Parks Comm MINS 05-05-2005CITY OF FEDERAL WAY
PARKS, RECREATION AND CULTURAL SERVICES
PARKS AND RECREATION COMMISSION
Thursday, May 5, 2005 Hylebos Conference Room
6:00 p.m. City Hall
MINUTES
Chair Purdom called the meeting to order at 6:04 p.m.
Present: Chair C. T. Purdom, Vice Chair George Pfeiffer, Don Dennis, Cindy Dodge, Joe Henry, Joel Howitt, Fred Konkell,
David Talcott. Excused: Ade Bright, Tom Medhurst and Marie Sciacqua. Newly appointed commission alternate Steve Lee
declined appointment on the Parks and Recreation Commission.
Staff: Parks Operations Superintendent Kurt Reuter, Recreation and Cultural Services Superintendent May Faber and Parks
Operations Administrative Assistant Peg Wright.
Pfeiffer moved: Talcott seconded motion to approve April meeting minutes as written. Motion passed unanimously.
NO PUBLIC FORUM.
COMMISSION BUSINESS
Northwest Parks Foundation Park Safety Net Fund Management – Superintendent Faber reported on the Foundation and how it
was created to assist King County parks. Our association with the Foundation is not limited to fundraising for the Community
Center, but can also be used for future fundraising campaigns. The administrative fees charged are five percent for all
donations over twenty five dollars. In addition there is a small administrative fee for fund management over the basic program.
Donations are tracked through their books and monthly payments are made to the city. Henry asked if there were other
agencies that provide similar services and if the five percent fee is a comparable charge. Faber said that five percent is a very
reasonable charge and that other agencies charge upwards of thirty five percent for similar services. Pfeiffer moved; Dennis
seconded motion to forward Option 1 to Council Committee to authorize the City to enter in to an agreement with the
Northwest Parks Foundation to establish and manage a Parks Safety Net Fund for City Parks and Recreation Projects/Programs
for the collection of grants and private donations. Motion carried unanimously.
Community Center Fundraising Campaign Proposal – Dennis presented information on the development of a campaign for
enhancements and improvement of elements for the proposed Community Center. A part-time staff person housed within the
City would be assigned to the project and be funded through the campaign. This person will also be involved in grant research
and writing. Dennis stated that the current committee that has been working on the implementation has completed their task
and a new committee needs to be formed to work on the actual campaign. Dennis moved: Pfeiffer seconded motion to forward
Option 1 to the Council Committee to authorize the City to enter in to a Capital Fund Raising Campaign as outlined by the
Fundraising Capital Fund Raising Proposal for the enhancements and improvement of elements with a goal of $500,000.
Motion carried unanimously.
Sponsorship Policies for Community Events – Superintendent Reuter reported that he and Director Hanson reviewed the many
aspects of the sponsorship criteria and felt it needed to be broken down even further than the original draft document. Reuter
said that setting criteria to define the scope of the event would be a first consideration. For instance, events facilitated by
departments other than PRCS, such as the Han Woo-Ri Festival, Reebok Triathlon, etc., incorporate the entire city and requires
multiple departments to be involved. An event that involves several city departments and has an economic impact on the
community should be viewed differently than other small scale events. Reuter suggested a 2-tier system that would categorize
events based on economic impact, event type and size. Chair Purdom asked if a schematic graph could be provided to show
criteria for each tier. Discussion followed on the definition of sponsorship, levels of sponsorship, endorsement vs. sponsorship
and whether City sponsorship is considered an event endorsement. Pfeiffer said he would like to see the project go to the
PRHSPS Council Committee to initiate a sub-committee for sponsorship guidelines and recommendations. The PRHSPS
Council Committee already has council members in attendance and since recommendations from the Parks and Recreation
Commission go through them anyway, it would eliminate duplicating the work on this project. Superintendent Reuter said he
had contacted several other cities to get copies of their sponsorship guidelines and got little response. Most did not have a
defined guideline for sponsorship which allows flexibility to the different types of requests they receive. Superintendent
Reuter will request Director Hanson to discuss this topic with the Management Team to get their feedback. He also asked
commissioners to continue to submit their ideas and comments to him. It will be on the Parks and Recreation Commission
agenda for June 2, 2005.
STAFF REPORTS
Community Center Update – The pre-bid conference was held for interested contractors with four general contractors in
attendance. Seven contractors have requested plans to review. Bid opening is scheduled for May 19, 2005.
Advancing Leadership Project Update – Superintendent Reuter reported that the tables have been received and benches are on
the way. A work party of the Advancing Leadership group and parks maintenance staff will be conducted on Thursday, May
12th. They hope to get the concrete pads poured and set the table pedestals. Once the concrete has set then the table tops will
be installed and the trail sign posts put in place. The five directional trail signs are on order with King County and should
arrive soon. A dedication “unveiling” will be scheduled and commissioners will be notified via e-mail.
Madrona/Thompson Park Updates – Staff is working with King County to meet the CDBG’s bidding requirements to purchase
playground equipment.
ADDITIONAL REPORTS
Historic Cabins/Hylebos Entrance – The engineer has developed a comparative cost estimate between a traditional asphalt
parking lot and the pervious concrete parking lot. Surface Water Management and Parks staff will review and make a decision
on which materials to use. SWM is willing to pay the difference between the asphalt and pervious concrete.
IAC Grant – A funding application was submitted for the West Hylebos Boardwalk replacement. The City requested $250,000
through the Land and Water Conservation Fund. This is the first step of a three step application process.
Lake Killarney Gate Closure – Chair Purdom asked the status of locking the gate at Lake Killarney Park. Superintendent
Reuter said the Council Committee supported the decision and signs were posted and the gate locked on May 5, 2005. To date,
staff has not received any calls from residents or park users.
Nike Recycling Program - Dodge attended a recycling conference in Yakima the week prior and reported that Nike has a
grant/program for athletic shoe recycling that is used for resurfacing running or walking tracks. Superintendent Reuter referred
her to Solid Waste/Recycling Coordinator Rob Van Orsow as the City staff contact.
Tourism Grant Allocations - Pfeiffer reported on the Tourism Grant allocations that were made at the April 26th meeting.
Chair Purdom will attend the PRHSPS Council Committee meeting to be held Monday, May 9th at 5:30 p.m. in the Hylebos
Conference Room.
PENDING ITEMS
Special Use Permit Policies Downtown Park All-City Parks Clean-Up Day
NEXT MEETING/AGENDA ITEMS
Lake Killarney Gate Closure Community Center Update
Sponsorship Policies for Community Events Fundraising Campaign
Lakota/Sacajawea Master Plan
ADJOURNMENT
Chair Purdom adjourned the meeting at 7:35 p.m.