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Parks Comm PKT 05-05-2005 facs CITY OF th,13ERAL WAY . PARKS, RECREATION AND CULTURAL SERVICES PARKS AND RECREATION COMMISSION Thursday, May 5, 2005 Hylebos Conference Room 6:00 p.m. City Hall' AGENDA I. Public Forum II. Approval of Minutes III. Commission Business A. Community Center Fundraising Campaign Proposal Action Dennis B. Northwest Parks Foundation Park Safety Net Fund Management Action Dennis C. Sponsorship Policies for Community Events Discussion Reuter IV. Staff Reports A. Community Center Update Information Sanders B. Advancing Leadership Project Update Information Reuter • C. Madrona/Thompson Park Updates Information Sanders V. Pending Items A. Special Use Permit Policies B. Downtown Park V. PRHSPS Council Committee Meeting Monday, May 9, 2005 at 5:30 p.m. in Hylebos Conference Room VII. Next Meeting /Agenda Items /Calendar VIII. Adjournment NEXT MEETING IS JUNE 2, 2005 • CITY OF FEDERAL WA PARKS, RECREATION AND 'CULTURAL SERVICES PARKS AND RECREATION COMMISSION Thursday , April 7, 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, Ade Bright, Don Dennis, Cindy Dodge, Joe Henry, Joel Howitt, Fred Konkell, Tom Medhurst, Marie Sciacqua and David Talcott. Staff: PRCS Director Donna Hanson, Park Operations Superintendent Kurt Reuter, Recreation and Cultural Services Superintendent Mary Faber, Park Planning and Development Coordinator B. Sanders, and Administrative Assistant Peg Wright. Guests: Lori DeVore. Dennis moved; Konkell seconded motion to approve amended meeting minutes. NO PUBLIC FORUM. COMMISSION BUSINESS working outline of the Community Center fundraising campaign that Report — Dennis distributed a wo tY Fundraising Committee g g P included several options. Dennis stated that due to building design and proposed artwork, the idea to sell entryway pavers would not be feasible. The pavers would need to be very heavy and thick which would make them too expensive for the fundraising campaign. A Wall of Fame with five donation categories was discussed as well as naming rights to rooms, pools, and the running track. A donor fund could be established for those purchasing numerous other amenities such as teen • room games, fitness equipment, landscape items, etc. The committee wants to pursue working with the Northwest Parks Foundation on the fundraiser. The Foundation is a 501C -3 Foundation that charges a 5% management fee for donations exceeding $25.00. The committee feels the foundation has the knowledge and experience to best strategize fund raising efforts for the Community Center. Sponsorship Policies for Community Events - Superintendent Reuter reviewed the memo and draft application for with the commission. He asked for input from the commission, keeping in mind this is the first draft of the document. He stated that this process would take some time to refine and get to its fmal form. Suggested revisions were offered by commissioners and will be changed in the draft document. Additional comments can be e- mailed to Reuter as commissioners have time to more thoroughly review the draft. A revised draft will be brought back to the May Parks and Recreation Commission meeting for further review. One suggestion was that two applications be made available with the following criteria: one application for a one day (or less) event using minimal City resources and a second application for larger events over 2 or more days, requesting additional City resources. Superintendent Reuter said there could be levels of approval depending on the complexity and special requests on the application. Another suggestion was that an Advisory Board be used for reviewing the larger, more complex applications. Other issues discussed mainly pertained to the application. They included economic impact/benefit to community, level of requested City resources (Parks, Public Safety, Streets, etc), other local agency /governmental participation, indemnity /insurance requirements, organizational references and requiring a formal written proposal in addition to the application. Director Hanson said another item to consider during the review process is whether the event benefits the community and is by a local organization. Lake Killarney Gate Closure — Superintendent Reuter presented a recommendation to close the entrance gate to Lake Killarney Park because of illegal activities. The parks department and police have received numerous complaints from neighbors, park users and World Vision. He feels by restricting vehicle access to the park, it will eliminate a lot of the dumping, overnight camping and fires, after -hours alcohol consumption and other illegal activity. Reuter has discussed this proposal with Federal Way Public Safety staff, World Vision security staff and Lake Killarney Improvement Association, who all endorse the concept. He emphasized that this is a neighborhood park, not a destination or regional park. The proposal is a trial closure of the entrance gate with quarterly monitoring reports on the impact of such closure. Dennis moved: Konkell seconded motion to approve Option #1, a trial closure of the entrance gate to Lake Killarney Park with • quarterly status reports. Motion carried 7 for, 2 against: Purdom — Yes Pfeiffer — No Bright — Yes Dodge — Yes Konkell — Yes Henry — Yes Talcott — No Dennis — Yes Howitt — Yes Parks and Recreation Commission, Apri17, 2005 • Page 2 STAFF REPORTS Reuter requested that (Item B) Advancing Leadership Project Report be moved ahead of (Item A) Lakota /Sacajawea Master Plan reports to accommodate presenter. Advanced Leadership Project Report —Lori DeVore, Advanced Leadership Project member, distributed maps of Celebration Park that outlined the placement of the picnic tables, benches and trail signs. This group has been working with P Superintendent Reuter on sign specifications for the trail signs. Parks staff will pour concrete pads prior to the table p g installation. Reuter will work with the group on specific installation dates and scheduling an "unveiling" ceremony. Lakota /Sacajawea Master Plan Public Meeting Report — Ms. Sanders introduced the consultants and distributed discussion items from the public meetings on each Master Plan. With the input from the public meetings, commission and staff recommendations, the consultants can move forward to final designs to present to Council Committee. o Council and Community Center Update — Ms. Sanders reported that the 85% design on the Community Center went to City Y P p was approved. The 100% design approval will be on the City Council agenda for the April 19, 2005 meeting. An Open House will be held on this same date from 5 p.m. -7 p.m. The design drawings will be on display during the Open House. Sign Code Amendment in Sports Fields — This item was reviewed by FEDRAC council committee and subsequently approved by the full council. Director Hanson said PROS was given direction during the budget process to develop methods to generate additional revenue. This concept was brought back after being rejected when Celebration Park first opened. This project will require a revision of the sign code. Madrona Park — Ms. Sanders said work would resume on the trail area whe n the weather improves. Reuter reminded the commission about the Jim Webster field dedication ceremony on Saturday, April 9, 2005 at 9:30 a.m. The City of Federal Way's annual Volunteer Recognition Dinner will be held the evening of Friday, April 22, 2005 at Northwest Church. • PENDING ITEMS Special Use Permit Policies Downtown Park PRHSPS Council Committee meeting will be held on Monday, April 11, 2005 at 5:30 p.m. in the Hylebos Conference Room. Chair Purdom plans to attend. NEXT MEETING /AGENDA ITEMS Community Center Fundraising Campaign Sponsorship Policies for Community Events Community Center Update Madrona & Thompson Park Updates Advancing Leadership Project Update ADJOURNMENT Chair Purdom adjourned the meeting at 8:35 p.m. NEXT MEETING IS MAY 5 , 2005 • • \O O cO O • O O N .-� U O ,,, y V] a a 6 „ O O M A N N ^" .-C N 'z E N M cd W r I-4 CA H V cn N a x U c/) � "P.) D z Pi x a a a 0 O N M Y3 W 00 c >, N pp c) \ O x a •I • W O W o U� � z� N A > * -' O W a w a cd a ti a U A Z 1 O N M el O g V::+ I CA 4 r::) v) a cal 4 c ti) � M • a `bA 1 011 O O Q+ b N U x E a x d r U a • CITY OF FEDERAL WAY PARKS, RECREATION AND CULTURAL SERVICES DEPARTMENT • MEMORANDUM DATE: May 5, 2005 TO: Parks and Recreation Commission FROM: Mary Faber, Recreation and Cultural Services Superintendent SUBJECT: Northwest Parks Foundation -Parks Safety Net Fund Management Policy Question: Should the City enter into an Agreement with Northwest Parks Foundation to collect and manage tax deductible grants and private donations on behalf of the City for Parks and Recreation Projects /Programs and to transfer those funds to the City for use? Background: The Northwest Park Foundation is an umbrella 501C-3 organization dedicated to advancing county- wide parks and recreation opportunities and facilities. NPF is a private, non - profit organization established to promote healthy citizens and communities by protecting and encouraging the enhancement and development of park rk and recreation facilities and resources for this and future generations. Established in November of 2002, NPF designed the Parks Safety Net Program to school districts, and parks facility direct and indirect support to park and recreation agencies, p Y provide p 9 • resi user groups. NPF has a boundless service area with primary focus on agencies, school districts and din within Kin Count user groups geographically g g Y and Snohomish County. NPF, as a 501(c)3 organization, will accept tax deductible donations from the public on behalf of the City and will transfer such funds to the City. The City acknowledges that NPF may deduct actual expenses for all donations and a 5% service fee for each donation equal to or greater than $25. Remaining donated funds will be held by NPF in a non - interest bearing account prior to transfer to the City. Individual donations may be designated for specific City parks and recreation projects /programs. Multiple accounts may be set -up to collect donations, grants Options: 1). Authorize the City to enter into an Agreement with Northwest Parks Foundation to establish and manage the Parks Safety Net Fund for City Parks and Recreation Projects /Programs for the collection of grants and private donations. 2). Decline the proposal to enter into an Agreement with Northwest Parks Foundation to establish a Parks Safety Net Fund. Committee Recommendation: Forward Option 1 to the Parks, Recreation, Human Services and Public Safety Council Committee • approval on May 9, 2005. is /communitycenter / fundraising/ pkscommissionapprovalmemo 5 • _ Bill • 1 ht PHILANTHROPY is based on voluntary action for the common good. It is a tradi- tion of giving and sharing that is primary to the quality of life. To assure that phi- lanthropy merits the respect and trust of the general public, and that donors and prospective donors can have full confidence in the not - for - profit organizations and causes they are asked to support, we declare that all donors have these rights: I. VI. To be informed of the organization's mission, of To be assured that information about the way the organization intends to their donations is handled with respect and with use donated resources, and of its capacity to use confidentiality to the extent provided by law. donations effectively for their intended purposes. II . VIT. To expect that all relationships with To be informed of the identity of those serving individuals representing organizations of interest • on the organization's governing board, to the donor will be professional in nature. and to expect the board to exercise prudent judgement in its stewardship responsibilities. . VIII • III To be informed whether those seeking donations are volunteers, employees of the To have access to the organization's organization or hired solicitors. most recent financial statements. 111• I " ' To have the opportunity or their pp h' f To be assured their gifts will be used for names to be deleted from mailing lists that the purposes for which they were given. an organization may intend to share. V. x• To receive appropriate To feel free to ask questions when making acknowledgement and recognition. a donation and to receive prompt, truthful and forthright answers. D E V E L O P E D B Y E N D O R S E D B Y AMERICAN ASSOCIATION OF FUND RAISING COUNSEL (AAFRC) (IN FORMATION) • ASSOCIATION FOR HEALTHCARE PHILANTHROPY (AHP) INDEPENDENT SECTOR COUNCIL FOR ADVANCEMENT AND SUPPORT OF EDUCATION (CASE) NATIONAL CATHOLIC DEVELOPMENT CONFERENCE (NCDC) ASSOCIATION OF FUNDRAISING PROFESSIONALS (AFP) NATIONAL COMMITTEE ON PLANNED GIVING (NCPG) COUNCIL FOR RESOURCE DEVELOPMENT (CRD) UNITED WAY OF AMERICA Please help us distribute this widely. 0 • ` 0 �4 s ♦ O 0 1E \ .4:4, ca 0 1 ' 44 C o 0 0 `" - w Z w `i' ° .4 • � CEI Z � a 41 v F-i G.) U � C O 4 4 �� Y cd 1--a ti) ZS C cn '� ' O . p ♦ ♦ M * . 11 . ,, { w 0 �► 4 Z In I4 04 f) cu Gi 4 `n U O . .y O , 4 co p cn U 0 - -c ct U 1 O 5 C O U .A p O ? ll '" 4—' z 0 Q.) • c� CU a' O a' - cd U s• v9 C 0,1 • 4 .. CA , O b i � . w O ! II i cn = g O a+ (5,, fr .� C O p C C B o �� � p., .� � C� CC U 2 U r.. E 7 r cd - ca G O D p c, ca sa w ., 1' Ii L 1 I U � , v, aq.r, -,-. 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Background: In November 2004, the Parks and Recreation Commission received citizen comment to consider raising funds for currently unfunded items of the new Community Center, such as the track, climbing wall, equipment and landscape improvements. In February 2005, the Commission voted to authorize the creation of a Sub - Committee chaired by Don Dennis to create a Capital Fund Raising Campaign. The Sub - Committee of the Commission was created and the Committee has met with City Staff, Project Architects and Northwest Parks Foundation to develop a Campaign Proposal. An outline of the Campaign strategy was shared with the Parks and Recreation Commission in March to provide information on work to date and get feedback. Attached is the draft Campaign Proposal for review. • Options: 1). Authorize the City to enter into a Capital Fund Raising Campaign as outlined by the Fundraising Capital Fund Raising Campaign Proposal for the enhancement and improvement of elements with a goal of $500,000. 2). Decline the proposal to enter into a Capital Fund Raising Campaign for the new Community Center. Committee Recommendation: Forward Option 1 to the Parks, Recreation, Human Services and Public Safety Council Committee approval on May 9, 2005. is /communitycenter /fundraising /capital campaignpkscommissionapprovalmemo4 .27.05 • • • • Federal Way Community Center Private Fundraising' un ' ' & Capital Campaign Proposal April 27, 2005 Prepared for: City of Federal Way Parks and Recreation Commission Prepared by: Campaign Advisors: Kristen Bush, MPH — Executive Director Stephanie Bowman — NPF Board Northwest Parks Foundation "atti 0 First Ave, Suite 300 Brittney McBride — Project Coordinator, NPF Staff WA 98104 Kris B @,nwp a rks . o rg • 206 - 838 -7550 or 206 - 718 -1174 Project Summary The City of Federal Way Parks and Recreation Commission proposes to raise $500,000 over the next 12 months (June 2005— May 2006) for ancillary support of the Federal Way Community Center. This capital campaign is contingent upon Parks Commission and City Council approval. The campaign funds will support several proposed features of the ongoing Community Center Development including: 1) specific under - funded structural elements such as the senior lounge, classrooms, and party rooms; 2) equipment such as activity, fitness and sports equipment, landscaping tools, signage, etc ; and 3) ambiance elements such as landscaping needs (e.g. perennials and shrubbery), benches, kiosks for community notifications, etc.. The fund drive will begin immediately upon approval. DRAFT • 1 • • The Development Plan The City of Federal Way has committed $21,500,000 for the new community center. These public dollars will • upport the development of the major structural elements of this public project. To supplement to supplement the public construction budget, the City of Federal Way Parks and Recreation Commission proposes to raise $500,000 over the next 12 months constituting approximately 2% of total funded project. The capital campaign funds are needed for 1) structural elements such as the jogging /walking track and climbing wall 2) furnishings for the senior lounge, teen area and classrooms; 2) equipment such as activity, fitness and sports equipment and 3) ambiance elements /landscaping needs such as perennials, shrubbery and benches. I. The Capital Campaign Plan Overview — The four overlapping major elements of the capital campaign plan include: • NAMING GIFTS: Naming rights could be sold for 10 featured elements ($450,000) • MAJOR GIFTS: From individuals, private foundations and corporations: See Gifts Chart ($ 100,000) • Participating in Existing COMMUNITY EVENT(s): The fundraising goal for the segment is $10K ( -2% of total fund drive). The purpose of this event is to increase public awareness of the capital campaign and re- ignite giving enthusiasm. In addition, community events will afford opportunities for smaller scale giving to the Donor Fund Drive. • solicitation, facility might include the use of direct , DONOR FUND DRIVE: This component of the campaign g P in actions and "item sales" in which individuals sponsor a specific smaller scale v p p user support, other giving ecific item such s teen room games, activities, fitness and sports equipment, landscape ite ms and tools, benches, etc. (Supplemental total) NAMING GIFTS (See Naming Gifts Chart) $ 450,000 MAJOR GIFTS (See Gift Range Chart) 111 <_ ( g ) — $ 100,000 COMMUNITY EVENTS — $ 10,000 DONOR FUND DRIVE $ Supplemental 2 . Capital Campaign Preparation: Upon approval of the campaign proposal, the Parks and Recreation Commission and City Staff will begin m obilization for the capital campaign. This includes assigning leadership responsibilities, budget development, web ite development, mobilization of volunteers, preparing a case statement, brochures and other campaign promotional materials (i.e. pledge cards and thank you notes), background information for solicitors, copies of design and other renderings from the city, pictures, press releases and if appropriate a prospectus. The budget should include estimated expenses for staff, campaign support materials, postage, parking, incidental costs, donor acknowledgements and signage and a plan to cover time contingent pledges and those pledges that are not fully realised. During the period estimated from June 2005 through August 2005 lead gifts will be recruited and a public relations plan if appropriate and required by the City will be developed and coordinated with City staff. In addition, a book keeping system specific to the campaign will be established. The campaign kick off will be August 2005. NAMING GIFTS Most of the naming gifts for the 10 identified elements will be recruited prior to the public announcement of the campaign. Prospect research will need to be completed and a draft list of interested or potentially interested individuals or corporations will be presented by May 15` For the most part, locally owned business owners, developers, and local philanthropists will be primary targets. National level sponsors and corporate giving will serve as a back up plan but normally take much longer to acquire. If naming gifts do not materialize, the campaign for major gifts will be shored up in an effort to cover the difference. See more information about naming recruitment under "Major Gifts" below. III __ r No Featured Element Value ' Naming Running Prospects Prospects Cost Total :Needed :Total Total* 1 : Leisure Pool of $ 1,500,000 $ 150,000 $150,000 20 ; 20 2.._ Lap Pool_ ._._._. $ 500,0000 $ 100,000 $250,000 20 40 _. 3 Gym Bay $ 508,000 $ 50,000 $300,000 15 55 4 Fitness $ 400,000 $ 40,000 $340,000 15 70 5 Multi Purpose ......__._. _ _ ....__. , Room $ 260,000 ' $ 25,000 $365,000 10 i 80 Running Track $ 287,000 $ 25,000 $390,000 10 90 1 7 Aerobics $ 275,000 E $ 25,000 $415,000 10 I 100 8 Senior Lounge $ 200,000 1 $ 20,000 $435,000 10 110 9 Classroom $ 100,000 $ 10,000 $445,000 5 115 10 Party Room $ 40,000 $ 5,000 $450,000 5 i 120 * Prospects for naming gifts can and will overlap with some Major gifts prospects. III 3 . MAJOR GIFTS • • • MAJOR GIFTS RANGE CHART Goal: $100,0000 Number of Cumulative Prospects Prospects Gift Size Recognition Cumulative Gifts Gifts Needed Cumulative Level Total 1 1 6 6 $20,000 Jeweler* $20,000 1 2 6 12 $15,000 Diamond $35,000 2 4 8 20 $10,000 Platinum $55,000 4 8 15 35 $ 5,000 Gold $75,000 5 13 20 55 $ 3,000 Silver $90,000 10 23 30 85 $ 1,000 Bronze $100,000 *Please note... this is intended to add humor. The group could have more fun with these levels. Foundations Paid staff and volunteers will identify foundations with a history of supporting civic projects and programs, recreation or organized indoor sports, walking and senior citizen health, wellness, and other related programs by using the Secretary of State's register of charitable foundations, Foundation Center software and other prospecting resources provided by the King County or Seattle Library Fundraising Resource Center(s). The City of Federal Way Parks and Recreation Commission select City leaders and local civic group leaders (e.g. Rotary Clubs, YMCA, etc) members will be asked to contribute guidance and advocacy for grant proposals. In all cases where individual gifts (below) are offered, donors will be asked to co -sign and /or endorse grant applications made to their places of work where appropriate. e rporations To research corporate prospects, paid staff and volunteers will consult the Puget Sound Business Journal lists and research web sites for names of corporate giving officers. Northwest Parks Foundation staff can assist with creating a target contact list and corporate giving officers will be systematically contacted. In some cases, challenge grants will be solicited. In addition, senior groups, art and music groups, adult athletes or parents of youth athletes could be asked to co- sign and /or endorse corporate giving from their places of work. In addition, Parks commission members will be asked for direct contact information for executives of identified corporations. Individuals Other individual major donors will be recruited via presentations and general mailings where emails are unattainable to individuals involved in arts groups, senior groups, civic groups, sports leagues and other local park and recreation related organizations. Whenever possible, individual contributions will be used in matching programs from corporations. In all cases where individual gifts are offered, donors will be asked if their companies offer matching gifts. • 4 4 III . COMMUNITY EVENTS Throughout the summer, the City of Federal Way hosts events where capital campaign organizers will set up booths dvertising the campaign. Examples of events could include, the Fourth of July Celebrations, Summer concert eries, and other previously established community events. The purpose here is to increase public exposure to the capital campaign, educate Federal Way residents regarding the potential of in -kind contributions towards the development, recruit more volunteers half way through campaign, present progress charts, acquire corporate sponsorship, generally facilitating a community fundraising atmosphere. It could also help reinforce the need for a community center! Event goal $10,000. Concessions and other fundraising materials will be sold during the events (T- shirts, etc). In addition, a request for the email addresses of interested adult participants will be requested. The event could include public appearances by local pubic personalities, Federal Way officials and /or if appropriate a major donor honoring ceremony. To help fund the event, sponsors will be asked to support administrative and logistical staff. Other businesses could be asked to offer in -kind printing costs, promotional costs and /or to offer employee volunteers and provide prizes. A brainstorming session could reveal unique ideas around the community event. DONOR FUND DRIVE: Throughout the term of the capital campaign, smaller -scale giving will be coordinated by volunteers. Smaller scale giving will be encouraged at the community event primarily, however other strategies for smaller scale events to encourage giving throughout the campaign might include: 1) Phone - athon: 2) Direct Mail Solicitation 3) Community Center Members: (would need a better name for this) these people could be solicited monthly online making it easier for them to use a VISA and give more frequently. 4) "Item sales" or the use of a "gifts catalogue" Individuals or families might sponsor a specific item such as teen room games, activities, art equipment, fitness and sports equipment, landscape items and tools, benches, etc. 0 all cases, volunteers will try to recruit matching dollars from all donors' places of work. Staff will also ask one or ore foundations, corporations, or individuals for matching funds for item sales over a particular period of time or for a particular element. Capital Campaign Contributor Recognition It is essential that contributions are recognized in an appropriate manner and are in compliance with any established Federal Way public naming policies. Using the precedent established by the Seattle Center and the Seattle Center Foundation, the following types of recognition could be offered to the Capital Campaign donors: NAMING GIFTS: All naming gifts for community center elements: Signs at each element, along entry paths and directional signs at main entrance, possibly City directional signs depending upon existing policies. MAJOR GIFTS: Wall of Fame — Put up a wall of plaques with names of the donors engraved. Children from art classes could be asked to create "thank you " tiles in support of the future art program(s)? They could all be the same size but would be located on the wall based upon the size of the donation. There could be a business section and an individual section. FUNDRAISING EVENTS: The Community Event will be named after major sponsor; individual booths and gathering areas would feature banners with corporate /business logos and promotional materials. SUSTAINING DRIVE GIFTS: "Purchasers" of items will be recognized on an acknowledgment page of the website and possibly in regular community center newsletters and /or mailings. Kiosks could have donor " plagues for substantial volunteers. VOLUNTEER RECOGNITION: The Steering committee should have an agenda item to consider ways to recognize volunteers and identify landmark achievements. 5 • III • Campaign Staff Organization Operational Support Needs 41) Staff 50% campaign coordinator In -Kind City Staff Support and /or Salary funded as part of Support 25% administrative and management staff In -Kind City Support 10% city staff support In -Kind City Staff Support 15% volunteer based committed office support In -Kind Parks and Recreation Commission and Community Volunteers Other Sources of Campaign Support: Volunteers will commit to the following support actions. 1) Attendance at monthly campaign status meetings (1 hour each). 2) Attendance at other related meetings on an as needed basis (up to 2 hours each). 3) Commitment to an additional two hours per week telephoning, emailing, and providing other assistance for volunteer and paid staff. 4) Public appearances, especially at fundraising events. 5) Recruitment of at least one local celebrity for the community event. 6) Commitment to signing at least 50 thank you letters monthly on behalf of the campaign. 7) Personal commitment to support the project in any amount that is personally significant. 8) Assistance with recruitment of one naming or major gift. Operational Support Sources Operational support for capital campaign staff will come from two sources: 1. Federal Way City staff: The will allocate 5% FTE funded through city administrative budget, work will be • conducted at the staff's allocated workspace. The City will also provide access to equipment and incidental amenities for campaign staff and volunteers. 2. Any paid staff will need to be covered by the campaign or volunteer commitments in the equivalent. A. Volunteers Volunteers will be led by the Federal Way Park Commission (FWPC). Volunteer staff will be asked to commit to a minimum of 2 hours per week for the campaign period and will be drawn from the boards, staff, and parent volunteers of existing civic groups or other interested parties. Volunteer staff will be organized into the following three committees, which will meet monthly and as needed. 1. Steering Committee: Recruit volunteer staff, communicates with FWPC, organize agendas for other committees, and fundraise for operations. This group will represent all of the interested parties and surrounding areas and will be responsible for coordinating volunteer groups. This includes development of volunteer sustaining strategies and general volunteer coordination. This committee should meet at least once per week throughout the campaign. Skill sets: leadership, organization, motivation, public speaking, community connections. 2. Community Event Committee: Assist the FWPC in all aspects of the event. Help recruit, train, and supervise volunteer staff. This group of volunteers will also help acquire and coordinate sponsorship. The community event committee chair should meet with the steering committee and with the community event committee twice monthly and on an as needed basis. Skill sets: social involvement, past event experience, creativity, positive energy, organization. c Grants and Prospect Research Committee: This more independent group of volunteers will assist paid staff and ard members with identification of funding prospects and writing letters of intent and draft proposals to 6 . foundations, corporations, and individuals. It is important to note that volunteeSn this committee may not be expected to "ask" for donations. Skill sets: Research, librarians, past fund raising or grant writing experience or willingness to learn, TIME, V . Schedule and sequence A. Proposed Capital Campaign Timeline Month Week 1 Week 2 Week 3 Week 4 May • Approve. Capital • Research Prospects • Recruit lead gifts • Recruit lead gifts Campaign • Prepare materials • Prepare materials • Prepare materials • Research Prospects • Prepare materials June • Recruit lead gifts • Recruit lead gifts • Recruit lead gifts • Recruit lead gifts • Modify Plan • Event planning preparation • Hire Staff if planned July FOURTH OF JULY • Recruit lead gifts • Recruit lead gifts • Recruit lead gifts • planning • Tannin Event planning EVENT g P g P • Recruit lead gifts preparation preparation preparation • Event planning preparation August • Fund Raising Kick off • Recruit gifts • Recruit gifts • Recruit gifts announcement • Event planning • Event planning • Event planning • Event planning preparation preparation preparation preparation Sept BREAK if needed. • Recruit gifts • Recruit gifts • Recruit gifts Volunteer motivation • Event planning • Event planning • Event planning meeting if needed preparation preparation preparation Oct • Recruit gifts • Recovery BREAK TBA based on plan • Event planning • Revisit Plan, modify modification preparation Nov TBA TBA TBA HOLIDAY Dec TBA TBA TBA HOLIDAY Jan TBA Reorganization meeting TBA TBA Redefine goals, acknowledge progress Feb TBA TBA TBA TBA March TBA TBA TBA TBA April TBA TBA TBA Conclude May Ribbon Cutting Event? B. Critical steps 1) Finalize and approve fundraising plan 2) Steering committee meets and sets up Goals Table (see sample below) 3) Next... see if draft plan is on right track first. • 7 • • CITY OF FEDERAL WAY • PARKS, RECREATION & CULTURAL SERVICES DEPARTMENT MEMORANDUM DATE: May 5, 2005 TO: Parks and Recreation Commission FROM: Kurt Reuter, Park Operations Superintendent SUBJECT: City Sponsorship Criteria List application form draft at the April meeting. ' ion discussed the sponsorship a p d the commission and p p pp It became obvious during this discussion that the issue of city sponsorship of events encompasses a very broad spectrum of activities. Staff has reviewed the notes from this discussion and determined that in order to produce a quality product, the process needs to be broken down and completed in smaller more manageable pieces. The first step to accomplishing our goal is to determine what types of events the city will consider sponsoring. Determining the criteria to qualify for sponsorship is critical to the overall process and will guide the work necessary to accomplish our objective. • Please review the draft sponsorship criteria listed below. It is intended to provide a starting point for this discussion. Criteria to determine if event is considered for sponsorship: Yes No Community Festival Commercial Enterprise Health & Wellness Related Private Business Promotes Economic Development Religious Affiliation Cultural Events Fundraising Event Promotes Community Values Involves Alcohol C: Donna Hanson, Director 410