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Parks Comm PKT 02-04-2016City of Federal Way PARKS, RECREATION AND CULTURAL SERVICES PARKS AND RECREATION COMMISSION February 4, 2016 City Hall 6:30 p.m. Hylebos Conference Room 11 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 - January 7, 2016; Regular Meeting Minutes. 4. COMMISSION BUSINESS Topic Title/ Description A. 2016 Work Plan - Review 1st Quarter Projects 6. STAFF REPORTS Topic Title/ Description A. Earth Day Update B. Town Square Park Update 7. OTHER BUSINESS Presenter Hoefel Presenter Gerwen Ikerd 8. FUTURE MEETINGS /AGENDA ITEMS: The next PRHSPS Committee meeting will be held on February 9, 2016 at 5:00pm. 9. AGENDA SETTING 10. ADJOURNMENT THE NEXT MEETING IS March 3, 2016 g :• parks comm mtg notes12016W2042016 agenda.doc CITY OF FEDERAL WAY PARKS, RECREATION AND CULTURAL SERVICES PARKS AND RECREATION COMMISSION Thursday, January 7, 2016 Hylebos Conference Room 6:30 p.m. City Hall MEETING MINUTES Chair Hoefel called the meeting to order at 6:31 pm. Present:, Chair Mike Hoefel, Lynda Jenkins, Anthony Murrieta, Dawn Coggins, Vice Chair David Berger, David Wilson, P.K. Thumbi and Laura Belvin Excused: George Pfeiffer Guest: Georgia Donse, Jack Walsh Staff: Parks Director John Hutton, Jason Gerwen, Parks & Facilities Manager, and Mary Jaenicke, Administrative Asst. II. PUBLIC FORUM Georgia Donse: Ms. Donse stated that she has a small dog that she takes to the French Lake Dog Park. She reported that she was hurt by a large dog that ran into her and knocked her down. She is requesting that the Parks Department expand the small dog park area. Mr. Gerwen responded that there was a public process to discuss the concerns about a small dog area. The outcome of the public process was to make the small dog area the size that it currently is. He recommended that Georgia contact Park Pals. Mr. Gerwen stated expanding the small dog area should go through another public process. Currently expanding the small area is not in the budget. He also suggested that Georgia take her small dog to Adelaide Park, which is slightly larger than the area at French Lake Park. Jack Walsh: Mr. Walsh reported on Parks Appreciation Day which is scheduled for April 23, 2016. He stated that there is a lot of potential to expand the event. He would like the Parks Commission to work with him on recruiting more groups. He stated that the recruiting should start right now. Mr. Gerwen stated that he would need a one week notice to prepare for large groups. Mr. Gerwen will coordinate and schedule a planning meeting. Vice -Chair Berger stated that it would be beneficial if Chair Hoefel and Mr. Hutton write and sign a letter that would be sent to recruit people for volunteering for Earth Day. APPROVAL OF MINUTES Commissioner Coggins moved to approve the December Parks and Recreation regular meeting minutes as written. Commissioner Murrietta seconded. Motion passed. The original minutes stated that Commissioner Belvin was unexcused, but she had notified the chair that she would not be at the December meeting. The minutes will reflect that Commissioner Belvin was excused from the December meeting. COMMISSION BUSINESS 2016 WORK PLAN Commissioner Belvin asked if the Park Plan was reviewed prior to developing the work plan. Vice Chair Berger answered that this question was raised at the December meeting, and it was stated then that all of the major projects are on the work plan. The Park Plan is updated every six years. We are not required to update the CIP every year. Items that are not completed in 2016 will be pushed out to 2017. The next biennium budget planning will start in g: \parks comm mtg notes \2016 \01072016 minutes.doc Parks and Recreation Commission January 7 2016 Page 2 late April or early May. Vice Chair Berger asked if the commission would be involved in the next CIP budget process. Mr. Hutton answered that there would be an opportunity for the commission to prioritize the projects that are out there. Mr. Ikerd stated that they will identify projects, but that doesn't mean that the projects will be funded. Commissioner Wilson moved to approve the 2016 Parks & Recreation Commission work plan and forward to the February Parks, Recreation, Human Services and Public Safety Committee meeting. Commissioner Belvin seconded. Motion passed. Mr. Gerwen stated that the crew is working at Adelaide Park to prepare the site for the playground installation. The playground will be installed in February. Mr. Ikerd added that the consultant is starting to focus on the Panther Lake project. STAFF REPORTS MAINTENANCE AND OPERATIONS OVERVIEW Mr. Hutton reported that currently there are 11 fulltime employees in the Parks Maintenance Division. We have a half -time facility vacancy and a fulltime lead vacancy. Mr. Hutton provided an overview of the park system and the amount of acreage, properties and facilities that the department maintains. During the recession, the Parks Department lost a supervisor, two fulltime maintenance workers, a Park Planner and an Administrative Assistant. The seasonal staffing budget was also cut. There was also a reduction of approximately $100,000 in contract funding. Vice Chair Berger asked if staff had a pre- recession and post- recession report on the service levels. Mr. Gerwen answered that he has a schedule, but does not have a report on the frequency. Mr. Gerwen stated that his long -term goal is to have a resource management plan for every park that details all of the maintenance hours needed for that that park. The service levels have been reduced at all of the parks. The frequency of service at the parks has been reduced from multiple visits a week to one day a week. The neighborhood parks have been hit the hardest. Mr. Gerwen stated that the Department relies heavily on the Ameri -Corps volunteer events and other volunteer groups. Mr. Gerwen reviewed the staff scheduling and how the staff addresses the maintenance needs of the parks. Commissioner Murrietta stated that some cities have gone to a more rustic look in their parks to deal with the budget cuts. Chair Hoefel stated that the objective is to get more money in the next budget cycle, and that in order to do this it takes analysis and convincing. He suggested forming a sub - committee to assist staff with putting together the information needed. Mr. Hutton stated that staff is aware of what is needed to get back to the pre- recession conditions. Commissioner Murrietta offered to take pictures of the parks today and compare them to pictures of the parks five years ago to show how the conditions of the parks have deteriorated. Vice Chair Berger and Commissioner Coggins volunteered to participate on the sub - committee. This item will be reviewed again in May REVIEW DONATION POLICY Mr. Ikerd reviewed the Parks Donation Policy and Procedures. The donations must be compatible with the specific park facilities. Examples of items donated are trees, park benches and litter receptacles. Donations over $10,000 must be approved by the City Council. Smaller items are approved by the Director of Parks. TOWN SQUARE PARK Mr. Ikerd reported that the Holiday tree has been installed at the park; the tree should grow to 40'. The grass is starting to grow. There will be 45 Ameri -Corps volunteers planting trees and working on the bench during the annual Martin Luther King event. They will be there on January 15 & 18. The bids for the buildings, spray park installation, pervious concrete and sight lighting were opened and three out of four of the bids came in under the engineers estimate. Once the bids are approved by Council, we will enter into contracts with the winning bidders. OTHER BUSINESS None g:\parks comm mtg notes \2016 \01072016 minutes.doc Parks and Recreation Commission January 7 2016 Paae 3 NEXT MEETING /AGENDA ITEMS The next meeting is scheduled for February 4, 2016. Items for the February 4, 2016 meeting are: Commission Business 2016 Work Plan — I" Quarter projects Staff Reports Earth Day Town Square Park ADJOURNMENT Motion by Murrietta, second by Berger to adjourn the meeting. Chair Hoefel adjourned the meeting at 8:04 pm. g:\parks comm mtg notes \2016 \01072016 minutes.doc