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Parks Comm PKT 04-07-2011 City of Federal Way PARKS, RECREATION AND CULTURAL SERVICES PARKS AND RECREATION COMMISSION April 7, 2011 City Hall 6:30 p.m. Hylebos Conference Room MEETING AGENDA 1. CALL TO ORDER 2. PUBLIC COMMENT (3 minutes) Please limit comments to 3 minutes. The Chair may ask citizen to briefly summarize comments that continue too long. 3. APPROVAL OF MINUTES — January 6, 2011; February & March Meetings were cancelled. 4. COMMISSION BUSINESS Topic Title /Description Presenter A. Huitt - Zollars Presentation (Trail Connections and Panther Lake Study) Huitt- Zollars B. 2011 Work Plan (approved by Council) — review & discuss Ikerd C. Playground Replacement — review and set park tour date /time Ikerd D. Official Meeting Time Change from 6pm to 6:30pm. Ikerd E. Trail Map Update Ikerd F. Earth Day April 16 Update Ikerd G. Vacancies /Elections Discussion Ikerd H. Coyote Sign Ikerd I. Information on a Grant Opportunity for Sacajawea Park Ikerd J. Bicycle Path Advisory Committee Ikerd 5. STAFF REPORTS 6. OTHER BUSINESS 7. FUTURE MEETINGS /AGENDA ITEMS: The next PRHSPSC Committee meeting will be held Tuesday, April 12, 2011 at 5 :30 PM in the Hylebos Conference Room. 8. AGENDA SETTING 9. ADJOURNMENT THE NEXT MEETING IS MAY 5, 2011 g: Iparks comm mtg notesI2011lagenda & minutes1040711 agenda.doc • CITY OF FEDERAL WAY PARKS, RECREATION AND CULTURAL SERVICES PARKS AND RECREATION COMMISSION Thursday, January 6, 2011 Hylebos Conference Room 6:00 p.m. City Hall MEETING MINUTES Chair Konkell called the meeting to order at 6:04 p.m. Present: Chair Fred Konkell, Vice Chair Brian Ailinger, Carol Otto, Justin Schnutter, Marie Sciacqua, Julio Diaz, George Pfeiffer, Martin Moore and Jack Sharlock. Excused: Louise Wessell and Dwight Otto. Staff: PRCS/Public Works /Emergency Management Director Cary M. Roe, Parks and Facilities Manager Steve Ikerd, and Public Works Administrative Assistant Shawna Upton. Guests: Councilmember Jeanne Burbidge, Mayor Skip Priest and Erik Sweet from SLA Architects. The December Parks and Recreation Commission meeting minutes were approved as written. Motion by Ailinger, Second by Sharlock. Motion passes. Chair Konkell introduced Mayor Skip Priest and asked for Commission and staff introductions. Konkell briefly noted Mayor Priest was invited to share some of his thoughts, ideas and the direction as to where he sees Parks & Recreation moving in the future and that the Commissioners would also have a chance to ask questions and express thoughts about the Commissions desired direction. Mayor Priest stated his vision for the past 20 years has been to have a quality community. In order to accomplish that, we need to offer a quality education system, parks and green space and a safe community. We must also have an economically friendly community to pay for the first three. Suburbs tend to have an aging population that can't move because home values have fallen or pensions aren't as good as they've hoped. A number of the working people in larger cities are coming to the suburbs to reside. This is reflected by the increase of reduced or free school lunches, from 20% to 54% in the last eight years in the Federal Way School District. We need to maintain those basic services; schools, parks and public safety, at a very high level for the next 10 -15 years to attract the younger generation with kids to come to the suburbs. At the same time, we are faced with the challenge of providing those services at a high level with declining revenues. We have to use `frugal innovation' to ensure we don't increase costs while providing those services. Mayor Priest gave examples of ways to improve the budget process and how `frugal innovation' has already been used to cut costs including leaving some positions vacant and making management changes to save money. That means we can get a thoughtful program in Parks and not be faced with layoffs during the next two -year budget cycle. The goal is to get the information out to the citizens so they will be better informed about what we are working on and plan to use a grant writer to assist the City in obtaining grant funds to improve Parks, among other areas. We are faced with expecting employees to do more in several new areas; to do more with less and have more than one role. Mayor Priest feels we cannot afford to cut staff any more and even if the economy improves, we will need to continue providing high quality services with less resources and being able to do more using `frugal innovation' to provide those services in a more thoughtful manner. g: \parks comm mtg notes ‘201 I \agenda & minutes \010611 minutes.doc • • Parks and Recreation Commission, January 6, 2011 page 2 Konke(l mentioned he felt that Parks has been affected more by layoffs /vacant positions than other departments and that it seems Parks & Recreation is less of a priority to the City. Mayor Priest elaborated on the budget that was presented by Acting City Manager/Police Chief Wilson stating it was a very difficult budget, which included cuts to Police. Wilson went through a public process and the public made it clear that they did not want Public Safety cuts made. The Public Safety staff positions that were back tilled were funded by one -time money. Mayor Priest made three main points; first, Public Safety is more visible to the public and if you were to poll the public, everyone would be concerned about public safety but not everyone is concerned about parks. Second, it's also a reflection that we may not have marketed the importance of parks and green space. It's our responsibility to remind everyone that it's not only public safety but also parks and schools that are necessary to have a quality environment. Mayor Priest stated the City is going to work on getting Parks more publicity. Third, citizens do not want to raise taxes. Residents are faced with choosing to pay more taxes for services or make repairs homes that they can't sell because of the economy. As a City, we need to market the importance of public safety, schools and parks at the same time and explain why if you don't have quality in all three of those areas, you won't have a quality community. If the City can demonstrate to the public that we've made the necessary decisions to reduce the budget, whether the savings are large or small, then we can go to the public and justify why we need to raise taxes. Sharlock inquired about the Performing Arts Center (PAC). If that moves forward down the road, would that fall under Parks & Recreation and if so, would that create a need for more staff? Mayor Priest noted that the performing arts are necessary in bringing families back to the suburbs. The City needs revitalization of the downtown core in order to bring in tax revenue to aid in sustaining the city because residential does not pay for the services that are provided. The downtown core has significant challenges right now and if the City doesn't work on bringing businesses in, we will be faced with not being able to provide basic services. There are two issues with the Civic Center/PAC: first, who manages it? The Federal Way Community Center has had negative cash flow. The question is how do we build the Civic Center and fend off the issue of potential debt service as well as ongoing operating costs. We don't have an answer to that at this time. The details of how it should be designed and what management structure it will have are still being looked into. If it is managed by the City, it will require additional staff. If an interested management company comes forward with a proven track record, and it's affordable, then it may be an option worth looking into. Marketing is important and an outside management company may be able to provide that. The challenge will be making sure that the interested supporters can afford to use it. Over the next year, we will be deciding what the best approach is as far as finding additional dollars to build it to reduce the debt service and looking at the commitment from the City. It will be a very complicated process but we are working on it. Sharlock asked what Commission would be working on the PAC and what length of time is planned for the project. Mayor Priest indicated that it would most likely be the Parks & Recreation Commission but the Arts Commission is also a group that would be very interested in that. There are a number of issues to look at prior to determining which commission would be working on it. The City has 10 years to utilize the facility and is hopeful that we will be able to put a plan in place to move forward. Moore commented that he is interested in seeing our parks conforming to a higher ADA standard that what's currently in place. He looks forward to learning more about the ADA requirements and hopes that the Commission can explore more ways to improve our parks and thanked Mayor Priest for his time. g.\parks comm mtg notes \20 t 1 \agenda & minutes \010611 minutes.doc Parks and Recreation Commission, inary 6, 2011 • Page 3 PUBLIC FORUM BOB KELLOGG — Mr. Kellogg, representing the Federal Way Kiwanis, is interested in putting up a flag pole to honor the veterans or create a Veteran's Place. A couple years ago Kiwanis contacted the Council and they talked about a public park in conjunction with the high rise the Koreans were going to build. Since then, the Koreans no longer wanted to create a public park. Kiwanis is hoping that the open green area outside the Federal Way Community Center could be used for that purpose. Roe responded to Mr. Kellogg that the current proposal from the Koreans still includes a public park. Roe will follow up on that information to determine if the Koreans are or are not in favor of a public park and get back to Mr. Kellogg. Kiwanis would like to fund this tribute to the veterans. Upton will provide Mr. Kellogg with the new donation guidelines policy that was recently adopted under Resolution 10 -598. DIANA NOBLE- GULLIFORD — Ms. Noble- Gulliford, representing the Federal Way Historical Society, brought in a newsletter reviewing their last year. She showed a pamphlet that the Historical Society has been handing out about the Barker Cabin at West Hylebos informing readers of the history of the cabin. They received a grant to begin the restoration process for the cabin hoping to bring more people in to the area. West Hylebos Park is in great condition and wanted to thank the City for all the work they do. COMMISSION BUSINESS FEDERAL WAY COMMUNITY CENTER OUTDOOR PLAZA 30% DESIGN REPORT Roe provided an introduction on this topic. When the Community Center was designed. there was a planned area off the commercial kitchen and ballroom area to the southeast and the intent was to put more of a wedding area there that was not included when the project was approved and put out to bid due to budget issues. One of the business lines at the Community Center is weddings and special events. Those events can be enhanced by making improvements to the outdoor area. The options and alternatives for enhancement will be presented to you by Brian Roberts, P.E., Street Systems Project Engineer. Roberts brought to everyone's attention an exhibit depicting the Open Space Design created by Erik Sweet from SLA Landscape Architecture for the proposed use of an outdoor plaza. Roberts further explained details of the layout design, lighting, plantings, security fencing and how the space could be used for events. Roberts also covered the different cost options for the aesthetic features and solicited guidance from the Commission so the design project can move forward. Discussion continued surrounding the pros and cons of each option. The Commission decided to use synthetic turf instead of natural grass, coated welded wire fencing around the perimeter, coated welded wire panels for the screen and powder coated steel trellis in the design. PARK FIELD LIGHTING FEES Hutton gave a brief overview of the park field lighting fees and how the timing of the lights is handled. Currently, year the field schedulers meet with Hutton to provide Y p de proof of insurance, signed use agreements and provide schedules to their games. They are billed accordingly for their use of lighting. Hutton spoke with our Resource Conservation Manager to determine of the fees the City charges is appropriate. The most recent audit performed this year indicates that the City is still charging the appropriate amount to cover lighting costs. There are factors that contribute to the appearance that lights are on when no one is using the fields. There are circumstances where the lights are left on for an additional 15 minutes to allow users to safely pack up and leave the fields, extra time is allowed for baseball games that tend to run over, a coach releases practice early or a game is cancelled and the field scheduler doesn't communicate that to Hutton. Control Link was purchased to allow full control of those g:\parks comm mtg notes \2011\agenda & minutes \010611 minutes_doc • • Parks and Recreation Commission, January 6, 2011 Page 4 lights to be controlled by cell phone and Hutton is the only City employee that can control that to help reduce the possibility of errors or mistakes. There was a period where the lights were left on at Lakota Park to discourage copper wire theft. If there is an interruption in power, Control Link notifies Hutton immediately then dispatches the police in an attempt to disrupt a copper wire theft. In addition, some of the boxes have been welded shut. Hutton offered his cell phone number to the Commissioners so they would be able to contact him directly if they feel there is a concern regarding lighting at the park fields. TRAIL MAP UPDATE AND INFORMATION ON DISTRIBUTION OPTIONS & COSTS Ikerd received a few samples from Priority Print, a local company, to show the final look of the trail map when after it is printed on high quality paper. Certified Display is the company the City has used for the Buds and Blooms Festival and they have pre - determined locations and costs for providing distribution services. The "Seattle South Side District ", which includes 129 locations between south Renton to south of Federal Way, Kent and Auburn, will cost $219.35 per month to service all 129 sties once per week. They do not provide al -a -carte services. Ikerd is looking for some direction from the Commission about a desired cost and options prior to contacting several companies for quotes. The trail map itself was updated to add S 333 Street. the dog leash dot will be made more visible and a very small revision date was added at the bottom of the map. Discussion continued regarding the particular color of green that was used, making it uniform with the other shades of green used on the map and the quality of paper it was printed on. The printing cost is $1,096.00 for 5,000 printed maps on the heavier gloss paper. Ikerd will contact the printer and get some quotes for a couple lower grades of paper for printing to determine the amount of cost savings if a lower quality of paper is used and get some distribution information from a few other companies to see what the options are. 2011 WORK PLAN UPDATE Ikerd presented the work plan update that reflected the changes requested from the meeting in December. Moore would like to add an overview and study on our accessibility for ADA requirements. Moore noted four parks that have ADA accessibility and he desires to see more. Ikerd addressed Moore's concerns by illustrating how the City currently meets or exceeds the ADA standards on the two playgrounds the City is about to install and noted the ADA standards were followed for previous park improvements as well. Ikerd presented the Commissioners with an ADA handout showing the ratio of playground equipment pieces to the required number of ADA accessible pieces. In summary, the City is meeting or exceeding the standards required by law. The surfaces are also ADA compliant and the City receives certification from vendors that the wood chips and other ground materials that are used adhere to ADA requirements also. In the future, parks that are upgraded will also meet or exceed the standards. Roe noted that several of the parks listed on the trail map are smaller, neighborhood parks that are made to serve a smaller number of residents. The major parks that service a larger regional area are the locations that will be given priority in an attempt to exceed, rather than meet, the ADA standards. Moore thanked Ikerd for conducting the research to show him the standards are being addressed appropriately. There was discussion regarding the park enforcement fines. Motion by Ailinger, Second by Shar[ock, to remove "Explore Park Enforcement Fines" from the 2011 Draft Work Plan. Motion passes. STAFF REPORTS There were no staff reports from Commissioners. g:\parks comm mtg notes1201 I \agenda & minutes \01061 1 minutes.doc n • Parks and Recreation Commission, January 6, 20l i Page 5 OTHER BUSINESS RESIGNATION Konkell and Ikerd received resignation from Karl Zinner. He will no longer be able to serve on the Commission due to his work schedule. The Commission will need to move forward to filling that position. Konkell would like to talk with the alternates to discuss their level of interest and commitment prior to making a recomtnendation. Konkell noted there are positions that are expiring in the next few months and encouraged those members to renew their term. Sharlock was informed by the City Clerk's office that an email was all that was needed instead of having to fill out a renewal form. Roe indicated he would verify that with the Clerk's office to determine the appropriate way for members to renew and continue to volunteer on the Commission. PROPOSED MEETING TIME CHANGE Pfeiffer proposed changing the meeting time from 6:OOpm to 6:30 to allow for adequate time to get dinner prior to the start of the meeting. The Commission agreed that it was difficult. Roe noted that an effort should be made to keep meetings around two hours. if possible; especially with a meeting time change. CHRISTMAS CELEBRATION Chair Konkell noted the City of Federal Way does not have an annual Christmas celebration and desires the City to have one to bring the community together. Sciacqua noted that the Council Retreat has a topic on their agenda to discuss City festivals. Roe concurred and encouraged the Commissioners attend. ALBERTSON'S PARKING LOT Carol Otto asked if anyone was aware of what was going on with the Albertson's parking lot. There have been several semi trucks parked there. Roe stated that he is unsure if the 24 Hour Fitness project is still going to move forward and he will follow up with Code Enforcement on the issue. NEXT MEETING /AGENDA ITEMS Commission meeting time change from 6pm to 6:30pm Trail map paper cost options and additional distribution information. Discussion was held about possible topics and if the meeting for February 3 should be canceled due to several members being out of town. Chair Konkell stated he would like to have the presentation by Huitt- Zollars postponed to the March meeting. Pfeiffer proposed to keep the next meeting scheduled and make a final decision in two weeks based upon possible topics. Upton will follow up with Roe and notify the Commission by email if there are enough topics to hold a meeting and confirm if we are meeting at 6:OOpm or 6:30pm. ADJOURNMENT Chair Konkell adjourned the meeting at 8:50 p.m. NEXT MEETING IS FEBRUARY 3, 2011 g_\parks comm mtg notes12011\agenda & minutes101061 1 minutes.doc • • f H 3 R in C c m ( a L N M CO Q' D D a D� D D C U c- Q N N CO N U N M N 0 CO ' C 0 (1) N n C ° U O Y 1 0 N C - @ C U U O 0 - _ D C' O n T O N C O To ul O cu O w N Q E H E c u) O C > N w� Y N _ t1 O u) N o N N O O - N M C N > r C O U p t0 C t6 N l0 CO a T > N O N 4) O_ E O 4) u) V 7 - u) _ 06 N w ] _ CO N C • �� ° � ��o o m� Ear c ° L ..... �� 0 v,� E O N Q o v - Ni m ° U m C H m o to CC � Y v o "' m o °° o u) °w / 7 ' - D C O n-0 o C Q )) c O V _ _ Q 2 T j C U C O N N .0 O v > O to pp C E C j L c 0 t6 2 O X Y C N N U C C N U n ay °) m ;DS E m t0 m a °i C E E a o m P2 6 E n a� n C a -a m y a : > C a C w o o a) C s Q. °woE a) mU �,,, my w UN r > - co m m (1) c E m 4» > °_ > c. ° O > - ° N - fl_ U O U -65 N 0 M a �- N � - M w ,-- N f t4 )- t6 N M Q a6 y = P ' O C n N Y U - C Q O_ as E co - «3 O to C y) o co 3 E a E m T 0) > • t° n w O w v a m m CTo w o L m o a E r . °) U e 3 .a L C m N •E d) 0 a) u, a �, o a . 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In G G _ b M G V G G O .� ...., In G O - v. - T G O G N G r`, c, G - . -, Q, M — G CO G G G G G G G G G m G -' " N N G U N N N N T O N G G N 0 , U N C 7 N 0, 0, U cr T1 U ce C j (n U a' s d 4+ !n d C (n . 0 4J U .0 7 (n (/ (n -/ - < � -- _c .a n c > !'S Q ..= • M Q -9 L V — M S ( L C• • M T M Cr vi (17, (f G - (n M v-,. (n v) (n (,, (n M In �' G G v' 7 V' ' - T - In G _ M I n cd G N r, M 7‘ I M b0 M ^ I -, 0' J G 71.. .. , ..0 0, M M M N LC: �, N In r" , X. — Q N 0 In .--I M N N M N 1 0 CI X G b0 i C CI U 0 O E U 0 = v a 0 0 0 L V v C./ S 0 .I 'a U 'b O b 0 C J W > _� rt vs O c ' C' : '0 *� G u • � "O > u u or 'O 'O a ¢ ¢ ¢ U 0 0 0 = .� 2 2 C C a ( ( n (n c'7) 3 3 • • Brochure Distributors: 1. Certified Folder Display Company, Sea Tac, WA charge $219.30 per month for the Seattle South area (S. Seattle, Sea Tac, Renton, FW, Auburn, Kent) 129 sites serviced weekly Phone Research: Com • an • hone # Pro • rieto Dis • la s Acce • t local brochures ._:. ...a. _ Best Western 529 -4000 yes - Certified Folder Display No Clarion 942 -6000 no response Comfort Inn 529 -0101 yes - Certified Folder Display yes - may need small holder Days Inn 838 -3164 yes - Certified Folder Display yes - may need small holder Courtyard 529 -0200 yes - Certified Folder Display yes - may need small holder Quality Inn 835 -4141 yes - Certified Folder Display yes - may need small holder Econo Lodge 838 -7700 ? yes - may need small holder Hampton Inn 941 -4567 No displays yes - may need small holder r.. FW Chamber of Commerce 838 -2605 No yes - may need small holder Other locations for display: City Website FW Community Center City Hall Dumas Bay Centre Celebration Park Steel Lake Park Cabins when open ? City functions other ideas? Priority Print cost estimates: 1,000 = $558 @.56ea 5,000 = $1,096 @ .22 ea 10,000 = $1,850 @ .19 ea 15,000 = $2,713 @.18ea 20,000 = $3,411 @ .17 ea Questions? How many to print Where to display How to distribute When to distribute • • ' .', ITY OF FEDERAL WAY Nil I1AV �■ F 'lay r y P � ?�r AP N*1AM 4Z PM 7 �a' ✓ �':.' -z ,6.r u , an� a � r. _ 1 , r • �} & �A, � : , - °� E `b L � � '� 5+i '- -:_ Vi a5 "� , . ;- ' `` :., - - - - S � 4 � ' P & � Y - , is' a` ism. b ` b '. f " A F * , , 4 , „ .*: _i i' ,,,,. ' ! 4 , , :7:1,7,..:: . • I , - „ . re „,,,,4 , - , - - ' ' - l'.1 "`"-- '' , iit_r „ '; '-‘-- t :: „ :_,--,_—___:=:: i , - --_--: , ,,--- - v s:_: ii J s .f �` s � , ,� � E st . . v 5 ✓' .'� _ 42 VARIOUS PARKS THROUG FEDERAL WA GLOVES & SHO MORE INFO TO BE FOUND IN THE SPRING /SUMMER PRCS CATALOG TO BE PUBLISHED IN MARCH literal Way Earth Day 2011 • t. Sites • Celebration Park * *Drop in site ** (100 volunteers max) (Projects: Mulch Tree Rings, spread quarry sand on trail, prune 5/6 & 7/8 fence lines, trim back roadside) • West Hylebos Wetlands * *Drop in site ** (100 volunteers max) (Projects: Plant frontage, clean boardwalk, delineation Fence ?) • Saghalie Park (100 volunteers max) (Projects: Retention pond clean up, pruning, mulch tree rings) • Blueberry Farm Park (75 volunteers max) (Projects: Prune blueberries, remove invasive plants) • Sacajawea Park (100 volunteers max) (Projects: Prune site lines, scotch broom removal) • Adelaide Park (40 volunteers max) (Projects: Prune around tennis courts, site lines, spread quarry sand on trail) • Wedgewood Park (40 volunteers max) (Projects: Tree Planting, blackberry removal, spread quarry sand on trail) • Lake Killarney Park (40 volunteers max) (Projects: Ivy Removal, spread quarry sand on trail, prune site lines) Additional Site(s) If needed: Cedar Grove (40) or if there is a large group looking for a site /project we can make arrangement to add sites /projects. Please contact Leah Fraine @ (253) 835 -6926 or Jason Gerwen @ (253) 835- 6962 for more detail Snack/refreshments will be provided at each site Earth D.2011 - Comission Sign 140Sheet 8:15 AM -12 noon Saturday 4/16/2011 Print Name Site Celebration Park West Hylebos Wetlands Saghalie Blueberry Farm Sacajawea Park Adelaide Park Wedgewood Park Lake Kilarney II • • COYOTES LIVE HERE TOO • If you or your children encounter a coyote don't run, be as big and loud as possible. • Never feed coyotes and do not leave food outside for pets or other animals. • Keep your garbage can lids on tight to prevent the garbage from becoming a food source. • Report full garbage cans in the park by calling 253.835.2700. • Coyotes may be a threat to small pets so do not leave your pet unattended or outside at night. • Urban coyotes primarily eat small rodents and assist in controlling rodent populations. • You can see more information on urban coyotes at our website www.cityoffederalway.com ,