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Parks Comm PKT 05-02-2024CITY of .. Federal Way City of Federal Way PARKS AND RECREATION COMMISSION May 2, 2024 5:00 p.m. H lebos Conference Room MEETING AGENDA Notice: Meetings are held in -person. To request an accommodation to attend or provide public comment virtually, please contact mare.iaenicke@cityoffederalway.com no later than close of business the day before the meeting. 1. CALL TO ORDER 2. PUBLIC COMMENT (3 minutes) Please limit comments to 3 minutes. The Chair may ask citizen to briefly summarize comments that continue too long. 3. APPROVAL OF MINUTES — March 7, 2024; Regular Meeting Minutes. 4. COMMISSION BUSINESS Topic Title/Description Presenter A. Phone in the Woods Subcommittee Report Stewart/ Brugato B. Newsletter - Discussion Commission 5. STAFF REPORTS Topic Title/Description Presenter A. Update on the PROS Plan and Master Plans Gerwen B. Parks Appreciation Day - Recap Gerwen 6. OTHER BUSINESS 7. FUTURE MEETINGS: The next PRHSPS Committee meeting will be held on May 14, 2024 at 5:00pm. 8. AGENDA SETTING 9. ADJOURNMENT NEXT MEETING: June 6, 2024 @ 5:00pm is Iparks comm mtg notes12024W4-04-2024 agenda.doc CITY OF FEDERAL WAY PARKS AND RECREATION PARKS AND RECREATION COMMISSION March 7, 2024 Hylebos Meeting Room 5:00 p.m. w MEETING MINUTES Commissioners present: Chair George Vadino, Vice Chair Karen Brugato, Michael Campsmith, Monty Stewart, Jerry Knutzen, and Rayna Ross Commissioner excused: David Berger Commissioner unexcused: Sabrina Ettinger Staff: Jason Gerwen, Parks Deputy Director, Desirae Winkler, Public Works Deputy Director and Mary Jaenicke, Admin. Asst. II Guests: Wayne Carlson, AHBL Chair Vadino called the meeting to order at 5:00pm. PUBLIC COMMENT None APPROVAL OF MINUTES Commissioner Stewart moved to approve the February 1, 2024 Parks and Recreation Commission regular meeting minutes as written. Commissioner Campsmith seconded. Motion passed. COMMISSION BUSINESS Maintenance & Operations Facility — Presentation Only Public Works Deputy Director Desirae Winkler updated the Parks & Recreation Commission on the Maintenance & Operations Facility. Questions and discussion followed. Parks Appreciation Da Vice Chair Brugato and Commissioner Stewart attended the sub -committee meeting. Commissioner Stewart reported that he has some concerns regarding the whole aspect of Parks Appreciation Day. He was not happy with the fact that the Blueberry Farm site was locked in and it was presented as something that had to be done. Parks Deputy Director Jason Gerwen responded that we are supporting a major volunteer group that has worked at that site and has the desire to continue their work there. Commissioner Stewart responded that Shelley Pauls does a great job with that and there's no reason why she can't do the work that she wants to do with her own people. He got the sense that the people that attended the meeting wanted to do anything but the blueberries and that there were a lot of good suggestions at the meeting. But the meeting ended with the group being told that they were doing the Blueberry Farm. Commissioner Stewart continued that it felt as if this was already pre -planned and he couldn't figure out why they even had a meeting. He suggested looking at Parks Appreciation Day in a completely different way. In the future, the event should be focused on the sites that have the most need, not just what the Parks and Recreation Department feels is best for them. Vice Chair Brugato and Commissioner Stewart have discussed the possibility of having a monthly newsletter to reach out to the community. They met with staff at the Federal Way Mirror and the Mirror stated that they could pull items from the newsletter and put them in the Mirror. It wouldn't cost anything and it's a way to get the public involved. Commissioner Campsmith replied that there will be a cost because it will involve staff time and who is\parks comm mtg notes\2024\03-07-2024 minutes.doc Parks and Recreation Co m iss ion. March 7. 2024 Paee 2 is going to do that. Commissioner Smith replied that possibly the newsletter could be incorporated into the current newsletter that is distributed by the Mayor's office. Commissioner Campsmith stated that there are a lot of details to be worked out. Commissioner Stewart responded that if we say there's too many details then we're just slow walking this into purgatory and we're not doing anything as a commission. Commissioner Campsmith disagreed and responded that there is more need than we will ever meet and so we need to prioritize based on what staff can do and what volunteers can do, realizing that we can never get everything done. We need to understand that there are some big realities between concept and limitations. Parks Deputy Director Jason Gerwen explained that the premise of this event is to have a community event to try and get some work done in the parks and to bring the community together. He and Council member Jack Walsh have been doing this event for 18 years and have evolved this event over the years to make it what the community wants it to be, and also what staff has the capabilities to do. Originally there were 10-12 sites and staff couldn't keep up with everything. The event includes prep work to get the sites ready, working the day of the event, cleaning up after the event and then finish what wasn't completed. They realized that this was not sustainable so the decision was made to do two main sites. Parks Deputy Director Jason Gerwen added that individual groups that want to work another site will be supported; but there can't be 10-12 open sites where anyone can come — sometimes you get some turnout and sometimes you don't. It's a waste of time, effort and resources. We've refined it to this point. We can expand it and do other things but people have to come to us and step up to the plate. Parks staff work volunteer events 12 months a year and are producing over 5000 hours of volunteer work within the parks department. But on this day, this is what we can do and this is what we're doing. Chair Vadino stated that this can be discussed next year at earlier meetings, but the commission needs to very heavily keep in mind what staff is able to do with a limit of volunteers and a limited amount of time. Phone in the Woods Sub -Committee Commissioner Stewart made a presentation at the February committee meeting. This project was approved as a part of the work plan. Vice Chair Brugato moved to form a sub -committee. Seconded by Commissioner Campsmith. Motion passed. Chair Vadino appointed Vice Chair Brugato and Commissioner Stewart to the sub -committee. Chair Vadino will serve as ex-officio. The next step is to come back to the commission with options on designs and locations for the phone. Once a decision has been made and ' approved by the commission, Parks Deputy Director Jason Gerwen will make a presentation to the PRHSPS committee. STAFF REPORTS Update on the Alderbrook Trail Repairs Staff is waiting for the overlay bids to comeback. Update on the PROS Plan and Master Plans Parks Deputy Director Jason Gerwen thanked Commissioners Campsmith, Berger and Knutzen for submitting their homework assignment to AHBL. The next public meeting for the Steel Lake Master Plan is scheduled for March 14 at City Hall in the Council Chambers. AHBL is working on the renderings for the three alternatives. Those options will be presented at the public meeting. A draft of the comp plan update should be finished next week. The second public meeting for the Brooklake Master Plan has been postponed. Staff has been in the process of selecting an architect for the structural review of the cabins. .Update on the Locker Rooms at FWCC Deputy Parks Director Jason Gerwen provided a brief update on the locker rooms at the Community Center. Three temporary trailers will be placed in the back. They will be completely tented with heat and air conditioning. Members have been very appreciative of the work that staff has done to make the best of a bad situation. is\parks comm mtg notes\2024\03-07-2024 minutes.doc Parks and Recreation Commission, March 7.2024 Pam OTHER BUSINESS Vice Chair Brugato mentioned the letter regarding sidewalks that was sent out to residents by the Public Works Department. NEXT MEETING/AGENDA ITEMS Commission Business Sub -committee report on the Phone in the Woods Newsletter Discussion Staff Reports Parks Appreciation Day Update on the Alderbrook Trail repairs Update on PROS Plan and Master Plans ADJOURNMENT A motion was made by Commissioner Ross to adjourn the meeting. Vice Chair Brugato seconded. Motion passed. Meeting adjourned at 6:1 1pm. is\parks comm mtg notes\2024\03-07-2024 minutes.doc