Parks Comm PKT 11-04-2010 !
CITY OF FEDERAL WAY
PARKS, RECREATION AND CULTURAL SERVICES
PARKS AND RECREATION COMMISSION
Thursday, November 4, 2010 Hylebos Conference Room
6:00 p.m. City Hall
AGENDA
I. Public Forum
Please limit comments to 3 minutes. The Chair may ask citizen to briefly
summarize comments that continue too long.
II. Approval of Minutes
III. Commission Business
A. Playground Update & Selection Discussion & Action
B. Trail Map (Print Update) Discussion
C. Donation/Memorial Program Ikerd
IV. Staff Reports
A. Animal Services Report Public Safety
B. Report on Olympic View Public Meeting Ikerd
V. New Business
VI. Pending Business
Trail Connections /Consultant
Renaming West Hylebos /Brooklake Overview
VII. PRHSPS Council Committee Meeting
Tuesday, November 9, 2010 at 5:30pm in Hylebos Conference Room
VIII. Next Meeting/Agenda Items
IX. Adjournment
NEXT MEETING IS DECEMBER 2, 2010
CITY OF FEDERAL WAY
PARKS, RECREATION AND CULTURAL SERVICES
PARKS AND RECREATION COMMISSION
Thursday, September 2, 2010 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, Martin Moore, Carol Otto, George Pfeiffer, Justin Schmitter, Marie Sciacqua, Jack Sharlock,
Louis Wessel and Karl Zinner. Excused: Vice Chair Brian Ailinger, Julio Diaz and Dwight Otto.
Staff: PRCS, Public Works and Emergency Management Director Cary Roe, Parks and Facilities Manager Steve Ikerd and
Administrative Assistant Peggy Wright.
Guests: H. David Kaplan, Diana Noble - Guilliford and Jacinda Howard, Federal Way Mirror reporter.
The August Parks and Recreation Commission meeting minutes were approved after correction.
PUBLIC FORUM
H. David Kaplan — Mr. Kaplan inquired on the memorial contribution process and when it would be in place so he could
donate a park bench to the West Hylebos cabins area. He originally brought it to the commission four months ago for
consideration. Director Roe said with the limited staff available, the process takes a while to initiate when work is done by
prioritization. Kaplan said he had hoped to make the donation by years end for tax purposes. Kaplan also stated he was
distressed by the proposed parks staff layoffs per discussion at the Town Hall Budget meeting Tuesday in City Hall,
presented by City Manager /Police Chief Brian Wilson. Chair Konkell concurred he was equally distressed with the
information.
Diana Noble - Gulliford — Ms. Noble - Gulliford, representing the Federal Way Historical Society, would also like to see the
Kaplan bench placed by the Barker Cabin for convenience to park users. She stated that several irrigation heads are broken
in this same area and water sprays in to the cabin again. She also would like to see a memorial bench that is already on -site
be fixed or replaced because it is in such disrepair.
COMMISSION BUSINESS
Trail Map — Ikerd distributed the newest draft version of the Parks & Trail Map with corrections submitted from
commissioners last month. Discussion followed at length on different ideas from commissioners and staff — change
specific colors and print size, grammar, actual map size, remove City logo where it is showing multiple times on each page,
change legend with parks in front column and remove a couple other legend marks (beach, horseshoes), where will map
distribution areas be within City, etc. Some Celebration Park trails did not show up completely on map. Adding mileage
and ADA accessibility to the map was suggested. Because the draft map is only a photo copy, Ikerd stressed that it would
have sharper colors and more defined photos on the finished product.
STAFF REPORTS
Laurelwood Park Update — Director Roe reported that the plan after purchasing this property for back taxes was to clean it
up to address safety concerns. Mowing has been done, a new roof on the picnic shelter and two new barbeques installed to
date. The focus is to revamp the baseball diamond in the future so it can be used as well. Surface Water is ditching the
area, replaced pipe, and graded field to improve drainage. Roe said the idea is to make the baseball field playable. Leftover
budgeted funds for Laurelwood Park will be moved forward for future improvements. Mowing is currently being done
twice a month. Pfeiffer said this property was purchased to be land - banked only, not made in to an operational park with a
playing field and picnic shelter. He said with "shortened" staff in the next couple years with the proposed budget cut, yet
another park is added that will need maintenance attention of mowing, picking up garbage /litter, etc. He said Killarney is all
but closed because we don't have staff to maintain it and now we are taking on another site. Roe said the decision was
made before he became Director but he inherited a plan to make it functional. Pfeiffer said it was never intended to become
an active park again because it lacks sufficient parking, only one egress (one access) causing a safety concern and it is a
notorious location for drug- dealing. There is not a gate to close but there are bollards to restrict access. Roe said with the
proposed reduction in parks staff, neighborhood parks will be one area that will receive a lower level of service.
Parks and Recreation Commission, September 2, 2010 Page 2
STAFF REPORTS (continued)
Playground Update/Dash Point & Lake Grove — Ikerd had poster boards on both parks of proposed playground structures per the features
requested by the neighborhoods. Dash Point mock -up was from Sitelines with swings being the biggest request then fast slides and
"things that spin" as important components. The mock -up structure was too large for the space allotted in the park so they are scaling it
down and will soon have another version to review — approximate cost $40,000 with play chip base. Moore asked about
handicap /wheelchair access and environmentally safe products with discussion following from commission. Benches, rocks for seating,
etc., were discussed for the site. Lake Grove playground structure concept has a lot of metal because the history of vandals buming
plastic components. Cost is $42,000 and the footprint is the same as what is there currently.
Olympic View Park Public Meeting — There will be a public meeting on Thursday, September 9, 2010 at 6 p.m. in Council Chambers at
City Hall for Olympic View Park. The meeting is to discuss the playground removal /replacement. Chair Konkell encouraged all
commissioners to be in attendance.
NEW BUSINESS
Chair Konkell inquired if there had been a fire reported on the BPA Trail down by Aquatic Center. He said a sign was burnt and Pfeiffer
reported there was graffiti on a spur of the trail that goes in to a neighborhood. Ikerd asked commissioners to either call or email him
when they see items that need attention.
Chair Konkell said from his perspective, he is concerned about the significant cuts to parks staffing per the proposed budget and report
from the Town Meeting with City Manager Wilson on Tuesday evening. He said some monies from Public Works projects that were
saved through the bidding process could be used for some of the shortfall if allocated by the City Council. Konkell said he would
encourage commissioners to advocate for parks to City Council members if the chance arises so parks can be maintained to a level of
quality that we have become accustomed to in the City. Director Roe said all departments are experiencing staff cuts, even police, so
parks is not unique in staff cuts. Pfeiffer said PRCS had already lost two major positions — PRCS Director and Parks Planner — in the
first round of staff cuts and the department has not even recovered from that from last year. Pfeiffer also addressed the lack of grants
being submitted for park projects because we do not have a planner nor anyone in -house to submit applications and administer. He stated
that most grants are on a two -year cycle and we have missed the second cycle making it a four year loss of funding. Sharlock said
Louise Wessel had offered quite some time ago to pursue grant writing, take classes, etc., and assist PRCS but was never approached by
staff. Roe said the City does not have anyone who writes grants although he has professional engineers in Public Works department who
have learned to do transportation grants but it is a very narrow scope. Pfeiffer said there are two courses offered — 1 by the State and 1 by
King County — on grant writing that could be pursued. Wessel said she is willing to do what it takes to learn grant writing to assist Parks
department with Director Roe adding that if she is doing this to benefit the City, funding could be available for her classes /course.
Pfeiffer asked what it would cost to gate the parking lots in Celebration Park. He has observed illegal activities and a lot of traffic in the
lots when the park is closed when there are no events. He stressed that with the cut -back of staff, less people will be present to monitor
activity. With the proposed road changes, it could impact this situation.
There are no parks items on PRHSPS Council Committee meeting agenda so Chair Fred will not be attending — he is out of town.
Commissioner Moore will attend as observer.
Moore asked if there was any plan to upgrade the field at Lakota. Pfeiffer said there is a Master Plan for that park and there are no
monies available at this time.
Chair Konkell said he would be out -of -town for the October commission meeting and would notify Vice -Chair Ailinger.
PENDING BUSINESS
Renaming West Hylebos/Brooklake Overlook November — Budget Presentation
NEXT MEETING /AGENDA ITEMS
Playground Update /Selection Trail Map Discussion
Olympic View Public Meeting Report Animal Services Report
Trail Connection Consultant Report
ADJOURNMENT
Chair Konkell adjourned the meeting at 8:15 p.m.
NEXT MEETING IS OCTOBER 7, 2010
i hh, CITY OF
. Federal Way
Parks and Facilities Division
Date: November 9, 2010
To: PRHSPS Council Committee
From: Stephen Ikerd, Parks & Facilities Manager
Subject: Playground system purchase
One of the Parks Commission annual work plan task is to inspect playgrounds with staff
and assist with developing a priority list for replacements or upgrades. Two play
structures were identified for replacement this year due to deteriorating conditions. Staff
recommends moving forward with the replacement of the Dashpoint Highlands and Lake
Grove Park playground systems.
Staff contacted four companies on a King County Directors Association (KCDA) list
which the City has cooperative procurement authority through. This procurement
authority allows the City to work with each pre- approved company to customize a
playground system to fit our needs at discount rates that KCDA secured through a
bidding process. This method of selection works best for this type equipment because
each manufacturer has many variables in its features that are difficult to bid apples to
apples. Once a layout and price is agreed upon and Council approval is given, a PO is
issued to KCDA who then works with the selected vendor for the supply and installation
of the playground system.
Staff solicited conceptual layouts and estimates from four approved KCDA vendors to
determine which company we would work out final details with. Staff recommends
splitting the award with two companies that have been responsive in the past, have good
quality equipment, included popular features and are within budget.
Following are the results:
Allplay Systems: Lake Grove Park
$67,924.12 — includes equipment, installation, cement border, & tax
3,101.56 — KCDA 5% processing fee
6,792.41 — 10% contingency
$77,818.09 — total encumbrance
Sitelines Park and Playground Products: Dashpoint Highlands Park
$62,335.95 — includes equipment, installation, play chips, KCDA fee & tax
6,233.60 — 10% contingency
$68,569.55 — total encumbrance
Other cost for Dashpoint Highlands playground:
$ 7,500.00 -- estimate for a cement border
Funding Source:
$181,253.00 — 2010 balance of CIP funds for Playground Replacement and Upgrades.
- 153,887.64 — total encumbrance of 2 playground systems including 10% contingency.
$27,365.36 — remaining balance of CIP funds for Playground Replacement and Upgrades.
CC — Cary Roe; P.E., Parks & Public Works Director /Emergency Manager
r
N
0 m (V ° w �� 5
p QL) N w 0 w Q. u 0,
2 0 =p • Z U 0 - A ,
3 i fn p (n a 00 N p'm
cn
O H mm
OW~N c\ w z w 4• 33
<�wa co I' 0 z 0
CC w 1' O • w ¢
w ¢ • H °- f.
Uz �o g o m
Z wu1 . d W N
0
Oz0 z ¢
U. ¢26 0 0 VI-i
• d
C7o -� U w O 1.--- J H $
Qm > ° N CO j w CO
x
p - o ¢ U 0 0 U ¢ �' Ln X
QLLin °Q > o N -
�zza y o 2 X N O
z <W a = 0. � M Z r
J �Jw O y _ N <fn0 0 ¢ S N II
fhb\ u_ c , <
W ¢ - w
0 LT
fn = ti ¢ ¢ • • 47 x 2 E c as
Cn O • C J c
W Z O 0 \ L "O Z z ¢ 0 G (/)
v ._ 0
o z O w
a m ° ¢w� = ��. Qm r C) 0 00 ¢
I ¢ U J 1 \ >
10 0
N oc L- 9 z 2
Im p O 0 0 J
U da �/ > U 0
Z r
\ LL Z ¢
U
0" C 3 V • 0
CO < co
¢
O 0 ¢
+ O N ¢ ¢ _ (n 0_ v •, / - -� • m N ' O 9 w 3 1E
CC O O / ••- -• _ 0 M Cr)
• C N J ,-/ 0 W 2 Cti 0
L W O O 'O i U w F O O ^,
/ M O . . p N o m W.
V! =J Q N 2 Z 4
O
>" f0 In O UU j Z
¢ ' ^
CD w 0 0 �
J M
/ " • „ `, • • •.-' ._.• ¢ zoom
CL C p .N- O p Z U II' C O a • ¢ z w — N+ L . U N U a � . f� r a o mm
Q ^+
M tn
+ 0 w> W Q
• — r• N[n 0 • •• z t ¢ w
J s I" o � oa
� 3 0 00 oz Q
0 N > w 2
O H J O
O O " 0 aF ¢
0_ N %1I-� 0 Z2 IL>
E 0 0 Y O O fn C k_I_V-19 Q a ¢ Z m a LO O-o T z c z7 i U O x U m
0 • Y a
w
Z Z d 0 0
z O¢ hLL
M
O w0 I O
O w
0 O O m °' w m
M J C' co 0 I- w Z ¢_
G U Z cr J
o- 0 01 1 go � ° Y
w ¢ a va Q r U
O ¢w 0 UU CO
p �=ao ¢ w M >4
N
Q Z of U w w f7 1 = - M m
J 0 O zNZO 6) O C
2Ya O I" Z )
a --
V F es — z �o= X a w as
Wtwt-w �¢ d 00
'1/44, 0 . •
al
1
4 : 0 01111 0.1. A
i ! j r +��
' / ' l , 5 -12 SPINNING
7 -1- COMPONENT
36' -11
5 -12 PLAY STRUCTURE
ADA GIZMO PANEL
(BE „.1 SCOPE
� q ,j 9 4 K9 •
- STEPPED SYMMETRIC
CLIMBING WALL
SKY -HI SPIRAL PLATFORM WII.DER0IJDE 25071
81 }74
TUBE SLIDE • .111 • 81204 B1
gg 2 -5 SPINNING
scnoosoo cu P AY COMPONENTS 60 -2'
80499 1 \� 1
39' -7 . 113' -e -.
• : • ∎41
- STEPPED - STRETCHED
- PLCIARM LOOP LADDER
26080 11110,,
• • - 3 WAY K -POD
�� � / 2 5780 TILTED BIP42 ND SEAT
TFIANGLE TRANSFER 2' 0055 6
PLUM _- \...\
LINK
700 -0- CR SINGLE 26092 AM
1RI 26068 ER
SINGLE Y91IEEEl.. /
CT %3 TOR
2 -5 G S CK� 28 TILTED YM0 ND SEAT
PLAY:' OMPON NTS 8142
i n 7 ' �, p 9 ' 2 -5 PLAY HOUSE
1 ' -117 AMMO 11
11' -10'
FIRE CHIEF'S CAR CRUZ ' MATE 1NIBIKE ti 1 i
6054 D 3L ,I
COIL SPRING NATURE DISCOVERY
1891 PLAY HOUSE
36059
(7 - - -. SWLNGS FOR 5 -12 b _ 5 - •
31' - n '' . L • •
XSCAPE SWING _ -
XSCAPE SWING
26719 AD0 -
BELT SEAT fE 2266tI YYUU
3 1/Y 0.0. 0.D. BELT SEAT PACKAGE
BELT SE AT P 3 PACKAGE 1/2. 0.0.
8910
3 1/Y 0.0. BELT SEAT PACKAGE
BB10 ] 1/2 0.0.
l� 13910 J
1 y i y f 1
'',._._,_ i_i.,_ \,1 /
it - - 37' -B-
CITY OF
Federal Way
PARK DONATION & MEMORIAL PROGRAM
I. PURPOSE
The City of Federal Way receives numerous inquiries from individuals and organizations about
donations and memorials to the City's park system. The intent of the Donation & Memorial
Program is to create a program that is flexible and responsive to the needs of our community's
donors and to establish policies and procedures for accepting donations made for the benefit of
the City's parks system.
II. DEFINITIONS
1. Depailiiient: the Parks, Recreation and Cultural Services Department
2. Director: the Parks, Recreation and Cultural Services Department Director or designee.
3. Donation: gift of funds, plant materials, and physical objects or structures.
4. Memorial Plaques: bronze plaque either installed at ground level or attached to an approved
object in a park or facility. Plaque size will be established by specified use, with a maximum
number of text lines and restricted letter font style and size.
5. Park: any city -owned park, facility, natural area, and open space managed for recreational
use and /or resource protection.
6. Pathway: any on or off -road pathway, sidewalk, or trail located in Park.
III. POLICY
A. The Department shall be responsible for administering the Park Donation & Memorial
Program, including establishing a review process for approving and installing donations. The
Department may coordinate with other City departments where needed, or designate other
departments to oversee certain aspects of the program.
B. The City encourages donations of land, facilities, equipment, landscape material and money
to support the Parks, Recreation and Cultural Services to the community. Donations will be
accepted from public and private sources for the purposes of enhancing all City parks and
park pathways, and will become the property of the City.
C. Donations will be considered for all Parks and Park Pathways with the exception of those
areas where human activity is discouraged to protect habitat and sensitive lands.
D. All costs associated with the donation request, such as installation and anticipated on -going
maintenance costs, should be covered by the donor. The City may, on a case by case basis,
establish an appropriate administrative fee of no greater than 15% of the value of the
donation to coordinate the project. For projects of large value, a reasonable administrative fee
will be negotiated.
E. Approval Criteria: Proposed donations may be incorporated into the landscape and facilities
of parks and pathways according to the following criteria:
General Criteria:
1. Donations must be compatible with and meet a specific park facility or amenity need
identified in the approved park master plan,
2. In areas not covered by master plans, compatibility with existing facilities and local
conditions shall be considered as long as the donation meets a specific park need.
3. Age and anticipated general condition of the donation.
4. Anticipated maintenance requirements.
Specific Criteria:
1. Cash Donations: Unspecified cash donations may be used to build, to repair or to
upgrade existing or new park facilities at the City's discretion.
2. Structures and Site Furnishings: The City has established general aesthetic standards for
furnishings in parks. Donations of structures or furnishings should maintain this aesthetic
standard. Therefore the Director will offer donors a list of pre - approved furnishings that
they may choose from at the current market values (approx $300 — 3,500 range). The list
shall include the following new items, and may be added to or amended by the Director
as necessary:
New Items:
Tree
Picnic Tables
Metal Benches
Litter receptacles
Planters
Drinking Fountains
Trail Marker Signs
3. Other Furnishings: Other furnishings or structures outside of the pre- approved list such
as fountains, plazas, and landscapes will be reviewed on a case by case basis.
4. Artwork: Donations of art, or cash donations to purchase or commission art must be pre -
approved by the City's Arts Commission with the location approved by the Department.
5. Plant Donations: Donation of plant material is allowed as long as the donation is
purchased from a City approved certified nursery. Acceptance of plant material by the
City is based upon whether the plant material furthers the design theme established in the
park and a need exists for additional plants. The City's ability to hold quantities of plants
until needed is limited. Therefore, only plant materials that can be planted at the time of
acceptance are allowed. Plant material occasionally must be relocated or conditions may
lead to the demise of some plants. Therefore, donations will only be accepted if donors
realize that plants may be relocated and that the City may not replace plant material that
does not survive.
F. Variations: Variation to Standard Memorial Plaques will be allowed only upon approval of
the Director.
G. Damages & Term of Donation: The term of the donation or memorial will be for the life of
the asset. For example, if a donated park bench is destroyed or deteriorates, then the
memorial may be removed. The City will make every practical effort to repair damaged
donations and memorials. However, the City is not responsible for replacing items, including
plaques, due to excessive damage or loss. The City will attempt to contact the donor using
the information on the Donation Memorial Form to inform him/her of the loss. The donor
may replace the item and /or plaque at his/her own expense.
•
H. Naming of Parks: The City has an approved process for naming parks. Please see
Resolution No. 91 -57
IV. PROCEDURE
A. The donor shall meet with Department staff prior to submitting a Park Donation & Memorial
Form. The purpose of this meeting is for the donor to share ideas regarding the proposed
donation and/or memorial. Once this meeting has occurred, the donor may submit a
completed Park Donation & Memorial Form to the Department.
B. Department staff will review and determine the appropriateness of the proposal as measured
by the approval criteria listed above in Section III (E). If a proposal does not meet the
approval criteria, the donor will be notified of the reasons why.
C. Property Donations: All land /property donations will be submitted through Staff and
forwarded to the Parks and Recreation Commission for a recommendation, to the Parks,
Recreation, Human Services and Public Safety Committee for approval, and to City Council
for final approval.
D. Other Donations: All other donations meeting the approval criteria will be handled
administratively by the Department unless the value of the donation is greater than
$10,000.00, in which case, the proposal will be submitted to the Parks and Recreation
Commission for a recommendation, to the Parks, Recreation, Human Services and Public
Safety Committee for approval, and to City Council for final approval.
E. Memorial Plaques: Memorial plaques will be permitted pursuant to this policy only in
conjunction with the donation of a new item as described in section III (E) above. Memorial
Plaques and installation components shall be provided by the donor and shall be a bronze
marker either installed at ground level or attached to an approved object in a park or City
facility. City staff reserve the right to perform or supervise the installation. Plaque size will
be established by specified use, with a maximum number of text lines and restricted letter
font style and size as follows:
1. Pre - approved plaque sizes:
A. 2 "x 10" (2) inches wide by ten (10) inches long with a limit of three lines of text and
up to 48 characters per line. Typical application is directly upon a park bench,
table, or similar dedication.
B. 5" x 6" five (5) inches by five (6) inches with a limit of four lines of text and a
maximum of 32 point and a minimum of 20 point font sizes. Typical application is
placement on a rock or concrete base and placed next to a structure, plant, or tree
dedication.
C. 6" x 9 "six (6) inches by nine (9) inches with a limit of four lines of text and a
maximum of 32 point and a minimum of 20 point font sizes. Typical application is
placement on a rock or concrete base and placed next to a structure, plant, or tree
dedication.
3
Park Donation & Memorial Policy
r `
To prevent obscene or potentially offensive text from being displayed on city property, the
Department must approve all text for Memorial Plaques.
Pre - approved text may include:
In Honor of
In Memory of
In Celebration of
Dedicated to
F. Appropriate approval of the donation or memorial must be obtained before installation of the
donation or memorial may begin.
G. Once installed, the donation or memorial becomes the property of the City of Federal Way.
V. APPEAL PROCESS
A. For real property donations and donations over $10,000.00, the decision of the City Council
will be final.
B. For decisions on proposals made by the Department, such decisions may be appealed by the
proposer in writing to the Director. Such appeals shall be in writing and submitted to the
City Clerk within seven (7) calendar days of the Department's decision. The appeal shall
contain the following: (1) a statement of the action causing concern, (2) the action requested
by the applicant and the reasons supporting it, and (3) any other relevant information and
impacts. The appeal will be considered within thirty (30) days. If practical, the matter may
be resolved by telephone or office visit. The decision of the Director will be final.
Policy Approved by City Council, Resolution No. , 200_
4
Park Donation & Memorial Policy
,A.
Ahh, CITY OF
Federal Way
Park Donation & Memorial Program Form
Donor name or organization:
Address: City, State, Zip:
Phone: e -mail
Pre - approved donation list of new items: (please check appropriate boxes)
❑ Tree ❑ Picnic table ❑ Metal Bench
• Planter ❑ Litter receptacle ❑ Drinking Fountain
❑ Trail marker signs ❑ Other ❑ Memorial plaque
Proposed location:
Description of request:
Desired plaque inscription: (see applicable size and font details in full policy document)
Mounting option: ❑ in ground ❑ on approved object or fixture
For City Use Only:
Current market value estimate for donation: $
❑ Approved by Date
Comment:
! .4
l