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Parks Comm PKT 01-05-2017City of Federal Way PARKS, RECREATION AND CULTURAL SERVICES PARKS AND RECREATION COMMISSION I(January 5, 2017 City Hall j I 6:30 p.m. Hylebos Conference Room 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 1, 2016; Regular Meeting Minutes. 4. COMMISSION BUSINESS Topic Title/ Description Presenter A. PROS Survey Questions Berger B. Finalize Stakeholders Berger 5. STAFF REPORTS Topic Title/ Description Presenter A. Panther Lake 30% Design Approval Ikerd 6. OTHER BUSINESS 7. FUTURE MEETINGS /AGENDA ITEMS: The next PRHSPS Committee meeting will be held on January 10, 2017 at 5:00pm. 8. AGENDA SETTING 10. ADJOURNMENT THE NEXT MEETING IS February 2, 2017 g: (parks comm mtg notes 12017101 -05 -2017 agenda.doc CITY OF FEDERAL WAY PARKS, RECREATION AND CULTURAL SERVICES PARKS AND RECREATION COMMISSION Thursday, December 1, 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, George Pfeiffer, Laura Belvin, Chair Mike Hoefel, and Anthony Murrietta Excused: David Wilson Guest: None Staff. John Hutton Parks Director, Steve Ikerd, Parks Deputy Director, Jason Gerwen, Parks & Facilities Manager and Mary Jaenicke, Administrative Asst. II. None PUBLIC FORUM APPROVAL OF MINUTES Commissioner Coggins moved to approve the November Parks and Recreation commission regular meeting minutes as written. Commissioner Pfeiffer seconded. Motion passed. COMMISSION BUSINESS 2016 WORK PLAN THIRD QUARTER REVIEW Adelaide Park: The swings will be installed the week of December 5th. A former Parks Maintenance worker that was heavily involved in the project will be there to assist with the final installation. The Maintenance Crew wanted to acknowledge him for all of his hard work. Trail Repairs: The contract has been fully executed, Notice to Proceed has been issued, and now the contractor is waiting for periods of dry weather. Panther Lake: Staff has been working with the Architect on the design of the trail, and staff is hoping to come back to the Parks Commission in January with the estimated costs and the 30% design for approval. Commissioner Belvin has been reviewing the Comprehensive Plan; there is a trail that goes from the bottom of Panther Lake to I" Avenue, between the ballfields. She discussed the possibility of creating a trail that would connect both of them together. This would make it easier to get to I' Avenue. Mr. Gerwen clarified that the trail that is currently there is a social trail. A portion of the woods are owned by the Little League. Mr. Ikerd suggested keeping on track with project as it is now, and to look at adding this trail connection as phase II. It will take time to get an easement. 2017 WORK PLAN Commissioner Pfeiffer would Lakota added to the work plan, to keep it on the radar. Mr. Hutton stated that staff has not forgotten about Lakota, but it's a low priority until the school district decides to partner with the City on the improvements. The city has been in communication with the district. This item was tabled for Mr. Hutton's presentation on the assessment of Chapter 7. g:\parks comm mtg notes \2016 \12012016 minutes.doc Parks and Recreation Commission, December 1, 2016 Page 2 STAFF REPORTS ASSESSMENT OF CHAPTER 7; GOALS & ACCOMPLISHMENTS Mr. Hutton reviewed table 7 -1: Project List and Prioritization. Renovating the natural turf fields at Celebration Park are wish list items; the machinery needed to renovate the natural turf fields is very expensive. Discussion took place on possibly working with other cities on a joint purchase, sharing equipment, or purchasing the equipment and then renting it out to other municipalities. Another wish list item is upgrading the soccer and softball fields to artificial turf at Celebration Park. This would enable staff to rent the fields year round. COMMISSION BUSINESS CONTINUED 2017 WORK PLAN CONTINUED Commissioner Coggins inquired as to why trail repairs were not on the work plan. Vice Chair Berger stated that this project has already been approved, and there is nothing further for the commission to do. Staff will keep the commissioner's updated on the project; seven trails will be repaired. Commissioner Pfeiffer would like Trails and Walking Routes added to the work plan. The commission was in agreement with the addition. Chair Hoefel added that Brooklake is a major project coming up, and that this too should be added to the Work Plan. Mr. Hutton stated that there are going to be multiple groups involved in this project, and many funding sources. The Surface Water Management Division of the Public Works Department received a grant for a feasibility study on the property. They will be conducting a study on the trail connectivity from West Hylebos to Brooklake. There could be a large group of people in charge of this project. Commissioner Pfeiffer suggested that this be placed on the work plan for the 01 quarter with a general statement stating that the Parks Commission will become a part of the consortium to plan and develop the Brooklake property. Commissioner Murrietta moved to approve the 2017 Work Plan as amended. Commissioner Pfeiffer seconded. Motion passed. Ms. Jaenicke will email the finalized work plan to the commission for feedback. The Work Plan will go to the full Council in January. ELECTION OF OFFICERS Commissioner Belvin nominated Vice -Chair Berger for Chair. Vice -Chair Berger accepted the nomination. There were no other nominations. Vote passed unanimously. Nominations were held for Vice - Chair. Vice -Chair Berger nominated commissioner Belvin. Commissioner Belvin accepted the nomination. There were no other nominations. Vote passed unanimously. STAFF REPORTS CONTINUED TIMELINE AND PROCESS ON THE PROS PLAN Mr. Hutton reviewed the tentative timeline and meeting schedule. Staff has been in communication with the Recreation Conservancy Office (RCO). The goal is to have this plan done by September 2018. There is a lot of work that will be involved, and will include many public meetings. The commission developed a list of potential stakeholders. Once the stakeholder list has been identified, they will be invited to a meeting. The outcome of those meetings will drive the public meetings. Survey questions will also need to be developed. Commissioner Belvin also suggested attending the Neighborhood Connections meetings, and having surveys available there too. Mr. Hutton also reviewed the list of the 2015/2016 Accomplishments of the Parks & Recreation department. Chair Hoefel thanked the staff for their excellent work, and stated that it's amazing how much was done, and there were some great accomplishments. He also spoke very highly about the community center, the staff, and all of the great programs that are offered. SCHOOL DISTRICT MEETING UPDATE Mr. Hutton reported that they had another meeting with the district to further discuss Interlocal Agreements. There will be one Interlocal Agreement with an addendum for each shared location. Each addendum will specifically address who is responsible for each maintenance task. Mr. Hutton stated that the district is also understaffed; they have one person to maintain all of their fields. A second meeting was held to discuss offering an afterschool program at the Community Center. The center would provide tutoring, mentoring, help with their homework along g:\parks comm mtg notes \2016 \12012016 minutes.doc Parks and Recreation Commission, December 1, 2016 Page 3 with recreational opportunities. The one thing the city needs is to have the school district transport the kids to the community center. OTHER BUSINESS The commission thanked Chair Hoefel for his service as the Chair of the Parks Commission. NEXT MEETING /AGENDA ITEMS Items for the January 5, 2017 meeting are: Commission Business PROS Survey Questions Finalize Stakeholders Staff Reports Panther Lake 30% Design ADJOURNMENT A motion was made by Coggins and seconded by Berger to adjourn the meeting. Chair Hoefel adjourned the meeting at 8:20 pm. g:\parks Comm mtg notes \2016 \12012016 minutes.doc