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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.