Council MIN 01-11-1997 Special
FEDERAL WAY CITY COUNCIL
SPECIALIWORKSHOP MEETING
Visitation Retreat & Cultural Center
January 11, 1997 - 9:00 a.m.
MINUTES
I.
CALL MEETING TO ORDER
City Manager Kenneth Nyberg opened the special/workshop meeting of the Federal Way City
Council at 9:15 a.m., at the Visitation Retreat & Cultural Center, located in Federal Way,
Washington. Attached hereto, marked Exhibit "A", is a copy of the informational packet.
City Council present: Mayor Skip Priest, Deputy Mayor Hope Elder, Councilmembers Jack
Dovey, Mary Gates, Ron Gintz, Michael Park, Phil Watkins.
City staff present: City Manager Ken Nyberg, Deputy City Manager Philip Keightley, City
Attorney Londi Lindell, Management Services Director Iwen Wang, Community Development
Services Director Greg Moore, Parks/Recreation/Cultural Services Director Jenny Schroder,
Public Works Director Cary Roe, Public Safety Director Ron Wood, City Clerk Chris Green.
II.
PRESENTATIONS/Capital Facilities Program
Mr. Nyberg gave a brief overview of the planned agenda, including the process and timeline of
the Citizen Advisory Committees; he then called on the following staff for their presentations
to Council and audience:
Committee mission statements, parameter and work products:
Downtown Committee - Greg Moore
Civil Theater Committee - Jenny Schroder
Sports Fields Committee - Jenny Schroder
Civic Investment Advisory Committee - Philip Keightley
Ms. Wang presented the financial plan outline and Mr. Keightley reviewed the timelines for
implementation.
The only major changes to the proposed mission statement, parameter and work product were
the following:
1.
Civic Theater
- Verify that Theater Plan B merits implementation at this time at Visitation Retreat &
Cultural Center
- Maintain theater as an enterprise fund
ORIGINAL
FEDERAL WAY CITY COUNCIL SPECIAL/WORKSHOP MEETING MINUTES
January 11, 1997
Page2of2
2.
Civic Investment Advisory Committee
- Cost targets are.:!:. twenty-five (25%) percent
3.
Sports Facilities
- Utilize private and grant funds whenever possible
Mr. Nyberg summarized the workshop discussion and responded to Council inquiries.
Ill.
ADJOURNMENT
There being no further business to come before the Council, Mayor Priest adjourned the
special/workshop meeting of the Federal Way City Council at the hour of 11:45 a.m.
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N. Christine Green, CMC
City Clerk
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To:
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Subject:
City Council /;/
Kennet E erg, City Manager
Janu , 1997 City Council Workshop
Community Facilities Program
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Date:
January 7, 1997
Attached you will find Capital Facilities Program material for your review, modification and
approval during a workshop to be held at the Visitation Retreat Center on January 11, 1997,
between 9:00 a.m. and 1:00 p.m.
Not attached are project implementation schedules which will be presented by staff, with other
supporting materials, on January 11.
If you have any questions, please contact me, or Philip Keightley at 661-4011.
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EXHIBIT f7
Federal Way City Council
Community Facilities Program Retreat
January 11, 1997, 9:00 a.m. - 1:00 p.m.
Visitation Retreat and Cultural Center
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1.
Overview: Process and Timeline of Citizen Advisory Committees
Kenneth E. Nyberg, City Manager
2.
Conunittee Mission Statements, Parameter and Work Products
Downtown Conunittee
Greg Moore, Director, Community Development Services
Civic Theater Conunittee
Jennifer Schroder, Director, Parks, Recreation & Cultural Services
Sports Fields Conunittee
Jennifer Schroder, Director, Parks, Recreation & Cultural Services
Civic Investment Advisory Conunittee
Philip Keightley, Deputy City Manager
3.
Financial Plan Outline
Iwen Wang, Director, Management Services
4.
Timelines for Implementation
Philip Keightley, Deputy City Manager
5.
Summary of Conclusions
Kenneth E. Nyberg, City Manager
6.
Adjournment
Note: Coffee, juices & breakfast snacks, etc. will be available for breaks.
. .
----»
CIAC Committee
I. David Head(Chai;¡
2. Steve Lewis
3. Bill Feldt
4. Sandy Novak
5. Bob Griebenow
Sportsfield Committee
I. Dean McColgan, Chair
2. Jim Baker
3. Laird Chambers
4. Mary Warren
5. Arnfinn Ruston
6. Wendy Howe
Civic Theater Committee
I. Betty Huff, Chair
2. Larry Belz
3. Nancy Ise
4. Joanne Piquette
5. Paul Ellingson
6. Linda Ellingson
Downtown Revitalization Committee
1. Bob Wroblewski, Chair
2. Elaine Mansoor
3. Jeanne Burbidge
4. Mary EWis
Committee Members
6. Dean McColgan, Parks Chair
7. Betty Huff, Arts Chair
8. Bob Wroblewski, Downtown Chair
7. Brian Schimpf
8. Dave Kaplan
9. Ron Zaffino
10. Phuong-Thao Hong
II. John Evans
7. Joan Tabrum
8. Donna Roe
9. Scott Garripy
10. Jon Rand
11. Chuck Folsom
12. Gary Welch
13. Marta Foldi
5. Mac DuBois
6. Nancy McEleney
7. Jeff Demmon
8. Kenny Lee
Date of
Recommendations
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COMMUNITY FACiliTIES PROGRAM
to:"
CITIZENS AND BUSINESSES OF FEDERAL WAY
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Civic Public Downtown Streets : Police Station
Theater Sports Fields Revitalization : Asphalt Overlay Building
Committee Committee Committee Program
CIVIC INVESTMENT ADVISORY COMMITTEE
City
Council
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: implementation
12/11/'11
. '
CAPITAL FACILITIES PROGRAM
"Building Tomorrow's Community Today"
Draft 1/6/97
Downtown Revitalization Committee.
Staffed by Community Development Department: Gregol}' Moore, Director (661-4116).
Mission:
Recommend improvements and programs that will enhance for the long tenn the identity, image, and
economic vitality of our downtown and achieve several City goals with anyone improvement or
Parameters:
Keep costs to less than $3.0 million over the next 10 years, or equivalent annual amount (around
$400,000 per year).
Leverage City and other potentially available monies as a catalyst for private investment and
partnerships whenever possible.
Products, Phase I:
Preliminary Plan for downtown revitalization to be completed by February 22, 1997.
Improvements and programs to provide a greater sense of pride, identity, and community through
the revitalization of our downtown and also need to enhance the quality of our downtown through
actions related to its environments (i.e. aesthetic, business, social, recreational, pedestrian, bike,
vehicular, etc.).
Prioritized options might include: matching funds for sign replacements, street and pedestrian
improvements, City entry gateway improvements, an international district, shaping and
supplementing RTA related improvements such as the transit center, and the fonnation oflocal
improvement districts (LID and Business Improvement Areas (BIA). Improvements and programs
that meet multiple goals should be of higher priority.
Financial Plan for the construction and ongoing operation and maintenance of proposed
improvements, and programs including any proposed public/private partnerships, grants, use of city
funds as matching funds for grants etc.
Outline of the potential economic and social impacts of the recommended improvements and
programs on the community.
Recommended outline Phase II work plan and timeline for the Conunittee's ongoing work between
March 25 and September 22, 1997.
Products, Phase II:
Final Plan for downtown revitalization to have parameters and work products detailed by City
Council on March 25,1997, for the Committee to complete by September 22,1997, and present to
the City Council for their consideration on September 30, 1997.
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CAPITAL FACILITIES PROGRAM
"Building Tomorrow's Community Today"
Draft 1/6/97
Civic Theater Committee
Staffed by Parks, Recreation & Cultural Services Department: Jennifer Schroder, Director (661-4041).
Mission:
Through a review of the City Council approved plan to renovate the Visitation Retreat and Cultural
Center (VRCC) auditoriwn into a Civic Theater, make recommendations that would accommodate
live theater, special events, concerts, school plays, lectures, meetings and other uses.
Parameters:
Through a review of City Council approved Visitation Retreat Theater Plan B and recommend a plan
for [mal design within a $1.85 million budget (1997 dollars), using $1.5 million of bonded financing
and $350,000 in non-City contributions.
Products
Prioritized improvements and phased construction recommendations such that if certain
contributions are collected after substantial completion of the theater, early substantial completion of
the theater will be possible with the City-bonded funds and funds available.
Financing Plan outline including grants, public-private partnerships of financial and in-kind
contributions, (including the amounts of each), and steps for executing the partnerships.
Theater Operations recommendations for facility use and programming. Prioritize and balance the
needs of all the user groups, including VRCC, recreation program, potential outside users and
special events.
M&O Plan outline and recommendations for theater activities, including recovery rate (i.e. fees and
revenue that offset the cost of maintenance and operations).
Outline of the potential economic and social impacts of the theater on the conununity.
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CAPITAL FACILITIES PROGRAM
"Building Tomorrow's Community Today"
Draft 1/6/97
Sports Fields Committee
Staffed by Parks, Recreation & Cultural Services Department: David Wilbrecht, Deputy Director (661-4041).
Mission:
Recommend a plan to implement sports field development and related facilities on City owned
Celebration Park property using existing City Council approved plans with minor modifications and
phasing, if appropriate.
Parameters:
Restrict recommendations to improvements at Celebration Park and related supportive
improvements.
Maximize public use of the recommended improvements to meet the greatest needs of our citizens
and businesses.
Provide vehicle access to downtown that meets codes and traffic needs.
Budget total costs not to exceed $5.5 million (1997 dollars) for Phase r improvements. Make two
alternatives. In one, include the downtown access road costs in the $5.5 million and in the other
assume the same road costs would come ITom other funding sources..
Products:
Sports Field Development Plan including recommendations for what types, how many of each type,
and in what order fields should be constructed and lighted, by balancing and prioritizing field use of
potential competing users by need:
-Batting sports (baseball/softball) and Soccer
- Youth and Adult
Field Operations Plan including recommendations for field user fees, revenue options (i.e. corporate
sponsorships and concessions), programming, prioritizing and balancing the needs of competing user
groups (i.e. tournaments, recreation leagues, practices, games, etc.), including non-sports related
special events (i.e. Family Fest and Red, White and Blue etc.). This plan should consider the
programming of all City sports fields in achieving a balanced and workable plan.
Recommended recovery rate for fees and revenue to offset the full cost of maintenance and
operations.
Vehicle Access Plan for providing access to the downtown úom the park.
Outline of the potential economic and social impacts of Celebration Park on the community.
COMMUNITY FACll..ITIES PROGRAM
"Building Tomorrow's Community Today"
Draft 1/6/97
Civic Investment Advisorv Committee (CIAO
Staffed by the City Manager's Office: Philip D. Keightley, Deputy City Manager (661-4011); and Dena
Laurent, Senior Management Assistant (661-4097).
Mission:
Receive the recommendations of the Sports Fields, Civic Theater and Downtown Redevelopment
Committees, integrate their recommendations with the needs for increased asphalt overlays and a
public safety facility, and recommend an overall program for capital facilities within the following
parameters to etlhance Federal Way's community and business vitality, meet its greatest needs and
provide the greatest benefit to our community and its businesses.
Parameters:
Recommendations for the Capital Facilities Program must address five project areas identified as key
needs by City policy, including the Comprehensive Plan, these five project areas are: sports fields, a
civic theater, downtown revitalization improvements, a public safety facility, and street asphalt
overlays.
City utility tax is not to exceed 5% and is to include debt service for the 1995/1996 $7.5 million
Streets Bond, maintenance and operations (M & 0) for the Streets Bond improvements, and the
improvements recommended for the Capital Facilities Program (i.e. sports fields, civic theater,
downtown revitalization, increased asphalt overlays and a public safety building) together with their
additional M & 0 costs not presently budgeted.
The following are targeted funding amounts in 1997 dollars to consider for recommended
improvements:
Utilily Tax Other Funds
Sports fields $5,500,000
Civic theater $1,500,000
Grants etc. $350,000
Public safety facility $3,500,000
Existing funds $1,500,000
Downtown revitalization $3000000
Subtotal $13,500,000 $1,850,000
Additional asphalt overlays $800,000 per year
Products:
A Community Facilities Program that includes recommendations on the following completed by 12:00 noon,
March 18, 1997, and presented to the City Council at their March 25, 1997 meeting:
Capital facilities to meet the City's greatest needs (i.e. sports fields, a civic theater, downtown
revitalization improvements, a public safety facility, and additional street asphalt overlays) including
revitalization improvements, a public safety facility, and additional street asphalt overlays) including
the phasing of improvements, if appropriate.
Implementation, prioritization, and phasing of projects, to maximize public benefit.
Financing Plan including amounts, phasing, cash flow and financing methods appropriate for each
proposed improvement. Also include the use of grants, private contributions and public/private
partnerships.
M & 0 plan outline where appropriate with estimated costs for each of the facilities constructed.
Indicate, when appropriate, the recovery rate for facilities with private and/or public fund
contributions to M & O.
Outline of the potential economic and social impacts of the recommended improvements on the
community.
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Total Annual r
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FINANCIAL OVERVIEW
FOR
COMMUNITY FACILITIES PROGRAM
December 10,1996 Draft
Existing
Sources
$ X 1,000
Private
Sources
$X 1,000
Utility Tax
Funded
$ X 1,000
1.
1995/1996 STREETS BOND
Street
M&O
7,500
41
41
1995/96 Bonds Subtotal
$X 1,000
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7,500
41
41
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1.29%
0.05%
1.34%
2A. PROGRAM M & 0
Theater (3)
Sports Fields (4)
Public Safety (5)
Downtown (6)
M & 0 on New Capital Subtotal
100
98
100
98
200
398
198
0.25%
2B. ASPHALT OVERLAYS
1996
1997 & 1998
Facilities Program
Overlay Subtotal
740
200
940
800
800
398 1,039
350 1,500
5,500
3,500
3,000
350 13,500
Total M & O/Overlay
940
2C. FACILITIES PROGRAM Capital
Theater
Sporls Fields
Police Building
Downtown
1,500
New Capital Subtotal
1,500
5.00%
Grand Total
200
196
200
596
740
200
800
1,740
2,377
1,850
5,500
5,000
3,000
15,350
0.13%
0.12%
1.01%
1.01%
2.61%
0.27%
0.97%
0.62%
0.53%
2.39%
Notes and Assumptions:
1) 1 % in utility tax is estimated to generate $790,OOO per year.
2) $140,000 Per $1.000,000 capital requires in annual debt service at 6.5% interest rate
3) The projection for theater operating cost is very uncertain at this time, and it could vary greatly depending on
the type of use and programming at the facility. The amount shown assumes the utility tax will cover utility
related costs (lights, heat, water, etc.) only. Programming and other operating costs will rely primarily on
"private sources", which could be from contributions and ticket sales.
4) Based on actual experience from Saghalie Park, in 1997 dollars.
5) Assume rentai revenue will cover operating costs for extra space and police budget contains necessary M &
0 for police department space.
6) Private sources (such as BID) assumed for the operating and maintenance of the improvements.
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,'he Week of ClAC Fields Theater Downtown
1113 1/15/97 - 5:30 p.m. Council Chambers 1/15/97- 5:30 p.m. 1/15/97 -5:30 p.m. Council 1/15/97 - 5:30 p.m. Council
Council Chambers Chambers Chambers
;- Introductions
J= Processrrimeline Introductions Introductions Introductions
Binder materials review Processrrimeline Processrrimeline Processrrimeline
",'-" C Projects overview Binder materials review Binder materials review Binder materials review
~l~ Financial overview Project overview Project overview Project overview
'~" Financial overview Financial overview Financial overview
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2-1
1120 1/22/97 - 5:30 p.m. l/iIfJ/97-5:30 p.m. 1/23/97 - 7:00 p.m.
Council Chambers V~sitation Retreat -Room 1 Administrative Conf. Rm
Review road and field Review theater design plan Review CBD Chapter from the
location alternatives and potential user groups Comp Plan, Subarea Plan and
Mayor's Institute Info
1/27 1/28/97 - 5:30 p.m. Administrative 1/29/97 - 5:30 p.m. 1/27/97 - 5:30 p.m. 1/30/97 - 7:00 p.m,
Conference Room Council Chambers Visitation Retreat - Room 1 Administrative Conf. Room
Comprehensive Plan wi CBD Review field operations Review recovery rate Review RTA plans and
Mayor's Institute review and recovery rate options, alternatives, review downtown improvement
Transportation/R T A plans brainstorm potential partnership fmancing financing alternatives
economIc nnpacts alternatives, brainstorm
potential economic impacts
2/3 2/5/97 - 5:30 p.m. 2/3/97 - 5:30 p.m. 2/6/97 - 7:00 p.m.
Finance Conf. Room Visitation Retreat -Room 1 Council Chambers
Establish decision criteria, Establish decision criteria, Establish goals and decision
Rate alternatives Rate construction, fmancing, criteria, begin to draft
according to the criteria & operating recommendation recommendations
based on criteria
2/10 2/11/97 - 5:30 p.m. Finance Coni Room 2/12/97 - 5:30 p.m. 2/10/97 - 5:30 p.m. 2/13/97 - 7:00p.m.
Council Chambers Visitation Retreat - Room 1 Administrative Conf. Room
Sports Fields background Draft recommendations Draft recommendations Draft preliminary
Civic Theater background recommendations
Public Safety Facility needs
Street Overlay needs
2/17 2/19/97 - 5:30 p,m. 2/1//97 - 5:30 p.m. 2/20/97 - 7:00 p.m.
Admin. Coni Room Visitation Retreat - Room 1 Administrative Coni Room
Finalize recommendations Finalize recommendations Finalize interim
recommendations
2/24 2/25/97 - 5:30 p.m. Administrative Coni
Room
Receive reports:
Civic Theater & Sports Fields
3/3 3/4/97 - 5:30 p.m. Administrative Coni
Room
Receive reports:
Downtown Revitalization
Begin outlining recommendations
3/10 3/11/97 - 5:30 p.m. Administrative Coni
Room
Complete draft recommendations
3/17 3/18/97 - 5: 30 p.m. Administrative Coni
Room
Finalize recommendations
3/25 3/25/97 - 7:00 p.m. City Council Chambers
Present recommendations to thc City
Council
IMPLEMENTATION PROCESS
FOR
COMMUNITY FACILITIES PROGRAM
December 17, 1996 City Council Approved Draft
Facilities to be included in the Communitv Facilities Proaram.
1.
civic Theater (liThe Little Theater") at Visitation Center
2.
Public Sports Fields
3.
Asphalt Overlays
4.
Public Safety Building
5.
Downtown Revitalization
Process time1ine.
1.
2.
3.
12/17/96 City Council meeting.
Approve draft implementation process and timeline
Approve citizen committee appointment process and
timeline
1/7/97 7.00 9m City Council Public Hearing on Community
Facilities Proaram
Public provides testimony on community facilities needs
Appoint citizen committees
civic Theater Committee (Arts Commission chair as
chair)
Public Sports Fields Committee (Parks Commission
chair as chair)
Downtown Revitalization Committee
civic Investment Advisory Committee
Invite citizen committee members to attend the January
10 or 11, 1977 City Council workshop
January 1]. 1997 (9 am to 1 Dm) city council WorkshoD on the
Community Facilities Proaram
Approve outline Community Facilities Program and
projects to be implemented
Approve final implementation process and timeline
Allocate approximate costs to each part of program
Approve mission and parameters for the four committees
4.
5.
, c
citizen Committees
The following committees to work between 1/11/97 and
2/21/97 and have written recommendations to the civic
Investment Advisory Committee by 2/24/97
civic Theater Committee final recommendations
Public sports Fields Committee final
recommendations
Downtown Revitalization Committee preliminary
recommendations
civic Investment Advisory Committee starts work
1/11/97, makes written recommendations by noon 3/18/97
and presents them to the city council 3/25/97
3/25/97 7.00 Dm city Counci] special meeting and Dublic
hearing on Community Facilities Proaram.
civic Investment Advisory Committee presents their
final recommendations
city council approves community Facilities Program,
budget, operating costs, use of contractors/consultants
to assist staff in implementation and first phase of
bond sales
city council approves immediate implementation of:
civic Theater at visitation Center (early 1997
design and implementation)
Public sports Fields improvements (early 1997
design and implementation)
Asphalt overlay Program (1997 construction)
Approve Public safety Building project, budget,
implementation process and timeline
Approve Downtown Revitalization Committee's final work
plan and timelines
6.
ADril 1997 sell first phase of bonds for Communitv
Facilities Proaram