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Parks Comm MINS 01-06-2022i:\parks comm mtg notes\2022\01-06-2022 minutes.doc CITY OF FEDERAL WAY PARKS AND RECREATION PARKS AND RECREATION COMMISSION January 6, 2022 Video Conference 5:00 p.m. MEETING MINUTES Present via zoom: Chair Michael Campsmith, Vice Chair George Vadino, David Berger, Thomas George and George Pfeiffer Staff: John Hutton, Parks Director, Jason Gerwen, Parks Deputy Director and Mary Jaenicke, Parks Adm. Asst. II. Chair Campsmith called the meeting to order at 5:00pm. PUBLIC FORUM None APPROVAL OF MINUTES Commissioner Berger moved to approve the November Parks and Recreation Commission regular meeting minutes as written. Commissioner Pfeiffer seconded. Motion passed. COMMISSION BUSINESS Prioritization Matrix Review The projects listed on the matrix were taken out of the PROS Plan. The commission held a long discussion on the categories of the matrix. The categories discussed were Safety and Financial Impacts. Sub-categories were narrowed down to condense the matrix. The next categories to be discussed is Planning and Community. The commission will provide their comments to Staff Gerwen by January 26 and he will prepare an updated matrix for discussion and review at the February meeting. Each commissioner will be responsible for submitting their draft of the matrix. The matrix will be sent to the commission prior to the February meeting. The goal for the February meeting is to finalize all of the categories and the scoring for those categories. Discussion on the By-Laws Chair Campsmith inquired about “Rules of Procedure” Item C. “Conflict of Interest” No.2 stating that “Each Commissioner and alternate must submit and annually update a declaration of conflict of interest to be held on file”. Staff will check with the City Clerk’s office and respond back to the Commission. The commission also discussed the election of officers at the December meeting. Generally, the commission does not meet in December and the elections are held in January. Commissioner Pfeiffer suggested holding elections at the January meeting. Staff will discuss the process for amending the By-Laws with the Law department and Clerk’s office. 2022 Work Plan The 2022 Work Plan is very similar to the 2021 Work Plan. The commission reviewed the 2022 Work Plan and suggested minor changes. The finalization of the Matrix will be done in the 1st and 2nd quarter. Parks Appreciation Day will take place on April 23 and the other volunteer events are to be determined. Staff is working hard to have Parks Appreciation Day and the Red, White & Blues Festival will most likely take place this year. The work plan includes projects the commission would like to do, but there is no funding available. It’s important to keep these on the work plan so that Council is aware that we would like to do these projects, but funding is not available. Commissioner Pfeiffer requested to have trail repairs added to the work plan. Parks and Recreation Commission, January 6, 2022 Page 2 i:\parks comm mtg notes\2022\01-06-2022 minutes.doc Commissioner Berger moved to approve the Work Plan with the suggested changes and forward to the February 8, 2022 Parks, Recreation, Human Services and Public Safety Committee meeting. Commissioner Pfeiffer seconded. Motion passed. STAFF REPORTS Recruitment Update Currently there are four applicants for the Parks & Recreation Commission. Interviews will take place when there are enough applicants to fill the positions. There are four voting and two alternate vacancies to be filled. ARPA Funding Staff Hutton reviewed the Parks Department ARPA requests. One of the items on the list is leasing work trailers for the Parks Maintenance Division. The Maintenance staff have been working out of their trucks and broom closets for the past 22 months due to social distancing needs and an inadequate maintenance facility. Other requests included HVAC upgrades for City Hall, Dumas Bay Centre, FWCC and the PAEC and touchless fixtures for City Hall. The criteria for these requests were based on safety for employees and the public. Staff also requested restoration of lost operation funds due to Covid for Dumas Bay Centre, FWCC and the PAEC. OTHER BUSINESS Staff Gerwen informed the commission that the City is redoing its Comprehensive Plan and the Parks Department has a chapter in that plan. The Parks Department recently updated its PRO Plan; this plan is current enough and it will be submitted as it’s chapter in the plan. The City’s Comp plan requires a 10 year CIP Plan. The PROS plan is a six year plan so this may be added to the Work Plan later in the year to extend it to 10 years. NEXT MEETING/AGENDA ITEMS Commission Business Prioritization Matrix Review Staff Reports By-Laws ADJOURNMENT A motion was made by Commissioner Pfeiffer and seconded by Commissioner Berger to adjourn the meeting. Motion passed. Meeting adjourned at 6:59pm.