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Parks Comm MINS 06-04-2009 ` � • . CITY OF FEDERAL WAY PARKS, RECREATION AND CULTURAL SERVICES PARKS AND RECREATION COMMISSION Thursday, June 4, 2009 Hylebos Conference Room 6:00 p.m. City Hall MINUTES Chair Konkell called the meeting to order at 6:00 p.m. Present: Chair Fred Konkell, Vice -Chair Brian Ailinger, Julio Diaz, Chris Hash, Carol Otto, Dwight Otto, George Pfeiffer, Justin Schmitter, Marie Sciacqua, Louise Wessel, Karl Zinner. Excused: Mody Catahan, Martin Moore and Jack Sharlock. Staff: Interim PRCS Director Steve Ikerd, Assistant City Attorney Amy Jo Pearsall and Administrative Assistant Peggy Wright. Ailinger moved: Hash seconded motion to accept the May meeting minutes of the Parks and Recreation Commission as written. Motion passed unanimously. No Public Forum. COMMISSION BUSINESS City Attorney Orientation — Interim PRCS Director Steve Ikerd introduced Amy Jo Pearsall, Assistant City Attorney, who will be presenting the orientation to the commission/new commissioners. Ms. Pearsall distributed a memorandum from the Law Department then addressed each section — Parks and Recreation Commission Authority, Conflicts of Interest, Code of Ethics, Open Public Meetings Act, Public Records and Use of Public Facilities Cannot Be Used in Campaigns. She suggested each commissioner have a copy of the Code of Ethics in their binder and reiterated their authority is as an advisory board. Alternate commissioners cannot become voting members of the commission without appointment of the City Council per Parks Commission ordinance per discussion. Celebration Park 1 0-Year Anniversary Summary — Ailinger reported on the 10 -year anniversary event at Celebration Park on May 29, 2009. He said it was a successful event with commissioners working well together to plan and host it. Special thanks were given to H. David Kaplan, Barbara Reid and former PRCS Deputy Director David Wilbrecht on what they brought to the event in knowledge and sharing of stories. Diaz thanked the logistical team who planned, set up and served throughout the event. Ailinger and Diaz thanked Costco for their donation of cakes, water and paper products. Administrative Assistant Peggy Wright will follow -up with a written letter of appreciation to Costco as well. STAFF REPORTS Ikerd notified the commission that Councilmember Jeanne Burbidge was unable to attend due to a previous commitment and Cary Roe was unable to attend because of a family emergency. Budget Outcome — Ikerd reported on the City Council action from the first reading of the Budget Adjustment Ordinance from June 2, 2009. After the first reading and discussion, it will proceed to a second reading on June 16, 2009 with probable action. The PRCS department will most likely be impacted by the loss of CIP funds (Lakota and Sacajawea projects) and loss of staff positions but able to keep some mitigation monies which impacts playground funds. Discussion followed on the vacant Parks Planner position. Commissioners voiced concerns on the need for this position, especially for grant writing purposes. Pfeiffer said it is a major blow to the PRCS department to have this position put "on hold" because we will lose a lot of monies for special projects. Pfeiffer said this is the second downturn he has seen since a Parks commissioner and he feels it has hit the PRCS department hardest because of the lack of upper management positions (PRCS Director /Deputy Director /Parks Planner). Pedestrian Trail — Ikerd said Proposition 2 monies are still in tact and he thought the monies average $148,000 /year from the King County trail fund. These monies do not expire yearly and can be carried forward from year to year. • a Rr Parks and Recreation Commission, June 4, 2009 Page 2 NEW BUSINESS Interim PRCS Director Ikerd brought blueprints of the proposed Federal Way Community Center cafe to share with the commission. Staff they aff went out to bid and feel the have found a successful contractor to build it. It was bid in two phases — one for construction and the other for commercial equipment, saving significant monies. Bidding came in around $84,000 for. both phases. The concession /cafe operator will be Billy McHale's with a percentage of sales • going to the City General Fund. Ailinger moved; Sciacqua seconded a motion endorsing the FWCC cafe. Motion passed unanimously. The Parks Tour for commissioners will be held on Thursday, June 9, 2009, leaving by bus from City Hall at 6 p.m. Sites to be visited for potential playground replacement are Olympic View West, Alderdale, Sacajawea, Saghalie and Dash Point Highlands with the Steel Lake Annex spring toys additionally. Ikerd reported that of the three original spring toys at Steel Lake Annex play area, only one remains. A second tour to additional park sites will be scheduled for July. Discussion followed on the overcrowding issues at Steel Lake Park on the weekends. Police have been in attendance to shut/lock the gates when parking reaches capacity. Complaints have been received by persons who have had reservations and cannot get in the park or access their site. Parking passes will be sent to reservists with late day reservations for an overflow parking area reserved for reservation parking only. Chair Konkell said a "member" of the Kiwanis Club spoke to him with a complaint that the parks staff were not being sympathetic to their needs for more tables for the July Salmon Bake. The person also said they would like to see staff cooperate with them better. They asked Chair Konkell to bring it to the attention of the Parks and Recreation Commission at this meeting. Pfeiffer stated that the Kiwanis Club does not pay for use of the park nor assistance from several staff in setting up and tearing down the event for an entire day. In addition, staff sets up the City-owned stage at no extra cost for the event plus gives them access to the concession stand kitchen/sink areas and electricity. Ikerd said a few tables need to be available for the general public so the Kiwanis get 30 of the 37 tables available from the reserved sites north of the main parking lot. It was also noted that the City Sponsorship program already awarded the Kiwanis Club the maximum in sponsorship funding of $2,500 and $1,500 in in -kind services earlier in the year to assist them with the event. Chair Konkell asked about the School District paying their share of maintenance costs for use of joint sites. He feels they should be paying their own maintenance fees for use or reimburse the City for the maintenance costs they incur. He would like to see the maintenance costs associated with each site and what each agency pays towards them. An opportunity to open discussions for a new joint use agreement would be when new Master Plans are developed, according to Ikerd. Chair Konkell will attend the PRHSPS Council Committee meeting on June 9, 2009. Vice Chair Ailinger will attend if his schedule permits. No pending items at this time. NEXT MEETING /AGENDA ITEMS Red, White & Blues Festival Report New PRCS Staff Organizational Chart Playground Replacement Parks /School — Mtc Costs @ Location Budget Update FWCC Cafe ADJOURNMENT Chair Konkell adjourned the meeting at 7:35 p.m.