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Home My WebLink AboutPRHSPSC PKT 04-13-1998 é' 1\ ì- i City of Federal Way CITY COUNCn... PARKS, RECREATION, PUBLIC SAFETY AND HUMAN SERVICES COMMIITEE""": Monday, April 13, 1998 12:00 p.m. City Hall Administration Conference Room AGENDA 1. CALL TO ORDER 2. PUBLIC FORUM 3. COMMIS SIGN COMMENTS 4. APPROVAL OF MARCH 23, 1998 SUMMARY 5. COMMITTEE BUSINESS A. B. C. Neighborhood Traffic Safety Program!Brigadoon Speed Hump Criteria Modification Emergency Medical ServiceslMemorandum of Understanding Bid AwardlPark Mowers Parks and Recreation Commission By-Laws Action Action Action R. Perez R. Perez 1. Hamilton D. E. Action Information S. Ikerd 1. Schroder 6. NEXT MEETING - April 27, 1998 Agenda items: 1999 CDBG Pass-Through Acceptance; Celebration Park Memorandum of Understanding/Rainier Audubon Society; Park Maintenance Management Plan; Celebration Park Flag Pole; Celebration Park Remediation Project Acceptance; Graffiti Program 7. ADJOURNMENT Committee Members: Jack Dovey, Chair Jeanne Burbidge Linda Kochmar Staff: Jennifer Schroder, Director Sue Floyd, Administrative Assistant 661-4041 City of.Fede~":Way PARKS AND RECREATION "COUNCn.,: COMMITTEE Monday, March 23, 1998 12:00 p.m. City Ball Council Chambers SUMMARY In attendance: Council Committee chair Jack Dovey; committee member Linda Kochmar; Committee member Jeanne Butbidge; Jennifer Schroder, Director of Parks, Recreation and Cultural Services; David Wilbrecht, Deputy Director; Valerie Petrie, Assistant City Attorney; Ron Wood, Public Safety Director; Greg Moore, Director ofComonmity Development; Ann Guenther, Human Services Manager; Vicki Norris, Parks Maintenance Supervisor; Steve Ikerd, Property Services Manager; Rick Perez, Traffic Engineers; Hazem El-Assar, Assistant Traffic Engineer; Sue Floyd, Administrative Assistant; Linda Crum, Public Safety Administrative Assistant; Dave Kaplan, Bob Kellogg, Bobby Roach, Jerry Bollen, Dean McColgan, Parks and Recreation Commission members; Floyd and ilIa Mae Mustoe, Bob Dahl, Shirley Johnson Chair Dovey called the meeting to order at 12:05 p.m. PUBLIC COMMENT Bob Dahl, 3612 SW 325th, Federal Way Mr. Dahl distributed a letter in opposition to the proposed speed humps on SW 323rd/35th Avenue SW and 338th SW/32nd Avenue SW, and requested that the Council Committee meet in the evening hours so that those who work can attend. COMMISSION COMMENTS None APPROVAL OF MARCH 9. 1998 SUMMARY JEANNE BURBIDGE MOVED, LINDA KOCHMAR SECONDED A MOTION TO APPROVE THE MARCH 9,1998 SUMMARY AS WRITTEN. MOTION PASSED. BUSINESS ITEMS NEIGHBORHOOD TRAFFIC SAFETY PROGRAM Rick Perez, Traffic Engineer, explained that residents in the Wildwood neighborhood have requested the installation of speed humps on 18th Avenue South between Pacific Highway South and South 288th Street. The rationale for this request was to reduce traffic speed and cut-through traffic along that street. In a neighborhood meeting staff conducted on October 23, 1997, residents requested the installation of six speed humps at a maximum spacing of 600 feet to be effective. Staff sent ballots to property owners and occupants within 600 feet of the proposed locations (six locations). One of the installation criteria requires a 75 % return rate with a 2/3 majority of the returned ballots voting affirmatively; however, none of the locations met the 75% return rate criterion, although affirmative votes accounted for more than 50% in five of the six locations balloted. Mr. Perez felt that five speed humps would be adequate. The speed humps would be installed within 300 feet of stop signs, and signage will be posted warning drivers of the upcoming speed humps. Discussion ensued regarding the elimination of the speed lnunp in location #1, due to the lack of votes. Mr. Dovey stated that he would like to see this speed hump included as part of the whole package; however, Ms. Kochmar felt that the since there were not enough votes for this particular speed hump, it should not be installed. LINDA KOCHl'vfAR MOVED, JEANNE BURBIDGE SECONDED A MOTION TO RECOMMEND TO FULL COUNCIL THE INST ALLA TION OF FIVE SPEED HUMPS AT LOCATIONS #2, 3, 4, 5 AND 6 ON 19TH A VENUE SOUTH BETWEEN PACIFIC IDGHW A Y SOUTH AND SOUTH 288TH STREET. MOTION PASSED. JEANNE BURBIDGE MOVED, LINDA KOCHMAR SECONDED A MOTION TO SUBMIT TO THE FULL COUNCIL THE ISSUE OF SPEED HUMP #l FOR DISCUSSION. MOTION PASSED. Parks, Recreation, Human Services & Public Safety Council Committee March 23, 1998 Summary Page Two MYERS MASTER LAWN CARE AMENDMENT The Parks, Recreation and Cultural Services Department has contracted with Myers Master Lawn Care for landscape maintenance of Alderbrook, Mirror Lake and Wildwood Parks since 1997. Terms of the agreement provide for extensions for additional periods of time upon the mutual written agreement of the City and contractor. Myers Master Lawn Care has requested an additional $488.70 over the 1997 contract amount of $13,760.07 to cover the new sales tax rate and a minor CPI adjustment. The 1997 agreement and 1998 amendment total $28,059.71. Staff recommended amending the Myers Master Lawn Care agreement for 12 additional months at $14,299.64. JEANNE BURBIDGE MOVED, LINDA KOCHMAR SECONDED A MOTION RECOMMENDING THE CITY MANAGER ENTER INTO A CONTRACT AMENDMENT WITH MYERS MASfER LAWN CARE IN THE AMOUNT OF $14,299.64 FOR 1998. MOTION PASSED. PARKS AND RECREATION COMMISSION ORDINANCE Per Council Committee's request, staff made changes to the Parks and Recreation Commission ordinance increasing the membership from nine to eleven on a temporary basis depending on their annual work program. The ordinance does not speak to alternate members; however, the by-laws do. JEANNE BURBIDGE MOVED, LINDA KOCHMAR SECONDED A MOTION TO RECOMMEND APPROVAL TO FULL COUNCIL THE AMENDMENTS TO THE PROVISIONS RELATING TO THE PARKS AND RECREATION COMMISSION MEMBERSHIP. MOTION PASSED. Mr. Dovey suggested adding a clause to the by-laws regarding a nomination committee for the leadership position (Chair). Mr. Dovey would like to review the Commission by-laws at the April 13 meeting. AUTHORIZATION TO PURCHASE MOWERS FOR 1998 Schroder reported that two park mowers were approved as part od the 1997/1998 Mid-Biennium Budget Adjustment Ordinance approved by Council on December 2, 1997. The proposal included retiring three mowers. Total funding approved to replace mowers is $89,370. From the time staff prepared the request to replace the Toro 580D, additional mowers have entered the market that can provide improved efficiencies in meeting the existing and planned needs. Staff recommended revising the plan by surplusing four mowers and purchasing four new mowers. The requested mowers were outlined in the memo dated March 16 previously distributed to the committee. The combination of mowers listed in the revised plan will provide staff with a program that will increase labor efficiencies and improve the quality of the fields. Celebration Park will be the city's flfSt tournament complex; a higher level of maintenance of the turf will be necessary to meet the expectation of a tournament facilty. The revised mower replacement plan will manage the existing needs and the addition of Celebration Park. JEANNE BURBIDGE MOVED, LINDA KOCHMAR SECONDED A MOTION RECOMMENDING APPROVAL TO FULL COUNCIL REVISING THE MOWER REPLACEMENT PLAN TO REPLACE FOUR MOWERS AND TO EXPEND THE ACCUMULATED RESERVES TO PURCHASE FOUR NEW MOWERS. MOTION PASSED. USE OF COUNCIL HUMAN SERVICES PRIORITIES IN ALLOCATING FUNDING This item was discussed at the March 17 Council meeting and returned to committee for additional review. Council members expressed concern about the decrease in fimding for priority one, basic needs. Ms. Guenther gave an overview of the additional information requested. LINDA KOCHMAR MOVED, JEANNE BURBIDGE SECONDED A MOTION TO CONTINUE ON THE CURRENT TRACK OF FUNDING SERVICES IN ALL FOUR AREAS AND PROVIDE DIRECTION TO THE HUMAN SERVICES COMMISSION TO PLACE AN INCREASED EMPHASIS ON PRIORITY ONE, WITH A GOAL OF 37%, AND FORWARD TO FULL COUNCIL ON APRIL 7,1998. MOTION PASSED. GRAFFITI PROGRAM The City initiated the "Graffiti Removal Involvement Program" ("GRlPj in 1994 in response to an incr~sing level of graffiti occurring in and around the city, inclusive of parks, the right-of-way and private property. There are several buildings that have become favorite "tagging" and graffiti sites. These locations include the Silo property, Cascade AtWetic Club and the back side of the Shurgard Storage facility facing Celebration Park. The owners of these properties have asked the City to clean up the graffiti. The Parks Department has been asked several times about the scope of the GRIP program, and thus far have contained the program to small tagging and graffiti projects, but fmd it difficult to deny cleaning up one individual's property while cleaning their neighbor's property. Staff is asking that the GRIP program be revisited, to be limited to small graffiti removal projects that take less than two hours and are less than 100 square feet. Ikerd noted that to clean graffiti on private property, staff must flrSt obtain the owner's permission, which can takes weeks. Staff was directed by committee to revisit the GRIP program policy. Parks, Recreation, Human Services & Public Safety Council Committee March 23, 1998 Summary Page Three PARKS MAINTENANCE MANAGEMENT PLAN (previously distn'buted). Additional information will be presented at the April 13 meeting. NEXT MEETING April 13, 1998 ADJOURNMENT The meeting adjourned at 1 :03 p.m. Item SA CITY OF FEDERAL WAY CITY COUNCIL PARKS, RECREATION, PUBLIC SAFETY, AND HUMAN SERVICES COMMITTEE Date: April 6, 1998 From: Richard A. Perez, Traffic Engineer ~ Subject: Neighborhood Traffic Safety Program - Brigadoon Neighborhood Background: Residents in the Brigadoon neighborhood have actively requested the installation of speed humps on 32nd Avenue SW/3Oth Avenue SW between SW 338th Street and SW 332nd Place to reduce traffic speed along that route. A traffic study conducted by staff in August 1997 indicated that the subject location would receive 0.5 severity point for traffic volume, 0.5 point for traffic speed, and 2.5 points for accident experience. Therefore, the total severity score is 3.5 points, which meets the 3.0 minimum to qualify for speed humps installation. In a neighborhood meeting staff conducted on October 30, 1997, residents requested the installation of five speed humps at a maximum spacing of 600 feet to be effective in reducing speed along that route. As a result, staff sent ballots to property owners and occupants within 600 feet of the proposed locations. The following table summarizes the ballot results: Location 1 2 3 4 5 Ballots Sent 78 66 98 72 96 Undeliverable 0 1 4 0 5 Adjusted Base 78 65 94 72 91 Returned 47 (60%) 59 (91%) 53 (56%) 13 (18%) 33 (36%) Yes Votes 44 (56%) 58 (89%) 52 (55%) 13 (18%) 30 (33%) Over 50% Yes Yes Yes No No Installation criteria require a 75% return rate with a 2/3 majority of the returned ballots voting affinnatively, which is equivalent to a 50% majority of the adjusted base. Based on the above table, only location #2 met the 75% return rate criteria, however, affirmative votes accounted for more than 50% of the adjusted base in three of the five locations balloted. Locations #4 and 5 did not meet this criteria. Committee Recommendations Staff recommends the approval to install three speed humps at locations #1,2, and 3 on 32nd Avenue SW/30th Avenue SW between SW 338th Street and SW 332nd Place. APPROVAL OF COMI\HTTEE REPORT: Committee Chair Committee Member Committee Member K:\TRAFFICiNTS\BRIGADOO\30A VSW.MEM Item 5B CITY OF FEDERAL WAY CITY COUNCIL PARKS, RECREATION, PUBLIC SAFETY, AND HUMAN SERVICES COMMITTEE Date: April 6, 1998 From: Richard A. Perez, Traffic Engineer Rf Subject: Proposed Speed Humps InstaliationlRemoval Criteria Modifications Background: Staff received several requests to change the current speed humps installation criteria for a variety of reasons highlighted as follows: 1. Definition of Impact Area: A petition signed by several residents and other verbal and written requests were received to expand the definition of impact area to include all residents whose sole source of ingress and egress would be affected by the proposed speed hump. 2. Method of Delivering Ballots: Several residents expressed concerns about the difficulty of receiving their ballots when all adults in the household are working during the day. Current criteria requires mailing the ballots via registered mail, which requires an adult signature. In addition, registered mail processing is costing the City significant additional postage and staff time. 3. Ballots Return Rate: Current criteria require 75% of ballots be returned to validate the vote. Based on staff's experience with previous ballots, this criteria is very difficult to meet for a variety of reasons including lack of residents interest on whether speed humps were instaUed or not, outdated/inaccurate addresses, and the signature requirement for registered mail. Committee Recommendation: Staff recommends modifying the criteria as indicated in Exhibit A to address the above concerns APPROVAL OF COMMIlTEE REPORT: Committee Chair C()mmittet.~ Member Committee Member K:\TRAFFICWSHS\IIMPCRIT. MEM Exhibit A Speed humps located within the City of Federal Way shall only be installed when all of the following criteria are met: . . . . . . . . . . . . . . . . . . . . . . . 1. Less restrictive means of controlling speeding have been attempted without success (i.e. neighborhood radar reader board, special enforcement, soeed watch signing, etc.). 2. The proposed speed hump shall be located on a residential street functionally classified as local or minor collector. 3. The proposed speed hump shall only be installed on streets which have no more than two lanes, or where the overall pavement width is not greater than 40 feet. ZlC\X.SS IOtlOC. 5. Sp.::cd hmnps shall not be. located on Ii transit 01 t:1 u(..k. rOtlte.. 61. Speed humps shall not be located on streets classified as arterial or principal collector. T).. ~ ßl. 9,8,. te2. To be considered for speed hump installation. a petition must be submitted signed by owners or residents representing at least ten lots or parcels within thc_affectooarea. The total severity score based on accident history, average daily traffic, and 85th percentile speed as shown on Table I shall be at least 3.0. No speed hump shall be installed within 600 feet of a traffic signal or 250 feet of a stop sign. No adverse street characteristics exist, such as steep grades in excess of 8% or severe horizontal or vertical curves. Property owners and residents on property abutting streets within 600 feet of the location affected by the proposed speed hump, measured along street centerlines and those who must drive on the humps as their sole access route as detennined by the Public Works Director. shall be sent by registered first class mail, a city prepared or approved ballot. Property owners who are also residents will receive one ballot, although if returned, will be equivalent to two votes. 75% ofthc. ballots must be.rctmncd to validate. the ~ote.. Two.tllÏ1ds (67%) lhlf üQ%} of the 1ctumcd deliverable ballots must vote affmnatively, concurring with the installation of speed humps, pavement markings, and signing. Tù qtlalif} £01 balloting, Ii pe.tition must be. snbnùttcd signed b} OWilC15 or rc.sidcnts HQ. The legal posted speed limit shall not exceed 25 MPH. HI. Speed humps shall not be installed at locations which have less than the minimum safe stopping sight distance as detennined by AASHTO which is 150 feet at 25 MPH. 13. V/hcn installed to Addrc.ss accident problems, speed humps should dimilllitc or reduce. tile ~ual df.xts of those ace.idcnts. 14. WIlen im¡talled to Addrc.ss pcdcstl:ian safety isstlCS, significant pcdcsu ian ltGtivit, should be. prcsent. 152. An engineering analysis of the surrounding area concludes significant adverse residential traffic diversion will not result from the installation of speed humps. -- 16~. Storm drainage problems created by the installation of speed humps can be adequately addressed. u "; u fn .. r::: "õ Øo4 00 r::: "¡: 0 u fn >. .. "¡: u > u fn = "'CO u.- U"" Q,U - Cl)U v u:6 ~ 10 00 - c.:: :;::.. ~ ('<) ('<) M ~ cd .... - '" I I I I ...0 r:::~ I ..... ..... - - ~ 8~ ~ ~ N ~ 00 ~ ~O ~ ('<) M M 0 Po. .S ~ ~.g 008 u s ,-., c, f:¡¡; 0 E-<"" 0 0 0 0 C> V) >. g 0 g g g ~ ("I :;:: Ò - ..... N <"I M ã caca""'.. I '. 1""\:>' """""-""'1.1 1-4~ 0 0 0 0 0 000 ..... t-- M 0\ e OO~ 0(') ..... ..... <"I N 0 ~~ ;F. ;>- < a'E ('f) 0 0 ~< ~tî "1 f': 0\ ..... M ã 2l:.E c¡> c¡> c¡> "7 "7 .s 5a ~ "1 t-- 0\ - ~ "'C~ 0 0 0 0 ..... .... .- 0 U I ~ <~ ,.,:¡ ~ "1 0 .10 ~ ~ C~ .0 0.......... <"I <"I M Po. .-4 U :ë CIS ~ Speed humps located within the City of Federal Way may be rl!ltWved when all of the following criteria are met: . . . . . . . . . . . . . . . . . . . . . . . L To be considered for speed hwnp removal. a petition must be submitted signed by owners or residents representing at least ten lots or parcels withiR1he aff~Nea. +2. Property owners and residents on property abutting streets within 600 feet of the location affected by the proposed speed hump. measured along street centerlines and those who must drive on the humps as their sole access route as detennined by the Public Works Director, shall be sent by ocgisocrcd first class mail, a city prepared or approved ballot Property owners who are also residents will receive one ballot, although if returned. will be equivalent to two votes. 75% oftk ballots must be rçtttrned to 'Alidate thG ,ote. T~o-thi:rds (61%) Half íiQ%} of the returned deliverable ballots must vote affirmatively, concurring with the installation removal of speed humps, pavement markings. and signing. To qualifJ foc b.illoting, Ape-titian I11U5t oc sttbmittcd signed by 0 ~ llCL 5 ()( rc:sidcnts Ie-prcsenting At ICðSt ocn (10%) percent of the lots or parcels ~itl1Ín the .úIixtcd area-: 2-J.. An adequate review period (minimwn of 12 months) and subsequent engineering analysis has been perfonned to detennine the traffic characteristics along the route and the impacts to the remaining street system. SPEED HUMP INSTALLA TION CRITERIA K: \ TRAFFI CINTS\SP EED lIMP .DOC Item 5C CITY OF ,....-. . - ED~ ~~ AY' DATE: 7 April 1998 FROM Parks, Recreation, Public Safety & Human Services Committee Philip D. Keightley, Deputy City Manager~ TO: SUBJECT: EMS Memorandum of Understanding Background. The voters have approved the continuation of EMS services at the last election. Jim Hamilton, Administrator of the Federal Way Fire Department, has been appointed by the Mayor to be the City's representative on the King County Committee that will recommend how EMS services will be financed in future years. As a part of the negotiations with King County before the EMS election, it was agreed that South King County agencies would have the option to provide EMS if King County elects not to provide the service. The attached MOD follows up on that agreement. Staff recommendation. City Council approval of the attached Emergency Medical Services (EMS) Memorandum of Understanding (MOD) between King County, Kent and Federal Way which states that "if King County elects not to continue as the provider of advanced life support services through the King County Medic One program, that the Cities of Kent and Federal Way shall have the option, in cooperation with other fire department providers, to take the lead in the creation of a new entity to operate advanced life support services in South King County". Committee recommendation. Move that the City Council at their next meeting authorize the Mayor to execute the attached MOD for EMS services. APPRO V AL OF COMMITIEE REPORT: Committee Chair Committee Member Committee Member MEMORANDUM OF UNDERSTANDING BETWEEN KING COUNTY, CITY OF KENT, AND CITY OF FEDERAL WAY ON EMERGENCY MEDICAL SERVICES IN SOUTH KING COUNTY This Memorandum of Understanding is entered into by the King County Executive and the mayors of the City of Kent and City of Federal Way, and is intended to be a mutual expression of understanding related to the provision of Medic One emergency medical services in South King County. King County and The Cities of Kent and Federal Way mutually agree that the following principles will guide future decisions regarding emergency medical services: . The delivery of Medic One emergency medical services should continue to be provided by a regional network of King County, cities, and fire districts that promotes the integration of advanced life support and basic life support services; . The Medic One emergency medical service system should be regionally coordinated to ensure continuity of patient care across King county. Such service delivery should be based on efficient, high-quality patient care. THEREFORE, the parties mutually agree that if King County elects not to continue as the provider of advanced life support services through the King county Medic One program, that the Cities of Kent and Federal Way shall have the option, in cooperation with other fire department providers, to take the lead in the creation of a new public entity to operate advanced life support services in South King County. This new public entity may include either agency, both agencies, or a network including other South King County fire department providers, as providers of advanced life support services in order to assure the continued provision of efficient and integrated emergency medical services in South King County consistent with the principles enumerated above. This Memorandum of Understanding may be executed in counterparts. (King Count: \ \.. g-~---- Ron Si s, King County Executive Date: ? - (u / C/a City. Date: 3¡ -j 1-f( City of Federal Way By: Ronald Gintz, Mayor, City of Federal Way Date: Item 5D CITY OF FEDERAL WAY CITY COUNCIL PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COMMITTEE Date: April 7, 1998 From: Steve Ikerd, Property Services Manager Subject: Purchase of Mowers Background: On March 23, Council Committee approved expending accumulated mower replacement reserves of $103,106 to purchase four new mowers. A "Request for Bids" was solicited for the purchase of four replacement mowers in 1998. Five companies responded. Bids for new and demo units under 100 hours, which carry full factory warranty, were requested. The results are as follows (the low bids are identified in bold): RFB Results - New Mowers Mower RANSOME TORO KUBOTA FORD JACOBSEN Machinery Western Jennings Coastline Fanvest Components Equipment Equipment Ford Tractor 10' Rotary Wing $44,436.94 $35,838.00 No Bid No Bid $39,747.60 8' Reel $30,299.40 $39,096.00 No Bid No Bid $35,119.50 84' Rotary No Bid $19,893.34 No Bid No Bid No Bid 72" Rotary $17,162.05 $15,056.30 $10,912.79 *$9,648.02 $16,100.94 "'Did not meet minimum specifications. RFB Results - Demo (Under 100 Hours FuU Warranty) Mower RANSOME TORO KUBOTA FORD JACOBSEN Machinery Western Jennings Coastline Fanvest Components Equipment Equipment Ford Tractor 10' Rotary Wing (40 Hours) No Bid No Bid No Bid No Bid $35,077 .80 8' Reel No Bid $32,580.00 No Bid No Bid No Bid 84' Rotary No Bid No Bid No Bid No Bid No Bid 72" Rotary $l4,074.56 No Bid No Bid No Bid No Bid Parks, Recreation, Human Services & Public Safety Council Committee Apri17,1998 Page Two Staff Recommendation: To purchase the following mowers for $96,183.33: Mower Vendor Amount 10' Rotary Wing Machinery Components with 40 hours and full $35,077.80 factory warranty. Configured to mow tighter spaces than the Toro product 8' Reel Machinery Components $30,299.40 84" Rotary Western Equipment $19,893.34 72" Rotary Jennings Equipment $10,912.79 TOTAL $96,183.33 Committee Recommendation: Motion to approve staff's recommendation for bid award and purchase the four mower units for a total of$96,183.33. APPROVAL OF COMMI1TEE REPORT: Committee Chair Committee Member Committee Mcmbcr Item 5E CITY OF FEDERAL WAY CITY COUNCIL PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COMMITTEE Subject: April 7, 1998 I tV Jennifer L. Schroder, Director ~ß Parks, Recreation and Cultural Services Departtltíf By-Laws of the Parks and Recreation Commissi;t Date: From: Background: At the March 23 Council Committee meeting, Council asked staff to develop a clause to the Parks and Recreation Commission by-laws regarding a nominating committee. It was further suggested that the nominating committee consist of the outgoing Chair and two past Chairs. Attached are the Parks and Recreation Commission by-laws with amendments to reflect the ordinance change that provides up to eleven appointed members, terms of the alternates, and the addition of a nominating committee. This draft will be presented to the Parks and Recreation Commission at their May 7 meeting. By- laws may be amended by majority vote of the Parks and Recreation Commission. The procedure for conducting the election was discussed at the Parks and Recreation Commission's April 2 meeting. Attached is a summary of the discussion regarding the nominating committee. City of Federal Way BY-LAWS OF THE PARKS AND RECREATION COMMISSION We, the members of the Federal Way Parks and Recreation Commission, pursuant to Ordinance No. 91-93, adopted on April 24, 1991 by the Federal Way City Council, do hereby adopt the following BY-LAWS. 1. 2. 3. 4. 5. ORGANIZA TION AND RULES OF PROCEDURE The official name is the City of Federal Way Parks and Recreation Commission. The official seat of the Commission is the City Hall of the City of Federal Way. The Commission consists of at least nine members and may consist of up to eleven members appointed by the City Council. The Commission consio;¡ts of up to two appointed alternate members. Alternate members serve a tenD of up to three years. The officers of the Commission consists of a chairperson and a vice-chairperson. Their duties are: a. The chairperson presides over the Commission and exercises all the powers incidental to the office, retaining, however, the full right as a member of the Commission to have a vote recorded in all deliberations of the Commission, to propose motions and to second motions. b. In the absence of the chairperson from any meeting, the vice-chairperson performs all the duties incumbent upon the chairperson, and retains the full right as a member of the Commission to have a vote recorded in all deliberations of the Commission, to propose motions and to second motions. c. The chairperson and vice-chairperson both being absent from any meeting, the members present must elect a temporary chairperson who would have full powers as chairperson during the absence of the chairperson and vice-chairperson retaining the full right as a member of the Commission to have a vote recorded in all deliberations of the Commission, to propose motions and to second motions. d. Officers are elected at a meeting in the 5th calendar month of the year. Election will be conducted by a Nominating Committee. The committee will consist of the outgoing Chair and two past Chairpersons. In the event the past Chairs are no longer members of the commission, the Chair will select a member to serve on the Nominating Committee. Nominating Committee is to solicit nominations and prepare a secret ballot for the position of Chair and Vice Chair. e. Officers hold office for one year. Parks and Recreation Commission By-Laws 6. 7. 8. 9. 10. Page Two f. Committees are established by the Commission. The chairperson of the Commission serves as an ex-officio member of all committees and appoints a Commission member or alternate as chairperson for each committee. A secretary for the Commission is responsible for record-keeping. This position will be non-elected and is filled by a City staff member. Quorum A quorum consists of five (5) members of the Parks and Recreation Commission. Voting When a quorum is present, a simple majority vote suffices for all action. No vote may be made by proxy or alternates. The Parks and Recreation Commission will have nine (9) members with two (2) alternates receiving voting rights after one (1) year of service subject to the majority vote of the full Commission. Conflict of Interest a. Any commissioner or alternate having a direct or indirect interest in or who would benefit from any matter must disclose this interest and, if deemed appropriate by that commissioner or alternate or required by law, refrain from participating or voting on the matter at hand. b. All members of the Commission and alternates must abide by the City of Federal Way Code of Ethics established in Resolution No. 91-54. c. Each Commissioner or alternate must submit and annually update a declaration of conflict of interest to be held on file. Meetings a. The Commission meets monthly at a predetermined time and location. Additional meetings may be held upon call of the chairperson, as necessary. b. Not less than 24 hours notice must be given for the posting, publication or cancellation of any meeting of the Commission. c. An executive session may be called by the Commission to discuss matters within the Commission's authority as authorized in RCW 42.30.110. Parks and Recreation Commission By-Laws Page Three 11. 12. d. Regular Commission meetings will begin at 6:00 p.m. and will adjourn no later than 9:00 p.m. To continue past this time of adjournment, a majority of the Commission members present must concur. Public hearings shall not exceed two hours, unless a majority of the Commission members present concur, or wish to continue the hearing to a later date. e. The types of meetings to be held by the Commission and the contents of each shall be as follows: 1. Regular business meetings on the first Thursday of the month shall include minutes of the previous meeting, public forum, staff activity update reports, informational material review for CIP projects, Commission comments/committee reports and correspondence. 2. Special presentations, on a date other than the first Thursday of the month, shall be limited to one subject only. The topics shall be citizen-generated, subjects referred to the Commission by the City Council, staff overviews (with or without consultants present), or Commission-generated topics. 3. Public hearings shall contain only one subject. The sequence of presentation shall be: staff summary of pertinent information, public comment and questions, Commission comment and questions, Commission deliberation and recommendation. Attendance a. A commissioner may be excused from a meeting by providing advance notice to the Commission chairperson, vice-chairperson or staff secretary. b. In the event any commissioner has unexcused absences from three or more meetings held during any calendar year, the Commission may request that the City Council appoint a replacement for that member. Conduct of Meetings a. If a hearing is being conducted, motions will be made, seconded and voted upon. Recommendations will be forwarded to the City Council. b. If a workshop is being conducted, formal action is not necessary; workshop actions will not be forwarded to the City Council as recommendations of the Commission. c. In the event a quorum is not present, a minimum of four members must be present to hold a meeting for discussion purposes only. Voting cannot take place at such a meeting. Parks and Recreation Commission By-Laws Page Four 13. 14. d. Except as provided by these rules and regulations, Roberts Rules of Order (as amended) will govern the conduct of all Commission meetings. Agendas, Staff Reports and Minutes a. A copy of the agenda for all Parks and Recreation Commission meetings must be sent to each Commission member and alternates no less than one week prior to the date of the meeting. No action will be taken on an agenda item unless sufficient background information is included in the agenda packet. b. The staff will provide necessary staff reports. They will be sent to Commission members and alternates no less than one week prior to the date of the meeting except for data on leases, contracts, agreements and financial matters which shall be sent to the appropriate Commission subcommittee no less than ten days prior to the next Commission meeting. c. Minutes of all Commission meetings will be kept by a staff person and made part of a permanent record. Amending By-Laws These by-laws may be amended by majority voting at any Parks and Recreation Commission meeting when a quorum is in attendance. CERTIFICATION The undersigned secretary of the City of Federal Way Parks and Recreation Commission does hereby certify that the foregoing by-laws have been duly adopted by the members of said Commission. A TrEST: By: Chairperson, City of Federal Way Parks and Recreation Commission PARKS & RECREATION COMMISSION SUMMARY April 2, 1998 A. I. Wilbrecht reported that the P,R & H Services Council Committee reviewed and passed the Commission's motion on March 9, and recommended the motion be sent to full Council: Eleven members (no alternates) and members will serve no more than three consecutive three-year terms. Wilbrecht distributed the Committee's recommendation packet to the Commission. Discussion centered on retroactive three year term policy. Wilbrecht will follow-up on interpretation of this item. F. This item was from the outgrow of the Council Committee. They would like to see a more formalized nomination within the Commission. Kaplan explained the election history sequence. Bollen added to the explanation, expressing that a formal policy needs to be adopted. A discussion followed. BOLLEN MADE A MOTION TO CHANGE THE BALLOTING PROCESS TO OCCUR AT THE MAY 7, 1998 MEETING FOR ELECTION OF OFFICERS. All COMMISSION MEMBERS WILL BE ON THE BALLOT. MOTION PASSED WITH 5 YEAS AND 2 NAYS. THE NOMINATING AND VOTING PROCEDURE STAGE I: Bollen motioned to change the balloting process to include a two stage voting process. Each Commissioner will be asked if they are interested in serving as chair and/or vice chair. A list of the interested Commissioners will be created and distributed to the whole Commission. Each Commissioner then votes for a chair and vice chair. The ballots will be collected and tallied by staff. STAGE ll: The names of the two top Commissioners selected for a chair and a vice chair will be placed on a second ballot. The ballots will be distributed to the Commissioners. The Commissioners will select one name each for the chair and vice chair positions. The ballots will be collected and tallied by staff. The names of the new chair and a vice chair will be announced. In case of a tie, the process will be repeated until a selection is made. DATE: TO: FROM: SUBJECT: CITY OF FEDERAL WAY DEPARTMENT OF COMMUNITY DEVELOPMENT SERVICES MEMORANDUM March 25, 1998 Parks, Human Services and Public Safety Council Committee Ed Swan, Neighborhood Development Specialist February 1998 Program Update Neighborhood Association Building Lake Grove: . Attended a community meeting at the Lakota Fire Hall led by Chief Wood with citizens concerneä about junk cars, traffic, and a number of other issues. This group of concerned neighbors should be good recruits for the NET program. The group will be using the Neighborhood Matching Fund to help clean up their neighborhood. Brigadoon . One NET meeting was held. . Continued liaison between Brigadoon NET groups and the Parks Department concerning 1998 work on Wedgewood Park. Olympic View . One NET meeting was held. Neighborhood Matching Fund . Began working on Neighborhood Matching Fund projects with several neighborhood groups: a clean up in the Lakota area, street lights in the Heritage Court and Stone Brook neighborhoods, and ballfield improvements in the Twin Lakes area. Departmental Liaison Volunteers Other Parks, Recreation and Cultural Services: . Four work parties for Celebration Park were held. Groups providing volunteers were the Parks Commission, Rainier Audubon Society, and Girl Scout Troop 1525. Public Safety . Attended the first meeting of apartment managers organized by the officers and staff of the north Neighborhood Resource Center. Public Works . Attended the Wildwood neighborhood traffic/speed bump meeting. + Held the second annual City of Federal Way Commission and Volunteer Recognition Dinner. Three hundred commission members, volunteers, their guests, and staff attended. Only those people active in the 1997 were recognized but the number invited was the same and attendance rose from last year because of the increased volunteer activism with the City. + Continued placement and referral for court ordered community service volunteers and other community group and individual requests for volunteer opportunities. + The City received more than 13000 volunteer hours of volunteer service in 1997. . Attended the Drug and Alcohol Awareness training for supervisors. CITY OF FEDERAL WAY DEPARTMENT OF COMMUNITY DEVELOPMENT SERVICES MEMORANDUM DATE: March 25, 1998 TO: Parks, Human Services and Public Safety Council Committee FROM: Ed Swan, Neighborhood Development Specialist SUBJECT: March 1998 Program Update Note: I was out on family leave with a new baby boy for half of the month, so activity is lower than usual. Neighborhood Association Building Lake Grove: . Two NET meetings were held. Neighborhood Matching Fund . Continued follow up on several projects. Departmental Liaison Parks, Recreation and Cultural Services: ~ Four work parties for Celebration Park were held. Groups providing volunteers were the Parks Commission, Rainier Audubon Society, USAA company volunteers, and four Boy Scout Troops. Volunteers . Continued placement and referral for court ordered community service volunteers and other community group and individual requests for volunteer opportunities.