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Parks Comm Mins 02-0502015g:\parks comm mtg notes\2015\02052015 minutes.doc CITY OF FEDERAL WAY PARKS, RECREATION AND CULTURAL SERVICES PARKS AND RECREATION COMMISSION Thursday, February 5, 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, Lynda Jenkins, George Pfeiffer, Anthony Murrieta, David Wilson, and P.K. Thumbi Excused: David Berger, Laura Belvin, and Dawn Coggins Guests: Council member Martin Moore 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 January Parks and Recreation Commission regular meeting were approved as written. Motion by Hoeffel to approve the minutes as written, seconded by Wilson. Motion passes. COMMISSION BUSINESS TOWN SQUARE UPDATE Chair Koppang reported that the City Council retreat was eventful and informative. Nakano Associates provided three design options for Town Square Park. Nakano Associates was given a budget of $1.5 million, and they came in at between $3.1 and $3.3 million. This was quite a surprise; staff had been asking for the costs of the design options prior to the retreat, but Nakano Associates were not willing to provide the numbers. Nakano Associates has been released from their contract with the city. The Mayor has met with Chair Koppang and city staff to emphasize how important it is to keep this project moving forward. Mr. Ikerd, Mr. Hutton and the Park Maintenance staff will be taking over the project. The goal is to have the park opened in late June of 2016. Mr. Hutton stated that there have been three public meetings and they have collected good information on what elements the public would like to see in the park. We will stay within the $1.5 million budget and will get as much park as we can possibly get within the budget. Mr. Ikerd is currently working on the drawings of the park, and we have an architect that is able to produce 3 display options based on our design input. Staff will identify spaces and locations for a phase two of the park. Commissioner Wilson asked if all four acres would be dedicated for a park. Hutton responded that yes all four acres will be used for a park; purchasing the Target sight eliminated the need to build on the Town Square site. There may be some small spaces made available for small coffee or yogurt shops; something that would draw people to the park. Staff is hoping to break ground in August 2015. A Master Plan of the park will be brought back to the Parks Commission. Parks and Recreation Commission, February 5, 2015 Page 2 g:\parks comm mtg notes\2015\02052015 minutes.doc PARK APPRECIATION DAY (EARTH DAY) Chair Koppang stated that Parks Appreciation Day is scheduled for April 25, 2015 from 9:00am – 12:00pm. He would like commissioners to reach out to the community and inform them of the event. The locations are Adelaide Park, West Hylebos Wetlands Park, Lakota Park and Celebration Park. There is substantial work that needs to be done at each site. Commissioner Pfeiffer stated that the President of the Football Club has indicated that he wants to commit teams and resources to the three soccer field parks. They would like to do cleanup and weeding at those facilities. Jason Gerwen is the point of contact; they would like a representative of each group to meet with Jason ahead of time. Commissioner Hoefel would like thank you letters sent out to the service groups that participate in the event. We need to get the contact information for each group. Commissioner Hoefel stated that in the past the city provided a boxed lunch to the participants; he would like to do that again this year. Commissioner Jenkins asked who was paying for the lunch. Chair Koppang answered that it was a city expense. Vice Chair Hoefel stated that we are trying to build up this event, and it helps when you have a nice organized event and provide food and thank you notes. Parks staff will look into the budget, and what the cost was last year. Commissioner Murrietta asked how many people are expected to show up. Mr. Ikerd stated that approximately 500 boxed lunches were provided last year. Commissioner Hoefel motioned that we request a lunch for the participants at Earth Day to include hotdog, cookie, chips and a drink. This is contingent that the funds are available. Commissioner Thumbi seconded. Commissioner Pfeiffer asked what the Parks Commission budget is used for. Chair Koppang answered that it has been used to buy the trail mix for the Red, White & Blues Festival. Motioned passed 6-1 with Commissioner Jenkins dissenting. STAFF REPORTS WEST HYLEBOS WETLANDS PARK – STORM DAMAGE UPDATE Ikerd reported that AmeriCorps made good progress at the site. Approval was needed from three agencies to proceed with the boardwalk repairs. Mr. Ikerd was happy to report that he has received the approval to proceed with the repairs with no permits required. He ha s also received approval to re-route a section of the boardwalk. AmeriCorps will return on February 20 to continue working on the project. There will also be a work party there on April 25 - Parks Appreciation Day. The goal is to re-open the park in May. Staff has repaired the driveway parking lot. We are still waiting to get crushed rock for the trail. Plastic pipe has been installed and this will make pressure washing the boardwalk much easier. Commissioner Jenkins relayed concerns about the Denny Cabin site that were brought up at the Federal Way Historical Society Board Meeting. ADELAIDE PARK PLAY STRUCTURE Mr. Ikerd met with a few playground vendors regarding the playground at Adelaide Park. The idea is to keep the footprint the same, and remove the swing to a different location, and use the site as much as possible for a new play structure. Mr. Ikerd presented some of the ideas from the vendors. Two of the playgrounds were traditional and one was a different concept. Mr. Ikerd said that it costs approximately $80,000-$100,000 for a new park play structure. A community meeting will be held at Adelaide Elementary School to ask the community what features they would like to see at the Park. Commissioner Murrietta would like to know if the play structures are American made. Staff will come back to the March commission meeting with budget information, and if the playgrounds are American made. Mr. Ikerd stated that decisions need to be made on how to prepare for a public meeting. What do they want to pres ent to them. Discussion was held regarding the most popular play elements. Parks and Recreation Commission, February 5, 2015 Page 3 g:\parks comm mtg notes\2015\02052015 minutes.doc OTHER BUSINESS PANTHER LAKE TRAIL Chair Koppang asked for an update on Panther Lake. Mr. Ikerd stated that Panther Lake is going to Council Committee on February 10, 2015, and then to full Council on February 17, 2015. There has been a slight change; staff is unsure how the bids are going to come in, so they are going to bid the project with two add - ons. If they come in as we are expecting we could get half of a parking lot a nd 20% of the trail paved. If the bids come in more favorable, then we could get the whole trail paved and a full parking lot. The base bid will be half of a parking lot and 20% of the trail paved. The add -on would be the other 80% of the trail and the other half of the parking lot. We will be asking Council to approve the Master Plan and ask for permission to bid. Commissioner Pfeiffer stated that a trail doesn’t necessarily need parking. He would like to phase the parking lot second and the trail first. We can function without a parking lot. Ikerd responded that the idea of the Master Plan was that this was going to be a park with a trail. There are sights designated for a playground, restrooms and a picnic area. Commissioner Murietta asked what the savings would be to reduce the width of the paved path, Ikerd answered maybe $70,000; it’s hard to say since we don’t how the bids are going to come in. Chair Koppang added that the goal is to keep the project moving forward. Discussion continued regarding the parking lot and the trail. Mr. Ikerd stated that the Engineer’s estimate is that we can get the full trail with half the parking lot, but we will bid it with the base bid of half the parking lot with 20% of the trail paved. The add-on in the bid will be the other 80% of the trail and the other half of the parking lot. Chair Koppang stated that the Commission’s recommendation was for the full trail to be paved and to do the full parking lot. If the bids don’t come in favorable, the Commission can make further recommendations. Commissioner Jenkins brought up concerns about some unhealthy plants that she has seen at some of the parks, and also a fence that is leaning. Mr. Ikerd asked her to alert the Parks staff so that we can put in a work order. Staff does not always see everything. Vice-Chair Hoefel asked what the status of the trails is. Mr. Ikerd answered that the re has not been any movement on this due to the damage done to the Hylebos Boardwalk and Nakano Associates. Commissioner Murrietta asked if this was something we could do in-house. Mr. Hutton answered that we have the capabilities, but we do not have the manpower. Anytime maintenance staff is assigned to a special project, it puts us further behind on the daily routine tasks. Staff now has to get ready for the new season. The ball fields open next month. Mr. Hutton and Mr. Ikerd have been discussing the project and how they may proceed. NEXT MEETING/AGENDA ITEMS The next meeting is scheduled for March 5, 2015. Items for the March 5, 2015 meeting are: Commission Business Parks Appreciation Day Town Square Park Adelaide Park Play Structure Staff Reports West Hylebos Wetlands Park Storm Damage Update Parks and Recreation Commission, February 5, 2015 Page 4 g:\parks comm mtg notes\2015\02052015 minutes.doc OTHER BUSINESS CONTINUED Vice-Chair Hoefel asked for an update on Lakota Park. Hutton answered that there has not been any new information. The School District is waiting on the Legislature, and on the construction of the high school. The city’s stance is that we are waiting on the school district, and are not providing any more funding. Commissioner Pfeiffer asked for a status update on Karl Grosch field. The condition of the field is deteriorating and is getting to the point where it will be unusable. Mr. Hutton has taken the Finance Director to the field, and they are working on identifying funding. We don’t have the funding at this time. Commissioner Pfeiffer asked them to look at the King County Grant. Commissioner Pfeiffer spoke about the copper wire theft at Saghalie. He stated that the electrician gave the repairs a low priority. Mr. Ikerd stated that as soon as staff was aware of the theft, they called the contractor. The field was down for nine days. ADJOURNMENT Motion by Jenkins, second by Murrietta to adjourn the meeting. Chair Koppang adjourned the meeting at 8:08 pm.