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Parks Comm PKT 01-07-2021g:\parks comm mtg notes\2021\01-07-2021 agenda.doc City of Federal Way PARKS, RECREATION AND CULTURAL SERVICES PARKS AND RECREATION COMMISSION January 7, 2021 5:00 p.m. Virtual MEETING AGENDA Notice: Pursuant to Governor Inslee’s Proclamation 20-28, all in-person meetings are prohibited until further notice. The Mayor and City Council are providing opportunities for public comment by submitting written comment or calling into the meeting to provide oral testimony. To access these options please use the following: Listen to the live meeting: (888) 788-0099 or 253-215-8782 Meeting ID: 960 8435 9196 Sign-Up* here to give citizen comment during the meeting (via calling-in) Watch from the Zoom mobile app with meeting: 960 8435 9196 and password: 588157 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 – November 5, 2020; Regular Meeting Minutes. 4.COMMISSION BUSINESS Topic Title/Description Presenter Commission A. New Officer Elections B. Approve 2021 Work Plan Commission 5.STAFF REPORTS Topic Title/Description Presenter A. Matrix Gerwen 6.OTHER BUSINESS 7.FUTURE MEETINGS: The next PRHSPS Committee meeting will be held on January 12, 2021 at 5:00pm. 8.AGENDA SETTING 10.ADJOURNMENT NEXT REGULAR MEETING: February 4, 2021 November 5, 2020 CITY OF FEDERAL WAY PARKS AND RECREATION PARKS AND RECREATION COMMISSION MEETING MINUTES Video Conference 6:00 p.m. City Hall Present: Chair Dawn Coggins, Vice Chair Michael Campsmith, Thomas George, David Berger, Gary Rich, Carrie BeSerra and George Vadino Excused: George Pfeiffer Staff: John Hutton, Parks Director, Jason Gerwen, Parks Deputy Director, Assistant City Attorney Del Kolde and Mary Jaenicke, Parks Adm. Asst. II. Chair Coggins called the meeting to order at 6:00pm. PUBLIC FORUM None APPROVAL OF MINUTES Vice Chair Campsmith moved to approve the March Parks and Recreation Commission regular meeting minutes as written. Commissioner Berger seconded. Motion passed. COMMISSION BUSINESS The commission and staff introduced themselves and welcomed new commissioners Rich and BeSerra. Commissioner Orientation Staff Kolde reviewed the Code of Ethics, Open Public Meetings Act (OPMA) and Public Records Act (PRA) with the commission. All meetings that have a quorum are subject to the OPMA. StaffKolde discussed what is considered a meeting. You're at risk of having a meeting anytime a majority of the Parks Commission gets together. This includes virtually buy Zoom, in person, by email or any other format. It is important to remember that when responding to an email do not hit the "Reply All" button. The purpose of PRA is to promote transparency in Government decision making. STAFF REPORTS 2021 Work Plan Due to Covid-19 the commission was not able to complete many things on the work plan. Staff Gerwen stated that things have slowed down and there is not a whole lot of action that the commission can take at this time. He asked the commission if they wanted to keep the same meeting calendar or would they prefer to meet every other month or quarterly. Staff met briefly prior to the meeting to discuss potential projects for the 2021 work plan and felt it was important to keep the prioritization matrix on the plan. There are many Capital Projects that need to be done. This matrix will help staff and the commission to prioritize projects and decide the best way to utilize the levy money. The commission was informed that the parking lot at Lakota has completely failed so staff asked for funding to repair the lot in the 2021-22 Budget. The funding source for this is the King County Levy money. The Annual Playground Replacement is another item on the work plan. The funding for g:\parks comm mtg notes\2020\11-05-2020 minutes.doc Parks and Recreation Commission, March 5, 2020 Page2 this program has come from REET allocations. Due to having to shift priorities due to Covid-19 this program has not been funded as part of the 2021-22 Budget. The volunteer events are severely in question for 2021. The commission held a discussion on the 2021 work plan. The Annual Playground Equipment Replacement will remain on the work plan for the 2nd_4th qtr. The playgrounds that are due to be replaced are Heritage Woods, Alderbrook and Celebration Park. Currently there is no funding for this program; it was not funded this year. Volunteer events will remain on the work plan with a "TBD" timeframe. Prioritization Matrix will remain. Although there is currently no funding for the Master Plans for Steel Lake Park, Brooklake Community Center and Lakota Park it's important to keep these on the work plan so that the commission does not lose sight of these projects. This will also show the City Council that these projects are important to the commission and the community. Staff Gerwen asked the commission if they wanted to keep the meeting calendar the same. Vice Chair Camp smith would like to continue meeting on a monthly basis. The commission concurred and agreed that it's important to keep the energy going. Staff Hutton asked the commission if there was any interest in changing the meeting time to an earlier start since the meetings are on Zoom. Discussion was held and it was decided to change the meeting time to a 5:00pm start time. The December meeting has been cancelled. OTHER BUSINESS Staff Hutton updated the commission on all of the projects that the entire Park Staff completed during this down time. A lot of work was done at Steel Lake Park. The Community Center staff was very busy preparing the Center for reopening; many improvements were done to keep the staff and patrons safe from Covid-19. There have also been a lot of improvements done at City Hall. Recreation staff held a 10 week day camp during the summer. Staff has had to learn to work from home. The Park Maintenance staff was unable to work from home and have been spread out into many different facilities and many are working out of their truck which has been difficult. Commissioner George asked for an update about the Steel Lake Maintenance yard being moved to the Skate Park and the Steel Lake Annex. Staff Hutton answered that some of the information that is out there is inaccurate. The City Council has approved money for a study a new maintenance facility. Currently Parks, Streets, Surface Water Maintenance and Fleet all share the current maintenance facility. There is a lot of police activity there and the facility is 15 years past its prime. It's inadequate for staff to be there; they need a new facility. More than one site is being studied. It's at least 2-3 years before anything will happen. Commission Business Election of Officers Prioritization Matrix Staff Reports NEXT MEETING/AGENDA ITEMS ADJOURNMENT A motion was made by Commissioner Berger and seconded by Vice Chair Campsrnith to adjourn the meeting. Chair Coggins adjourned the meeting at 7:26 pm. g:\parks comm mtg notes\2020\11-05-2020 minutes.doc A Federal Way Parks & Recreation Commission 2021 Work Plan Project Summary/Objectives Commission Tasks 1. Tour park playgrounds 2. Monitor and participate in playground Annual Playground Improvement of playground equipment in replacements at Alderbrook, Celebration existing parks appropriate for the Park Heritage Woods. Equipment Replacement neighborhood 3. Prioritization of Funds -No REET allocation in 2021 -2022 budget cycle 1. Identify and sponsor scheduled volunteer's Support volunteer events in City Parks in activities. 2021 Volunteer Events conjunction with Parks Appreciation Day in 2. Recruit volunteers. April. 3. Volunteer at events. Serve Day in Oct. 4. Booth@ RWB Festival Goal: To establish a system to prioritize projects we could fund with King Co. Levy 1. Brain storm session Develop Prioritization 2. Sub-Committee? Matrix Develop a system with criteria, to rank 3. Recommendation commission priorities and make more 4. Determine Costs informed decisions Master Plan -Steel Lake 1. Participate in process to develop the scope Park Master Plan Steel Lake Park Property of the Master Plan process. 1. Participate in process to develop the scope Master Plan -Brooklake CC Master Plan Brooklake Property of the Master Plan process. 1. Continue pursuing/identifying funding options Master Plan -Lakota Park Upgrade Park amenities 2. Strategize on how to get FW School Board to partner in funding project Steel Lake Shop -Informational updates Provide input as needed during process Replacement . DRAFT When Status 2nd & 4th qtr. To Be Uncertain if Determined events will (TBD) occur due to Covid-19 1st -4th qtr. As Funding Available As Funding Available As Funding Available As Needed QI ... 0 R u V) "' ii Ill I-... 0 I- Is this task part of the Yes=l current Pros Plan? No=O 0 5=5 What was the score on 4=4 the community survey? 3=3 2=2 1=1 0 Will this be a new service to the community? 0 Will this promote accessibility? 0 Will this promote public safety? 0 Is this currently an area that Is geographically I I underserved? 0 - Will this increase usage of the current locatio.n? 0 ' Is there outside funding I sources? 11 I I 0 Will the city need to LI J I match outside funding sources? ~ 0 Prioritization Matrix Starting Point Value: • Did it score highly in the community survey? • Is the project something not already provided in the city; or popular service that is currently limited? • Does it promote accessibility? • Does it promote public safety? • Does it have a positive environmental impact? • Does it expand the ages that can use the facility? • Is it in an area that is geographically underserved? • Is the current location heavily used and/or will this increase usage? Safet y : • ??? Financial: • What is the cost of the upgrade or repair and how does that compare to maintenance costs? • Are there outside funding sources available (grants, donations, partnerships ... )? • Could it be rolled into or combined with another project in process? • What is the human resource commitment required (initial and ongoing)? • Does the project extend the life cycle of the current facility? • Is there potential to add or increase the revenue that can be generated (both directly and indirectly)? Not sure where these would fit in? • Is the project identified in the PROS plan? • Is there a master plan in place?