. Weather more than any other uncontrollable condition has affected the site to date. To maintain the schedule, the contractor has been authorized to implement several Construction Change Directives with an estimate as follows: TABLE I Current Construction Change Directives Description of Change Estimate Construction Change Directive # 1 Protection of storm sewer line 401 $5,000 Construction Change Directive # 2 Add curtain drains in parking lot & add surface drains $8,000 Construction Change Directive # 3 Remove unsuitable soils from parking area & stabilize $30,000 Construction Change Directive # 4 Remove and dispose of underground concrete structures $3,000 Construction Change Directive # 5 Load and haul 60 yards of landfill debris offsite $11,000 Construction Change Directive # 6 Cut off and remove reinforcing steel from concrete debris $1,000 Construction Change Directive # 7 Stabilize unsuitable soil $40,000 TOTAL EXECUTED CCDs City Estimate $98,000 Another site condition affecting the budget is the environmental remediation of Wetland Z. This cleanup effort was required by the Department of Ecology but was not part of the CIAC report or recommendation. The cost of the cleanup was not included in the original budget estimate although is was paid for out of the Celebration Park budget. Currently $201,000 has been expended in this effort and the cost might approach $250,000. So far, these changes as shown in Table I of this memorandum are within the existing construction contingencies. But, with such a low (3.2 %) contingency reserve, it is recommended that additional funds be set aside as follows: $114,000 from reallocation of skate park; $83,000 from Park CIP balance originally to be transferred to the theatre; $100,000 CM contingency and; $150,000 unallocated General. These actions will restore the $250,000 in environmental cleanup expenditures and ensure a successful completion of the project. CITY COUNCIL MEETING MINUTES April 21, 1998 - Page 3 Burbidge yes Dovey yes Gates yes Gintz yes • Kochmar yes Park yes Watkins yes Item (e): Council Bill #194Budget Carry Forward Adjustment/Enactment Ordinance • APPROVED ORDINANCE #98 -314 Pulled for discussion by Councilmember Gates as a result of a meeting today wherein revisions were proposed. Councilmember Gates then MOVED TO 1. ALLOCATE $114,000 PARKS CIP BALANCE TO CELEBRATION PARK INSTEAD OF SKATEBOARD PARK, AND 2. REALLOCATE THE PARKS CEP BALANCE OF $83,000.00 FROM CIVIC THEATRE PROJECT TO CELEBRATION PARK CONTINGENCY; AND ALLOCATE $65,000.00 FROM THE CITY MANAGER CONTINGENCY FUND TO COVER THE ASBESTOS REMOVAL COST INCURRED BY THE THEATRE PROJECT; AND 3. TO ALLOCATE $150,000.00 FROM THE UNAPPROPRIATED GENERAL FUND BALANCE AND $100,000.00 FROM THE CITY MANAGER CONTINGENCY FUND, FOR A CELEBRATION PARK CONTINGENCY • ACCOUNT AT $250,000.00 FOR POTENTIAL COSTS ASSOCIATED WITH THE REMOVAL AND REMEDIAL OF HAZARDOUS OR SIMILAR MATERIALS ON SITE; second by Councilmember Dovey. Considerable discussion took place regarding overruns and the use of contingency funds and rules of use for such funds. The motion carried as follows: Burbidge yes Dovey yes Gates yes Gintz yes Kochmar yes Park yes Watkins no Item (h): Speed Hump Criteria Modification Mary LeProwse spoke in opposition to speed humps due to medical conditions. She stated people should have a vote if they will be affected by change. Further, she stated the City should change the criteria to speed hump installation. - Evelyn Reitan spoke in opposition to speed humps. She said they benefit few and penalize many; not • to mention the limitation on access. She stated seven officers patrolling is not enough and is in favor 411 of issuing speeding citations. • • •