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HomeMy WebLinkAboutPRHSPSC PKT 05-19-1997 I • . `. 3! X997 _ > «":.'.': > >' » >' <` > > " > > >>'>'<< ::: :.: :: . ;:.;:.i:. ....... ��__:. i:::;.�: iiI{:::::::: i:::: i:::: i:::: i:::: :::::: i:::: i:::: i:::: ::::::::i::::i::::i::::i::::i:: ':: i::::;:;: i:::: :::: i::: �:: �:: �:: i:: is:::i::i: <:i::i::::::::::i:: i::i::::::::::: �:::�::::i:::: `:� .; .. �`s :, :. :�':.' . :a't�{:}'./i:::ii::: �:::: i:::: is :::i:::i::::::i:::i::::::::i:: i::::::::i::i::i::i::i::i:: iii: :::::::i:::::::i:::i::i::i::: �:::: i:: :i::::i::i::ii`:i:::i::::i:::: �:::: i:::: i::::::::: i:::: :: i ..::::::::::::::::::::::::.:: �:::::::::::............... ............................... AGENDA 1. CALL TO ORDER 2. PUBLIC FORUM 3. COMMITTEE BUSINESS A. Communications System at Klahanee Action Schroder Lake Community /Senior Center B. Mark Twain Sports Field Renovation Action Jainga C. Resolution Amendment/Surplus Property Action Schroder D. Visitation Parking Lot Information Schroder E. Skateboard Park Information Wilbrecht F. Sports Field Update Information Wilbrecht G. Fundraising Committee/Sports Fields Information Wilbrecht H. Parks and Recreation Commission Information Schroder By -Laws Review I. Celebration Park Work Items Information Wilbrecht 4. NEXT MEETING - June 16, 1997 5. ADJOURNMENT Committee Members: Staff: Jack Dovey, Chair Jennifer Schroder, Director Hope Elder David Wilbrecht, Deputy Director Mary Gates Sue Floyd, Admin. Assistant 661 -4041 • CITY OF FEDERAL WAY Item 3A CITY COUNCIL PARKS AND RECREATION COMMITTEE Date: May 9, 1997 From: Jennifer Schroder, Director Parks, Recreation and Cultural Services Subject: Communication Services for Klahanee Lake Community /Senior Center Introduction Included in the reorganization of the Parks, Recreation and Cultural Services Department (PRCS) is the renovation of Klahanee Lake Community /Senior Center (KLCC). The Recreation Division currently operates out of three buildings; the Steel Lake Annex, old fire station and KLCC. The projected costs over the next two years indicates that our current communications system supporting the three buildings would increase from the current cost of $18,000 to $25,000 annually. Consolidation of the Recreation Division into the KLCC facility supports many cost reductions included in the adopted 1997/1998 budget for recreation. Last April, Council approved a project budget of $150,000 for the renovation of KLCC. KLCC was designed originally to support three full -time staff and about two volunteers. The building was built with no planning for expansion of work spaces. The project underway currently addresses the needs of nine staff and up to ten volunteers/part-time staff. Regular volunteers that work at the center include one to two for planning the Korean elders program, two for the Meals on Wheels program, the Community Pathways Coordinator from Highline Community College, interns and other volunteers that help with our recreation programs. The existing communication system at KLCC cannot accommodate the new demand of the facility to support the entire Recreation Division. The necessity to upgrade the communication system to accommodate phone lines, veriphone, and fax machines requires an upgrade to the communication system. This upgrade was planned for and included in our budgeted costs. Background: The recreation operation is currently using approximately 30 phone lines for phones, fax machines, modems, TDD and credit card readers at Steel Lake Annex, fire station and KLCC for an approximate cost of $20,000 per year. The consolidated operations will reduce the total number of phone lines needed for recreation to approximately 21 (20 at KLCC, 1 at Annex), with no changes to services used by Maintenance Operations at the fire station. Staff recommends the purchase and installation of the Extended Processor Node (Option 3 below) from AT & T for approximately $33,000. The purchase is within the recreation budget for KLCC. Total annual savings to the Recreation Division budget for communications will be approximately $18,000. • • 1. Direct Business Lines: Uses direct lines from US West for each staff or device. Low startup cost $2,000 Very high ongoing costs $18,000 per year Low on capabilities Separate from the City phone network, cannot use any of the features available on City phone system 2. Off eXchange Lines (OPX): Uses the City phone system and US West services. Medium startup cost $8,000 High ongoing costs $12,000 Medium capabilities Connected to the City phone network, loses some functionality because of the OPX lines 3. Extended Processing Node (EPN): Uses the existing fiber optic cable between City Hall and KLCC. No services needed by US West. High startup cost $33,000 Very low ongoing costs $1,000 High capabilities Same functionalities as the City Hall and Police phone system. Committee Recommendation: Motion to forward to full Council the approval to purchase and install the Extended Processor Node (Option 3) from AT & T for approximately $33,000. iirotitiOt OV.... >�` 41t�Utit. G:CLERK\CMTE.REC 3/11/96 • • CITY OF FEDERAL WAY Item 3B CITY COUNCIL PARKS AND RECREATION COMMITTEE Date: May 13, 1997 From: Jon Jainga, Planning and Development Manager Parks, Recreation and Cultural Services Subject: Mark Twain Sports Field Renovation Project (CDBG and Sports Youth Grant Funding) Background On August 1, 1995, the Federal Way City Council approved the 1995 CDBG reallocation of Harry S. Truman High School ballfield project to the Mark Twain Sports Field Renovation project. This approved $144,348 from CDBG and $49,000 from the Sports Youth Grant for the Mark Twain Sports field Renovation project. In December 1996, the CDBG project contract was updated to a 1997 CDBG contract to reflect the work to be completed in 1997. The project involves renovation and construction of the existing multi -use sports field at Mark Twain Elementary School. The existing field is poorly drained, unsafe and difficult to access. The scope of the work includes installing a new underground drainage system, retaining wall, irrigation system, new topsoil and turf, backstops and soccer goals. The project will also improve the accessibility to the field. The landscape architecture firm of Marty Lyon and Associates has completed the sports field renovation plans and documents for the project. Staff Recommendation: The Parks, Recreation and Cultural Services staff recommends approval of the project and recommends to proceed with the public bidding process for construction. Committee Recommendation: To authorize PRCS staff to proceed with the public bidding process for the Mark Twain sports field renovation project and forward to full Council for approval. AP'ROV.A► ,OF CO f� J1A REPO Tk::::::::`.....::: :.:.:::::::::::::...... :.. ..:. .::.,. :: ::::i::....:.:. ::.::::::::: Committee:Member <:> >:>; 9 gl iftfi y ig liz ; f g i i rgy. o p& _,„ _e, ri,n, • ,t . E, q.. 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P.S. 71ve City of F•d•ral Way ..., D D "c• - b, v Jos ^e. , I , I 1 r- iece-, Acs• 6.E.:1 Layout and Grading Plan ) J c /L'I J Re„...., -J . ____ . • • Item 3C CITY OF FEDERAL WAY CITY COUNCIL PARKS AND RECREATION COMMITTEE Date: May 12, 1997 From: Jennifer Schroder, Director Parks, Recreation and Cultural Services Subject: Resolution Relating to Application of Revenues Collected From the Sale of Park Property Background: At the Parks and Recreation Council Committee meeting of April 14, Council asked staff to look into amending Resolution No. 93 -156 relating to procedures for the disposal of surplus property. The committee asked staff to look into what would be needed to ensure revenues collected from the sale of surplus park property be designated for park acquisition only. The attached draft resolution was prepared to address the committee's request. This resolution, if adopted, will clearly provide a policy for funds collected from the sale of park real property be used for the specific purpose of park acquisition. Committee Recommendation: To move acceptance to full Council a resolution relating to application of revenues collected from the sale of park property. • a 1r RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FEDERAL WAY, WASHINGTON, RELATING TO APPLICATION OF REVENUES COLLECTED FROM THE SALE OF PARK PROPERTY. WHEREAS, the City Council of the City of Federal Way, Washington, has identified a need to develop a policy for the disposal of surplus property; and WHEREAS, the City Council resolved on November 16, 1993, pursuant to Resolution No. 93 -156, to deposit with the Management Services Department revenues received from the sale of surplus property; and WHEREAS, at its April 14, 1997 meeting, the Federal Way Parks and Recreation Council Committee decided it in the best interest of the citizens of Federal Way that revenues collected from the sale of Park real property be deposited into a Park Acquisition Capitol Improvement Project Fund; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF FEDERAL WAY HEREBY RESOLVES AS FOLLOWS: Section 1. Parks Revenues to be Deposited. The revenue received from the sale of surplus City property, other than parks property, shall be deposited with the Management Services Department. Revenues collected from the sale of real property used for public park purposes, including open space, shall be deposited into a Park Acquisition Capitol Improvement Project fund. i • Section 2. Severability. If any section, sentence, clause or phrase of this resolution should be held to be invalid or unconstitutional by a court of competent jurisdiction, such invalidity or unconstitutionality shall not affect the validity or constitutionality of any other section, sentence, clause or phrase of this resolution. Section 3. Ratification. Any act consistent with the authority and prior to the effective date of the resolution is hereby ratified and affirmed. Section 4. Effective Date. This resolution shall be effective immediately upon passage by the Federal Way City Council. RESOLVED BY THE CITY COUNCIL OF THE CITY OF FEDERAL WAY, WASHINGTON, this day of , 1997. CITY OF FEDERAL WAY MAYOR, MAHLON S. PRIEST ATTEST: CITY CLERK, N. CHRISTINE GREEN, CMC APPROVED AS TO FORM: CITY ATTORNEY, LONDI K. LINDELL , • i . F . ; >: • ‘1 I I ; 1 1 ;AI lc v * e ° '• '@). '0 ® ei di 411D - r as d o &Up '' *G IP d p -avatt I - i OPP ' 1 mill•-.. I - 40 dif - dr .k I (- ' ■ >,-, 0 i --, • ,, ' • .'`i ;P.. i r 1 ---' I k li v •.• s \ — _... 1 -, ,-. ; „=4, , • ._....,, .1/4. . • 0 / i s 1 .41. •*;•' -r• _ 1 , ‘ 0 . . 1 , ..' ..' %la lk , _ \ ,.. "'1... .4 i . .ail r \ , k , t i s ! * 1 ' -yr '... * * 0 , . .•" - 9 -4 A i / (/.. ( - ...ii";..7, ." s ' ''''' 4 1 _, • 0 ;.;,...: - 9 ‘ — l i I - • , " .-' , r - 1 1 _ f - I 1 ' 1 #' ' - .t: 1 •-• ‘ n .'-' 1 . 4 • - ''' . , I 1 1 1 1.i. -:.' ,,, . - • n k ,. - ' I ' I i I :."7, :-..-. ' ','..:i 4 44" 1 '421 ,•' N , 1_ 'ei il - i ' ‘‘ i A. 0* 1 '.I („. I _. ._ ,. , '(% • , • -1 '4 , - — \ A.)." .. -- 4 ( •,, .. '-- ' !.f( '- ' I A -;:i ■ I il ti • i , ,% .,.. ,, .-, ., ' e gi I ' - - , ' \ 1 „‘ , , g g '''. / I 1 . / ;,; •' * 7 \ „% , f , 'S i" \ G .... _ • , ; t : • • .. ... , . 4 •7 ,-1: --'' ::.', * , / / :;-- . ; % IA I * .,., . , 411 .V . ,. '..,... ,, . ,;- 4,44.: - 41 i • , , f , ..''' , '*:-: ' . , ., :- J - 'r4 1 • . %: s AL 01* 0 .0 I - ' - • • 1 : ' , ' r \ \ ' ar* — • ...0 4- ' 4. 11.- - 1 * -, • , ,,, , ‘ % ' N --- _ ' . ( * 49 48. 4 ... si t io p 0 0 • i 3 0-y r. . • :Zs = ' ' * \ , ...r G i 0 • ; 1 - * t . , -` ...x .,... 4 i ■• 0 e : */ 7 1 , i'2 ...• ./ 0 ••• . % " ..,70 ' ' difr° c, 0 e G p 0 *-* 4.) 4 ' i 7 :' \ I I* 0 .0- • , 2 * , ./.' 0 I ' " -- - - ,..,... t , ...i., 1 , d p0 0- ,---tde ' ,, ""`is - r / /..% - i 4 : 1 'a g Er Iv OVERALL I 501(11M: II VII I- VISITATION RETREAT 8.: CULTURAL CENTER I I THE Iso AMR MEV I • . FEDERAL WAY CIVIC THEATRE HOMGARDNER 9. .99 Alli' PARKS /YOUTH COMMISSIONS SUBCADITTEE 3 SKATEBOARD PARK SITE VISITS • April 21, 1997 PARTICIPANTS Subcommittee Members: Anika Andrews, Phuong -Thao Hong, Jason Recek /Youth Commission Dave Kapian; Bobby Roach /Parks & Recreation Commission Parks Commission: Bob .Kellogg, Barbara Reid Staff: Dave Wilbrecht, Deputy Director of Parks, Recreation and Cultural Services Dept. (Mr. Wilbrecht also served as photographer and videographer) SITES VISITED.: Seattle, Kirkland, Bellevue, Mercer Island COMMENTS AND OBSERVATIONS FROM USERS AND TOUR PARTICIPANTS SEATTLE: Seattle Center /Fifth and - Republican Good location, centrally located on bus lines. Most users are teens, predominantly 15 -17 year olds. Heaviest use is after school when non- Seattleites use site and on weekends. Facility is too small, too crowded. Portable units make changeable sites possible. Badly designed with units too close to one another. Collision danger high. Metal ramps are too fast and do not permit enough control by skaters. Intermingling of roller bladers and sometimes causes problems. No aesthetics. Ugly cyclone fence surrounds area. No amenities. No benches. Congregating on top of launch platform is hazardous. Pram posting of rules governing use, "vandalism, skating at one's own risk. KIRKLAND: Peter Kirk Park Excellent location in city center, near library, senior center, shopping mall. Visible from street, sufficient parking, easily accessible by emergency vehicles. Did not take advantage of topography. Concrete ramps are efficient and don't pit. However, metal edging needed to reduce or eliminate chipping. Poor drainage "of rain water, with dirt - collecting within skate area. Opened June 1996 at cost of $35,000. City budgets $5,000 per year for maintenance, upgrades, improvements. Definite future changes include a maintenance shed for broom, etc. a launch ramp, and a bowled edge at half pipe. Average age: Junior and Senior High Schoolers. Principally 10 -25 years is widest age range. Weekend mornings: Little tots wearing pads. Site too small. City code restricts height of elements, thereby reducing challenge and flexibility. City requires users wear helmets and pads. Roller bladers and small trick bicycle riders also use site. City ordinance prohibits skateboarding on city streets, parking lots or in parking garages. Information packet provided by Park Department staff member Jenny Wrenn who visited with us and answered quesions. SKATEBOARD PARK SITE V4IFS -- -Page Two BELLEVUE: Highland Park Unique for several reasons: Indoors, Staffed, Annual Membership and. Per Use Fee, Set schedule for skating "sessions ". Original cost $30,000 plus $10,000 for redesign and modification. City allocates $25,000 for operations and also uses additional $50,000 annual income. Construction is masonite on wood. Units are reconfigured about every eight months for variety. • 6,000 members have paid the $4 Lifetime Membership. Per use fee is $2. Pad Rental is. $1. Ten Session pass is $15. Of total membership, only 250 are female. Users must have helmets, elbow and knee pads, skateboard ID and current Season Pass. Average use: about 35 per day. Weekends heavier usage. Inline and skateboarders both use facility, often concurrently. No amenities, no ability for visitors to watch. Unit is all ramps which abut fencing and roof. No restroom or drinking facilities on site. Taped music is played during sessions: - 1:30 -4 and 4 -8 on weekends, 3 -7:30 p.m. week days. One of on -site Bellevue staff members is also involved in skateboard park design and construction management. Mr..Wilbrecht has details. Facility is ugly and unfriendly. No aethestics, no sense of community. MERCER ISLAND: Mercerdale Park Too small. Too crowded. Uninteresting. Only one, three -seat bench at site. NO drinking fountain or restroom. Need metal caps on curbs to prevent chipping. Not challenging enough. Badly designed, since abrupt transitions from flat to angular area causes a bump•and prevents smooth movement. About 12 -20 people use the site. Heavier on weekends. Tucked too far from street. Nearby walking path does give site community connection. Enitre site is sloped. Makes for a tiring session, since users have to continually go uphill between units. Did not take advantage of topography. Visually uninteresting. Prominently displays rules, especially the "Skate at your own risk" aspect. SKATEBOARD PARK SITE VATS --- -Page Three • CONCLUSIONS OF TOUR PARTICIPANTS 1. Bellevue and Seattle sites are ugly and unfriendly. They have no amenities and no seating so observers or participants can watch the activity. 2. Kirkland and Mercer Island are aesthetically dull and have not taken advantage of the topography `in their setting. The ultra conservative designs result in boring and unchallenging experience for both skateboarders and viewers. (This last criticism is truer of Mer Island than Kirkland). Both sites have insufficient amenities for users or observers. 3. Design of facility must have continuing, on -going participation and support of ultimate site users. Youth point of view must be a major player. 4. Site should have an aesthetic sense,,perhaps enhanced by public art. Amenities such as sufficient seating, drinking fountain, sani -can, maintenance kiosk. 5. Site must be open, visibile from the street, have sufficient parking and access for emergency vehicles. 6. If possible, site should have different areas for novice and advanced users. Levels of skill for each area should be posted or even named, like ski trails are. 7. Design should offer safety amongst users and allow for self - policing traffic control of elements in use. Appropriate launch samps and interplay of units is imperative. B. Our park should be larger in size than any of the four we visited. A larger space enhances safety and provides greater interest. 9. Only Kirkland had a- traversing bank which all skateboarders wanted. 10. User fees and staffing is unwarranted. This activity needs to be unstructured. 11. Things to consider: a) Cali the site SKATE COURT, so a ll'wheeled users feel at home. b)Few females, participate. c)Should helmets or pads be required or recommended? d) Should a.. "sticker /graffiti" board be on site Or would and "Upcoming Events" posting board be be -ter? e)Should a rollerblade track be built around the skating area? STAFF DUTIES IN PREPARATION FOR MAY 15 PUBLIC MEETING 1. Propose suggested sites: French Lake Park, Celebration Park, Steel Lake Park and any others, plus their advantages /disavantages. 2. Look into possible. funding sources and have their availability summarized: CDBG, Airwalk Grant, Neighborhood Development Grant, Human Services Funding by City, Balance from Lake Grove Fields Construction /Renovation Project. 3. Organize Panel: Yelm Police Chief, Jenny Wrenn (Kirkland), Joe Moorman (Bellevue), Parks Staff :Wilbrecht,Jainga. • • Item 3F CITY OF FEDERAL WAY CITY COUNCIL PARKS AND RECREATION COMMITTEE Date: May 13, 1997 From: Jennifer Schroder, Director 4 Parks, Recreation and Cultural Services Subject: Sports Field Update The pre - construction meeting for the Lake Grove sports field project took place on May 12. In attendance was Jon Jainga and David Wilbrecht, staff; Wendy Howe, CPAC; Dave Kaplan, Barbara Reid, Park Commissioners; Katrina Frank, Principal of Lake Grove Elementary; and Rod Leland, Federal Way Schools Maintenance Manager. The purpose of the meeting was to review the project scope and meet the contractor, Ohana Nursery; Ron and Kim Ohana. The coordination of the project was reviewed regarding closure of the field, School District responsibilities, volunteer participation and the contractor's schedule. The project is planned for 120 days. The contractor is hoping to be completed in a shorter time - frame given the simplicity of the project. The Parks and Recreation Commission will be planning a groundbreaking ceremony for June 2. The exact time of the event is to be determined. • • Item 3H CITY OF FEDERAL WAY CITY COUNCIL PARKS AND RECREATION COMMITTEE Date: May 13, 1997 From: Jennifer Schroder, Director 4 Parks, Recreation and Cultural Services Subject: Parks and Recreation Commission By -Laws Background Per your request, I have reviewed the Parks and Recreation Commission by -laws as they relate to the alternate positions. To date, the by -laws have not been updated to reflect the alternates' participation. Attached is a draft revision of the by -laws. The language to be inserted pertaining to the alternate positions is underlined and in bold. The most significant addition is number 4F, which states that alternates can be appointed as chairs of committees. These changes are consistent with the Arts Commission by -laws revised in April. The Parks and Recreation Commission will have their next meeting on June 5. These changes can be presented to the Commission at that time for approval. • • 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. ORGANIZATION AND RULES OF PROCEDURE 1. The official name is the City of Federal Way Parks and Recreation Commission. 2. The official seat of the Commission is the City Hall of the City of Federal Way. 3. The Commission consists of nine members and up to two appointed alternate members. 4. 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, effective in 1993. e. Officers hold office for one year. 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. 5. A secretary for the Commission is responsible for record - keeping. This position will be non - elected and is filled by a City staff member. • • Parks and Recreation Commission Page Two By -Laws 6. Quorum A quorum consists of five (5) members of the Parks and Recreation Commission. 7. Voting When a quorum is present, a simple majority vote suffices for all action. No vote may be made by proxy or alternates. 8. 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. h. All members of the Commission and alternat must abide by the City of Federal Way Code of Ethics established in Resolution No. 91 -54. C. , 1 1 1 1 1 ' ' 1 1 • 1 • . • 1 1 7 • l l l ' ; ( I . 1 1 declaration of conflict of interest to be held on file. 9. 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. 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. • • Parks and Recreation Commission Page Three By -Laws 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. 10. 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. 11. 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. d. Except as provided by these rules and regulations, Roberts Rules of Order (as amended) will govern the conduct of all Commission meetings. 12. 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. 1 • • Parks and Recreation Commission Page Four By -Laws 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. 13. 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. ATTEST: By: Chairperson, City of Federal Way Parks and Recreation Commission • • Item 3I CITY OF FEDERAL WAY CITY COUNCIL PARKS AND RECREATION COMMITTEE Date: May 13, 1997 From: David Wilbrecht, Deputy Director Parks, Recreation and Cultural Services Subject: Celebration Park Update City staff, Bruce Dees and Associates and their subconsultants have met weekly since April 3, 1997, to complete the SEPA checklist for Celebration Park. The following SEPA checklist items have been submitted to Community Development: the master land use application, site plan, elevation plan, environmental checklist (revised 4/97), Statement of Architectural Intent, and existing structures map (within 150 feet). The supporting documents submitted include: Geotechnical Review (5/95), Supplemental Letter Unsuitable Materials Location (7/95), Level One Environmental Site Assessment (7/95). The Traffic Impact Analysis report and recommendations, civil engineering studies and wetland information will be submitted Friday, May 16. The flood lighting plan and tree studies will also be submitted. Community Development has said that the process can continue without the noise, lighting and tree studies at this time with the understanding that they may be required later. We will continue to work on these studies and submit them to CD before final SEPA review. As you know, we have also been concerned about the potential hazardous materials on the site. A level one study has been completed and a site visit this week will help staff better understand this potential problem. We have also initiated a higher level study to quantify hazardous materials on park property and potential problems from adjacent properties. This information will also be required by Community Development for SEPA review. There has been a change in the review and permitting process from the Corps of Engineers for the Nationwide Permit to fill or mitigate wetland impacts. In the past, the Corps completed its review and notified applicants of their requirements. This process is similar to the original Corps permit issued for the project in 1994. Since then, the review has changed to include the State of Washington's Department of Ecology (DOE). The additional DOE review has increased the time usually required for the review process. We will continue to follow up with this item. The time this portion of the work has taken may ultimately affect when the City's Community Development Department reviews the information, holds public meetings and issue permits. Community Development expects this process to take 114 days from the date of final submittal of completed requirements for SEPA. (over) • • Parks and Recreation Council Committee Page Two May 13, 1997 Several park features and design questions are beginning to emerge that require consideration by staff, Council and citizens. These items include expanding the outfield of one batting field to qualify it for baseball games, consideration of a water feature, a possible site for a skate park and roller hockey and whether the concession building should be constructed as a large privately managed facility that would serve beer /wine, and food and provide a place for tournaments and others to hold banquets and award ceremonies. • • Parks Recreation and Cultural Services Department CIP Update as of May 8, 1997 BPA Phase II: Bids were opened on February 25, 1997. LUTC approved and forwarded the low bid to City Council. March 18, 1997, City Council approved and awarded the project base bid, Schedule C, Schedule D, and Schedule E (which includes all the trail spurs, the spur to the King County Aquatic Center, the spur to the trail view point and the spur to the existing West Campus Trail System). Westmark Excavating, Inc. of Summer, Washington submitted the lowest responsive bid of $460,707.88, the letter of acceptance was mailed on March 24,1997. Public Work anticipates the contractor will start ordering the signals and illumination poles and the site survey will begin mid April. The trail construction will begin construction in May (depending on the weather). The Public Works Department conducted the preconstruction meeting on May 1 with the contractor. The contractor is scheduled to begin on June 2. Neighborhood Park Improvements: Staff has met with a play structure vendor representative to begin working on a proposal of upgrading the existing play structure that meets the neighborhood's need for Mirror Lake Park. The vendor has submitted four different design proposals for Mirror Lake. Staff will schedule a community meeting (TBA) to look at the four designs. Lake Grove Sports Field Renovation Project: The project bid schedule for the Lake Grove Sports Field Renovation 97 -103, started March 5 and ends on April 4. The bids were opened on April 4, 3:10 p.m. at City Hall. The preconstruction meeting for the sports field is scheduled for Monday, May 12, 1997 at Steel Lake Recreation Building. Lake Killarney Master Plan: Hough -Beck and Baird have completed the master plan for Lake Killarney Open Space Park. They are currently working on the documents and specifications for the Lake Killarney Open Space Park. Hough -Beck and Baird met with the civil engineer's, May 7, at Lake Killarney to discuss the boardwalk foundations. The public bid is scheduled for spring 1997. The project construction phase is targeted to begin summer 1997. Sports Field Complex: March 24, 1997, the United States Army Corps of Engineers has granted the City of Federal Way a Nationwide Permit (NWP) 26, authorizes the placement of fill material into 0.78 of an acre of wetlands in the headwaters of an unnamed tributary for the Celebration Park site. The Site Plans for the project was submitted to Community Development and Public works on May 5 for Site Plan and SEPA review. (over) • • VRCC, Restroom Project: March 21, 1997, six bids were submitted, publicly opened and read aloud for the VRCC Public Restroom Project 97 -104. March 27, the lowest responsive bid was approved and forwarded the to April 1 City Council meeting for final approval. Kiel Construction Inc. of Orting, Washington submitted the lowest responsive bid of $62, 647.80. Kiel Construction has started the construction work on the restrooms. The restrooms are scheduled to be completed by July 3. The Bumgardner Architects are beginning work on a scaled model for the theatre and have started the schematic design phase for the project. The model is scheduled to be completed on June 2. VRCC, Parking Lot: April 21 the Bumgardner Architect and Civil Engineer reviewed the parking lot plan with PARCS staff. May 6 PARCS staff and the civil engineer conducted a pre site review meeting for the parking lot with staff from community development and public works. The parking lot plans are schedule to be submitted for permits on June 2. The anticipated date to begin advertisements of bids for the project is June 30. VRCC, Theatre: The Bumgardner Architects are currently working on the design development phase of the theatre. The design development is scheduled to be completed May 30. June 1, the architect will begin the construction documents. June 2, the architect is schedule to have the model completed of the Theatre. July 21 is the scheduled date for submitting the construction documents to the building department for permits. Mark Twain: The Interlocal Agreement was recently completed and mailed to the Federal Way School District for their signature. Earth Tech Engineering and Surveying has completed the site survey map. Staff has forwarded the survey map to Marty Lyons and Associates, who has begun work on the site renovation plan. Marty Lyons has completed the design documents. Staff is submitting the plans to Community Development Department for site review and permitting. VRCC Signage: Linda Feltner is currently working on the interpretation signs for the VRCC. Ms. Feltner is the graphic and wildlife designer that created the Dumas Bay interpretive signs. Projects that are complete: Lake Killarney Master Plan VRCC Civic Theatre Conceptual Plan "Plan - B" Lake Grove Neighborhood Play Structure