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Parks Comm MINS 05-03-2018CITY OF FEDERAL WAY PARKS, RECREATION AND CULTURAL SERVICES PARKS AND RECREATION COMMISSION May 3, 2018 Hylebos Conference Room 6:30 p.m. City Hall MEETING MINUTES Chair Belvin called the meeting to order at 6:30pm. Present: Chair Laura Belvin, Vice Chair David Musick, Steve Payne, Dawn Coggins, David Wilson, Anthony Murrietta, George Pfeiffer, and Dave Berger Excused: Michael Campsmith and Roger Flygare Staff: John Hutton, Parks Director, Steve Ikerd, Parks Deputy Director, Jason Gerwen, Parks & Facilities Manager, and Mary Jaenicke, Parks Adm. Asst. II. Guests: Wayne Carlson, AHBL PUBLIC FORUM None APPROVAL OF MINUTES Commissioner Coggins moved to approve the April Parks and Recreation Commission regular meeting minutes as written. Commissioner Payne seconded. Motion passed. Chair Belvin moved to amend the agenda, and have item D PROS Plan Update as item A. Commissioner Pfeiffer seconded. Motion passed. None COMMISSION BUSINESS STAFF REPORTS PROS Plan Update Wayne Carlson the PROS Plan consultant from AHBL reported that they have taken the 2013 PROS Plan and have stripped it down to plain text. The plan will have a complete fresh new look. The commission was provided chapters 1, 2, 3, 4 and 6 for them to review and make changes. The AHBL consultants are still finalizing chapters 5 and 7. The acreage is being based on the Assessor Treasurer data as opposed to GIS. AHBL has mocked up four different appearances for the plan. Those options will be shown to city staff first and the top three choices will be shown to the commission at their June meeting. Commissioner Berger asked Wayne to explain what Level of Service (LOS) is. LOS primarily includes the inventory of all of the Parks, Recreation and Open Space Facilities. It's a National published standard for various features and it allows the decision makers to see if there is a glaring deficiency within the system. Because it is a national standard, it may not reflect to peculiarities of Federal Way with respect to the age of the population and the preferences of what people may or may not like to do. It has more to do with the adequacy of facilities for a city our size. Mr. Hutton requested that the commission setup a sub- committee to discuss the changes and those changes will be forwarded onto AHBL. Mr. Hutton requested that the commission forward their changes to Chair Belvin by noon on May 11. The sub -committee consists of Chair Belvin and Commissioners Wilson and Musick. They will meet on May 14 from 6-8pm. g:\parks comm mtg notes\2018\05-03-2018 minutes.doc Parks and Recreation Commission May 3 2018 Page 2 Panther Lake Trail Improvements Mr. Ikerd reported that he went out to bid on the footbridge and the construction of the trail. The trail and the footbridge were bid separately. He received four bids for the bridge and those bids ranged from $29,000-$49,000. Contech was the lowest bidder. Bids for the construction of the trail were sent directly to 1 I companies and it was advertised for three weeks. Two companies showed up for a pre-bid meeting at the site. No bids were submitted for the project. Mr. Ikerd contacted some companies that he was familiar with, and they stated that they were too busy to do the project. There is one contractor that is very interested in the project, but he cannot get bonded for the entire project. This contractor is going to go through another company, and that company will hold the contract. The pervious concrete will be bid separately. Parks Appreciation Day Mr. Gerwen thanked everyone that was able to come to the event. He said that it was the third most successful event. Several people felt that it was the best event because it was held at one location, and it felt more like a community event. There were suggestions to have the event at the same location every other year. There were a total of 365 people for a total of 1095 hours. Mr. Gerwen stated that he feels like there were closer to 400 people, but it was difficult to get everyone to sign in. Having the tool library there to assist with the tools was very helpful and successful. Suggestions for next year are to have better signage for registration, have a roamer to ask people if they have signed in, and to have a small group of people there early to assist with the setup. The commission thanked Mr. Gerwen for all of his hard work and help with the event. Playground Equipment Replacement Mr. Gerwen distributed 2-3 playground options from four different manufacturers. Mr. Gerwen requested that the commission look at all of the options and decide what they like and what they don't like. The commission discussed whether or not they wanted to have a public process. It was decided to have an open house from 5:30- 6:30 on June 7. Mr. Gerwen stated that the Parks Department will do their best to give the public what they want, but they may not get everything they want because of the budget; there is currently $200,000 in the playground budget. Commissioner Berger asked if equipment for people with limited abilities is now standard enough that there are options that could be incorporated and cost effective. Mr. Gerwen answered that all of the playgrounds that have been proposed tonight meet the IPEMA standards. 40% of the playground equipment has to be ADA accessible to meet IPEMA standards. Chair Belvin asked if the money for the playground could be used for other areas of the park. Mr. Gerwen answered that the CIP money can only be used for the playground equipment. Mr. Ikerd added that there are other possible funding sources that could be used for improvements at the park. Red, White & Blues Festival Update Mr. Hutton reported that the bands have been booked, the food vendors are confirmed, and the event will be adequately staffed. A new component to this year's event is that staff has been working with the City's Emergency Management Manager to create an emergency management plan for the Red, White and Blues Festival and the Special Olympics. Special Olympic participants will be on Field 7 doing adaptive sports, and everyone is allowed to participate. Staff is anticipating that the event will have the largest crowd ever. OTHER BUSINESS No other business was discussed. NEXT MEETING/AGENDA ITEMS Staff Reports PROS Plan Panther Lake Trail Improvements Playground Equipment Replacement Red, White & Blues Sign-up g:\parks comm mtg notes\2018\05-03-2018 minutes.doc Parks and Recreation Commission May 3 2018 Page 3 ADJOURNMENT A motion was made by Murrietta and seconded by Berger to adjourn the meeting. Chair Belvin adjourned the meeting at 7:57 pm. g:\parks comm mtg notes\2018\05-03-2018 minutes.doc