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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) \ . 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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.