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PRHSPSC MINS 05-08-2007 City of Federal Way City Council PARKS, RECREATION, HUMAN SERV ICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday May 8, 2007 6:00 p.m. SUMMARY In attendance: Council Committee members Chair Jeanne Burbidge, Deputy Mayor Jim Ferrell, Council member Linda Kochmar; Jenni Snell, City Attorney, Commander Stan McCall, Public Safety Department, Steve Ikerd, Parks and Facilities Manager, Donna Hanson, Director PRCS, Mary Faber, Recreation & Cultural Services Superintendent, Betty Sanders, Park Planning & Development Coordinator, Mary Jaenicke, Administrative Assistant II. Guests: Fred Konkell, Parks & Recreation Commission, Marie Sciaqua, Historical Society Chair Burbidge called the meeting to order at 6:02p.m. PUBLIC COMMENT Marie Sciacqua reported that the sidewalk at the Cabins Park looked unfinished. Ms. Sanders explained that the contractor ran over that portion of the sidewalk, and it would be repaired. COMMISSION COMMENT None APPROVAL OF SUMMARY Council member Kochmar moved to approve the April 10 meeting minutes as written, Chair Burbidge seconded. Motion passed. BUSINESS ITEMS Omni Landscape Contract Amendment Mr. Ikerd provided the background information. Omni Landscape provides landscaping services for eight parks; Alderdale, Alderbrook, Adelaide, English Gardens, the sign monument, Olympic View, Wildwood and Coronado. The Department has been very pleased with their services. The rate will stay the same. The total amount of compensation is $51,348.86 for a one year term. Council member Kochmar moved approval of amending the term of the contract for another year and authorize the City Manager to execute the amendment. Chair Burbidge seconded, motion passed. Community Center Update Ms. Faber reported that she was asked by City Manager Neal Beets to provide an update on the Federal Way Community Center. The pass sales information and revenue information she provided was through the month of April. They have sold 764 passes, for a total of 1,961 pass holders. The most popular pass sold has been the 3 month pass. Ms. Faber stated that they would have to wait and see what the impact is of selling the 3 month passes. They have been working with the business planner. The revenue for rentals is $7,027.00. Ms. Faber stated that they are still working on the policies for low income. They had been working with the Multi-Service Center, but discovered that it was not a good match because they each offer different services. Ms. Faber stated that they need to know what their capacity will be for low income passes. Council member Kochmar asked if they had discussed having a once a month flat fee rate for families to come in and use the facility. Ms. Faber answered that it would take away the incentive to buy passes. Ms. Faber cautioned that if we offer a free or reduced night for families, and implement a low income rate, it will be hard to meet the very aggressive revenue expectations. Ms. Hanson added that the weekends have been experiencing full capacity in the pools, and that we need to move slowly on this. Ms. Faber recommended waiting until we can see what the first year of operations is like, and then see what kind of flexibility we have to do free family swims. The Committee stated that they would like to revisit this in 6 months. Chair Burbidge stated that she has heard some concerns regarding the rental rates for the community room. Ms. Faber agreed that she has also heard some concerns, but they have come from the non-profit groups. She has not heard any concerns or complaints from the wedding and event market. They are offering non-profit groups a 10% fee reduction off of the resident fee. Ms. Faber stated that they are developing more policies on how long people can PARKS, RECREATION, & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday May 8 2007 Summary Page 2 stay in the building for unplanned activities. She also reviewed some of the issues they have been experiencing as far as thefts in the building, loitering, people trying to sneak in without paying, and kids being dropped off for a long period of time. The RFP for security cameras is going out this week, and they hope to have the security system installed in two to three months. 2007 Parks Commission Work Plan Mr. Ikerd presented. Item one of the work plan: Sacajawea Park Soccer Field repair has been completed. Fred Konkell, Chair of the Parks Commission added that the Parks Commission has reviewed and approved the work plan. Council Committee stated that they appreciate the Commissions hard work, and asked Mr. Konkell to thank the Commission for them. Deputy Mayor Ferrell moved approval of the 2007 Park Commission Work Plan. Council member Kochmar seconded, motion passed. West Hylebos Wetlands Park Boardwalk: Award Bid Ms. Sanders provided background information. The project went out to bid in April. They received 7 bids. The cost estimate for the project is $1,218,000. Epic Construction was the lowest responsive, responsible bidder. Their bid came in at $1,024,406.40. The bid was structured with two alternates, because there was a concern with construction prices. Because their bid came in low, we are able to include the two alternates, which are a trail to Brook Lake and several viewing platforms. Ms. Sanders has conducted reference checks and they have all come back very positive. She also stated that Epic Construction finished a similar project in Tacoma. Council member Kochmar asked when the project would be complete. Ms. Sanders answered that the funding from IAC will not be available until July 1, so the project will be completed in October or November. Deputy Mayor Ferrell moved approval to award the West Hylebos Wetlands Park Boardwalk project to Epic construction, L.L.C, the lowest responsive, responsible bidder, and to full fund the Base Bid and Alternates 1 and 2. The contract award shall be for $1,024,406.40. A construction contingency up to $102,440.64 is established, and the total for all identified project costs is $1,306,847.04. Council member Kochmar seconded. Motion approved. Cabins Park Parking Lot – Phase II: Accept work by Pervious Concrete, Inc., Johansen Excavating, Inc. and Blue Sky Landscape Services, Inc. Ms. Sanders provided background information. The project went out to bid last summer, one bid was received and it came in very high, so the Cabins Park project bid was broken into three components. The work has been completed to our satisfaction. A change order in the amount of $600.45 for the site prep has been submitted, so the total charge for the site prep is $73,964.18, bringing the total project cost to $200,136.26. Ms. Sciacqua had asked what the long term plans are for this park. Ms. Sanders answered that the Cabins Park and West Hylebos will become one park. There is a trail at the Cabins Park that leads directly to the Boardwalk. The Park will be called West Hylebos Wetlands Park. There has been discussion to add interpretive signs at the park. Ms. Sciacqua expressed some concern regarding cable wires that have been pulled out of the ground. Ms. Sanders stated that a staff member from IAC specializes in wheelchair accessibility. This staff member is going to come out and make sure that the path is useable, and will be examining the park area for potential wheelchair hazards. Ms. Sciacqua wanted to know if the Denny Cabins would have electricity. Ms. Sanders felt it would be difficult now to add electricity because the wetland buffer is so close that there is not enough room, but stated that this is something they could possibly look at in the future. Ms. Sciacqua wants permanent restrooms on the site. Ms. Hanson stated that the budget did not allow for permanent restrooms. Council member Kochmar made note that with the change order the new total amount of the project is $200,136.26. Deputy Mayor Ferrell moved acceptance of the concrete portion of the Cabins Park: Phase II, performed by Pervious Concrete, Inc. the site prep portion performed by Johansen Excavating, Inc. and the landscape portion performed by Blue Sky Landscape services, Inc. as complete, and approve release of the retainage. Council member Kochmar seconded. Motion approved. Pending Items None NEXT MEETING – June 12, 2007 6:00 p.m. in the Hylebos Conference Room ADJOURNMENT - Meeting adjourned at 6:41p.m.