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Parks Comm MINS 11-04-2004CITY OF FEDERAL WAY PARKS, RECREATION AND CULTURAL SERVICES PARKS AND RECREATION COMMISSION Thursday, November 4, 2004 Hylebos Conference Room 6:00 p.m. City Hall MINUTES Chair Purdom called the meeting to order at 6:03 p.m. Present: Chair C.T. Purdom, Don Dennis, Cindy Dodge, Joel Howitt, Fred Konkell, Tom Medhurst, Marie Sciacqua, David Talcott. Excused: Ade Bright, Joe Henry, Vice Chair Pfeiffer. Staff: Parks Maintenance and Operations Superintendent Kurt Reuter; Recreation & Cultural Services Superintendent Mary Faber; Dumas Bay Centre Coordinator Rob Ettinger; Park Planning and Development Manager B. Sanders; Administrative Assistant Marj Currie-Hicks. Guests: Jeanne Burbidge, Councilmember, Carol Clemens, Kathy Franklin, H. David Kaplan, Mark and Robin Lucich, LaMarco Mitchell, Donna Welch. Medhurst moved: Talcott seconded motion to approve the amended meeting minutes from October. Motion passed unanimously. Correction to Minutes: Tom Medhurst should be list as Excused. Chair Purdom requested the Meeting Agenda be re-ordered to move Item B., Special Use Permit/Relay for Life to Item A., under Commission Business and move Item C., C.I.P. to Staff Reports as Item C. PUBLIC FORUM Special Use Permit/Relay for Life - Mark Lucich of “Relay for Life” distributed a brochure outlining history, purpose and timeline of the fundraising event. Lucich gave background information on ”Relay for Life” in the Federal Way area. The event is sponsored by the American Cancer Society. Mr. Lucich stated an application has been submitted for use of Saghalie Park for the 2005 “Relay for Life” event, which is scheduled for the weekend of May 21 and 22, 2005. Discussion followed on a variety of issues including, security, neighborhood impact, parking, staff support, and litter control. Chair Purdom thanked Mr. Lucich for his presentation and stated the commission would review the information and place it on the December agenda for further consideration. Special Use Permit/Federal Way Symphony - Superintendent Faber presented a Staff Report on the Federal Way Symphony Special Use Permit Request for a proposed outdoor concert in August 2005 at the Dumas Bay Centre. Faber stated the projected revenue loss to Dumas Bay Centre to be in the range of $5,300 to $8,600 for this event. Since Dumas Bay Centre grounds are intended for passive use only, environmental impact to the property and limited access to the area are important considerations. Discussions ensued about prior use of outdoor area, types of groups, City support of non-profit organization functions. Faber stated staff would like to draft a policy statement to guide future Special Use Permit requests for all city park facilities. Carol Clemens stated the Federal Way Symphony would like to bring a cultural event to the City of Federal Way by providing a classical evening Symphonic Pops Concert in an outdoor setting complete with refreshments. Arts Commission Chair Donna Welch said the Arts Commission has discussed this request by the Federal Way Symphony. They concurred that preparing a draft of policy guidelines would provide a basis for developing a set of policies to govern all Special Use Permits. H. David Kaplan said that a Tourism Enhancement Grant of $3,500 has been awarded to the Federal Way Symphony. Kathy Franklin, Federal Way Symphony, stated the Symphony has a tight timeline and needs to make a decision on site selection no later than March 1, 2005. A soloist has already been retained for the event. Chair Purdom suggested Commission members visit Dumas Bay Centre to view the grounds and evaluate the feasibility of this type of use at this facility. He asked that commissioners be ready to offer their comments at the next meeting. Purdom also requested staff provide the Parks and Recreation Commissioners with a copy of the Parks and Recreation Commission, November 4, 2004 Page 2 Comprehensive Plan definitions and Outdoor Use Policies for Dumas Bay Centre. Sanders will contact the Washington State Department of Fish and Wildlife concerning eagle habitat issues. Purdom also requested a legal Department staff member attend the December 2, 2005 Parks and Recreation Commission meeting to provide legal interpretation on this matter. COMMISSION BUSINESS C.I.P. – Park Planner Sanders distributed the Parks Capital Improvement Plan Timeline for Years 2005-2010. Sanders to contact Fish and Wildlife. Sacajawea Park design has been pushed out a year. Impact fee study is on hold until a legal decision has been reached in another city. Dumas Bay Centre Restoration Phase I (already completed) provided stabilization of the bluff and shoreline. Phase II provides for erosion-control work on the bluff. West Hylebos Boardwalk construction is shown for 2009, but the preferred construction is 2007 as the condition of the wooden boardwalk may present health and safety issues in the near future. Chair Purdom asked about joint funding discussions with Friends of Hylebos. The Friends of Hylebos have asked if they can use the historic Marckx house on the Hylebos as an office. STAFF REPORTS Armstrong Property Update – Park Planner Sanders said the construction contract was awarded to Precision Earthworks and construction has begun. Re-naming is on PRHSPS Council Committee’s Monday, November 8, 2004 Agenda. Community Center Update – Park Planner Sanders displayed a site map and architectural model for the proposed Community Center. Council has approved moving to the construction drawing phase. Staff will be working with the consultant to begin preparing bid documents. Kaplan suggested the Commission consider a fundraising project similar to Celebration Park. He submitted a copy of the Celebration Park Gift Catalog to the Commission. Kaplan recommended to the Commission that the design phase is a good time to start on a fundraising event. PENDING ITEMS Department Budget Review – Reuter said Council and staff are in final budget deliberations. He distributed a current budget spreadsheet and discussed proposed strategies for reducing the budget deficit. Councilmember Burbidge said Council does not want to let City parks deteriorate as this could lead to increased future expense. City Manager will be presenting budgetary responses to Council for their consideration. Next Budget Sessions are scheduled for Tuesday, November 16 and Tuesday, December 7 (budget adoption). Upcoming Meetings – The PRHSPS Council Committee meeting is Monday, November 8, 2004 in the Hylebos Conference Room. Chair Purdom plans to attend. Lakota Master Plan Public Meeting – Thursday, November 18, 6:30 p.m. in the Hylebos Conference Room Open Public Meeting re: Federal Way Symphony Special Use Request – Tuesday, November 16, 7:00 p.m. at Dumas Bay Centre NEXT MEETING/AGENDA ITEMS Special Use Permit Policy (information) Community Center (update) Federal Way Symphony (discussion) Relay for Life Sponsorship (action) Fundraising/Gift Catalog (info) ADJOURNMENT Chair Purdom adjourned the meeting at 8:52 p.m.