Parks Comm MINS 11-03-2016CITY 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
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Parks and Recreation Commission November 3 2016 Paee 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.
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Parks and Recreation Commission November 3 2016 Pate_ 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.
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