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Parks Comm MINS 04-07-2005CITY OF FEDERAL WAY 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 Fundraising Committee Report – Dennis distributed a working outline of the Community Center fundraising campaign that 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 final 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 revie w. 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, April 7, 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 Superintendent Reuter on sign specifications for the trail signs. Parks staff will pour concrete pads prior to the table 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. Community Center Update – Ms. Sanders reported that the 85% design on the Community Center went to City Council and 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 PRCS 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 when 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