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Parks Comm MINS 12-02-2004CITY OF FEDERAL WAY PARKS, RECREATION AND CULTURAL SERVICES PARKS AND RECREATION COMMISSION Thursday, December 2, 2004 Hylebos Conference Room 6:00 P.M. City Hall MINUTES Chair Purdon called the meeting to order at 6:04 p. m. Present: Chair C. T. Purdom, Vice Chair George Pfeiffer, Ade Bright, Don Dennis, Joel Howitt, Fred Konkell, Tom Medhurst and Marie Sciacqua. Excused: Cindy Dodge, Joe Henry and David Talcott. Staff: PRCS Director Donna Hanson, Parks Operations Superintendent Kurt Reuter, Recreation and Cultural Services Superintendent Mary Faber, Parks Planning and Development Coordinator B. Sanders, City Attorney Pat Richardson, Dumas Bay Centre Coordinator Rob Ettinger and Administrative Assistant Peg Wright. Guests: Jeanne Burbidge, Councilmember. Barbara Reid, H. David Kaplan, LaMarco Mitchell and Mark Lulich. Howitt moved: Konkel seconded motion to approve the November meeting minutes as written. Motion passed unanimously. Chair Purdom requested that Commission Business, Item C, “Community Center Gift Catalog” be incorporated with the Public Forum comments pertaining to subject. PUBLIC FORUM Community Center Gift Catalog – Barbara Reid recommended the gift catalog concept be renewed as an additional source to purchase amenities such as park benches, water fountains, picnic tables, play structures, and the like for various city parks. Chair Purdom said previous discussion focused on the Community Center as the recipient of the gifts. Reid’s thoughts were all City parks could benefit from the program since the Community Center budget includes these items. Dave Kaplan thought the idea of the gift catalog should focus on the Community Center and incorporate other parks in the future. Reid said that this program gives a sense of ownership to persons in the community who make a donation. Kaplan and Reid offered to assist in the gift catalog process as needed. Kaplan will provide a copy of the Celebration Park Gift Catalog at the next Parks and Recreation Commission meeting. Councilmember Burbidge said a similar concept was used at the Knutzen Family Theatre during the construction phase. COMMISSION BUSINESS Relay for Life Event Sponsorship – Superintendent Reuter presented information and options to the commission for consideration in sponsoring the American Cancer Society Relay for Life event at Saghalie Park. City Attorney Pat Richardson explained that for the City to sponsor such an event would not be considered gifting of public funds. However, if the city were to sponsor the event, it would set a precedent for future requests, which could become a constitutional issue if no objective criteria are in place. LaMarco Mitchell, American Cancer Society/Relay for Life of Federal Way, addressed the commission with information on the event. The Relay For Life is the major fundraiser for the ACS and raises approximately $300 million annually. These funds are used for research, education, and service programs. Vice Chair Pfeiffer moved that the City not sponsor the event but review a fee reduction for use of Saghalie Park; Dennis seconded motion. Discussion followed on criteria for future Special Event Permits and associated fees. Superintendent Faber said they have a sliding fee scale at the Knutzen Family Theatre that works well. Fees are determined by the type of organization renting the facility. Three fee structures are currently in place. One for local “non-profit”, one for “for-profit” and a third for “non-profit” that are outside the community. Faber also clarified that the Knutzen Family Theatre is a “Utility Tax” funded facility whereas Dumas Bay Centre is an “Enterprise Fund” facility. Vice Chair Pfeiffer amended his motion to take out the “fee reduction” language. The commission felt that by reducing the fee, it would set a precedent for all future requests. Vice Chair Pfeiffer then withdrew his first motion and made the motion to forward Option 1 to the Council Committee. Motion carried. Parks and Recreation Commission December 2, 2004 Page 2 Special Use Permit Policies/Federal Way Symphony – Superintendent Faber distributed a graph that explained the business impacts, policy development ideas, number of annual events and additional costs to the City pertaining to the Federal Way Symphony’s request to use Dumas Bay Centre for a “ Summer Pops” concert in 2005. She said that the facility has not been available in the past for such events because of projected revenue loss and the negative environmental impacts. The City Attorney reviewed the original Hearing Examiner report and other pertinent documents and concluded an event of this type could be held at the Centre. The only issue somewhat still in question is amplified music. The noise impact cannot be determined since an event of this type has never been held at Dumas Bay Centre. The park grounds are maintained by contract landscape maintenance. However, city park staff would be needed to provide logistical support for the set up and take down of the event. Staff is concerned about turf damage, which will vary depending on weather conditions. Discussion followed on impacts of amplified music (with special permit), noise level within the park, no set policy on liability issues, and parking limitations. The commission also discussed the definition of “active” and “passive” park use. Vice Chair Pfeiffer said he would like to see a Special Events Permit completed so that the commission can review the scope of the event. He would also like to examine an itemized budget for the event. STAFF REPORTS Community Center – Parks Planning and Development Manager B. Sanders presented the proposed schedule for the Community Center. Discussion followed on the building size and possible changes to accommodate the projected budget. Sanders said the five items on the “alternate” list total 10,314 square feet. Interim Director Hanson added that the architects have reduced costs by modifying mechanical and electrical costs (less expensive light fixtures, etc.). Sanders said she is making project information available to the public, hoping to eliminate misconceptions or erroneous information. Upcoming meetings on the Community Center include: December 13, 2004, 5:00p.m. - PRHSPS Council Committee review of proposed artwork. (Hylebos Conference Room) December 14, 2004, 4:00p.m. - Community Center Advisory Group and Interior Advisory Group. (Hylebos Conference Room) Madrona Park Update – Superintendent Reuter reported that the site has been cleared and concrete curbing poured around the play structure. 2005/2006 Budget Update – Director Hanson distributed a document outlining the 2005/2006 budget. The document lists approved reductions and proposed cuts that were restored utilizing utility tax transfers, real estate excise tax and the City Manager contingency fund. Some items were funded for the full biennium, and some were funded with one- time monies for 2005 only. PENDING ITEMS No pending items were identified at this time. Upcoming Meetings - The PRHSPS Council Committee meeting is Monday, December 13, 2004 in the Hylebos Conference Room. Chair Purdom plans to attend. NEXT MEETING/AGENDA ITEMS Special Events Permit/FW Symphony Gift Catalog - Celebration Park (Kaplan) Special Event Permit Policy Development - Knutzen Family Theatre (Faber) Community Center Update Thompson Park Update Madrona Park Update ADJOURNMENT Chair Purdom adjourned the meeting at 8:30 p.m.