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PRHSPSC PKT 06-16-1997 j \ • • PAB�:. AND.. �f..' �► ��T:. ��....::.:..::' .::::::::::::::::::::::::::::::::::::::::::::::::.::::::::: ::::::::::.::.::::::::::::::::: ....: ....:::......... AGENDA 1. CALL TO ORDER 2. PUBLIC FORUM 3. COMMITTEE BUSINESS A. Lakota Park Master Plan Action Schroder B. Surplus Property Resolution Amendment Action Schroder C. - Parks and Recreation Commission Action Wilbrecht Work Plan Revision D. Parks and Recreation Commission By -Laws Action Wilbrecht E. Celebration Park Update Wilbrecht 4. NEXT MEETING - July 14, 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 • • 3,4 CITY OF FEDERAL WAY CITY COUNCIL PARKS AND RECREATION CONIIVIITTEE Date: June 11, 1997 From: Jennifer Schroder, Director Parks, Recreation and Cultur Services Department Subject: Lakota Park Master Plan Background: In 1996, the City and the Federal Way School District jointly contracted Marty Lyon Architects to develop a new master plan of Lakota Park. The scope included looking at the Lakota Junior High site and Lakota park as one parcel. The design criteria included siting a football field, track, maximizing the site to accommodate batting fields and soccer fields, improve parking flow and capacity, and upgrading the quality of underdrainage and lighting of fields. Two public meetings were held at Lakota Junior High. Representatives from baseball, football, soccer, School District attended, as well as neighbors. Four alternatives were reviewed. The alternatives ranged from upgrading existing inventory to maximizing the site to support four ballfields, two soccer fields, one football field, two restroom facilities and a children's play area. Alternative "C" was the preferred plan supported by the Parks and Recreation Commission, School District and City staff. Committee Recommendation: To approve Altemative "C" and move forward to full Council. E ..:.. : 'O. RT:<:< :::>:: >:: >:: »:<::: ::::«: :::::: : : :: > :<: ::: i :: : �i::: : : :' ' f::::�:: :: i::: isi:: i:: :::::::i:::::i::i::i::i::::�;:' :>:: >::. ' i#Iillnl'ttee :� �'�'� i : i'::::.::.::.::•:: ii:• i:• ii ::i::::i::i::i::i::i'.iii':::. :::.. .:'::I::: : i:i::::i::i : :ii: ::': ::: ::M em .y' :.:.:.: G: \CLERK\CMTE.REC 3/11/96 06/05/1997 16:01 20657082 MARTY LYON AO SCAPE P AGE 13 1 .) 'M'G'•rsil -......■..-..1 1 y I 4 , . 0,11.1 ii*ii II! t , Lzi ' °\ ._ . • , .. -17 T CCC it t i J _ ii L1 r 1 it i= ta __ . --... i / —� q r1 L1 i � '.. . ) Fr- -- – _ .2__ _ . , , ? if — --- . ' . : � ;s 1 b i • "•----:. ii l .N „,.. _ _________________ ___ 14, 4.1 MI ... 1 i • ..N.. 1 \ pj / ..„4 1 ,,, \ i i 4 1 c . .r... \ 1 0.. ., 4 if , \ t 3 _tt > 3 • v 1� 1 � F' LU W 1 .4 ,, > \ ,' J Q 3 • ca. Q - 1 VF ; • Y 4 I Nita, J � r !s, •MS *v^I vv. r � • ill . • • ftv va■Y /Y /111 WV 7 .7VV111 , Tacoma, WA 98402 • (206) 627 -2324 • `ESTIMATE OF CONSTRUCTION COSTS - Project: Lakota Park Job No. 96 - 002 Subject: Preliminary Master Plan - Alternate 'C' Page 1 of 2 (Maximize Use) Date: June 4, 1996 , ITEM NO. DESCRIPTION & DIMENSIONS QTY UNIT UNIT PRICE TOTAL I OFF SITE IMPROVEMENTS 1. Dashpoint Road A) Earthwork within R.O.W. LS 365,000.00 $65,000.001 8) Curb /Gutter 1,830 LF 38.00 313,040.00 C) 8' Width concrete Sidewalk 13,040 SF 32.00 $28,080.001 D) Road Widening (5 Width) 8,150 SF 33.50 528,525.00 E) New Catch Basins 8 EA $800.00 $6,400.00 F) Road Widening for Left Tum Lane 3,900 SF 33.50 313,850.00 • 2. 14th Avenue S.W. A) Earthwork within R.O.W. LS 520,800.00 320,800.00 B) Curb /Gutter 520 LF 38.00 54,160.00 C) 5' Width Concrete Sidewalk 2600 SF $2.00 55,200.00 D) Road Widening (1' Width) 520 SF $3.50 31,820.00 3. Slgnalization (lp Dash Point Road & 21st Ave LS 315,000.00. 315,000.00 4. Potential Easement or Purchase LS • 5250.000.00 SUBTOTAL 3449,875.00 11 ON -SITE IMPROVEMENTS • 1. Demolition A) Restrooms . - LS $10,000.00 510,000.00 8) Adelaide Road (Grinding) 3500 SY 50.65 32,275.00 C) Backstops 3 EA $500.00 51,500.00 . 2. Site Grading 42,800 CY , $5.50 3235,400.00 • 3. Drainage A) Catch Basins 10 EA 3800.00 58,000.00 8) 12" Pipe 2400 LF 518.00 343,200.00 • 4. • New Asphalt Paving 109,100 SF $2.00 $218,200.00 " Does not Include optional parking areas south of school as Indicated on plans . COSTC6 -5.WK4 S0 39 d 3dVDSQNfl NOK1 ATdl7W Z869ZLS90Z 12 :91 LOST/SO/90 r - 0 0 Lakota Park - Job No. 96 -002 Preliminary Master Plan - Altemate 'C' June 4, 1996 - Page 2 of 3 ITEM NO. DESCRIPTION & DIMENSIONS QTY UNIT UNIT PRICE TOTAL 5. Parking lot Curb /Gutter 4,310 LF $8.00 $34.480.00 6. Existing Asphalt Re- Surfacing 108,600 SF $0.50 $54,300.00 7. Restrooms 2 EA $120,000.00 $240,000.00 8. Relocate Hawks Facility $1,000.00 51,000.00 9. Football Field Inside track 98,000 SF $2.00 $192.000.b0 10. 400M Synthetic Track LS $200,000.00 3200,000.00 11_ Football/Track Field Lighting LS 5100,000.00 5100,000.00 12. Sport Courts (non - Lighted) 16,875 SF $4.00 $87,500.00 13. Fields: West Portion Of Site A) (2) Baseball, (2) Softball & (2) Soccer 525,850 SF $2.00 $1,051,700.00 B) Field Lighting 6 Per Field $100,000.00 $800,000.00 14. Play Structure LS $40,000.00 $40,000.00 15. Perimeter Path 37,820 SF 32.00 $75.640.00 16. Perimeter Landscape & Irrigation LS $250,000.00 $250,000.00 17. Wetland Mitigation (2:1 Ratio) 22,500 SF $5.00 $112,500.00 18. Wetland Viewing 1,200 ' SF 520.00 324,000.00 19; Wetland Berming 2,350 CY 38.00 518,800.00 20. Site Furnishings LS , $60,000.00 580,000.00 SUBTOTAL 33,640,495.00 TOTAL 64, 090,170.00 OSTC6-5.WK4 90 39Vd 3dV0SQNV1 NOFYI ,1eiW Z869ZL990Z TO :9I L661/50/90 . • • Lakota Park Job No. 96 -002 - Preliminary Master Plan - Alternate 'C' June 4, 1996 _ Page 3 OF ge 3 ITEM NO. DESCRIPTION & DIMENSIONS - QTY UNIT UNIT PRICE TOTAL 21. PERMITS LS $10,000.00 310,000.00 22. CONSTRUCTION SURVEYING LS $10,000.00 $10,000.00 23. MOBILIZATION a 8% $327,213.80 24. OVERHEAD & PROFIT a 10% $409,017.00 25. ESTIMATE CONTINGENCY 15% r K 3813.525.50 28. TAX ® 8.296 $335,393.94 27. A & E FEES (§) 10% 3409,017.00 28. INFLATION © 3%/YEAR (3 YEAR TERM) • $379,269.19 GRAND TOTAL $5,583,608.23 Alternate 1. FootbalUSaccer Field — Synthetic Surfacing . - 68,400 SF 317.00 31,182,800.00 • • • OSTC6 -5.WK4 L0 39 d 3diJSGNV1 NOA1 kL? VW Z869ZLS90Z TO :9 T L661/SO/9O • Parks and Recreation Commissoii • Page Two • June 6, 1996 Minutes • Terry Moore: Concerned that there would no longer be access to one elderly woman who relies on wood burning .� to keep her house warm. Those who deliver the wood have to enter through her backyard. Asked if that access would still be possible. Response: Staff will have to search to see if there is an easement providing access to the homeowner. In a hardship case, the alternatives would have to be researched. Mr. Moore also asked who would be responsible for any graffiti that is placed on the fence that he will have to put around his property? Response: The City has a graffiti program and a graffiti hotline to report cases. Jon Jainga, Parks Development Planner, noted to the audience that the Park Department still has to apply for land use permits and go through proper review, and that the homeowners will all receive notification of future plans. Discussion ensued on whether the path should be gravel or asphalt. With asphalt, no weeds can grow, therefore no need for the use of poisons; there is no chance of children throwing gravel and it is easier for kids to ride their bikes on. Liz Marshall prefers gravel, as it absorbs water and is better for the vegetation. The gravel option is considerably less expensive than asphalt. A final recommendation on funding of this project was deferred until after the recreation recovery committee report, which follows. LAKOTA MASTER PLAN The Lakota Park master plan is a joint project with the Federal Way School District, with each entity contributing $25,000. To date, two public hearings have been held. At the last hearing, two preferred plans were selected. Brian Elrod, from Marty Lyons Architects, described to the Commission the two plans. Mr. Elrod would like selection of a plan, which will be refined and presented once again with cost estimates. Mr. Elrod explained that the poplar trees will be preserved and there will be a full bank of trees along Dash Point Road as well as a sidewalk, curb and bicycle lane. The wetland issue is under further study to determine the drainage situation. The lighting will be aimed at the field, with no glare on the backside. The preferred plan by the majority of residents and the School District was "C." Possible funding mechanisms for the plan include a cooperative agreement with the School • District, grants (IAC), public /private partnerships, in -kind services, Councilmanic bonds, bond issue or all of the above. Reid suggested, due to the price tag, this be a phased program, over 5-6 years. GROSCH MOVED, BAKER SECONDED A MOTION TO RECOMMEND ALTERNATE "C" AND MOVE WEEIOGIRDTOIRE JUNE 17 PARKS AND RECREATION COUNCIL COMMITTEE MEETING. MOTION PASSED. COMMJTTEE REPORTS 1. Recovery Rate Committee: The committee met with the Recreation Managers for an overview of each division's budget. McColgan reviewed the listing of all the committee's proposed changes to the budget. The Commission wanted it noted that if there is to be a reduction, the level of service will also decline. It was suggested that the total of 43 % recovery suggested be a phased approach (i.e., 3 year plan). Regarding the proposed 15 % reduction in administration costs across the board, Bollen stated that this is a good goal to work towards; however, he recommended a shorter term, lower amount reduction and still maintain a quality program. Bollen reiterated that the Council should be aware the Commission is concerned that reductions will jeopardize the quality of the parks and recreation program. The Commission did express concern regarding making reduction decisions for the Arts Commission. KAPLAN MOVED, GROSCH SECONDED A MOTION THAT THE COMNIISSION RECOMMEND A PHASED APPROACH OVER A THREE YEAR PERIOD AND FORWARD TO THE COUNCIL COMMITTEE AND AUTHORIZE THE CHAIR OF THE COMMISSION TO PUT IN A FORMAL PACKAGE AT THE JUNE COUNCIL COMMITTEE MEETING. MOTION PASSED. Discussion continued on the Wedgewood retention pond finances. KAPLAN MOVED, BOLLEN SECONDED TO APPROVE OPTION 1 /1A FROM FUNDING AVAILABLE IN THE 1997 CIP BUDGET. BAKER AMENDED THE MOTION TO LIMIT IT TO OPTION IA ONLY AS THE GRAVEL PATH IS LESS EXPENSIVE. MOTION PASSED. • • • 3i CITY OF FEDERAL WAY CITY COUNCIL PARKS AND RECREATION COMMITTEE Date: June 11, 1997 From: Jennifer Schroder, Director Parks, Recreation and Cultur Services Department Subject: Resolution Relating to Application of Revenues Collected From the Sale of Surplus Real Park Property Background: Per your request, the attached resolution identifies the process for revenues received from the sale of surplus real property used for public park purposes. The funds collected from the sale of surplus real property used for public park purposes, including open space, shall be deposited into a Park Acquisition Capital Improvement Project Fund, which shall be used for either: 1) The purchase of additional public parks, or 2) The reduction of existing debt service covering existing park property Committee Recommendation: To move approval to full Council a resolution relating to application of revenues collected from the sale of park property. .�;�::: ::�: . , Memb7VAi:iiiir5ii ..... ............................... DRAFT 6 -11 -97 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 SURPLUS PARK REAL 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 real 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 real 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 surplus 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 real property, other than parks real property, shall be deposited with the Management Services Department. Revenues collected from the sale of surplus real property used for public park purposes, including open space, shall be deposited into a Park Acquisition Capitol Improvement • Project Fund, which funds shall be used for one of the following two purposes: 1. The purchase of additional public parks; or 2. The reduction of existing debt service covering existing park real property. 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 • 1 APPROVED AS TO FORM: CITY ATTORNEY, LONDI K. LINDELL FILED WITH THE CITY CLERK: PASSED BY THE CITY COUNCIL: RESOLUTION NO. K: \RESO \SURPLUS.PRK ! • 3 cJ CITY OF FEDERAL WAY CITY COUNCIL PARKS AND RECREATION COMMITTEE Date: June 11, 1997 From: David Wilbrecht, Deputy Director Parks, Recreation and Cultural Services Department Subject: Parks and Recreation Commission Work Plan Background: The Parks and Recreation Commission reviewed the approved work plan for 1997/98 and recommend updating it to reflect the goals of the City Council. The attached minutes of the special Commission meeting on May 21, 1997 report the Commission recommendation. Committee Recommendation: To approve the revised work plan as recommended and forward to full Council. PROAIf: >O�`:::C(?�EER�P� .......................::::::::::.:::::::..:......................:::.:::::::::::::::: :::::.......................... Comm .:...:::........::..::.:... ....:::::.::::::::............. .............................., ... ............................... . ......................... ............................... • • • DENIELES Present: Commission members Jim Baker, Jerry Bollen, Laird Chambers, Chair, Dave Kaplan, Bob Kellogg, Barbara Reid, Vice Chair, Bobby Roach, alternate members Dini Duclos and Marion Bartholomew. Commission member excused: Karl Grosch, Dean McColgan Staff: David Wilbrecht, Deputy Director; Pam Pollman, Administrative Assistant. Chair Chambers called the special meeting of Parks and Recreation Commission to order at 6:10 p.m. Chamber discussed that task before the Commission that would establish a time line for the Celebration Park work plan on the recommendat items from CIAC, which include the field operations plan (see back page). Bids will be let by November 1997 for the project. Dates established were: December 1997 or sooner Break Ground Apri11998 or sooner Grading, Contracting, Utilities, Maintenance Schedule, etc. Spring 1999 Park Completed From the above schedule subcommittees were appointed as follows: CELEBRATION PARK OPERATIONS FACILITIES FEES FUNDING (Later) (Active) (Later) (Active) Jerry Bollen Dave Kaplan Jeny Bollen Barbara Reid/Chair Dini Duclos Marion Bartholomew Marion Bartholomew Dini Duclos/V Chair Dean McColgan Jim Baker /Co Dean McColgan Bobby Roach Karl Grosch Laird Chambers Jim Baker Bob Kellogg Laird Chambers Dean McColgan/Co-Chair Jerry Bollen SCHEDULING (Later) Barbara Reid Jim Baker Marion Bartholomew Karl Grosch Funding Committee will meet on Monday, June 2, 11:30 a.m. at the Multi - Service Center, brown bag lunch. Facilities Committee will meet on Wednesday, June 4, 6:00 p.m. at the Steel Lake Fire Station. OTHESBCOMISHTTEES for the 1997 -1998 WO1 LAN SKATE PARK ADOPT JAKE GROVE/MARK TWAIN FIELDS (Active) (Idle) (Oversight Considerations Only) Laird Chambers Karl Grosch Barbara Reid Dave Kaplan/Chair Jerry Bollen Dave Kaplan Barbara Reid Dini Duclos Bobby Roach Bob Kellogg Jerry Bolien Marion Bartholomew Bob Kellogg Phuong Tao Hong/V Chair Wilbrecht reported that the Parks and Recreation Council Committee will meet on May 29 and more direction will be developed at that time for the Parks and Recreation Commission. KAPLAN MADE A MOTION TO RECOMMEND TO THE PARKS AND RECREATION COUNCIL COMMITTEE THE REVISED PRIORITIZED 1997 -1998 WORK PLAN AS : 1. CELEBRATION PARK 2. SKATE PARK 3. ADOPT - A - PARK SECONDED BY BAKER. MOTION PASSED. The remainder of the original work plan was amended by unanimous vote as follows: 1. Development of the Lake Grove and Mark Twain school fields was deleted because both projects are currently under construction and will be ready for public use in 1998. The Federal Way High School project was deleted due to lack of both approval by the School District and funding. 2. Panther Lake Trail is moved to the "Other Items Discussed But Not Prioritized" due to Commission workload and uncertain funding. 3. Klahanee Lake Community/Senior Center trail was deleted due to a lack of interest by potential users, as determined by public survey and personal contact. 4. "City Beautification" was referred to the Downtown Committee for current action. Long -term participation by the Parks and Recreation Commission will be considered for future work plans. 5. The Blueberry Farm was deleted because extensive efforts to obtain volunteer maintenance support were not successful in the volume needed. Periodic maintenance work by interested volunteers will be done on an unscheduled, as- needed basis. 6. The Commission was pleased with the "Wildflower Day," May 3 and has amended the wildflower project item to become "Wildflower II" on a future uncertain date. 7. "Other Items Discussed But Not Prioritized" should include: (A) The Wedgewood Neighborhood Park, which had Council Committee approval on design but no funding. (B) Consideration of an off-leash dog park proposal to be brought to the Commission by a group of interested citizens in September 1997. The revised Parks and Recreation Commission 1997 -1998 work plan is as follows: 1997/1998 Prioritized Work Plan: 1. Celebration Park 2. Skate Park 3. Adopt -A -Park Other Items Discussed But Not Prioritized: 1. Summer Americorp Volunteer - Activity Supervisor 2. Community, Neighborhood, PTA meetings/support Council/Commission objectives - Community outreach presentations 3. Wildflower II 4. Panther Lake Trail • • 5. Develop Community Communications Resource List 6. Park and Recreation Survey 7. Adopt -A -Beach Program 8. Wedgewood Neighborhood Park 9. Off -Leash Dog Park June 5 agenda items: • Volunteer Recognition • Alternates as full members w/voting rights. • IAC Grant - when awarded. Meeting was adjoumed at 8:30 p.m. Field Operations Plan 1. Allocate Five (5) Weekends to Local Youth Host (Top Priority), Local Adult Host (Second Priority), Local Youth and Local Adult Tournament Generated Revenue 2. Reevaluate Site vs. Field Rental Fee (Unique to the Celebration Park Site) 3. Use Ballfields as Ballfields and Have Community Festivals Work Around Ballfield Sports Usage 4. Provide Time for Civic Events 5. Eliminate Youth Usage Fees (Evaluate the possibility to eliminate.) 6. Consider Using as an Enterprise Fund, With Own Recovery Rate 7. Prevent Over Usage With a Recovery Plan, i.e., a Quality Product With State of the Art Construction, Maintenance, etc. (Scheduling Plan) 8. Make Sure Uses are Compatible 9. Maximize Footprint for Total Usage by Moving Field Items 10. Evaluate Resident/Non- resident Fee Structure • • v . • 3D - • CITY OF FEDERAL WAY CITY COUNCIL PARKS AND RECREATION COMMITTEE Date: June 11, 1997 From: David Wilbrecht, Deputy Director Parks, Recreation and Cultural Services Department Subject: Parks and Recreation By -Laws Background: The Parks and Recreation Commission reviewed their by -laws during the June 5, 1997 meeting and voted to recommend a change regarding voting status of alternate members. Currently, alternates serve on subcommittees and are included in Commission business discussions, but do not vote. After much discussion, the Commission approved a motion to recommend to the City Council a change to their by -laws that would allow alternates to vote as a full Commission member after serving one year as alternates by a vote of the Commission. During the past year, alternates have served on several subcommittees and been active in other Commission business and events. As the work load for the Commission increases, such as Celebration Park work plan items, there is a desire and an expectation that the alternates will continue to serve on subcommittees, including acting as chair. Voting on issues they have an interest in would bring their involvement full circle. For example, they may support a recommendation by a subcommittee, worked on forming the recommendation, report the recommendation to full Commission, but would not be able to make a motion, second a motion or vote on the issue. The Parks and Recreation Commission recognizes the Council wants to maintain the number of Commission positions to nine, with two alternates. The Commission recommends the alternates that have served for one year and approved by the Commission to participate as full Commission members, continue as alternates in their current role and be available to fill a vacancy on the Commission if needed. Committee Options: 1. To approve the by -laws as recommended by the Parks and Recreation Commission and forward to full Council. 2. To amend the by -laws to recognize the inclusion of alternates and that alternates can serve as chairs of committees. .....:.;..::.::. • 4 • City of Federal Way BY -LAWS OF 1 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. The Parks and Recreation Commission will have 1'1 • ' 1 1 • I I ).. R . 1%1.1 : 1 • M 1 . • : , r'n • % 1 ' 1 ' 1 ' 10 1 1 • 1 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. 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. • 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 + Parks and Recreation Commission Page Three By -Laws 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. 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. • • Parks and Recreation Commission Page Four By -Laws 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. 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 • • J) 15 4-r- -, b e s /Z O'7 7 To: City Council Parks Board City of Federal Way May 28, 1997 Dear Committee Members; Like many of my neighbors, I'm unable to attend this morning's meeting of the Parks Board. I would, however, like to bring an important matter to your attention today. It was less than ten months ago, I believe, that I attended with my neighbors a Federal Way City Council meeting where Wedgewood Park was discussed. That City Council meeting was the culmination of months of planning sessions between the citizens of our neighborhood and the city Parks Department and the Parks Board, and happily resulted in the placement of Wedgewood Park at the very "top of the list" for park building, the #1 spot. Today, other energetic citizens are putting forth the time and effort to present plans for other parks to you, much the same as we did those few months ago. As active and concerned community members, the people of the Wedgewood area, part of the Brigadoon neighborhood, are confident that the City Council of Federal Way will finish Wedgewood Park before any other park is built in this city, in keeping with the concept expressed to us many times, that neighborhood parks are the highest priority. We believe that our planning and involvement did mean something, that Wedgewood Park will be built, as stated at that Council meeting less than 10 months ago, and that we will not be disappointed or disillusioned by being " lost in the shuffle ". For our children's sake we will not let that happen. C. Bennight • • • "(e2-d- 0.ey i 0 96, 1m Do o f .' € mtdoe' - I (frvie Lfeeee4/ 2 - ievae eA-t)zet_ ,�- $- ,- • 4. )) z-zezo • Ste 5107 11/2,21 „:4 j 0-t/ 2 - ,g.x,t4 fi t4;4 tcc2vokw irc-e J t rt� i / - ; —e 4- • 1 y ok4i€ e-v- a't- girt' &exed,64-r 03z-Z(slA • tt t LA/ "' O - k- F '2v , —4-0 a_ 1-04-bee P-6;te ,S 1( 6 16ried 2 4(7 az.e,4-tit rzzie 2 ,r 2 • V Mt( It ar —f112: oirV? Q Arte'jt) t ; • . • lui of Fedezal Way r.ARx ECRE TION �co rss aN M :Ma 21, 199 _ Steel Lake Fire Station Y 6.00 gm 33130 28th A.ve S. MINUTES Present: Commission members Jim Baker, Jerry Bollen, Laird Chambers, Chair, Dave Kaplan, Bob Kellogg, Barbara Reid, Vice Chair, Bobby Roach, alternate members Dini Duclos and Marion Bartholomew. Commission member excused: Karl Grosch, Dean McColgan Staff: David Wilbrecht, Deputy Director; Pam Pollman, Administrative Assistant. Chair Chambers called the special meeting of Parks and Recreation Commission to order at 6:10 p.m. Chamber discussed that task before the Commission that would establish a time line for the Celebration Park work plan on the recommendation items from CIAC, which include the field operations plan (see back page). Bids will be let by November 1997 for the project. Dates established were: Deceeber 1997 or sooner Break Ground April 1998 or sooner Grading, Contracting, Utilities, Maintenance Schedule, etc. Spring 1999 Park Completed From the above schedule subcommittees were appointed as follows: CELEBRATION PARK OPERATIONS FACILITIES FEES FUNDING (Later) (Active) (Later) (Active) Jerry Bollen Dave Kaplan Jerry Bollen Barbara Reid/Chair Dini Duclos Marion Bartholomew Marion Bartholomew Dini Duclos/V Chair Dean McColgan Jim Baker /Co -Chair Dean McColgan Bobby Roach Karl Grosch Laird Chambers Jim Baker Bob Kellogg Laird Chambers Dean McColgan /Co -Chair Jerry Bollen SCHEDULING (Later) Barbara Reid Jim Baker Marion Bartholomew Karl Grosch Funding Committee will meet on Monday, June 2, 11:30 a.m. at the Multi- Service Center, brown bag lunch. Facilities Committee will meet on Wednesday, June 4, 6:00 p.m. at the Steel Lake Fire Station. • • OTHER SUBCOMMITTEES for the 1997 -1998 WORK PLAN SKATE PARK ADOPT -A -PARK LAKE GROVE/MARK TWAIN FIELDS (Active) (Idle) (Oversight Considerations Only) Laird Chambers Karl Grosch Barbara Reid Dave Kaplan/Chair Jerry Bollen Dave Kaplan Barbara Reid Dini Duclos Bobby Roach Bob Kellogg Jerry Bollen Marion Bartholomew Bob Kellogg Phuong Tao HongN Chair Wilbrecht reported that the Parks Council Committee will meet on May 29 and more direction will be developed at that time for the Parks and Recreation Commission. KAPLAN MADE A MOTION TO RECOMMEND TO THE PARKS AND RECREATION COUNCIL COMMITTEE THE REVISED PRIORITIZED 1997 - 1998 WORK PLAN AS : 1. CELEBRATION PARK 2. SKATE PARK 3. ADOPT - A - PARK SECONDED BY BAKER. MOTION PASSED. THE REMAINDER OF THE ORIGINAL WORK PLAN WAS AMENDED BY UNANIMOUS VOTE AS FOLLOWS: 1. DEVELOPMENT OF THE LAKE GROVE AND MARK TWAIN SCHOOL FIELDS IS DELETED BECAUSE BOTH PROJECTS ARE CURRENTLY UNDER CONSTRUCTION AND WILL BE READY FOR PUBLIC USE IN 1998. THE FEDERAL WAY HIGH SCHOOL PROJECT WAS DELETED DUE TO LACK OF BOTH APPROVAL BY THE SCHOOL DISTRICT AND FUNDING. 2. PANTHER LAKE TRAIL IS MOVED TO THE "OTHER ITEMS DISCUSSED BUT NOT PRIORITIZED" DUE TO COMMISSION WORKLOAD AND UNCERTAIN FUNDING. 3. KLAHANEE LAKE COMMUNITY /SENIOR CENTER TRAIL WAS DELETED DUE TO A LACK OF INTEREST BY POTENTIAL USERS, AS DETERMINED BY PUBLIC SURVEY AND PERSONAL CONTACT. 4. "CITY BEAUTIFICATION" IS REFERRED TO THE DOWNTOWN COMMITTEE FOR CURRENT ACTION. LONG- TERM PARTICIPATION BY THE PARKS AND RECREATION COMMISSION WILL BE CONSIDERED FOR FUTURE WORK PLANS. 5. THE BLUEBERRY FARM WAS DELETED BECAUSE EXTENSIVE EFFORTS TO OBTAIN VOLUNTEER MAINTENANCE SUPPORT WAS NOT SUCCESSFUL IN THE VOLUME NEEDED. PERIODIC MAINTENANCE WORK BY INTERESTED VOLUNTEERS WILL BE DONE ON AN UNSCHEDULED, AS- NEEDED BASIS. 6. THE COMMISSION WAS PLEASED WITH THE WILDFLOWER DAY, MAY 3 AND HAS AMENDED THE WILDFLOWER PROJECT ITEM TO BECOME WILDFLOWER II ON A FUTURE UNCERTAIN DATE. 7. "OTHER ITEMS DISCUSSED BUT NOT PRIORITIZED" SHOULD INCLUDE: (A) THE WEDGEWOOD NEIGHBORHOOD PARK WHICH HAS COUNCIL COMMITTEE APPROVAL ON DESIGN BUT NO FUNDING. (B) CONSIDERATION OF AN OFF -LEASH DOG PARK PROPOSAL TO BE BROUGHT TO THE COMMISSION BY A GROUP OF INTERESTED CITIZENS IN SEPTEMBER 1997. • • • • THE REVISED PARKS AND RECREATION COMMISSION 1997 - 1998 WORK PLAN IS AS FOLLOWS: 1997/1998 PRIORITIZED WORK PLAN: 1. CELEBRATION PARK 2. SKATE PARK 3. ADOPT -A -PARK OTHER ITEMS DISCUSSED BUT NOT PRIORITIZED: 1. SUMMER AMERICORP VOLUNTEER - ACTIVITY SUPERVISOR 2. COMMUNITY, NEIGHBORHOOD, PTA MEETINGS /SUPPORT COUNCIL/COMMISSION OBJECTIVES - COMMUNITY OUTREACH PRESENTATIONS 3. WILDFLOWER II 4. PANTHER LAKE TRAIL 5. DEVELOP COMMUNITY COMMUNICATIONS RESOURCE LIST 6. PARK AND RECREATION SURVEY 7. ADOPT -A -BEACH PROGRAM 8. WEDGEWOOD NEIGHBORHOOD PARK 9. OFF -LEASH DOG PARK June 5 agenda items: • Volunteer Recognition • Alternates as full members w /voting rights. • IAC Grant - when awarded. Meeting was adjourned at 8:30 p.m. Field Operations Plan 1. Allocate Five (5) Weekends to Local Youth Host (Top Priority), Local Adult Host (Second Priority), Local Youth and Local Adult Tournament Generated Revenue 2. Reevaluate Site vs. Field Rental Fee (Unique to the Celebration Park Site) 3. Use Ballfields as Ballfields and Have Community Festivals Work Around Ballfield Sports Usage 4. Provide Time for Civic Events 5. Eliminate Youth Usage Fees (Evaluate the possibility to eeminate.) 6. Consider Using as an Enterprise Fund, With Own Recovery Rate 7. Prevent Over Usage With a Recovery Plan, i.e., a Quality Product With State of the Art Construction, Maintenance, etc. (Scheduling Plan) • 8. Make Sure Uses are Compatible 9. Maximize Footprint for Total Usage by Moving Field Items 10. Evaluate Resident/Non- resident Fee Structure