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Parks Comm PKT 11-01-2012 City of Federal Way PARKS, RECREATION AND CULTURAL SERVICES PARKS AND RECREATION COMMISSION November 1, 2012 City Hall 6:00 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-October 4, 2012; Regular Meeting Minutes. 4. COMMISSION BUSINESS- NONE Topic Title/Description Presenter A. Public Hearing-Park Plan Revision Presentation Sharlock B. Park Plan Discussion and Recommendation Roe/Ikerd C. Review/Approve Updated Bylaws-Meeting Time Change Sharlock D. 2013 Work Plan Sharlock 5. STAFF REPORTS Topic Title/Description Presenter A. Update on Meeting with School District-Track and/or Maintenance Ikerd 6. OTHER BUSINESS 7. FUTURE MEETINGS/AGENDA ITEMS: The next PRHSPSC Committee meetings will be held Tuesday, November 13, 2012 at 5:30 PM in the Hylebos Conference Room. 8. AGENDA SETTING 9. ADJOURNMENT THE NEXT MEETING IS December 6, 2012 g:IparFs comm mtg notes120121agenda&minutesl110112 agenda.doc - CITY OF FEDERAL WAY PARKS, RECREATION AND CULTURAL SERVICES PARKS AND RECREATION COMMISSION Thursday,October 4,2012 Hylebos Conference Room 6.30 ..m. City Hall MEETING MINUTES Chair Ailinger called the meeting to order at 6:30 pm. Present: Chair Brian Ailinger, Marie Sciacqua, Jack Sharlock, Mark Koppang, David Berger, Mike Hoefel, Carol Otto and Dwight Otto. Staff: Parks and Facilities Manager Steve Ikerd and Public Works Administrative Assistant Shawna Upton. Guests: None. The August Parks and Recreation Commission regular meeting minutes were approved as written. Motion by Sharlock, Second by Koppang. Motion passes. PUBLIC FORUM There were no public comments. COMMISSION BUSINESS REVIEW 2012 WORK PLAN&DEVELOP 2013 WORK PLAN Ailinger addressed the status of items in the 2012 work plan to determine what items should remain for 2013. The updated 6-Year Park Plan should be completed by the end of the year and could be removed. Update of the Panther Lake Master Plan, Playground Equipment Condition Report and 2013 Volunteer Events will be included in the work plan. A brief discussion was held regarding the development of a wayfinding system as part of the Panther Lake Master Plan. Ailinger asked commissioners to review the plan and submit any suggestions for items at the November meeting for approval in December. STAFF REPORTS PARK PLAN UPDATE Ikerd stated that AHBL provided the City with a final draft of the Park Plan for review. A few minor updates and changes remain to be made. Updated sections of the plan were pointed out to the commission and Steve noted that the changes to the plan were minor in nature; basically updating park type, levels of service, pictures of facilities and acreage. Discussion continued regarding specific changes within the document. Ikerd asked the Commission to review the document and provide any changes or suggestions to staff no later than two weeks from now to allow for time to make changes and print the document prior to the public hearing in November. g:\parks comm mtg notes\2012\agenda&minutes\100412 minutes.doc Parks and Recreation Commission,October 4,2012 Page 2 PLAYGROUND MATRIX REVIEW Ikerd presented the updated playground conditions report and noted that staff just completed their quarterly inspections last week. Conditions noted in red are the only ones that changed from the previous year. Alderbrook, Mirror Lake and Wedgewood moved down a category to "fair" but that doesn't mean the equipment is bad. "Fair"equipment still has a few years of life left. Ikerd noted that in general,park facilities are holding up quite well given the age and amount of usage. LAKOTA PARK UPDATE Ikerd noted the two little league fields which were not being used were removed and new backstops were installed. Parks department killed the grass and weeds by spraying it and rototilled it. An irrigation system is currently being installed and the goal is to hydroseed it sometime next week. A lack of rain has made the project more difficult to complete. SACAJAWEA FIELD UPDATE Ikerd mentioned that the field is complete and installation went really well. Nature provided a huge rain storm just after installation and was a good test to illustrate how well the new drainage is working. The City will be meeting with the School District next Friday to discuss paving the track to keep the cinder from getting on the new field. Discussion continued regarding the desire for the School District to contribute to the maintenance of the field. PANTHER LAKE Ikerd stated Huitt-Zollars is working on the master plan currently. He expects to see a detailed project report by the first quarter of next year. Figuring out how to best get around, or over, the berm at that location is presenting some challenges. There may be a 30%design report ready as early as the end of the year. OTHER BUSINESS RESERVATION SYSTEM FOR PICNICS Ailinger noted that he experienced some difficulty in getting Steel Lake Park reserved for a birthday party. He indicated it took a week to get a call back and would like to see an option for making reservations and paying fees to reserve the sites available online. He feels the process may be something worthwhile for the Commission to review to recommend some improvements. COMMISSION MEETING START TIME Berger made a motion to amend the agenda to change the meeting start time to 6pm. Second by Sharlock. Motion passes. NEXT MEETING/AGENDA ITEMS Public Hearing on the Parks Plan Revisions Parks Plan Discussion&Recommendation Amended 2012 Bylaws 2013 Work Plan FWPS/City Sacajawea Track Meeting Update ADJOURNMENT Chair Ailinger adjourned the meeting at 8:05 p.m. g:\parks comm mtg notes\2012\agenda&minutes\100412 minutes.doc CITY OF Federal Way PARKS AND RECREATION COMMISSION BY-LAWS I. ORGANIZATION A. Official Name. The official name is the City of Federal Way Parks and Recreation Commission (the"Commission"). B. Membership The Commission consists of nine(9)voting members and up to two(2)alternates appointed by the City Council. C. Officers. The officers of the Commission are the chairperson and the vice-chairperson. Their duties are as follows: 1. The chairperson presides over the Commission and exercises all powers incidental to the office, retaining, however, the full right as a member of the Commission to have a vote recorded in all deliberations of the Commission,to propose motions and to second motions. 2. In the absence of the chairperson from any meeting, the vice-chairperson performs all the duties incumbent upon the chairperson, and retains the full right as a member of the Commission to have a vote recorded in all deliberations of the Commission, to propose motions and to second motions. 3. If the chairperson and vice-chairperson are both absent from any meeting, the members present must elect a temporary chairperson who would have full powers as chairperson during the absence of the chairperson and vice-chairperson retaining the full right as a member of the Commission to have a vote recorded in all deliberations of the Commission, to propose motions and to second motions. 4. Officers are elected at a meeting in December and begin serving the following January. 5. Officers hold office for one year terms. There is no limit on the number of terms to which officers may be elected. There is no automatic succession by the vice chair to chair. All officers must be elected at the annual election. In the event of a resignation by an officer,an election for the newly vacant position will be held at the next regularly scheduled meeting of the Commission. 6. Committees may be established by the Commission. The chairperson of the Commission serves as an ex-officio member of all committees and appoints a Commission member as chairperson for each committee. II. RULES OF PROCEDURE A. Quorum. A quorum consists of a majority of all voting members of the Commission. Parks and Recreation 1 November 2012 Commission By-Laws B. Voting. When a quorum is present,a simple majority vote suffices for all action. No vote may be made by proxy or alternates. C. Conflict of Interest. 1. All members of the Commission and alternates must abide by the City of Federal Way Code of Ethics established in Resolution No. 91-54. 2. Each Commissioner and alternate must submit and annually update a declaration of conflict of interest to be held on file. 3. When the Commission or alternates are conducting business,any individual having a direct or indirect interest in or who would materially benefit from any matter must disclose this interest and, if deemed appropriate by the Commission, refrain from participating and/or voting on the matter at hand. D. Meetings. 1. The Commission meets the first Thursday of each month at 6:00 p.m. Additional meetings may be held upon the call of the chairperson or at the written request of at least three Commissioners. All members must be given notice of additional meetings. 2. Not less than 24 hours notice must be given for the posting,publication or cancellation of any meeting of the Commission. 3. An executive session may be called by the Commission to discuss matters within the Commission's authority as authorized in RCW 42.30.110. 4. Regular Commission meetings will begin at 6:00 p.m. and will adjourn no later than 9:00 p.m. To continue past this time of adjournment, a majority of the Commission members present must concur. Public hearings shall not exceed two hours,unless a majority of the Commission members present concur,or wish to continue the hearing to a later date. 5. The types of meetings to be held by the Commission and the contents of each shall be as follows: a. Regular business meetings on the first Thursday of the month shall include minutes of the previous meeting,public forum,staff activity update reports,informational material review for CIP projects,Commission comments/committee reports and correspondence. b. Special presentations, on a date other than the first Thursday of the month, shall be limited to one subject only. The topics shall be citizen-generated,subjects referred to the Commission by the City Council,staff overviews(with or without consultants present), or Commission-generated topics. c. Public hearings shall contain only one subject. The sequence of presentation shall be: staff summary of pertinent information, public comment and questions, Commission comment and questions, Commission deliberation and recommendation. Parks and Recreation 2 November 2012 Commission By-Laws E. Attendance. 1. A commissioner may be excused from a meeting by providing notice,preferably in advance, to the Commission chairperson,vice-chairperson or administrative staff. 2. In the event any commissioner has unexcused absences from two Commission meetings held during any calendar year, the Commission may request that the City Council appoint a replacement for that member. F. Conduct of Meetings. 1. At Commission meetings, motions are made, seconded, discussed and voted upon. Any recommendations made by the Commission will be forwarded to the City Council Parks, Recreation Human Services and Public Safety(PRHSPS)Committee. 2. Except as provided by these rules and procedures,Roberts Rules of Order(as amended)shall govern the conduct of all Commission meetings. 3. The Commission operates under the provisions of the Washington State Open Public Meetings Act. G. Agendas,Staff Reports and Minutes. 1. A copy of the agenda for all Commission meetings must be sent to each Commission member and alternate five days in advance of the meeting. 2. Minutes of all Commission meetings are kept by a staff person and made part of a permanent record. H. Amendment. The by-laws of the Commission are subject to alteration,amendment,or repeal, and new by-laws may be adopted by the affirmative vote of a majority of members of the Commission. Such changes must be presented in writing and distributed to the membership five days before the meeting at which the changes are to be considered. III. CERTIFICATION The undersigned chairperson of the City of Federal Way Parks and Recreation Commission does hereby certify that the foregoing by-laws have been duly adopted by the members of said Commission. These by-laws supersede any previously passed by-laws of the Commission. ATTEST: By: Chairperson, City of Federal Way Parks and Recreation Commission Date g:\parks comm mtg notes\bylaws\2012 bylaws.doc Parks and Recreation 3 November 2012 Commission By-Laws 1 it i 1 11111i. . .al ic r) 1 1%:.1%i i 1 IIIIII)p 1, .$ cr ..- 1,vs to 05 s 1 ctl t e is. %a 1 I -11 1 • t i it " lil 1'1 It Is tA!); I 1 li Vra to e t, et 1 % liVa t “:4' ti 1.1 'S • is a) ; •"' to 1, i '• —6 I ° tVetk VI i 1 lisl %II - • (4 F. 0 s c.1 .01 tt s 1 s lit t it i x 1; To .s tl % * 11 lit 157 S— r .s I • it it VA . . t VI to Ii t cc 7",et 7t," v cc e 4.10 s t. al. 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