Parks Comm PKT 01-07-2016City of Federal Way
PARKS, RECREATION AND CULTURAL SERVICES
PARKS AND RECREATION COMMISSION
January 7, 2016 City Hall
6:30 p.m. Hylebos Conference Room
1 11
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 — December 3, 2015; Regular Meeting Minutes.
4. COMMISSION BUSINESS
Topic Title/ Description Presenter
A. 2016 Work Plan Hoefel
6. STAFF REPORTS
Topic Title/ Description Presenter
A. Maintenance and Operations Overview Hutton
B. Review Donation Policy Ikerd
C. Town Square Park Update Ikerd
7. OTHER BUSINESS
8. FUTURE MEETINGS /AGENDA ITEMS: The next PRHSPS Committee meeting will be held on January 12, 2016 at 5:00pm.
9. AGENDA SETTING
10. ADJOURNMENT
THE NEXT MEETING IS
February 4, 2016
g: (parks comm mtg notes 12016101072016 agenda. doc
CITY OF FEDERAL WAY
PARKS, RECREATION AND CULTURAL SERVICES
PARKS AND RECREATION COMMISSION
Thursday, December 3, 2015 Hylebos Conference Room
6:30 p.m. City Hall
MEETING MINUTES
Vice Chair Hoefel called the meeting to order at 6:32pm.
Present:, Vice Chair Mike Hoefel, Lynda Jenkins, Anthony Murrieta, Dawn Coggins, David Berger, David Wilson,
P.K. Thumbi and George Pfeiffer
Excused: Chair Mark Koppang
Unexcused: Laura Belvin
Guest: None
Staff: Parks Director John Hutton, Jason Gerwen, Parks & Facilities Manager, and Mary Jaenicke, Administrative
Asst. II.
None
PUBLIC FORUM
APPROVAL OF MINUTES
Commissioner Berger moved to approve the November Parks and Recreation regular meeting minutes as written.
Commissioner Pfeiffer seconded. Motion passed.
COMMISSION BUSINESS
ELECTION OF OFFICERS
Commissioner Berger nominated Vice Chair Hoefel for Chair, Commissioner Thumbi seconded, and there were no
other nominations. Vice Chair Hoefel stated that he will not reapply for the Parks Commission when his term
expires in one year. Vice Chair Hoefel was elected to Chair. Elections for Vice Chair were held. Chair Hoefel
stated that Commissioner Berger has served on the Parks Commission for many years, and that he is more than
capable of serving as the Vice Chair. Commissioner Pfeiffer nominated Commissioner Berger, Commissioner
Thumbi seconded. There were no other nominations. Commissioner Berger was elected to Vice Chair.
Commissioner Pfeiffer reported that he has served on the Tourism Enhancement Grants Sub - Committee (TEG) for
12 years, as a representative for the Parks Commission. This group meets two times per year, and he is looking for
another Commissioner to take his place. Commissioner Wilson will attend the next meeting with Commissioner
Pfeiffer.
2016 WORK PLAN
The Parks Commission reviewed the work plan.
Lakota Park: Waiting for the Federal Way School District funding decision will be added to the status.
Commissioner Pfeiffer added that there are two high school fields that need to be replaced, and that will happen
before there are any improvements made at Lakota.
Playground Equipment Replacement: Mr. Gerwen stated that the funding for 2016 will go to the playground
installation at Town Square Park. The matrix is current, and all of the playgrounds are in compliance. An updated
playground matrix will be distributed at the January Parks Commission meeting. Mr. Gerwen explained that a
playground with a fair rating does not mean that the playground is unsafe; it means it's an older play structure, and
g: \parks comm mtg notes \2015 \12032015 minutes.doc
Parks and Recreation Commission. December 3, 2015 Page 2
does not look as nice as a brand new playground. The matrix will be reviewed in the first quarter, and the
commission will tour the parks in the 3`d qtr.
Trails & Pedestrian access improvements and repair: Mr. Hutton stated that staff has identified this as a high
priority, and our Town Square Architect David Clark has an employee that will be able to assist staff with this
project. Mr. Gerwen added that the Department does not have enough staff to manage a project of this size. Task #3
will be changed to Trail Improvements and Repairs at priority locations. Task #2 will be moved to the Panther Lake
Master Plan Project.
2016 Volunteer Events: Recruiting volunteers for Town Square Park will be added for the I" and 2 ❑d Qtr.
Panther Lake Master Plan: Mr. Hutton reported that the contractor that is going to help with the trail
improvements is also interested in assisting with this project. The Summary/Objective has been changed to Work
with staff on the final I" phase construction plan, and review the construction timetable has been added as a task.
Red, White & Blues Festival: No changes.
Town Square Park: Recruit volunteers and solicit donations, review status of remaining projects at the park, and
help plan the grand opening were added as tasks. The objective will be changed to support the completion and
dedication of the park.
Discussion was held regarding the donation and memorial policy. Commissioner Murrieta would like to learn more
about the donation policy. The policy will be distributed and discussed at the January meeting. Mr. Gerwen stated
that donations do not need to be made to fund an entire item; an account is setup to accept any monetary donation.
Vice Chair Berger would like to review the Parks Master Plan prior to finalizing the work plan. Mr. Gerwen stated
that based off of the capital accounts, all of the major projects are on the work plan, and money is allocated for
those projects. Commissioner Pfeiffer stated that there has been a lot of focus on the downtown park area, but that
there are other areas in the city that need development and other parks that need improvements made. Mr. Gerwen
stated that he would appreciate it if the Parks Commission would advocate for more maintenance and operation
help. Mr. Hutton added that one of the main reasons that projects are not getting completed on the work plan is the
staffing level. Commissioner Murrieta stated that there has been an increase in the number of parks and facilities.
He asked what the maintenance needs are going to be for the Town Square Park and the PAEC? Mr. Hutton stated
that he has made it clear that we need more staff. Vice Chair Berger stated that the commission needs factual
information to convey the message that the parks department needs more staff. He would like the commission to be
educated on this. Deferred maintenance and new facilities will be added to the agenda, and to the work plan.
STAFF REPORTS
TOWN SQUARE PARK UPDATE
Mr. Hutton reported that Henderson Partners are finishing up their contract, and we are going out to bid next week
on the remaining elements. All of the remaining elements will be sent out to bid with the exception of the purchase
and installation of the pavers. We hope to award the bids in January. The living holiday tree will be arriving on
December 22. The tree is a 22ft Nordman Fir.
OTHER BUSINESS
Mr. Hutton reminded the commission that the tree lighting festival is scheduled for Friday, December 4 at Wild
Waves.
Commissioner Thumbi stated that the commission has been discussing Lakota for a long time with the School
District. Chair Hoefel stated that Mr. Hutton gave an update at the November meeting. Commissioner Thumbi
would like the Mayor to talk with the School District again to show how serious this is. Mr. Hutton added that the
city has been responsive to the Lakota residents, and that they need to go to a School Board meeting and voice their
disappointment about the condition of Lakota. The commission would like to get an answer from the school district.
g: \parks comm mtg notes \2015 \12032015 minutes.doc
Parks and Recreation Commission December 3 2015 Nee 3
NEXT MEETING /AGENDA ITEMS
The next meeting is scheduled for January 7, 2016.
Items for the January 7, 2016 meeting are:
Commission Business
2016 Work Plan
Donation Policy
Staff Reports
Town Square Park Update
Maintenance and Operations Overview
ADJOURNMENT
Motion by Wilson, second by Murrieta to adjourn the meeting.
Chair Hoefel adjourned the meeting at 7:52 pm.
g:\parks comm mtg notes \2015 \12032015 minutes.doc
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Town Square Park - Volunteer Task
Task
Action
Resources
Approx. dates
Fixture re- installation
Re- install fixtures including; benches, tables, garbage /recycle containers, kiosk,
rules signs, BBQ's, bike racks
40+
Apr - May
Landscape plantings
Landscape - Install trees, plant material and mulch
Ameri -Corps
Nov 20 Jan
15 & 18
Sitting wall and border
Install sitting wall and playground border
6 to 10
Multiple dates
ASAP
Playground drainage
Install drainage in playground area
6 to 10
Feb - Apr
Pavers in plaza
If funding allows consider placement of pavers for the special event plaza where
future band shell will be?
Unknown may
contract
Sitting border @holiday tree
Install border sitting around tree
4 to 6
Dec
Kiosk and signs
Decide on location and install
6 to 10
Apr - May
Umbrellas
Decide on location and install base and post.
2 to 4
Apr - May
Backfill pathway
Backfill edges and re -seed
40+
Feb - Apr
Patch Lawn areas
Fill winter ruts, bare spots and seed
40+
Mar - Apr
Bark Landscape beds
Place bark in landscape beds
10+
Jan - Feb
Playground safety surfacing
Assist with play chips if we end up using chips
40+
Apr - May
Northwest repairs
Repair NW irrigation and landscape area outside formal project.
varies 2 to 20
Multiple dates
ASAP
Paint or line the BB court(s)
paint or line the small court and touch up large
4 to 6
Apr - May
Green roof planting
assist with the installation of soil and plants on 2 roofs
10 to 20
April - May
Interpretive signs
install signs for trees and other locations
10 to 20
April - May
Raise electric pull boxes
If code requires need to find, expose and add a riser
5 to 10
Jan - Feb
Grand Opening prep
Misc task if needed
5 to 10
June