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Parks Comm PKT 04-07-2005 • LA/tit) • CITYOF FEDERAL WAY PARKS, RECREATION AND CULLTVRAL SERVICES PARKS AND RECREATION COMMISSION Thursday, April 7, 2005 Hylebos Conference Room 6 :00 p.m. City Hall AGENDA I. Public Forum II. Approval of Minutes III. Commission Business A. Fund Raising Committee Report Information Dennis B. Sponsorship Policies for Community Events Discussion Reuter C. Lake Killarney Gate Closure Action Reuter IV. Staff Reports A. LakotalSacajawea Master Plan Public Meeting Report Information Sanders B. Advancing Leadership Project Report Information Reuter C. Community Center Update Information Sanders D. Si gn Sports Amendment in S orts Fields Information Faber V. Pending Items A. Special Use Permit Policies B. Downtown Park VI. PRHSPS Council Committee Meeting Monday, April 11, 2005 at 5:30 p.m. in Hylebos Conference Room VII. Next Meeting/Agenda Items /Calendar VII. Adjournment Next Meeting is May 5, 2005 • • •, CITY OF FEDERAL WAY PARKS, RECREATION AND CULTURAL SERVICES PARKS AND RECREATION COMMISSION • Thursday, March 3, 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 Purdom, Vice Chair George Pfeiffer, Ade Bright, Don Dennis, Fred Konkell and Marie Sciacqua. Unexcused: David Talcott. Excused: Cindy Dodge, Joe Henry, Joel Howitt, Tom Medhurst. ' Staff: PRCS Director Donna Hanson, Recreation and Cultural Services Superintendent Mary Faber, Parks Planning and Development Coordinator B. Sanders and Administrative Assistant Peg Wright. Guests: James Belford, Lori DeVore, Barbara Reid, Alex Bigby, H. David Kaplan and Holly Uhde. Pfeiffer moved; Bright seconded motion to approve the February 2005 Parks and Recreation Commission meeting minutes as written. Motion passed unanimously. Chair Purdom announced that informational agenda items would be discussed first until a quorum was obtained. PUBLIC FORUM Barbara Reid — Reid was in attendance at Bob Kellogg's request to support French Lake Park development and discourage use as an unofficial off -leash dog park. She reiterated Kellogg's concern on the City's liability if • someone were to get bit or mauled by dogs running loose. She would like to see a play structure installed with other amenities and feels $100,000 would be sufficient funding. Kellogg feels Lakehaven is looking to acquire the land. Reid reminded the commission that it has been on the Work Plan and discussed many times. Chair Purdom said it is still on the Work Plan but not a high priority because there are no budgeted funds for development. Access issues were discussed which she did not include in the $100,000 development cost. H. David Kaplan — Kaplan said Kellogg attended the joint meeting between the City and Lakehaven with French Lake listed as an agenda item. Mayor McColgan and Council member Ferrell were also in attendance. Kaplan stated there have been two Master Plans completed for the park but still no development. He read a letter from Bob Kellogg and provided copies to the commission. Mr. Kellogg's letter detailed history on French Lake Park and thoughts on development. PRCS Director Hanson reported that Lakehaven is considering construction of a water "oasis ". This facility would store water for future use. The concept was introduced at the CFW /LUD joint meeting. Kaplan also spoke on the Community Center and felt that after reading the memo by the fundraising subcommittee, it represented a narrow view of the project. He felt more items should be made available for purchase. Reid said items sold during the Celebration Park fundraising campaign ranged from five dollars to several thousand, giving all persons the opportunity to participate. James Belford — He is a member of the Advancing Leadership Group of 2005 (Lori DeVore and Holly Uhde were also in attendance). They gave a short presentation on their proposed class project for Celebration Park. It included raising funds, purchasing and installing 2 -3 picnic tables, 2 benches and directional signage for the trails. Mr. Belford also noted there is an old map in the park kiosk and would like to upgrade the map to show the park amenities. Parks Planner Sanders said she has an upgraded map and would make that available to them electronically. DeVore said there are 23 persons in the class and they are all eager to work on this enhancement to Celebration Park. Pfeiffer asked the group to submit a map showing the locations of the proposed amenities so the commission could get a better visual. DeVore said Superintendent Reuter and parks staff would be assisting the group in ordering items to specifications and placement. ELECTION OF OFFICERS • Dennis moved: Pfeiffer seconded motion to elect C. T. Purdom as Chair to the Parks and Recreation Commission. Motion carried unanimously. • Dennis moved: Bright seconded motion to elect George Pfeiffer as Vice Chair to to Parks and Recreation Commission. Motion carried unanimously. COMMISSION BUSINESS Community Center Fund Raising Sub - Committee - Dennis reviewed information from the subcommittee meeting that was included in the commission packet. He agreed with Kaplan that the items introduced in the memo were vague. He stated the subcommittee was presenting the project to the full commission and wanted feedback on how to proceed. Superintendent Faber reported she has been in contact with the Northwest Parks Foundation as a possible support to the program. Information on the Foundation was included in the commission packet explaining their role in a fundraising campaign. Pfeiffer moved: Bright seconded motion to "have Council Committee continue to explore additional opportunities for the program and enter in with the Northwest Parks Foundation, as well as identify the City Council, the direction they are going." Motion carried unanimously. STAFF REPORTS Starbucks Grant — PRCS Director Hanson reported that parks staff person, Jamal Mohamed, had done preliminary research relevant to the Starbucks grant. The largest grant award is $15,000 and a Non - profit community group must submit the application. He contacted two Starbuck stores in Federal Way regarding the grant, but his calls were not returned. In reviewing the commission discussion on this topic from last year, Director Hanson stated that the commission felt it was a lot of work to apply for such a small amount of funds. She reiterated that Parks Planner Sanders has several projects going at this time and is not available to spend any time on this grant. Bright suggested that the commission look at community groups now for next years application and it will be put on the June agenda for further discussion. Coronado Park — A memo from Superintendent Reuter explained the current status of work completed in 2004 and scheduled for 2005 in this park. This work plan for the park is to address a number of issues raised by citizens during a neighborhood meeting held last summer and from citizen comments made during a recent city council meeting. Pfeiffer voiced his concern on the preferential treatment the citizens received because they went directly to the City Council. He feels other work programs items suffer because resources are diverted to deal with this issue. Director Hanson said the funds and projects were already scheduled for 2005 except fencing which is an additional expenditure. • Lakota /Sacajawea Park Master Plan Public Meeting Dates — The Open House to present the Sacajawea Park Master Plan is scheduled for Wednesday, March 16 at Sacajawea Middle School Library from 4:30 - 7:00 p.m. The Open House to present the Lakota Park Master Plan is Tuesday, March 22 at Lakota Middle School Library from 4:30 — 7:00 p.m. Historical Cabins Park — Parks Planning and Development Coordinator Sanders reported on some of the issues related to this project. She stated the proposed restroom will be a prefab structure with one stall costing between $25,000- $30,000. Chair Purdom will attend the PRHSPS Council Committee meeting on Monday, March 14, 2005 at 5:30 p.m. in the Hylebos Conference Room. PENDING ITEMS Special Use Permit Policies and City Sponsorship Policies for Community Events — PRCS Director Hanson said these items require a lot of research and staff has contacted other cities on their policies /procedures. Superintendents Faber and Reuter are working on this project and will report when information is available. Downtown Park Study — Director Hanson reported that the Leland Group has been asked to submit a proposal on a downtown park as part of their feasibility study of the downtown corridor. NEXT MEETING /AGENDA ITEMS Community Center Fund Raising Committee Report Advancing Leadership Group Report Lakota /Sacajawea Master Plan Meeting Updates ADJOURNMENT Chair Purdom adjourned the meeting at 7:55 p.m. • • • • CITY OF FEDERAL WAY PARKS, RECREATION & CULTURAL SERVICES DEPARTMENT MEMORANDUM DATE: April 7, 2005 TO: Parks and Recreation Commission FROM: Kurt Reuter, Park Operations Superintendent SUBJECT: City Sponsorship Application Form Background: The city has been a sponsor of community events and festivals since incorporation in 1990. Some of these activities were inherited from King County and others were developed during the city's brief history. The city has embraced sponsorship of community events as a way to foster community building and enhance the quality of life in our community. Our practice of sponsorship of community events remains important. As our city continues to grow, so do the number of new activities and events. Each year organizers of these various activities approach the city to be a part of these events. To date, no formal system of evaluation has been implemented to determine which events will be considered to receive city support. • Current Status: At the request of the Parks Commission, staff has attempted to begin the process of developing an application form to provide a consistent method to evaluate requests for city sponsorship of community events. During our research, we found that it was difficult to obtain examples of specific policies used by other governmental agencies. The attached sponsorship application form was developed utilizing the format of the "Tourism Enhancement Grant ". It is meant to serve as a starting point to begin to develop criteria and an application form. The goal of this process is to come up with an application form that is easy to understand, yet provides the necessary information to determine whether an event qualifies for city sponsorship. Staff anticipates this process could take some time to complete. n, • • DRAFT CITY OF FEDERAL WAY SPONSORSHIP APPLICATION FORM Overview The City of Federal Way (the City) recognizes the economic, social and cultural benefits derived from community festivals and events. The city has always valued involvement in these types of activities. Examples of these are Federal Way Festival Days and the Kiwanis Salmon Bake. The city is also involved in regional events such as the Reebok Women's Triathlon Series and the Han Woo -Ri Korean Cultural Festival. Our philosophy of supporting community events demonstrates our commitment to enhancing the quality of life in Federal Way. Sponsorship Eligibility In order for an event or activity to be considered for city sponsorship, it must meet the following criteria: ➢ Eligible Organization: A non - profit organization organized under IRC 501c or a municipal organization of the State of Washington. ➢ organizations Eligible Events: All eligible anizations that plan, sponsor or host amateur sporting g g g competitions, or arts /cultural/ethnic /historical festivals. Sponsorship Criteria In addition to the basic ualification outlined previously, all qualified sponsorship applications will be q p Y q P reviewed and judged by the following criteria for consideration: ➢ New or existing event D Size of event (estimated overall attendance) ➢ Event/Organization history and success ➢ Length of event ➢ Perceived benefit to the community ➢ Anticipated overall economic impact to the community ➢ Ability to document and measure the impact ➢ Other local agency /governmental participation TYPES OF Sponsorship Various types of city support for events may be requested. Agencies may ask the city to provide one or more of the following types of sponsorship: ➢ Use of a city facility(ies) ➢ Marketing /Advertising /Promotions (CFW cable channel, CFW website, etc.) ➢ Event staffing or labor D In -Kind Services (permit fee and/or inspection fee waivers) D Facility Rental fee waivers D Use of city equipment ➢ Provision of materials and/or supplies • • r Acknowledgement As acknowledgement of the sponsorship received, the City will receive the following: • D. The right to produce and distribute a news release including the name of activity sponsored, the name of the event and details pertaining to the event. ➢ The right to display a City of Federal Way banner at the event site. ➢ Upon request of the City, include the phrase "Co- sponsored by the City of Federal Way. ➢ Other promotional opportunities as agreed by the event's management and the City. Post Event Reporting and Record Retention Sponsorship recipients will be required to submit a post -event report that documents the actual program financial and participation results of the event with comparison of projections outlined in the sponsorship application within 30 days after the completion of the event. Example of an appropriately documented post event report is attached for your reference. (Exhibit A) This report and other documentation are public records and will be made available for public inspection. The City shall have rights to access any financial and supporting documents and records related to the city sponsorship of the event within 3 years from the completion of the event. Violation of SPONSORSHIP ConditionS It is the sponsorship recipient's sole responsibility to be familiar with all conditions that may be applicable. Any misuse or material false representation, based on the City's sole determination, shall constitute violation of the sponsorship conditions and the recipient agrees to reimburse the City for such sponsorship that is obtained with such misrepresentation. The officer(s) of the receipting organization shall be responsible for the reimbursement jointly and individually. The City further reserves the right to seek criminal action in the event of gross misrepresentation of the requestor. • Indemnification In no event shall the City of Federal Way or any of their funding partners, contributors, officers, board members or employees be held liable for the action or business activities of individuals or organizations receiving sponsorship support. By agreeing to be a co- sponsor of an event or activity, there is no expressed or inferred sanctioning of the event or its management by the City. Sponsorship recipients agree to hold harmless and indemnify the City of Federal Way against any claims. Acceptance of city sponsorship is deemed evidence of the recipient's acceptance of these terms and conditions. • • SPONSORSHIP APPLICATION • SPONSORSHIP APPLICATION INSTRUCTIONS: Read the entire packet, including the attached selection criteria, before completing this application. Please type or print. Answer each question to the best of your ability. If a question is not applicable to your event, simply write "N /A" in the space provided. You may mail or deliver your completed application to: Attn: City Sponsorship Application City of Federal Way P.O.Box 9718 Federal Way, WA. 98063 -9718 APPLICANT'S NAME: ORGANIZATION: FEDERAL TAX ID: ❑ is a Qualified 501(c) Organization STREET ADDRESS: DAYTIME Telephone:( ) Fax: ( Official Event Name: Briefly describe the event: Scope of Event (check 1): Local State Regional National International Previous Hosts: YEAR CITY /STATE Venue Has this event ever been held in Federal Way? Has this event ever been held in King County? Pierce County? If yes, when: Month: Year: Venue: City: • • • EVENT FINANCIAL INFORMATION • Is an admission fee charged ?_ _ If so, how much? $ What is the projected attendance? Event's total estimated expenses: $ Amount of expenses local host is responsible for? $ Events total estimated revenues? What portion of the event's proceeds will be kept by the local host? $ VENUE INFORMATION Proposed local venue: Location: Proposed dates_ Have you confirmed the availability of the proposed dates at the primary venue? YES NO Will you have a need for secondary or practice venues? YES NO ECONOMIC IMPACT How many participants will the event attract? How many teams /groups will the event attract? How far away will participants travel (local, regional, national, intemational)? How many spectators will the event attract? How far away will spectators travel from? How many support (staff, vendor, etc) people will the event attract? • • • • Type of Sponsorship (please explain completely): Use of Facility(ies): Marketing /Advertising /Promotions: Staff /Labor Support: In -Kind Services: Facility Use Fee Waivers: Use of City Equipment, Materials, Supplies: attach additional sheets if necessary Please list the other sources of sponsorship you have pursued: Source: Committed: YES NO Type: Committed: YES NO Type: Committed: YES NO Type: The undersigned certifies the information provided above is true and accurate and any projections are based on history of similar events and activities that are available to the industry and adjusted to local conditions. Applicant's Signature Applicant's Title: Date: M CITY OF FEDERAL WAY PARKS, RECREATION AND CULTURAL SERVICES DEPARTMENT MEMORANDUM DATE: April 7, 2005 TO: Parks and Recreation Commission FROM: Kurt Reuter, Park Operations Superintendent SUBJECT: Lake Killarney Gate Closure Policy Question Should the Parks and Recreation Commission recommend approval of the staff request to conduct a trial closure of the entrance gate at Lake Killarney Park? Background Lake Killarney Park was originally developed as a passive use open space neighborhood park. Specific policies related to this type of use were established during the negotiations with area residents prior to the development of the park. These policies were to assure that the park would not be "over- developed" and retain its unique natural features and environment. Initially, the park retained this character and was used by neighborhood patrons in accordance with the development policies. As time went on, more and more people discovered the park. Not all of these patrons showed the same respect for the park and other users. We began to experience a number of problems. In the spring of 2003, I met with residents who live on the lake to discuss strategies to reduce the negative behaviors taking place in the park. Since that time I have been in contact with many lake residents who continue to report problems at the facility. I have discussed this park specifically with our police department. They are aware of the kinds of illegal activity that goes on within the park. Despite increased patrols, the problems continue. We are quickly approaching another summer season. This past summer was the worst in terms of problems at this site. The park continues to be plagued by vandalism, illegal dumping, alcohol consumption, after hours trespassing, unlawful public exposure and other illegal activity. The gates to the park are currently being opened and closed daily by Securitas, a contract security company employed by World Vision. In light of the continuing problems at this park, we are proposing to close the park gates 24/7 on a trial basis. The park is not being closed. We are proposing to restrict vehicle access only I have spoken to John Spurgin, security supervisor at World Vision about this idea. John, speaking on behalf of World Vision, supports the proposal. I have also discussed this plan with members of the Lake Killarney Improvement Association, who wholeheartedly endorse this concept. I recently toured the park with Federal Way Police Commander Andy Hwang. I explained to him the history of the park, and the problems we continue to encounter. He supports the proposal to initiate a trail closure of the park gates. Both of us are very interested to see if this closure would reduce the problems in the park. He stated that we could monitor calls to this location over the closure period and compare it with previous records. The logistics of emergency access to the park would be coordinated between he and I. 1 • Lastly, I checked with our legal department to see if there were any legal issues that would prohibit this experiment. I was told that because we were not closing the park, only restricting vehicle access, no legal • issues came into play. New signage would be placed on the closed gate that explained the reasons for the restricted vehicle access. The language on the sign would be something to the effect of "Due to excessive vandalism and illegal dumping of refuse, vehicle access to Lake Killarney Park has been restricted. Thank you for your cooperation. If you have questions or comments about this gate closure, please call 253- 835- 6961." Current Status: The problems at Lake Killarney continue. The list so far this year includes: - Overnight Camping (police responded the next morning and issued citations) - Several episodes of illegal dumping (furniture, appliances, household refuse) - Vegetation destruction (people cutting new pathways to the lake through the wetland buffer) - After hours alcohol consumption and associated trash left behind Options Positives Negatives 1. Approve a trial closure of the • Restricts vehicle access to the • Patrons must access park on entrance gate at Lake Killarney park and therefore eliminates foot or bicycle. Park. Impacts of closure to be potential for illegal dumping to • Potential parking issues with monitored on a quarterly basis. occur. surrounding businesses. • Reduces potential for other • Restricts ability of disabled illegal/illicit activities to occur users to access the park. such as drug dealing, alcohol • consumption and unlawful public exposure. • Returns the park to a focus on neighborhood use and not a "destination" park for users outside of the area. 2. Do not approve a trial closure of • No change in current vehicle • No opportunity to assess impact the entrance gate at Lake Killarney access to the park. of restricted vehicle access on Park. • No impairment of disabled problem behaviors. access to the park. • Problems such as illegal dumping, alcohol use and unlawful public exposure will continue. Staff Recommendation Recommend approval of Option 1 for a trial closure of the entrance gate to Lake Killarney Park. 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