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Parks Comm PKT 10-07-1999• CITY OF FEDERAL WAY PARKS AND RECREATION COMMISSION Thursday, October 7, 1999 City Hall 6:0012.m. Mt. Baker Conference Room WORK PLAN 1. Celebration Park 2. Comprehensive Plan 3. Neighborhood Parks 4. Skate Park 5. Park Impact Fees 6. Community Center 7. Communication Plan 8. Off -Leash Park 9. Wedgewood Park 10. French Lake Park 11. Canoe Club AGENDA 1. CALL TO ORDER 2. APPROVAL OF MINUTES 3. PUBLIC FORUM 5 minutes 4. REPORTS A. Celebration Park Wilbrecht Information 5 minutes 1. Policy Committee McColgan 115 minutes B. Skate Park Update Wilbrecht Information 5 minutes C. Wedgewood Park Encroachment Update " " D. Canoe Club Written Report E. Steel Lake Park " F. Celebration Park Play Structure " 5. COMMISSION BUSINESS • A. Communications Plan Kellogg Information 5 minutes B. Comprehensive Plan Bollen 145 minutes C. Poverty Bay Group Discussion 5 minutes D. I-695 Handout E. Hylebos State Park Wilbrecht Information 5 minutes F. BPA Phase III Jainga 10 minutes 6. NEW BUSINESS A. Agenda Items for Next Meeting All Action 5 minutes B. Other All Action 20 minutes 7. ADJOURN Next meeting is November 4, 1999 0 • • CITY OF FEDERAL WAY PARKS AND RECREATION COMMISSION hursday, September 2,1999 ;00 U.m. MC Ralrer VnnfP-ra imsA 1 WORK PLAN 1. Celebration Park 2. Comprehensive Plan 3. Neighborhood Parks 4. Skate Park 5. Park Impact Fees 6. Community Center 7. Communication Plan 8. Off -Leash Park 9. Wedgewood Park 10. French Lake 11. Canoe Club MINUTES Present: Dave Armstrong, Jim Baker, Marion Bartholomew, Jerry Bollen, Laird Chambers, Dini Duclos, Chair, Karl Grosch, Dave Kaplan, Vice Chair, Bob Kellogg, Dean McColgan, C. T. Purdom, Barbara Reid and Bobby Roach. Excused: Mike Lane. Staff. Jenny Schroder, PRCS Director, Dave Wilbrecht, Deputy PRCS Director, Kurt Reuter, Recreation Manager, Mary Faber, Recreation Manager and Peg Buck, Administrative Assistant. Duclos called the meeting to order at 6:00 p.m. Minutes were approved as written. * PUBLIC FORUM Ed Opstad, President of the Historical Society, said there has been a roof put on the house at Fisher's Pond and it is habitable. The Historical Society is working on two log cabins at Hylebos. They did a fundraiser that paid for the renovations. Jim Cron, President of the Friends of West Hylebos, said they are working on signage for the Hylebos Park. They want to expand the parking lot area so schools can bring students in. They received two grants for $50,000 each (one from King County and one from Washington State). The revisions are part of a joint development project with the Historical Society. Cron showed the architects site plan and discussed the work in progress. *REPORTS A. CELEBRATION PARK TOURNAMENT SCHEDULE. Wilbrecht reported that there is a full tournament schedule through September. Last weekend there was a 50 team tournament held at the park using all fields. Soccer also held a 133 team tournament recently. Baker asked about the tread marks to the soccer fields. Wilbrecht responded that it was done when the electrician was adjusting and repairing the lights. Roach requested a tournament schedule for the 1999 year at Celebration Park to include the number of teams and the projected number of teams for future tournaments. B. SKATE PARK UPDATE. Wilbrecht said the appraisal is not yet completed but all the work on construction drawings has been done. Staff cannot progress until the appraisal is returned and reviewed. At that point it will be determined if the park can be built as designed or in phases. C. WEDGEWOOD PARK ENCROACHMENT UPDATE. A proposal was faxed to vendors for a boundary survey to deal with the encroachment issue at Wedgewood Park. Those inquiries are due September 10, 1999. Kellogg asked what the cost would be for the survey and Wilbrecht thought it would be approximately $5,000. Once the survey has been completed, the neighbors will be notified on the boundary lines. Wilbrecht said that would be the time to finalize what work is needed to complete the park. D. FISHER'S POND. The Historical Society has completed the roof on the building at Fisher's Pond. The Historical Society is a city tenant of the property. Reid said Linda Jenkins is requesting volunteers for work in the park area. PARKS AND RECREATION COMMISSION SEPTEMBER 2, 1999 Page 2 E. POVERTY BAY. Wilbrecht has talked with Chris Carrel, a resident of Federal Way, on the Poverty Bay issue. Carrel would like to give a tour to the Parks and Recreation Commissioners to see the work needing to be done. The tour will be organized by Peg Buck and will include Armstrong, Bartholomew, Purdom, Reid, Bollen, Chambers, Kaplan, Duclos and Kellogg. F. BENCHES/BPA TRAIL Wilbrecht said there are benches on the Phase II of the BPA Trail. Phase I is needing some maintenance attention and benches are to placed at each end of the trail. This will be looked at as a Scout project. Discussion amongst the commissioners dealt with the need of rustic looking benches to blend with -surroundings. McColgan asked about the hangar demolition. Wilbrecht said the building had been demolished and now the City is in a lawsuit with the property owner to cover the costs. Purdom inquired about the Blueberry Farm. There has been a good response to the "free" berry offer with 15+ calls daily to the Parks Maintenance office. People are coming from all over the state to pick for free. Kaplan reported that he had been to the farm a day before the commission meeting and it looked like the crop would last approximately two more weeks. G. CANOE CLUB. Schroder recapped the last meeting with the Canoe Club and the actions taken by the Parks and Recreation Commission. She distributed the amended draft ordinance and talked through the document pointing out the changes. She said the Law Department had already reviewed it. H. POLICY DRAFT/CANOE CLUB Schroder presented the Special Event Permit procedure as a tool to facilitate park use. This procedure would be used for the Canoe Club races and regattas as single events. For practices and long term use, a memorandum of understanding could be adopted. Commissioners asked questions of Schroder on the process of Special Events Permit approval, details and restraints. McColgan asked about the fee schedule and how it would pertain to the Canoe Club. Wilbrecht's response was that communication with the Canoe Club would be the key factor. Commission Recommendation #1 is to recommend the City Council amend Ordinance No. 91-82 Section 1, No. 29 Trials and Competitions as presented. Bollen made a motion to approve recommendation #1 with a second by Reid. Vote was 12 yes and 1 opposed. Commission Recommendation #2 was to recommend to City Council that the Special Events Use Permit as amended by the Parks and Recreation Commission be used to review requests for Trials and Competitions as described mi • Ordinance No. 91-82. Bartholomew made the motion to approve with a second by Baker. Motion passed unanimously. Kaplan requested that notice to be sent to all people who signed up at the July 19 and August 5 meetings that the revised ordinance would be discussed at the September 27 Council Committee meeting. Schroder confirmed that the address lists were available and the notice would be sent. I. ART AT CELEBRATION PARK Allan Smith and Joann Piquette were in attendance as members of the Arts Commission. Mary Faber reported on the art for Celebration Park. A prospectus is being sent next week to 4,000 regional artists in Washington and Oregon with Celebration Park being one of the projects. Mr. Smith distributed a draft prospectus to commissioners and explained the process in selection. The Arts Commission hopes to have the artist under contract by December. Reid asked what a "regional" artist entailed. Faber responded that it had not been determined as yet. Kellogg stressed the importance of having a member of the Parks and Recreation Commission on the committee to select the artist. Faber said there is a process and all persons are important in making the selection and feedback. Duclos expressed the importance of a Parks and Recreation Commissioner being on the selection panel for the artist and the art work. Mr. Smith and Faber assured the commission that it could be done and they thought it a good idea also. Bartholomew reiterated the statement that one Parks and Recreation Commissioner would be on the panel and they again agreed. Kaplan asked if the artwork was state tax exempt with Wilbrecht responding negative. *CONEMSSION BUSINESS A. COMMUNICATIONS PLAN Kellogg gave a report on the purpose and function of the Communications Plan Committee. He distributed a draft document which was discussed by commissioners. Changes /suggestions were made. The draft was returned to the committee and will be discussed at the October meeting. 0 PARKS AND RECREATION COMMISSION SEPTEMBER 2 1999 Paize 3 * NEW BUSINESS A. AGENDA ITEMS FOR NEXT MEETING • Comprehensive Plan, Wedgewood Park, Skate Park evaluation/assessment, Communication Plan, Steel Lake Park, update on Saghalie, Poverty Bay report, I-695 effect on parks, police report/update, and play structure at Celebration Park. B. OTHER BUSINESS Bollen gave an update on the Comprehensive Plan. A consultant has been hired and is working on the information compiled by the subcommittee. The subcommittee is looking at revising the completion date and will distribute this information with the meeting schedule. Reid brought attention to a letter received from Betsy Presley. She was commending Eagle Scout Ryan Hall on his project at Dumas Park. Reid thought a letter of recognition should be sent to the Scout. Wilbrecht responded that we generally don't do letters of recognition since we provide the project for them to receive their awards. It will be discussed in a future meeting. Reid also suggested the Parks and Recreation Commission do a letter of condolence to the family of Ilene Marckx. Discussion followed on the appropriateness of the commission sending a letter. Kellogg made a motion to send the condolence letter. Chambers seconded the motion. Vote was 12 yes and 1 opposed. Duclos suggested nominating a Parks and Recreation Commissioner to the art selection panel for Celebration Park. Chambers made a motion to have Kellogg be on the art selection panel. Baker seconded the motion. Vote was 1 abstain and 12 yes. Bartholomew would like a date when work will be done on new and repositioned Celebration Park pavers. Wilbrecht responded that orders are still coming in for pavers and it is cost efficient to wait until the company is out to install pavers and at the same time, do the repositioning. Wilbrecht will check with Jon Jainga and report at the October meeting. * ADJOURNMENT Kellogg made a motion with Grosch seconding to adjourn the meeting at 8:15 p.m. L c: • • CITY OF FEDERAL WAY PARKS, RECREATION & CULTURAL SERVICES MEMORANDUM Date: September 29,1999 To: Parks and Recreation Commission From: Jon Jainga, Park Planning & Development Manager Subject: Celebration Play Structure Update At the October 7 commission meeting, staff will present several different play structures that fix the existing play area at Celebration Park. The presentation is to demonstrate the different types of play structures that are available from local venders and to give the Parks Commission a first look at some of the traditional play structures which have been used at the parks vs. the new trends in the play structures industry. JTJ: scf • CITY OF FEDERAL WAY PARKS, RECREATION & CULTURAL SERVICES MEMORANDUM Date: September 29, 1999 To: Parks and Recreation Commission From: Jon Jainga, Park Planning & Development Manager Subject: Parks, Recreation and Cultural Services 1999 Survey Staff and the Comprehensive Plan Update Committee have drafted the 1999 Park and Recreation Survey. Attached is a copy of the survey which will be on the City's web site for the community to respond. Staff has two other methods of presenting the survey. One will be advertising the survey via the TV Channel 28 and the second will be a random phone bank. Staff has a group of Senior Girl Scouts from Federal Way, ages 12 to 17, who will assist in a one night telephone survey. As recommended the consultant, staff will be dividing the city into sections and selecting twenty/thirty residents from each of the different sections to be called. • Along with the three types of survey samplings, City's Web Site, TV 28 and telephone survey, staff will also be mailing out surveys to all City commissioners and City Council members. This will give us a current measurement of the community's reaction to our present and future parks facilities and recreation programs. • Dear Federal Way Resident: As part of the Washington State Growth Management Act requirements, the Parks, Recreation and Cultural Services Department (PROS) and the Parks and Recreation Commission are currently in the process of updating the 1995 Parks, Recreation and Open Space Comprehensive Plan. Public involvement is a key element in updating the plan. The 1999 Parks and Recreation Survey will compare the community's responses to the city's current park and recreation services. It will also assist the City Council in prioritizing needs, evaluating trends and guiding implementation to meet citizen requests and needs for future development and acquisition of parks, recreation facilities and programs. The Parks, Recreation and Cultural Services Department • appreciates your involvement in completing the 1999 survey. The time you take today provides an opportunity to continue the quality of life we receive today and into the next millennium. Thank you, City of Federal Way Parks, Recreation and Cultural Services Department. 0 cmrOFG EDEI w.FR— • V YFIV Parks, Recreation and Cultural Services Department (PRCS) 1999 Survey 1. How many times have you used Federal Way Parks, Recreation and Cultural Services (PRCS) facilities / programs in the last year? ' 0 1-6 7-12 13-24 25-+ 2. What three Federal Way PRCS facilities / programs have you used in the last year? Name: Location: A. B. C. 3. What do you feel are the three most import Parks, Recreation Cultural Services (PRCS) facilities or recreation activities needed in Federal Way? 4. What do you feel are the most needed improvements in existing parks in Federal Way? 40 5. If you seldom or never use the parks in the Federal Way area, what are your reasons? 6. With Federal Way's population growing each year, should the City of Federal Way provide more parks and recreation facilities to accommodate these increased demands? Yes No If, Yes, what types of new revenue sources would you be willing to support? Voter Approved Bonds Parks and Recreation Impact / User Fee Other 7. Please fill in the following information for the survey: Age Group: 0-10 11-14 15-20 21-30 31-40 41-50 51-65 65+ Using the attached Parks Area Map, indicate which section you live in Federal Way Northwest Northeast Southwest Southeast 0 Park Commission Update September 29, 1999 Skate Park The Skate Park has been on hold until the appraisal of Steel Lake Park was completed. This was due to a requirement from the Community Development Department to examine the value of the proposed improvement relative to the value of existing improvements. If the project value exceeded 25 percent of the existing site improvements, then off-site improvements such as curb, sidewalks and other street improvements would be required in the development. Staff presented preliminary information to the Parks, Recreation, Human Services and Public Safety Committee at the September 27 meeting from the appraiser on the value of the improvements at Steel Lake Park. The appraisal shows that the total value of improvements is $1,720,000. The threshold value for offsite improvement requirements is $430,000. Staff has estimated that the Skate Park project will cost approximately $250,000. Since this is lower than the 25 percent threshold it appears the off-site improvements will not be required. With this information, the Council Committee approved a motion to fund $250,000 and to move forward with construction. The full Council will vote on the motion during the October 19, 1999 City Council meeting. Staff is finalizing drawings and resubmitting for permits. Wedgewood Park Staff has selected Dryco Surveying & Mapping, Inc., for the boundary survey for the park. The survey will occur in mid-October. Letters are being sent to all property owners adjacent the property regarding the survey and park development schedule. The following is a preliminary schedule for the project: Complete the survey by November 1, 1999 Notify neighbors of encroachment concerns November 1, 1999 Resolve possible encroachment problems November 1, 1999 to March 1, 2000 Mobilize volunteers for construction February 1, 2000 Prepare the area for construction March 1, 2000. Construct the improvements April 1, 2000 through June 1, 2000 Canoe Club Staff presented the Parks and Recreation Commission recommendation at the September 27, 1999 meeting. Council approved the motion and forwarded the recommendation to the full Council at the October 19, 1999 meeting. (Over) Steel Lake Park The Parks and Recreation Commission requested a follow-up report regarding the Family Fest event in August relative to park maintenance. Generally speaking, Steel Lake Park does not have the attributes that would or could be affected by heavy use such as Family Fest. The majority of the turf is unirrigated and has a high ratio of weed grasses. During the summer months, the vegetation turns brown and is generally compacted from both foot and vehicle traffic. As a result, the Family Fest event does not cause significant negative impact to the area. The improved area near the beach does have irrigation and city has been making improvements during the past several years. These improvements include the beach house, funland, picnic shelter, walkway, public art and irrigation in the turf areas. . Starting October 4, 1999, staff will be restricting the fimland area for two weeks for renovation. This work will include maintenance and repairs to the play structure, adding soil, extending irrigation and reseeding the turf. Areas will be regraded to improve drainage. This work is a result of normal use and will enhance the area for future use. Saghalie Park Staff have discussed the condition of the football/soccer field with School District officials. We agreed the problem is directly related to overuse. Each July, the School District fills in holes, reseeds and fertilizes the field. City staff provides routine maintenance. Starting in early August, youth soccer starts practice and games followed by football practice and games in September. These activities occur throughout the fall. Additionally, physical education classes use the field as weather permits. All of this leads to overuse. In our discussions with the School District, it became evident that a round table discussion with the main users of the field needs to occur to discuss use, scheduling, maintenance and repairs. Staff will organize this meeting late fall. Celebration Park Pavers Staff has been receiving additional paver orders and has ordered the pavers from the manufacturer. We expect to fill an order by the end of October and install in November. At that time, we will also make adjustment/corrections to the existing pavers. Communications Liaison Committee Federal Way Parks and Recreation Commission PURPOSE: To provide a consistent means of communicating information pertinent to Parks and Recreation Commission actions or activities. FUNCTION: The Communications Liaison Committee will be responsible for providing press releases, notices of events, photos and/or opportunities for photos for the media through the City of Federal Way's office of public information. The committee will also communicate any changes for the City's web site or public access channel upon approval of the Commission, Parks, Recreation and Cultural Services Department Director, and City Manager. PROCEDURE A. Written Material 1.1 The Communications Liaison Committee will prepare press releases or notices only if requested by the Commission and/or Commission Chair, or the Department Director or Deputy Director. 1.2 All written material will require approval of the Commission and/or Commission Chair, Department Director, or Deputy Director if the Department Director is not available. The final, approved material will be released to the media through the City's public information office. 1.3 Simple notification of events can be handled by the Committee Chair either directly with the media or through the City's public information office. B. Photos 0.1 The committee will follow the same procedure as A.1-3 for photos or photo opportunities. 0.2 The committee will work with City staff or the media to place photos or film on the City web site or TV channel, subject to approval procedure as outlined in A.2 above. A. Oral Communication 1. In making oral presentations, the Liaison Committee may speak on behalf of the Parks and Recreation Commission if designated to do so by either the Commission or Commission Chair. COMMUNICATIONS PROTOCOL The function of a news reporter is to get a story reflecting as many opinions as possible. Commissioners will periodically be contacted by the media for comments on commission business. Protocol asks that you refer the media to the chairperson who speaks for the commission. If a commission member wants to give personal comments to the media, it should be clear that the comments are being made as an individual. Protocol also asks that the Parks and Recreation chairperson or designate speak on behalf of the commission at Council and public meetings. Commissioners can speak on any issue as an individual. C: CITY OF FEDERAL WAY MEMORANDUM DATE: September 23, 1999 TO: Dave Wilbrecht, PRCS Deputy Director Parks and creation Commission FROM: Peg Bu dministrative Assistant SUBJECT: Number of Teams @ Celebration Park for 1999 Celebration Park hosted 624 teams for the 1999 season. I have attached the schedule of tournaments and listed the number of teams for each tournament • per John Hutton's information. The number of teams for the September 25- 26 tournament was not available at the time this memo was completed. 0 1999 CELEBRATION PARK TOURNAMENT SCHEDULE Date Type Tournament Director . #TEAMS May 1-2 Adult Co -Ed John Knox 34 May 8-9 Mens Ron Zaffino 27/1day • May 15-16 Mens MDA Benefit Brian Ankenman 18 May 22-23 Women's & Church Mark Lewis 40 May 29-30 Youth Fastpitch Steve Humphries 37 June 5-6 Youth Fastpitch Gayl Bailey 22 June 12-13 Youth Fastpitch Gayl Bailey 21 June 19-20 Youth Fastpitch Gayl Bailey 10 June 26-27 Mens Ron Zaffino 32 July 3-4 No Tournament July 10-11 Mens Ron Zaffino 36 July 17-18 Women's & Youth Fastpitch Mark Lewis/Der Howells 50 N.W. Regional July 24-25 Mens NIT Ozzie Boyle 28 July 31 -Aug l Mens Ron Zaffino 28. August 7-8 Mens State Rick Byrum 28 August 14-15 Mens State TBA August 21-22 Women's State Mark Lewis 44 47 August 28-29 Co -Ed State TBA 49 • September 4-5 Mens Ultimate Challenge TBA 49 September 11-12 Mens Rick Byrum 24 September 18-19 Mens/Co-Ed Steve Mundell Cancelled September 25-26 Mens Rick Byrum 0 • L' C] From: Jon Jainga To: WEBMASTER, SMTP."cumbre@foxinternet.net", JENNYS, ... Date: 9/21/99 10:37am Subject: Park for pets? -Reply Thanks you for your comments and questions regarding the off leash area for pets. This same request was forwarded to our parks commissioners for discussion. At this time we do not have an off leash area. The closes city that has an off leash area is Seattle. You may forward any comments or questions to the parks commission Address: Park Commission 33530 St. WY South Federal Way WA 98003 or call Peggy Buck at 253.661.4055 The park commission meets monthly at City Hall, on the 1st Thursday, 6:00-8:00pm. • • MINUTES In attendance: Commission members - Jerry Bollen, Chair; Jim Baker; Karl Grosch; Barbara Reid. Staff - Jennifer Schroder, Director; Jon Jainga, Park Planning & Development Manager Chair Bollen called the meeting to order at 6:00 p.m. 1) Staff summarized the work that the Committee has worked on since July 20, 1998, and reviewed the subcommittee's accomplishments. The subcommittee has had a total of 12 meetings and has accomplished a lot of work. The subcommittee's accomplishments are: a) Final draft of new Vision Statement; b) Final draft of new Mission Statement; c) Final draft of new Goals and Objectives; d) Revised Survey Questions for 1999; e) New Format for Comprehensive Plan. 2) Staff reviewed a quick summary of R.W. Thorpe and Associates, who are the consultants working with us on updating the Comprehensive Plan. % Jerry Bollen sat in on the interview panel and feels confident that they can get the work done. Bollen said that R.W. Thorpe is a small firm, which is an advantage because there would be little overhead and they could do the work for the budgeted cost. Larger firms would have cost us more. 3) Staff presented the newly revised time line for the project. The time line is outlined to follow the new Comprehensive Plan format. Staff shared with the Committee that the files and information currently being revised are being sent through the e-mail system to save time on consultants/staff meeting. This will also save time and have a quicker turnaround on draft sections. Karl Grosch's only concern is that he hopes the consultant's files and programs are compatible with the City's programs. Barbara Reid wants to make certain that the Comprehensive Plan is easy to read and understandable. Federal Way Parks Commission, Comprehensive Plan Subcommittee Page 2 September 15, 1999 Minutes 4) Jerry Bollen discussed the Committee's role from this point of the Comprehensive Plan update process. He summarized that the Committee's role will be to review and comment on the draft sections of the Comprehensive Plan as they come in from the consultant. • 5) Staff presented the Capital Facility Plan to the Committee. Barbara Reid recommended having a separate subcommittee review the Capital Facility Plan. Staff recommended to the Committee that the Comprehensive Plan Subcommittee review the Capital Facility Plan as part of the Comprehensive Plan update and make any recommendations during this process. Then, in January, if the Parks and Recreation Commission wants to review it in more detail, then form a subcommittee to review the Capital Facility Plan in more detail. Committee concurred with staffs recommendation. NEXT MEETING: October 20, 1999 from 6:00 p.m. to 8:00 p.m. TOPICS: = Capital Facility Plan => Community Profile Section => Survey Results ADJOURNMENT: The meeting adjourned at 7:45 p.m. I:\0916cmp • is CITY OF FEDERAL WAY • MEMORANDUM TO: Dave Wilbrecht, PRCS Deputy Director Dave Armstrong Marion Bartholomew Jerry Bollen Laird Chambers Dini Duclos Dave Kaplan Bob Kellogg C. T. Purdom Barbara Reid FROM: Peg Bu eAdministrative Assistant 0 SUBJECT: Poverty Bay Trail Tour with Chris Carrell DATE: September 23, 1999 Chris Carrell will lead a tour for the Parks and Recreation Commissioners and City staff on Wednesday, September 29, 1999 at 6:00 p.m. Please meet him at the Poverty Bay trailhead at the north end of 25th Avenue S.W. Because of the dangerous areas of the trail, he stressed to please dress accordingly and wear shoes that are made for outdoor activity. 0