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Parks Comm Mins 01-08-2015g:\parks comm mtg notes\2015\01-08-2015 minutes.doc CITY OF FEDERAL WAY PARKS, RECREATION AND CULTURAL SERVICES PARKS AND RECREATION COMMISSION Thursday, January 8, 2015 Hylebos Conference Room 6:30 p.m. City Hall MEETING MINUTES Chair Koppang called the meeting to order at 6:30pm. Present: Chair Mark Koppang, Vice Chair Mike Hoefel, David Berger, Laura Belvin and Lynda Jenkins, George Pfeiffer, Dawn Coggins, Anthony Murrieta, David Wilson Excused: P.K. Thumbi Guests: Edd Burkhardt – Park Pals, Diana Noble-Gulliford – Historical Society Staff: Parks Director John Hutton, Deputy Parks Director Steve Ikerd, and Parks Administrative Assistant II Mary Jaenicke. PUBLIC FORUM Mr. Burkhardt stated that he was at the meeting on behalf of Park Pals. Mr. Burkhardt reviewed the 2015 Parks Commission Work Plan and saw that French Lake Park was not on the Work Plan. He wanted to know if there were any plans for work at the park. He is concerned about the drainage issues at the front entrance. The drain gets plugged during the wet season, and he would like a plan in place to address the issue. Mr. Ikerd responded that there is a plan in place and that the Parks Department will be redoing the drain and connect ing it to a small pipe in the small dog area. They will also pour crushed rock over the entire entry area. They cannot do this until the soil dries out. Chair Koppang stated that the Parks Commission is aware of French Lake Park, and the reason it’s not on the work plan because it’s not a major project. The work that needs to occur at French Lake Park is maintenance and the Parks Department is very involv ed in doing what they can with the constraints of the weather. Mr. Burkhardt asked for a timetable, Ikerd responded that there is combination of new projects that have come up, and that their attention is focused on getting West Hylebos Wetland Park reopened. Work at French Lake Park will continue when the soil dries. APPROVAL OF MINUTES Minutes from the December Parks and Recreation Commission regular meeting were approved as written. Motion by Hoeffel to approve the minutes as written, seconded by Belvin. Motion passes. COMMISSION BUSINESS None STAFF REPORTS PANTHER LAKE UPDATE Ikerd distributed a report that he received from Huitt-Zollars. They found $375,000 in options that could be eliminated from the project. The design adjustments are 1) Modify the berm trail section. 2) Remove gravel borrow from trail section. 3) Minimize pit run import materials for trail embankment fill. 4) Revise mitigation soil amendment quantities. There is currently 1 million in funds; there also needs to be a 10% contingency. Ikerd stated that it would be a challenge to manage the project, and staff may hire Huitt -Zollars to manage the Parks and Recreation Commission, January 8, 2015 Page 2 g:\parks comm mtg notes\2015\01-08-2015 minutes.doc construction portion of the project. This could put the project back to over $1 million; they won’t know until they receive the bids. The cost estimate of $915,000 is a high estimate. Ikerd would like to bid the project with 40 stalls, and have the option to deduct out the number of stalls if the bids come in high. Commissioner Berger asked if Surface Water Management funds could also be used. Ikerd answered that he would re-ask the question. Ikerd reviewed the Panther Lake Design project. Vice -Chair Hoeffel asked if they have considered something else besides asphalt. He is concerned about some of the trees along the trails, and their roots uplifting the asphalt. Ikerd stated that they have spoken with the consultants and are considering including root barriers in the wooded area as a line item option in the bid. Commissioner Murrietta asked if staff had considered having an 8ft path instead of a 10ft path to save costs. Ikerd responded that they selected 10ft as a standard because that is the minimum you would want to have to accommodate both pedestrians and bicyclists. The commission would like staff to ask the consultant about a de duct in the asphalt, and using gravel instead. Chair Koppang opened discussion on moving this project forward onto Committee for their review and then Council. Commissioner Pfeiffer motioned to move forward the Panther Lake Trail Project to Committee for discussion on the 80% design recommendations. Hoeffel seconded. Motion passed. TRAIL REPORT Mr. Ikerd reported that the next goal is to count how many linear square ft. there is for asphalt patching. The higher use parks will be completed first. West Campus will be the highest priority. The work will be contracted out. Commissioner Murrietta asked if a cost analysis had been done on doing the work in -house vs. going out to bid. Ikerd answered that this has not been done because they do not have a cost estimate from a contractor. Commissioner Berger stated that it would be too big of a project to do in -house; it would take staff away from performing maintenance tasks on our parks and facilities. Ikerd added that we try to do some projects in-house, but with the West Hylebos project and needing to prepare for the upcoming ball season it would make it hard to do in 2015. Vice-Chair Hoeffel asked if there was a Trail Maintenance and Management system in place. Ikerd answered that they do not. Commissio ner Berger stated that he has had some citizens raise concern regarding the safety on some of the trails. Vice-Chair Hoeffel would like the staff to bring the analysis back to the commission and they can review which areas should b e asphalt and which areas should be gravel. The priorities for asphalt patching are West Campus, Sacajawea and Alderbrook. WEST HYLEBOS WETLANDS PARK – STORM DAMAGE UPDATE Mr. Ikerd reported on the damage of the West Hylebos Park. There are three major areas that were damaged . Approximately 90-100ft of the Boardwalk is uplifted. A 12ft section is still up in the air. Some of the sections are recoverable. Mr. Ikerd will be talking with the Army Corps of Engineers and the Department of Ecology regarding re-routing a section of the boardwalk. The caretakers, staff and AmeriCorps volunteers have cleaned the debris off of the boardwalk. A volunteer event is planned for January 16 and 19. AmeriCorps, volunteers and Park Maintenance staff will be rebuilding some of the sections. They will also be using this opportunity to do some other repair and maintenance projects at this site. The project will be re-evaluated after the event. The company that installed the boardwalk is no longer in business. Ms. Diana Noble - Gulliford offered to contact the local LDS Churches for volunteers. Mr. Ikerd is anticipating that he will most likely need their help in the future. COPPER WIRE UPDATE Mr. Hutton reported that we are experiencing problems with copper wire theft at our parks again. Park Maintenance staff have been doing a lot of work on trying to protect the lights. Mr. Ikerd and Mr. Gerwen have developed a protection scheme using angle iron, concrete and welded lids over large boxes. We also have an electrician that is trying to develop a protection system. This system would connect directly to the Police Department, and alert them when the wire is being cut. OTHER BUSINESS Commissioner Belvin stated that she tried to attend the Christmas Tree Lighting event at Town Square Park , Parks and Recreation Commission, January 8, 2015 Page 3 g:\parks comm mtg notes\2015\01-08-2015 minutes.doc but was unable to find a parking spot. She said that if this is going to be an event park, there needs to be enough parking stalls. Mr. Hutton suggested parking at the Transit Center. Vice-Chair Hoeffel stated that he parked at the Transit Center and that it is a great place to park, but there is not a crosswalk. Mr. Hutton responded that they are putting a crosswalk in. Over 500 people attended the event, which is well over the attendance last year. Ms. Belvin is concerned that if the parking is removed at Town Square Park there is going to be problems. Mr. Hutton stated that the Parks Commission made a strong suggestion to use as much of the park as possible, and to reduce the parking. Nakano Associates will be providing three plans. Each plan will have a different amount of parking stalls. There is ample parking in the surrounding area. Nakano Associates will be presenting the three plans at the City Council Retreat on January 31. The Parks Commission was invited to attend. Commissioner Murrietta stated that at the Council meeting there was discussion on less parking, and the ultimate goal is to have residents in the surrounding area use the park; that is the concept of a downtown park. Mr. Hutton stated that with the addition of more grass and trees, it will feel much more like a park. NEXT MEETING/AGENDA ITEMS The next meeting is scheduled for February 5, 2015. Items for the February 5, 2015 meeting are: Commission Business Town Square Park Staff Reports West Hylebos Wetlands Park Storm Damage Update Adelaide Park Play Structure ADJOURNMENT Motion by Berger, second by Wilson to adjourn the meeting. Chair Koppang adjourned the meeting at 8:03 pm.