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Parks Comm MINS 11-06-2014g:\parks comm mtg notes\2014\agendas and minutes\110614 minutes.doc CITY OF FEDERAL WAY PARKS, RECREATION AND CULTURAL SERVICES PARKS AND RECREATION COMMISSION Thursday, November 6, 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, George Pfeiffer Excused: P.K. Thumbi Guests: Deputy Mayor Burbidge 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 October 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 2015 WORK PLAN DEVELOPMENT The Parks Commission reviewed the 2014 Work Plan, to develop the 2015 Work Plan. Commissioner Berger would like to move Lakota Park to the top of the work plan to reflect a higher priority. Annual Playground Equipment Replacement: A motion was made at the October meeting to make replacement of the playground at Adelaide Park the top playground priority. Commissioner Pfeiffer also mentioned his interest in having playground equipment installed at Lakota Park to add a user group to that facility. After discussion, it was decided that there needs to be a meeting with the users of Lakota to make sure there is support for playground equipment. The users may feel that there are other higher priorities for that facility. Chair Koppang stated there needs to be a partner for the major Lakota project (track and field). There are funds available to do some improvements to that park, and feels it is important to meet with residents in the Lakota area to understand what improvements they would like. Chair Koppang asked the commission if it would be better to keep a potential playground under the umbrella of Lakota Park as a whole, or separate it and have the focus of improvements at Lakota Park remain centered on the track and field. Commissioner Pfeiffer would like to have it separated out. Vice Chair Hoeffel reminded us that the Lakota student group was specific about the improvements that they wanted and he thought the commission should concentrate on the Adelaide Park before a playground at Lakota. Mr. Ikerd will contact the playground companies, and the goal will be to hold a neighborhood meeting during the first quarter. The Lakota playground will be added to the playground matrix and work plan as another alternative improvement to Lakota park. Parks and Recreation Commission, November 6, 2014 Page 2 g:\parks comm mtg notes\2014\agendas and minutes\110614 minutes.doc Trail & Pedestrian Access Improvements: Chair Koppang stated this is a priority and the commission will rely on the Parks Department to prioritize the work. Mr. Ikerd stated that the goal is to go out to bid on the project in January. It is a very challenging bid to put together. Each specific spot needs to be looked at and evaluated. Commissioner Berger agreed that Major Maintenance is not something that the commission should focus on but rather improvements, replacements, and policy issues. However there are several parks that have significant issue from a safety standpoint and he feels that the commission should at least track the progress. He proposed renaming the project “Trail & Pedestrian access improvements and major maintenance projects”. The parks that need the maintenance would be added to commission tasks, and the Parks Department will report what the progress is and ask for input. Mr. Ikerd stated that if the weather is dry, he and Jason Gerwen are going to go out in the field and that he could send the matrix chart of what their findings are for potential review as early as the December, in time for the next meeting. Commissioner Pfeiffer said that the Parks Commission should let the Parks Department do their maintenance and the commission’s responsibility should be to visually go out and look at the trails in each of the parks, and come back with an assessment. The addition of an improved walking trail at Lakota Park was also discussed, which would be in addition to the track and field and potential playground. 2015 Volunteer events: This project will remain the same. Panther Lake Master Plan: Mr. Ikerd stated that the Huitt-Zollars contract is being amended. The commission’s task is being changed to build out to Phase I as revise d to fit within the dollar amount. Mr. Ikerd stated that they are doing away with some items in the master plan that will help reduce the cost of the project. The funding from the King County Tax Levy has to be used on a regional trail system. It is uncl ear if we need to give the money back if it is not used in a certain amount of time. Steve will get some clarification. Red, White & Blues Festival: This project will stay the same. Lakota Park: The priorities are the track and field, trails and a playground. Finding extra funding sources will be removed, and holding a community meeting will be added. Town Square Park: The Summary/Objectives will be revised to “Review and give input into any future recommendations of park improvements”, and commission tasks will be revised to “Review and make any recommendations on further improvements”. Mr. Ikerd stated that there is CIP money for Laurelwood Park, and that the improvements to the park have been put on hold due to staff workloads. There is $162,00 0 in the account. After discussion, it was decided that the there are enough projects for the commission and the Parks Department, and at this time, this is not a high priority and will not be added to the work plan. The commission will look at the park in the late spring. STAFF REPORTS ADELAIDE PARK UPDATE The existing park was reviewed. Currently the swings are out of order, and the structure needs to be removed. Discussion revolved around relocating the swings to another area of the park, and inst alling a larger playground. Commissioner Berger would like to have a play structure and a swing set. They would also like two 2 bay swing sets, on for tots and one for youth. Potential locations for the swing set were discussed. Mr. Ikerd will contact the playground companies and have them provide us with examples of play structures. It will need to be a custom design because of the footprint that is there. Parks and Recreation Commission, November 6, 2014 Page 3 g:\parks comm mtg notes\2014\agendas and minutes\110614 minutes.doc LAKOTA PARK UPDATE Chair Koppang reported that the School District needs to get involved. St aff has met with the School District representatives, and this does not seem to be a high priority for the m. Commissioner Berger thinks it would be helpful to have the facts and figures of the city’s use and the school districts use of the field, and provide that information to the school. Mr. Hutton has spoken with Clay Williams, and he is aware that the school district is the major user of the park. Commissioner Berger stated that if the figures were in writing, he would be willing to go to a PTA meeting and educate them on who the users are. Mr. Hutton will put together a fact sheet on the usage of Lakota Park. Commissioner Pfeiffer stated that the school district has said that they use the park 4 hours and 15 minutes a day. Vice Chair Hoeffel would like there to be a quarterly meeting with the school district staff and city staff. Chair Koppang said that the city is currently working on an Interlocal Agreement with the school district. TOWN SQUARE PARK UPDATE City staff is working with Nakano Associates to further develop an organized plan for potential additions to the park. There is going to be a Town Hall style open design charrette at the Federal Way Community Center from 9:30am – 12pm on November 22. This will be the kick-off for the public process. Mr. Hutton stated that there was very good feedback on the Survey Monkey. There were over 460 responses, and the majority of them were very well thought out ideas and comments. A public meeting was also held prior to a City Council meeting. The student murals have been installed. Approximately 75-100 people attended the unveiling. The murals are going to be repositioned to coordinate the colors of the schools. The mural artist s design was to have the murals separated by four inches. By doing this, the geometric designs will line up better. The mural artist is currently working with the student artists to develop a way to tie them together; it is hard to see from far away. The colors that are imbedded into the art right now will be applied to the w alls. This will give it a framing effect. Commissioner Belvin stated that she sees the downtown park as a Cultural Center and a place to do events. She does not think that the questions in the survey reflected that vision. She has noticed how parks in other cities are being used for events, and is concerned that the questionnaire did not address a purpose and large events. Mr. Hutton asked her to take the survey again, and add her comments and concerns, in the comment box. He also asked that she attend the design charrette meeting and bring her ideas to the architects. It is the city’s goal to have the park be a location for large events and cultural events. He reviewed all of the events that have taken place there since the park opened. Mr. Hutton has received very positive feedback from the community. FUNLAND SWINGS INSTALLED The new swing sets have been installed, and they are currently working on drainage. It is a 2 bay swing set, one set is for tots and the other set is for youth. The area is s till fenced off. There are still some punch list items that need to be completed, they are mostly cosmetic items, and will be done in the spring. OTHER BUSINESS Mr. Hutton invited the Commission to come out to the Raise the Flag event on November 11. The program will start at 11:00am. NEXT MEETING/AGENDA ITEMS The election of the Chair and Vice -Chair will occur at the December meeting. Chair Koppang is open for suggestions on the election process. It is important that the Commission works together, and the meetings are effective. Parks and Recreation Commission, November 6, 2014 Page 4 g:\parks comm mtg notes\2014\agendas and minutes\110614 minutes.doc Items for the December 4, 2014 meeting are: Commission Business Rough Draft of the 2015 Work Plan Election of Officers Staff Reports Panther Lake Update Trail Report ADJOURNMENT Motion by Jenkins, Second by Berger to adjourn the meeting. Chair Koppang adjourned the meeting at 8:32 pm.