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Parks Comm MINS 10-02-2014g:\parks comm mtg notes\2014\agendas and minutes\100214 minutes.doc CITY OF FEDERAL WAY PARKS, RECREATION AND CULTURAL SERVICES PARKS AND RECREATION COMMISSION Thursday, October 2, 2014 Hylebos Conference Room 6:30 p.m. City Hall MEETING MINUTES Chair Koppang called the meeting to order at 6:30pm. Present: Chair Koppang, Vice Chair Mike Hoefel, David Wilson, P.K. Thumbi, David Berger, Laura Belvin and Lynda Jenkins Excused: George Pfeiffer Staff: Parks Director John Hutton, Deputy Parks Director Steve Ikerd, and Parks Administrative Assistant II Mary Jaenicke. PUBLIC FORUM None APPROVAL OF MINUTES Minutes from the September Parks and Recreation Commission regular meeting were approved as written. Motion by Hoefel to approve the minutes as written, seconded by Belvin. Motion passes. COMMISSION BUSINESS Commissioner Berger moved to amend the agenda and ad d Appointing a Parks Commissioner to the Tourism Enhancement Grant Committee on a temporary basis as item C. Belvin seconded. Motion passed. COMMISSION BUSINESS ADELAIDE PARK Mr. Ikerd reported that the condition report for the playground at Adelaide Park is listed as fair. The swing set is off-line; the wood is rotten. The Commission discussed which playground should be replaced. Discussion revolved around Adelaide, Mirror Lake and Alderbrook Parks. The options are to replace the whole playground at Adelaide now, or replace just the swing set at this time. Commissioner Berger asked when the playground could be completed. Ikerd answered that it could be done in 2015. After discussion, Commissioner Berger moved that Adelaide Park be the highest priorit y for playground renovation in the 2015/16 Capital Budget. Wilson seconded. Motion passed. BUDGET (WORK PLAN PRIORITIES) Chair Koppang reviewed the work plan. Mr. Hutton stated that the Lakota group will be meeting with city staff on Monday. The city is identifying how much money they can allocate to that project. The city is hoping that the Federal Way School District will contribute funding to the project. They would like them to match dollar to dollar. The budget was discussed and it was confirmed by staff that we will not know how much money is be available for parks until the current budget has been finalized. Three items have been identified in the 2014 work plan that will carry over into 2015. Those are Adelaide, Lakota and Panther Lake. Chair Parks and Recreation Commission, October 2, 2014 Page 2 g:\parks comm mtg notes\2014\agendas and minutes\100214 minutes.doc Koppang asked the Commission if there were any other priorities that they would like to discuss for 2015 Work Plan. Commissioner Jenkins talked about the roots coming up through the sidewalk. Mr. Ikerd stated that there is money in the trail repair program. That money comes from the Major Maintenance Budget. Vice- Chair Hoeffel would like there to be maintenance done on the Tennis Courts. Mr. Ikerd stated that they are hoping to split the costs with the Federal Way School District, and they can resurface the courts at Sacajawea and Saghalie next summer. Vice-Chair Hoefel would like the city to meet with the Federal Way School District on a quarterly basis. Mr. Hutton stated that the Legal Department is working on drafting a Joint Use Agreement. The priorities are: Celebration Park, Saghalie, Panther Lake, Mirror Lake will be moved into 2016 and Adelaide moved into 2015, and the Trail Repair Program. The Parks Commission is in agreement with the changes in the work plan priorities. TOURISM ENHANCEMENT GRANT (TEG) Chair Koppang reported that George Pfeiffer is on the Tourism Enhancement Grant Subcommittee. He is unable to attend the meeting on Monday, October 6th and they would like a Parks Commissioner to attend as an alternate. Commissioner Belvin volu nteered to attend that meeting. Due to work commitments, the current Parks Commissioners are unable to commit to being the permanent alternate. The meetings are held the first Monday of the month at 3:00pm when necessary. STAFF REPORTS TOWN SQUARE PARK Mr. Hutton stated that all organized programming is complete for the fall. The mural should be done on October 4. Parks Maintenance staff will pick up the murals on October 6; they will be clear coated, and will stay in the maintenance shop until they are ready to be installed. The ceremony will take place sometime during the week of October 20. City Council has put a hold on adding more amenities to the park. Nakano Associates has been retained to provide drawings and designs for Phase 2 of t he park. The Tree Lighting Festival is scheduled to occur on December 6. Mr. Ikerd has been doing extensive work to locate a tree , and has located at 28ft tree. LAKOTA PARK UPDATE Chair Koppang has been exchanging emails with Mike Johnson and Clay Williams. A meeting is scheduled for Monday, October 6 at 4:30pm. The hope is to get some participation from the School District. KARL GROSCH FIELD UPDATE Mr. Hutton was notified that the project did not receive funding by the RCO Grant. Mr. Hutton and Mr. Ikerd received positive feedback after their presentation. Many of the projects that were requesting funding were a lot more interesting. The field is in bad condition and needs to be replaced. We do have some funding, but not all of it. We can apply for another grant in 2016. Staff may also be able to apply for funding from King County. Karl Grosch Field will be added to the 6 year Capital Improvement Plan. PANTHER LAKE UPDATE City staff met with the consultants that did the original Master Plan to discuss the shortfall in the budget to complete the project. They discussed ideas on how to save money, and get as much of the development done as possible. They have asked Huitt Zollars to look at the plan again. Ideas discussed were re -negotiating the mitigation, reducing the size of the parking lot, and re -using the soil if it’s useable instead of purchasing new soil. The project could be done in phases. Chair Koppang asked if it was possible to do the parking lot in phase II. Mr. Hutton and Mr. Ikerd answered that it is not critical to the project, and a parking lot is not a requirement to receive the funding. Mr. Ikerd stated that the goal is to get this project to the Parks Commission and PRHSPS Committee in January/February and go out to bid l ate February. Chair Koppang asked if reducing the parking lot would reduce the mitigation. Mr. Ikerd answered that the consultants are researching how much mitigation costs would be reduced by reducing the parking lot , he will have an answer Parks and Recreation Commission, October 2, 2014 Page 3 g:\parks comm mtg notes\2014\agendas and minutes\100214 minutes.doc at the November meeting. The commission continued to discuss the project. Mr. Ikerd will provide more information at the next Commission meeting. Commissioner Berger requested that Mr. Ikerd check into surplus mitigation funds left over from the Funland project. FAMILY FUNLAND UPDATE Mr. Ikerd stated the new swings will be installed during the month of October. 3 bays will be installed. There are still some small miscellaneous items that need to be completed on the Funland renovation project. They are still hearing very positive feedback regarding the renovation. OTHER BUSINESS Mr. Ikerd reported that there was a neighborhood meeting at Mirror Lake. Out of that meeting came a suggestion to improve the sightlines, and cut down some of the brush at Mirror Lake Park. AmeriCorps will be doing some of the requested work. Commissioner Berger asked how the work at the Blueberry Farm went. Mr. Ikerd answered that unfortunately the work was scheduled on a day where the weather was terrible. Mr. Ikerd will follow -up to see if the work has been rescheduled. Nakano Associates will be at City Hall on October 21 to answer questions, get suggestions and ideas from the community on what they would like at Town Square Park . They will be making a presentation to the Full Council with preliminary designs. NEXT MEETING/AGENDA ITEMS Items for the November 6, 2014 meeting are: Commission Business Staff Reports Lakota Park Update Panther Lake Update Town Square Park Update ADJOURNMENT Motion by Hoefel, Second by Berger to adjourn the meeting. Chair Koppang adjourned the meeting at 8:32 pm.