Parks Comm PKT 06-04-1998 CITY OF FEDERAL WAY
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PARKS AND RECREATION C(7OMNIISSIO;N......:... _
Ttursday,. June 4, 1998 Gtty
f 00 prm Administration Conference Ro m
AGENDA
1. CALL TO ORDER 3 MIN.
AGENDA ITEM - TIMING
2. PUBLIC COMMENT 15 MIN.
3 MINUTES PER PRESENTATION /15 MINUTES FOR DISCUSSION
3. APPROVAL OF MAY MINUTES 5 MIN.
4. COMMISSION BUSINESS
A. UPDATES
I. Wedgewood Park/Budget Calendar 10 MIN.
II. Off Leash Park Bollen 5 MIN.
• III. Skate Park Kaplan/Wilbrecht 10 MIN.
IV. Celebration Park
a. Funding Committee Duclos/Reid 10 MIN.
b. Model Tour II Reid 5 MIN.
c. Policy/Procedure McColgan/Baker 15 MIN.
d. Volunteers Swan 10 MIN.
e. Flag Pole Kellogg 10 MIN.
5. SPECIAL EVENTS
A. Celebration Pk Volunteer Appreciation Day Swan/Wilbrecht 15 MIN.
B. Lake Grove Ballfield Dedication Wilbrecht 10 MIN.
6. COMMISSION COMMENTS 15 MIN.
7. ADJOURNMENT
REMINDER: NEXT MEETING WILL BE TFIURSDAY, JULY 2, 1998
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CITY OF FEDERAL WAY
PARKS<AND;RECREATION COMMISSION
Thursday, May 7, 1;998 City Hall
6:00 p:m. Administrative C onference Room
MINUTES
Present: Jim Baker, Jerry Bollen, Laird Chambers, Chair, Dave Kaplan, Bob Kellogg, Barbara Reid, Vice Chair, Bob Roach,
Dini Duclos and Marion Bartholomew.
Members excused: Dean McColgan and Karl Grosch.
Staff: Dave Wilbrecht, Deputy Director and Peg Buck, Administrative Assistant.
Chair Chambers called the meeting to order at 6:10 p.m.
* PUBLIC FORUM
Linda Kochmar Councilmember
Hope Elder 30105 2nd P1 SW Federal Way 98023
Ed Opstad 29604 1 l th PI S Federal Way 98023
Hope Elder reported on donations for Celebration Park plus the committee's proposed activities for fund raising. She
• stressed the need for two dedicated volunteers to assist the committee for approximately two months.
Ed Opstad, Vice President for the Historical Society, voiced concerns on the Fisher Pond property. Members of the
Historical Society and City staff visited the site and discussed needed improvements. City staff assessed the improvements
at an approximate $200,000.00 to bring the property in compliance on electrical, plumbing, building and ADA
requirements. Mr. Opstad felt there were other workable options such as volunteer work, donated materials and grant
monies to offset the city's projected cost. Mr. Opstad's comments were for informational purposes only.
* MINUTES
BOLLEN MOVED, DUCLOS SECONDED A MOTION TO APPROVE THE APRIL 2, 1998 MINUTES AS
CORRECTED. MOTION PASSED.
* ADDED AGENDA ITEMS
Cerebration Park Construction Starting Events, Web Page, Lake Grove Sports Field, Carry Forward Funds and
Regional Finance and Governance Plan
* COMMISSION BUSINESS
A. New Commissioners Welcome
Chambers welcomed the new commissioners and thanked those returning to the commission. Reid would like to see Larry
Tibbels involved in the Commission. He interviewed but was not selected as a Commissioner. He would like to be involved
and assist the commission.
Council Committee
• Wilbrecht passed out copies of the Parks, Recreation and Public Safety Committee meeting notes and highlighted points of
interest. He asked that commissioners review the document and it would be discussed at the June meeting.
C. Procedures for Electing New Officers
Chambers conveyed the procedures and expectations of commissioners for the Chair and Vice Chair positions. Discussion
followed with concerns on political issues, pros and cons on Vice Chair automatically going to Chair position, more demands
on commissioners and the "grandfather" clause versus recruitment. Commissioners wanted clarification on the Vice Chair
automatically assuming Chair position. Bollen explained that the balloting was to change as discussed in the April meeting
and that there would not be "automatic" placement from Vice Chair to Chair in the future.
D. Election of New Officers
The election of Chair and Vice Chair was conducted. Chair nominations: Duclos nominated Reid with Roach seconding
and Bartholomew nominated Bollen with Duclos seconding the nomination. Reid was voted next Chair. Vice Chair
nominations: Baker nominated Bollen with Roach seconding and Kellogg nominating Kaplan with Duclos seconding. Bollen
was voted next Vice Chair.
E. Updates
1. Wedgewood Neighborhood Park
Eight residents attended the site meeting with Kellogg, Ikerd and Ed Swan. Discussion with the residents showed they had
concerns with maintenance. Wilbrecht said City Council is currently in the 1999 -2001 budget process and will consider
Wedgewood and other new initiatives.
2. Off Leash
No action from the Federal Way group in the past month . They'll meet to formalize a committee to proceed. Kaplan read
part of a letter from Pete von Reichbauer in support of the issue.
3. Skate Park Master Plan
Wilbrecht reported that Purkiss- Rose -RSI was selected as the design consultant and is currently reviewing the Scope of
Service and fee for the work.
4. Celebration Park •
a. Funding Committee
Duclos reported that as of 5/4/98, $236,721.16 had been raised for Celebration Park. The
committee is developing a plan to raise the remainder of the monies through donations, proposals
and grants. Reid said there is support needed from local media and suggested public recognition
to those who donate. Reid thanked Hope Elder for her dedicated work on the committee.
b. Policy/Procedure Subcommittee
The committee submitted the following recommendations: Celebration Park should have a
separate cost center for budgeting purposes. All expenses incurred and revenue generated by
the park as a result of fees and usage should be separately accounted for as a separate cost center
designed exclusively for Celebration Park.
The following recommendations were made at the April 2, 1998 full commission meeting for
action: Tournament scheduling would give priority to teams in good standing who have
scheduled the past five consecutive years. Also, develop a fee and usage schedule to reflect the
needs of the community with the high quality of Celebration Park facilities in mind. Discussion
on the the projected revenue does not show all possible revenue sources. Document was going
to be modified to read as a "conservative estimate but does not include all revenue sources ".
Bartholomew made a motion to recommend and make changes then forward to Parks
Commission and Council Committee for approval: Duclos seconded. Discussion and
clarification of the motion by Baker that the Parks and Procedures Subcommittee to read Parks
Commission. Motion passed.
MOTION TO EXTEND MEETING UNTIL 9:10, SECONDED. MOTION PASSED.
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c. Construction
• Wilbrecht reported that construction is on schedule. The batting fields are at
subgrade and much of the soil problems have been corrected. Some vandalism has occured and
Police are aware and patroling. Council finalized the light standards Tuesday at council meeting.
Floodlighting came in under budget and some of areas of construction are ahead of schedule.
d. Volunteer Work Parties
50% of the volunteer work was to be completed by the end of May, 1998. The volunteer work
has exceeded that requirement. The goal is to maintain the plantings by watering and weeding
with volunteers.
e. 2% for Arts
Kellogg advised that there is a question about how 2% for arts will be treated regarding
Celebration Park. Discussion on the art for the park included the type, monies available, etc.
A suggestion was made that the Parks Commission meet with the Arts Commission on this issue
at a later date.
f. Flagpole
A sixty foot flagpole has been approved and Kiwanis will sponsor. Wilbrecht has talked
with the contractor on costs of the flagpoles, set -up, etc. He felt the fees could be negotiated with
the contractor when the time comes for placement.
F. POSITION PAPER ON PARKS, RECREATION BUDGET
Kaplan presented his position paper on the Parks and Recreation budget. It is being considered by both relevant Council
Committees: Finance/Economic Development and Parks/Recreation/Human Services/Public Safety.
G. ADDRESS LIST
Buck passed out forms to be completed by each commissioner to update the address /phone listing. She also read a thank
you note to the commissioners from Pam Pollman on her farewell gift as well as praise on working with each of them.
REED MADE A MOTION TO EXTEND MEETING UNTIL 9:45, BAKER SECONDED. 9 AYES, 2 NAY
H. ADDED AGENDA ITEMS
Celebration Park Starting Events - Commissioners asked when "starting" events could be planned for Celebration Park:
i.e., dedications, donor recognition, etc. Wilbrecht said they could be planned at any time to coordinate with
construction activities.
Web Page - Kaplan met with Mehdi Sadri and he would try scanning the Celebration catalog and order form in to the
City Web Page. Wilbrecht is to follow up with Mehdi on this issue. If unable to scan the documents, we would type the
information for Web access.
Lake Grove Sports Field Dedication - the dedication has not been established. There is an issue with the steps and
Bartholomew was going to look in to having a volunteer complete this project.
Carry Forward Funds - No further carry forward funds as reported by Kaplan.
Regional Finance and Governance Plan - Chambers gave a report on issues.
* COMMISSION COMMENTS
Bollen praised Chambers for a job well done serving as Chair to the Parks and Recreation Commission.
Chambers reported that the synchronized swim meet went well at the King County Aquatic Center.
Baker requested a copy of the renewable issues on the budget with the need to highlight action items. What is status of
action items?
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Bartholomew wanted to know "where we are" on items that are always pending. What's happened to the items ?....where
are they? Wilbrecht responded that follow -up comments would be made as appropriate. (Marion has concerns on the
Youth Sports needs)
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Roach suggested the city hire a tournament director when Celebration Park gets in to full swing. Position would take a
lot of work off staff.
Wilbrecht praised the resources the City of Federal Way has to offer - King County Aquatic Center, Celebration Park,
etc.
* ADJOURNMENT The meeting adjourned at 9:47 p.m. Motion to adjourn by Bartholomew with Baker
seconding. Motion passed.
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CITY OF FEDERAL WAY
PARKS AND RECREATION COMMISSION
MEMBERSHIP
Karl Grosch Dean McColgan
32119 27th Ave SW 32603 6th Ave SW
Federal Way, WA 98023 Federal Way, WA 98023
(H) 253/838 -0649 (H) 253/838 -5587
E -Mail kgrosch72@aol.com (W) 253/946 -2029
Term expires 4/30/99 Fax 253/946 -2105
Term Expires 4/30/00
Marion Bartholomew Bob Roach
30305 19th P1 SW 29906 4th Ave SW
Federal Way, WA 98023 Federal Way, WA 98023
(H) 253/927 -4527 (H) 253/839 -0938
(W) 253- 662 -8508 (W) 253/839 -0938
Fax 253/662 -8433 Fax 253/839-0116
E -Mail marion.l.bartholomew(aboeing.com E -Mail coachroachl@juno.com
Term expires 4 /30/99 Term expires 4/30/00
Jerry Bollen, Vice Chairperson James Baker
• 31304 42nd Pl SW 2309 SW 306th Pl
Federal Way, WA 98023 Federal Way, WA 98023
(H) 253/927 -8464 (H) 253/838 -2515
(W) 253/343 -7933 Ext. 309 (W) 206/726 -3280
Fax 253/874 -9507 Fax 206/726 -3209
Term expires 4/30/99 E -Mail jhbaker(c�MSN.com
Term expires 4/30/01
Dini Duclos Laird Chambers
2618 SW 343rd St 1901 SW 356th St
Federal Way, WA 98023 Federal Way, WA 98023
(H) 253/874 -2871 (1-1) 253/874 -9703
(W) 253/838 -6810 (W) 253/939 -8825
Fax 253/874 -7831 Fax 206/205 -8745
Term expires 4/30/99 Term expires 4/30/01
Barbara Reid, Chairperson H. David Kaplan
1828 S. 330th St #B 30240 27th Ave S
Federal Way, WA 98003 Federal Way, WA 98003
(H) 253/874 -3106 (1-1) 253/941-3819
Fax 253/874 -8395 Term expires 4/30/01
Term expires 4/30/99
Bob Kellogg STAFF
33419 33rd P1 SW Dave Wilbrecht, Deputy Director 661 -4042
• Federal Way, WA 98023 Peg Buck, Admin. Asst. 661 -4055
(H) 253/952 -2387 Term expires 4/30/00
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Memorandum of Understanding
• Celebration Park Fund Raising Campaign
1997 - 1998
City of Federal Way and the Rainier Audubon Society
THIS MEMORANDUM OF UNDERSTANDING "(MOU"), dated effective this 1st day
of January 1998, is entered into between the City of Federal Way ( "City"), and the Rainier
Audubon Society ( "RAS ") and defines the responsibilities of the RAS and the City in connection
with the 1998 Celebration Park Funding Raising Campaign ( "Campaign ").
Recitals:
A. On April 8, 1997, the Federal Way City Council approved funding for the
construction of Celebration Park. A part of the approved funding package is a
community fund raising Campaign totaling Three Hundred and Fifty Thousand
Dollars and no /100 ($350,000.00). Funds collected during the fund raising
Campaign will be used to construct the park, restroom/concession buildings,
wetlands, trails, buffer enhancements and natural areas;
B. The Celebration Park Funding Committee (CPFC) is the fund raising organization
• for the Campaign. The Campaign will open in September of 1997 and run through
December 31, 1998;
C. The Rainier Audubon Society wishes to support the CPFC fund raising efforts.
NOW, 'THEREFORE, the parties agree as follows:
L City Responsibilities. The City agrees as follows:
a) To serve as the developer of the park, and to develop the park according to
the approved plans and specifications;
b) To utilize all funds collected or raised by the RAS for the development of
Celebration Park.
c) To indemnify and hold harmless the RAS, its elected officers, employees, agents,
and volunteers from all losses, damage, claims, and expenses of any kind or
character resulting from, connected with, or arising out of this MOU to the extent
caused by the errors, acts, or omissions of the City of Federal Way, its partners,
officers, shareholders, agents, employees, invitees, or volunteers or by the City of
Federal Way's breach of this MOU.
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d) To hold back 5% of the funds raised through fund raising efforts of RAS in a
separate account to be used to offset expenses incurred by the RAS as a result of •
the fund raising activities and approved by the City. At either the expiration of this
MOU or earlier termination of this MOU by either party, any remaining funds will
be placed in the City's fund raising account and used for park development.
11 RAS Responsibilities. The RAS agrees as follows:
a) To serve as technical advisor for the purpose of fund raising and education
regarding Celebration Park's natural areas, wetlands and habitat.
b) To support the fund raising effort by assisting in the preparation and signing of
grant applications relative to Celebration Park's natural areas, wetlands and
habitat.
c) To deposit all funds collected from the grants in the CPFC bank approved by the
City.
d) Upon completion of the Campaign, to deliver funds collected from the Campaign
to the City for Celebration Park development.
e) To indemnify and hold harmless the City, its elected officials, employees, agents,
and volunteers from all losses, damage, claims, and expenses of any kind or •
character resulting from, connected with, or arising out of this MOU to the extent
caused by the errors, acts, or omissions of the RAS, its partners, officers,
shareholders, agents, employees, invitees, or volunteers or by the RAS's breach of
this MOU. RAS waives any immunity that may be granted to it under the
Washington State Industrial Insurance Act, Title 51 RCW.
IT IS FURTHER agreed by both parties:
a) The term of this MOU shall commence upon the effective date of this MOU
and shall continue until the completion of the parties respective responsibilities, but
in any event no later than June 30, 1999. This MOU may be extended for
additional periods of time upon the mutual written agreement of the City and the
RAS.
b) Prior to the expiration of the term of the MOU, this MOU may be
terminated by the City or the RAS, with or without cause, only upon thirty
(30) days prior written notice.
c) Funds received or applied for during the term of this MOU and received after
this agreement has terminated will be used in accordance with the City's plan for
the development of Celebration Park.
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This MOU contains all of the obligations of both parties for the Campaign and may not be
• changed or modified except by written agreement by both parties.
CITY OF FEDERAL WAY RAINIER AUDUBON
SOCIETY
By: By:
Kenneth E. Nyberg, City Manager Bruce Harpham, President
APPROVED AS TO FORM:
Londi K. Lindell, City Attorney
A'iTEST:
N. Christine Green, CMC, City Clerk
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From: Chris Green
To: JENNYS, DAVIDW, SUEF, PEGGYB
Date: 5/8/98 10:27am
Subject: INVITATION
fyi...I just talked with Larry Tibbels (fellow who interviewed with council
for parks /recreation commission position) and he sounded very excited about
being involved with the commission. I will send him a courtesy calendar each
week, so he knows when they meet. He said he is especially interested in the
Lake Killarney area since it helped in the construction for the original
Lutherland facility. Also, invited him to apply next year for opening. He
said he had also received a call from Barbara Reid, so will be calling her
today as well. I will send council a memo as informational!
cg
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