Parks Comm PKT 12-01-2016City of Federal Way
PARKS, RECREATION AND CULTURAL SERVICES
PARKS AND RECREATION COMMISSION
December 1, 2016
6:30 p.m.
MEETING AGENDA
1. CALL TO ORDER
City Hall
West Hylebos Conference Room
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 — November 3, 2016; Regular Meeting Minutes.
4. COMMISSION BUSINESS
Topic Title/ Description Presenter
A. Approval of 2017 Work Plan Hoefel
B. Election of Officers Hoefel
5. STAFF REPORTS
Topic Title/ Description Presenter
A. Timeline and process on the PROS plan Hutton
B. Assessment of Chapter 7; Goals & Accomplishments Hutton
C. School District Meeting Update Hutton
6. OTHER BUSINESS
7. FUTURE MEETINGS /AGENDA ITEMS: The next PRHSPS Committee meeting will be held on December 13, 2016 at
5:00pm.
8. AGENDA SETTING
10. ADJOURNMENT
THE NEXT MEETING IS
January 5, 2017
g: (parks comm mtg notes 12016V2012016 agenda.doc
CITY OF FEDERAL WAY
PARKS, RECREATION AND CULTURAL SERVICES
PARKS AND RECREATION COMMISSION
Thursday, November 3, 2016 Hylebos Conference Room
6:30 p.m. City Hall
MEETING MINUTES
Chair Hoefel called the meeting to order at 6:30pm.
Present: Dawn Coggins, Vice Chair David Berger, Laura Belvin, Chair Mike Hoefel, David Wilson, P.K. Thumbi
and Anthony Murrietta
Excused: George Pfeiffer
Guest: None
Staff. John Hutton Parks Director, Jason Gerwen Parks & Facilities Manager and Mary Jaenicke, Administrative
Asst. II.
None
PUBLIC FORUM
APPROVAL OF MINUTES
Commissioner Murrietta moved to approve the October Parks and Recreation regular meeting minutes as written.
Commissioner Wilson seconded. Motion passed.
COMMISSION BUSINESS
2016 WORK PLAN THIRD QUARTER REVIEW
Adelaide Park: The playground equipment has been installed. The swing set is in, but the swings have not been
installed. The welder is working on completing a handrail for the staircase. Work is scheduled to be completed on
November 11.
Trail Repairs: The Notice to Proceed has been issued. The term of the contract will be extended. The majority of
the work will take place in the spring. Sacajawea will be the first site for the trail repairs.
Panther Lake: Staff has been working with the Architect on the design of the trail. The new design should reduce
the cost of the project. Staff will come back to the commission with the 35% design for approval.
Mr. Hutton stated that the Open Space Plan is a very time consuming project, and this needs to be taken into
consideration when developing the 2017 Work Plan. There is no funding for a consultant.
STAFF REPORTS
BROOKLAKE DEVELOPMENT
Staff is working with the Historical Society to create a Memorandum of Understanding (MOU). This MOU will
enable the Historical Society to apply for grants for Brooklake and the Steel Lake Annex. Through preservation
grants, the Historical Society has the ability to get funding for a building assessment of the Brooklake property.
There are a few groups that are renting Brooklake for classes and the Sanctuary is rented by a Korean Church. The
outbuildings have also been rented for the next two years by the contractor that is doing construction on State Route
99. The project is scheduled to be completed during the summer of 2018. Vice Chair Berger enquired if there was a
g: \parks comm mtg notes \2016 \11032016 minutes.doc
Parks and Recreation Commission November 3 2016 Page 2
separate account setup for revenues and expenditures. Mr. Hutton answered that there is an expense budget setup,
and the revenues are going into the Dumas Bay Centre account. The Dumas Bay Centre manager is overseeing the
Brooklake property. Very little maintenance is being done on the property. A Stakeholders group will need to be
developed. Mr. Hutton added that he does not anticipate that a lot will happen with the site over the next two years.
Chair Hoefel asked who would oversee the development of Brooklake. Mr. Hutton answered that it has not been
determined who the lead would be. The Parks department is managing the facility right now. Mr. Hutton will
inquire on the lead group for the Brooklake project and report to the commission.
SCHOOL DISTRICT MEETING UPDATE
Mr. Hutton reported that staff had a positive meeting with the school district. One of the topics of the meeting was
copper wire theft prevention. MacDonald Miller, the city's HVAC contractor was also in attendance to discuss a
system that was developed by them. The system will be placed at three sites: Lakota, Saghalie and Sacajawea. A
low voltage line will be placed in the trench, when the line is cut it will set off a silent alarm that will notify the
police and the school district security. If the system is successful at preventing the thefts, it will be placed at other
sites that aren't shared with the district. The city is partnering with the school district to split the costs of this
system. The Interlocal Agreements between the city and the district were discussed. The current agreements have
been in place for 25 years, and they are expiring soon. One Interlocal Agreement with an addendum for each shared
location will be developed. Each addendum will specifically address who is responsible for each maintenance task.
They have also committed to meet on a yearly basis. The Lakota site was also discussed, and the district indicated
that with all of the changes that are occurring with the school district, making improvements to Lakota was not a
high priority. The commission held a long discussion regarding the condition of Lakota, and stated that developing
a new Interlocal Agreement provides the city the opportunity to encourage the school district to improve the
condition of the track. Vice -Chair Berger stated that the city does have the leverage to close the facility if it's not
safe. Mr. Hutton stated that the track is not well maintained, but it is not unsafe. Chair Hoefel stated that it is
difficult to tell the district that the track is not in good shape, because they make think the quality of the track is
adequate. Mr. Hutton said he would bring this issue up to the school district at their next meeting. Chair Hoefel is
pleased that staff has met with the school district, but he would like these meetings to occur at least twice a year.
COMMISSION BUSINESS CONT.
ESTABLISHING TIMELINE FOR PARKS, RECREATION & OPEN SPACE PLAN (PROS)
Mr. Gerwen provided an overview of what is involved in developing the PROS Plan. This needs to be the focus of
the 2017 work plan. There will be additional public meetings that will be hosted by the Parks Commission. The
PROS Plan has many different components. We are in compliance until January 2019; the plan should be ready for
approval by December 2018. A vision statement, mission statement, goals and objectives will need to be developed.
When the last PROS Plan was developed, the department had a Park Planner and consultants that were heavily
involved in the process; the Parks Commission and Parks department will all need to be involved in updating the
plan. Chair Hoefel requested that staff look at the best approach and come back to the December commission
meeting with a timeline. Parts of the current plan are reusable and will only need to be updated, other parts will
need to be created. Commissioner Thumbi requested that staff provide a two page overview of what went well, and
what didn't go well. What are the challenges that could hold us back? What was accomplished? He would like a
strategic plan that the commission could use as guidance. Mr. Gerwen stated that what hindered the parks
department in accomplishing things in the current plan were the downturn in the economy and the change in
priorities. The city went from a City Manager to a Strong Mayor form of government. A lot of things that staff
envisioned for this current park plan were changed. Vice -Chair Berger suggested that staff look at chapter 7 of the
PROS plan. Mr. Hutton stated that he will provide a one page summary of the accomplishments as they relate to
chapter 7, and a brief overview of the accomplishments of the Recreation Division.
g: \parks comm mtg notes \2016 \11032016 minutes.doc
Parks and Recreation Commission November 3 2016 Page 3
2017 WORK PLAN DEVELOPMENT
The following items will be placed on the work plan:
1. PROS Plan
2. Annual playground equipment replacement
3. Trail and pedestrian access improvements and repair
4. 2016 Volunteer events
5. The Panther Lake Trail improvements
6. Red, White & Blues Festival
Staff will add the objectives, commission tasks, and timeline and bring it to the Parks December Parks Commission
meeting for approval.
OTHER BUSINESS
Commissioner Thumbi announced that this is his last meeting; he is resigning from the commission because he is
moving out of the area.
The Holiday Tree Lighting Festival will be held on December 3 at Town Square Park.
NEXT MEETING /AGENDA ITEMS
Items for the December 1, 2016 meeting are:
Commission Business
Finalize 2017 Work Plan
Election of Officers
Staff Reports
Timeline and process on the PROS plan
Recap on meeting with the school district
Assessment of Chapter 7, Goals & Accomplishments
ADJOURNMENT
A motion was made by Coggins and seconded by Wilson to adjourn the meeting.
Chair Hoefel adjourned the meeting at 8:03 pm.
g: \parks comm mtg notes \2016 \11032016 minutes.doc
e
c
O
�
E
E
o
FL
� ■
0
$ �
� N
06
0
%
CL
�
�
L
�
o�
u
4 )
§
U)
C
CV)
\ .
V;�
�V)
��
cli¢
co
(1)
LO
%
k
c
\
°°
E
a
m
7
=_ c
0
f /
/
£
'
2
2
CL
CD
-14
k
§
E
k
\
£
77
■
%
2
2 k o
%�
§
a)
CL
2t
B
CD
®
a)
2
a 2
2
F@
g® e
7
E
@
2
e t
®
c
o
® 3
0 § / 2
a
» $ »
0c°
_
�
°e
= 0
2
°
=
£
= =o
2 '°
=5
c
Q
c]
a
&o2
a BCD
= k�
22�
0
Lk
c=
$
/$4
��
CL-
X20
�E�
0c0
o
(�
c
ca
—I=
`E�
§2»
$ =o
0a) =
ocwEm
c °Eo=
@° m
=eaa
�
w
R'
cf
0
"E\
o
e`
Ear
7J :CD
t0E�
2
2�
��3M
u�$gf�
.9
'a a)
=q2
�$§a
BCD
[�
k (a
M
of
u�
�K >
�� >_e�
of
ti
(§
2�ia
4
$E
0�[2
m
.Ea)Eo
S¢2k
>�&§
§$/
�g�5
2«
ƒ}
oa\
m
>
Q w
w »
w w
w w
w
&
w
w
w
�
§
=
c
�
)
�_
. <
2
U)
=
. k
-6
>1
k
7
CD —
_
$a .
0-R
k
'
a §
0
o
®
U)
°°
��2
f
co
3
§9
�¥
��
/
22
f\
/
$#
c�
�k
>�
S
§
��
°c
t�
»m
®a
(\
g
§
0
�0
2
t�
/k
kkk
k/
f
»k
%§
>.0
\@
0
o=
«
oc
0
C2�
_:
:2.r
a
CL
I2
�S
±E@
ƒo
/
ƒ
LL
CL
E
k
;
—
C
°
0
IL
J
m
IL
ec
®
MO.
§ 3
k
k
2E
>
■
k
CL
2�
2
M
IL U)
m
a
«■
N
■
Community Parks
Renovate natural turf
complete
fields
•
Saghalie
Renovate tennis
Pending- this will require funding partner
courts &
with FWSD
basketball court
Artificial turf
omplete
replacement on
•
soccer field
Sacajawea
Implement Master
till need to master plan
Plan
•
Upgrade soccer field
pending- this will require funding partner
to artifical turf
with FWSD
Lakota
upgrade of restrooms is complete pending
Upgrade Restrooms
•
n parking
and increase parking
pending
Steel Lake
Master Plan
•
Complete the
started and paused due to Town Square
mezzanine & fencing
•
Park priority
for the
Maintenance Building
pending- this is a wish list item very high
Renovate natural turf
fields
•
'
cost
Celebration
Park
pending- this is a wish list item very high
Upgrade softball
•
fields to artificial turf
ost
Upgrade two soccer
ending- this is a wish list item very high
fields: 7 & 8 to
'
ost
artifical turf
Neighborhood Parks
pending still in idea phase
Alderbrook
Develop Master Plan
•
for trail connectivity
Renovate tennis
complete
Adelaide
courts
•
Work with future
Town Square park completed July 2016
development groups
future projects unknown
Downtown
when opportunities
•
arise to develop a
park in downtown
TABLE 7 -2: 6 -YEAR CAPITAL IMPROVEMENT PLAN
Community Parks
Artificial turf
Field complete and new track
replacement on
620
620
Sacajawea
soccer field
Implement Master
1500
1500
pending
Plan
Upgrade soccer
750
750
awaiting partnership FWSD
field to articial turf
Upgrade restrooms
awaiting partnership with FWSD
Lakota
and increase
800
800
parking
Steel Lake
Master Plan
80
80
pending
Complete the
75% complete now. planned for
mezzanine &
completion winter 17
fencing for the
72
72
Maintenance
Building
Renovate natural
60
60
pending
Celebration
turf fields
Park
Upgrade softball
pending
fields to artificial
450
450
turf
Upgrade two
pending
soccer fields; 7 &8
1600
1600
to artifical turf
Saghalie
Renovate natural
60
60
pending
turf fields
Renovate tennis
pending
courts & basketball
70
70
courts
Neighborhood Parks
Alderbrook
Develop. Master
40
40
pending
Plan
Adelaide
Renovate tennis
30
30
complete
courts
Work with future
completed July 2016
Downtown
development
groups when
96
96
opportunities arise
Open Spaces
Feasibility Anaylsis
40
40
pending
Fisher Pond
Master Plan
80
80
pending
Feasibility Analysis
40
40
pending
Poverty Bay
pending
p g
Master Plan
80
80
Table cont.
Community Facilities
Building Security &
New security cameras installed Nov 2016
Communications
pending
Community
Preschool
Center
Playground
Community
pending
Courtyard
Most of the building was completed in
Dumas Bay
Centre
Roof Replacement
•
2013 with the KFT portion sched for 2017
System -Wide
on hold
Park Impact
Develop Feasibility
Fees
Assessment
'
Maintenance
Develop a phased
pending -slow due to staffing levels
Management
maintenance
•
Plan
plan
Open Space
Evaluate all open
Pending
Management
spaces for a
•
Plan
maintenance plan
Park Sign
Replace Monument
paused our contractor retired
Replacement
location signs in
•
•
Program
Parks
Evaluate regional
pending paused due to shifting priorities
connectivity
and lack of resources
of pedestrian trails
and walking paths
pending paused due to shifting priorities
Trails &
Walking
Develop wayfinding
and lack of resources
Routes
methods & signs
Design and construct
pending paused due to shifting priorities
a wayfinding system
'
and lack of resources
Arts and
paused due to lack of funding cost
Cultural
Update current plan
•
estimate is 100K
Plan Update
pending paused due to shifting priorities
Condition Study
•
and lack of resources
Parking Lot
pending paused due to shifting priorities
Renovations
Repair &Renovate
Parking Lots
•
and lack of resources
Table 7-1 cont.
Open Spaces
Development
pending paused due to shifting priorities and lack of
Feasibility Analysis
•
resources
Fisher Pond
Master Plan
•
pending paused due to shifting priorities and lack of
resources
Development
pending paused due to shifting priorities and lack of
Feasibility Analysis
•
resources
Poverty Bay
Master Plan
•
pending paused due to shifting priorities and lack of
resources
Development
complete
Feasibility Analysis
Panther Lake
Master Plan
•
pending paused due to shifting priorities and lack of
resources
Development
pending paused due to shifting priorities and lack of
West
Feasibility Anaylsis
•
resources
pending paused due to shifting priorities and lack of
Hylebos
[Master Plan
•
resources
Playgrounds
Condition Study
•
complete
Steel Lake
Renovate &Improve
•
complete
com P
Funland
Mirror Lake
Replace and Improve
.
pending
Park
Adelaide
Replace and Improve
,
complete
Park
Other / TBD
Design and /or
•
Wedgewood, Laurelwood
Replace & Improve
Trails
Trail Repair
Evaluate & renovate
in progress
Program
all asphalt paths in
•
•
system
Develop Feasibility
Pending- still in idea phase and no funding
Analysis to connect
•
Alderbrook
to Panther Lake Park
Park
Master Plan
.
Pending- still in idea phase and no funding
Develop Feasibility
•
Pending- still in idea phase and no funding
Analysis
Poverty Bay
Master Plan
.
Pending- still in idea phase and no funding
West
Master PLan
Pending- still in idea phase and no funding
Hylebos
connection to BPA
•
Wetlands
Trail
Develop Feasibility
•
Pending- still in idea phase and no funding
Olympic
Analysis
View
Pending- still in idea phase and no funding
Park
Master Plan
•
r"
2015/2016 Accomplishments
• Successfully designed, built and opened Federal Way's first Downtown Park on time and on
budget in an incredibly demanding schedule. This park includes our first spray park and features
a unique playground and artificial safety surface as well as very unusual LID educational
components that will benefit the community for decades to come. This park attracted
tremendous interest and support and volunteers played a key role.
• Successfully built significant TI projects at City Hall for the City Council Members, Mayor's office
and IT.
• Hosted numerous special events through the Recreation Division and the FWCC each of which
was well attended and well organized and implemented. These large community events
included the 23rd annual RWBF, Grand Opening of Town Square Park, Movies in the Park, and
Princesses Party
• Successfully made significant improvements to trails at several different parks
• Following a public process and with the support of the Parks Commission we installed a new
playground at Adelaide Park
• The development of the new department mission, vision and core principal action statements
• The prioritized list of business strategies that we feel will help us get closer to our vision, the
strategies we implemented in 2016 include:
• Development of operation manuals for all full time and part time positions
• Defining the Gold Standard language in our vision statement
• Clarifying and justifying our current customer service standards and refund policies
• Analyzing our cost recovery model to better understand and project the proper
allocation of funds for future operations; special emphasis on funds for services to those
in need
• Surveying our citizens to ensure that the recreation program we are offering are
meeting their needs and looking for new opportunities to reach those we haven't in the
past
• Surveying teens and implementing additional teen programming
• Development of an ongoing marketing plan
• Rewriting job descriptions to ensure we are attracting young professionals
• The Community Center is cost recovering once again at over 90% and meeting revenue and
expense projections
• Our division began the process of changing its mission in our Community to have our programs
be more inclusive to those that are less able to afford the services that we offer and to have an
expected standard of quality for our programs that are a model for the rest of the recreation
departments in our region.
• Our programs have once again received the approval of our patrons by being awarded several
top honors in the "Best of Federal Way" contest.
• We continue to operate the facility on a tight budget and with limited resources and do so in a
creative manner with repairs to mechanical equipment being done with only minor impact to
facility programming.
• Raised almost $9,000 at the 2nd Annual Oktoberfest Fundraiser to increase the Rec Inc
Scholarship fund to over $14,000. We have given out over 25 $100 scholarships in 2016.
• Started a new life- skills program called "Learn for Life." Every month a new theme is discussed
and every month has been at max capacity since the program began.
• Pirates, Pixies & Helmets — brand new event that drew about 2000 participants, showing a need
in community (helmets) and created another fun event option for families... for FREE!
• In 2015 Day Camp and Pre - School had an increase of $30,000 in revenue over 2014.
• In 2016 we increased our offering of specialty camps: Computer, Science, Dance, Theatre, and
Lego.
• Secured a large amount of return retreats and meetings rebooking each group year after year by
providing excellent customer service, food service and meeting our client's needs and
generating our highest revenue years ever in 2015 and 2016.
• Improved our Google AdWords campaign to increase call volume and bookings with a limited
marketing budget of just 6k annually.
• Chef Scott continues to improve the food service operations and improve revenue potential for
the Dumas Bay Centre fund.
• Installed carpeting throughout the entire facility, added mini -split air conditioning units to all
three meeting spaces for guest comfort, purchased new beds for all overnight rooms
• Negotiated a new contract agreement with Centerstage Theatre for 3 years management. We
also secured additional meeting space in this contract for the Dumas Bay Centre fund when not
in use by Centerstage Theatre.
• In an effort to reduce the unwanted park activity at the Dumas Bay Centre we have partnered
with the Federal Way Police Department and IT increasing presence and monitoring.