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Parks Comm MINS 04-05-2012g:\parks comm mtg notes\2012\agenda & minutes\040512 minutes.doc CITY OF FEDERAL WAY PARKS, RECREATION AND CULTURAL SERVICES PARKS AND RECREATION COMMISSION Thursday, April 5, 2012 Hylebos Conference Room 6:30 p.m. City Hall MEETING MINUTES Dwight Otto made a motion to nominate George Pfeiffer as Interim Chair due to an absence of both Chair Ailinger and Vice Chair Wessel. Second by Sharlock. Motion passes. Interim Chair Pfeiffer called the meeting to order at 6:34 pm. Present: Interim Chair George Pfeiffer, Jack Sharlock, Carol Otto, Dwight Otto, Marie Sciacqua and Mark Koppang. Staff: Director of Parks, Public Works and Emergency Management Cary Roe, Parks and Facilities Manager Steve Ikerd, Public Works Administrative Assistant Shawna Upton and Amy Jo Pearsall, Assistant City Attorney. Guests: None. The January Parks and Recreation Commission regular meeting minutes were approved as written. Motion by Sciacqua, Second by Carol Otto. Motion passes. PUBLIC FORUM There were no public comments. COMMISSION BUSINESS MOTION TO AMEND THE AGENDA Interim Chair Pfeiffer made a motion to amend the agenda as follows: • Reschedule the presentation on Les Grove Park (Item C) to the May 3rd meeting. Motion by Pfeiffer to amend the agenda, Second by Sharlock. Motion passes. INTRODUCTION OF NEW COMMISSIONER Interim Chair Pfeiffer asked Mark Koppang to introduce himself to the group and give a brief summary of why he joined the Parks & Recreation Commission. Pfeiffer also asked other Commission members and staff to introduce themselves as well. COMMISSION ORIENTATION Pfeiffer gave a brief overview of roles and responsibilities of being a Parks Commission member. Parks and Recreation Commission, April 5, 2012 Page 2 g:\parks comm mtg notes\2012\agenda & minutes\040512 minutes.doc Amy Jo Pearsall, Assistant City Attorney, provided a copy of the draft Parks & Recreation Commission By-Laws explaining that some changes have been made in an effort to be consistent with other Commissions within the City. Pearsall also gave a brief orientation presentation to the Commission which included information on the following topics: • Commission Authority • Conflict of Interest – Code of Ethics • Open Public Meetings Act • Public Records and • Use of Public Facilities LES GROVE PARK PRESENTATION Moved to the May 3rd meeting. QUORUM Roe stated that there have been several meetings in the last year cancelled due to lack of quorum. Roe felt it was important to address the Commission about it pointing out that it is challenging for staff, the public, and moving business topics forward when the meetings are cancelled. Roe acknowledged that issues arise that prevent Commissioners from making the meeting but stressed the importance of being committed to meeting each month as much as possible. New direction has been given to staff to wait no more than 15 minutes for a quorum to be present before cancelling a meeting. Time sensitive topics are just one example of a benefit of making sure meetings occur on a regular basis. There may be some time sensitive topics that have to move forward without Commission input as a result of cancelled meetings. Discussion continued. STAFF REPORTS PARKS & RECREATION COMMISSION BY-LAWS Roe reiterated that the by-law document previously handed out is a draft document. He encouraged the Commissioners to review the by-laws and bring any comments or suggestions to the May meeting to be discussed. Discussion continued covering topics addressed in the by-laws such as quorum, alternates and attendance. EARTH DAY EVENT – APRIL 21ST Ikerd handed out the list of projects identified for Earth Day and asked Commission members who are willing to sign up for a location of their choosing. The goal would be to have Commission coverage at each location to assist with greeting public and volunteering time for cleanup activities. SCULPTURE PARK Roe gave a summary on the status of the sculpture park. Ikerd showed an illustration of the concept being proposed regarding the trail through the area and samples of art work that is expected. Discussion continued surrounding controlling vehicle access to the park, pedestal uses and installation of artwork and potential vandalism challenges. Roe stated this project is intended to be a temporary installation to bring positive attention to the area. PANTHER LAKE IMPROVEMENT Huitt-Zollars has submitted the 30% Design report to the City and it is currently under review by the City. Roe provided a summary of the process completed so far and stated what to expect as the project moves forward. A more detailed staff update should be available at the June meeting. Parks and Recreation Commission, April 5, 2012 Page 3 g:\parks comm mtg notes\2012\agenda & minutes\040512 minutes.doc STEEL LAKE FUNLAND SAFETY AUDIT BY LEATHERS Ikerd noted that Leathers came out in February to perform the safety audit on Funland at Steel Lake. It will take about 6-8 weeks from the date of their visit to obtain the official report and the City expects to receive that in the next couple weeks. Leathers made several minor safety recommendations that Parks is currently working to improve upon while waiting for the audit report. They also noted that Funland is holding up remarkably well in comparison to similar structures installed elsewhere. SACAJAWEA SOCCER FIELD TURF REPLACEMENT Ikerd noted that Parks goal has been to replace the turf on this field this year and it appears to be very feasible. Staff in the Surface Water Division of the Public Works Department have used video camera equipment throughout to map out the location of the pipes as well as identified problems in the lines. Drainage issues have been investigated and several collapsed or blocked pipes have been found. These are contributing factors to the drainage issues on the field in addition to the use of cinder track. The cinder track material has made the existing turf impervious over time. Options are being explored to solve the drainage issues and replace the turf as well as to minimize the impacts on the new turf by the cinder track material. Staff hopes to have an update at the June meeting. OTHER BUSINESS Dwight Otto expressed concern regarding safety at Steel Lake Park. The gates aren’t always locked at night as they should be; especially the side entrance. Ikerd will follow up with the security company. Pfeiffer pointed out that the back trail between the Community Center and the BPA trail are quite grown over. He would like to see trimming done to make enough room for an emergency vehicle to access it and for pedestrian safety. Roe stated the department is gearing up for their seasonal trimming and cleaning of trails and other areas. NEXT MEETING/AGENDA ITEMS Introduction of New Commission Member Hoefel Review of Draft By-Laws Les Gove Presentation Earth Day Event Update Sculpture Park Update Sacajawea Field Update ADJOURNMENT Interim Chair Pfeiffer adjourned the meeting at 7:48 p.m. NEXT MEETING IS MAY 3, 2012