Parks Comm PKT 04-01-2021g:\parks comm mtg notes\2021\04-01-2021 agenda.doc
City of Federal Way
PARKS, RECREATION AND CULTURAL SERVICES
PARKS AND RECREATION COMMISSION
April 1, 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
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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 – March 4, 2021; Regular Meeting Minutes.
4. COMMISSION BUSINESS
Topic Title/Description Presenter
A.
Prioritization Matrix
1. Will this promote public safety?
2. Is this currently an area that is geographically underserved?
Commission
5. STAFF REPORTS
Topic Title/Description Presenter
A. Park Maintenance Work Plan Gerwen
6. OTHER BUSINESS
7. FUTURE MEETINGS: The next PRHSPS Committee meeting will be held on April 13, 2021 at 5:00pm.
8. AGENDA SETTING
9. ADJOURNMENT
NEXT REGULAR MEETING: May 6, 2021
March 4, 2021
CITY OF FEDERAL WAY
PARKS AND RECREATION
PARKS AND RECREATION COMMISSION
MEETING MINUTES
Video Conference
5:00 p.m. City Hall
Present: Vice Chair Dawn Coggins, Thomas George, George Pfeiffer, Gary Rich, George Vadino and Carrie
Be Serra
Excused: Chair Michael Campsmith and David Berger
Staff: John Hutton, Parks Director, Jason Gerwen, Parks Deputy Director and Mary Jaenicke, Parks Adm. Asst. IL
Vice Chair Coggins called the meeting to order at 5:00pm.
PUBLIC FORUM
None
APPROVAL OF MINUTES
Commissioner Rich moved to approve the February Parks and Recreation Commission regular meeting minutes as
written. Commissioner George seconded. Motion passed.
COMMISSION BUSINESS
Prioritization Matrix
The two questions to be discussed are: 1) Will this be a new service to the community and 2) Will this
promote accessibility. The goal is to establish criteria for the matrix and to decide if there should be additional
questions or items that we should be ranking.
Will this be a new service to the community? Staff Gerwen stated that if it is a new service to the
community he would rank it higher if there's Maintenance and Operations (M&O) money to support it.
Discussion was held regarding what else should be scored if it is a new service to the community. The
commission came up with additional questions. Funding: outside funding sources, M&O, grants, King County,
private/public partnerships,
Will this promote accessibility? Staff Gerwen stated that this category should be looked at holistically. The
question may not make the decision but it can make certain projects standout more than others. Discussion
was held regarding what accessibility issues should be looked at? Staff Hutton stated that there are two parts
to this question. Accessibility for anyone that has a physical impairment and equity. Equity can include
reduced barriers to access to fields, provide service to people who may not be able to pay, accessibility to
buildings and look at areas that are underserved. After discussion the commission came up with the following
additional questions: Visual, mobility, equity, monetary, diversity, cognitive, age and adequate parking.
g:\parks comm mtg notes\2021 \03-04-2021 minutes.doc
Parks and Recreation Commission, March 4, 2021 Page 2
STAFF REPORTS
The Federal Way Community Center will be a vaccine site. It starts on March 8 and will be by appointment
only. This site is sponsored by Virginia Mason and St. Francis.
The athletic fields are starting to open. There are not any tournaments scheduled but teams will be allowed to
play double headers.
Playgrounds are opened and are not being sanitized; there is signage stating this. Staff is working its way
towards opening the restrooms and removing the porta-potty' s.
OTHER BUSINESS
None
NEXT MEETING/AGENDA ITEMS
Commission Business
Prioritization Matrix·
1. Will this promote public safety?
2. Is this currently an area that is geographically underserved?
Staff Reports
Review Park Maintenance work plan
ADJOURNMENT
A motion was made by Commissioner Pfeiffer and seconded by Commissioner Rich to adjourn the meeting.
Vice Chair Coggins adjourned the meeting at 5:40 pm.
g:\parks comm mtg notes\2021 \03-04-2021 minutes.doc
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0
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Is this task part of the Yes=S
current Pros Plan? No=l
0
5=5 What was the score on 4=4
the community survey? 3=3
(TBD) 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
underserved?
0
Will this Increase usage
of the current location?
0
Is there outside funding
sources?
0
Will the city need to
match outside funding
sources?
-0
Project Summary/Objectives
Maintain Parks & Maintain asset integrity including
Facilities & Support keeping parks/facilities safe, clean
Recreation and in good appearance
Lakota Parking Lot Finish long standing project put on
hold due to other priorities
Parking lot replacement will require Lakota Signage relocation of park monument sign
Support volunteer events in City
2021 Volunteer Events Parks in conjunction with Parks
Appreciation Day in April.
Serve Day in Oct.
Special Events Support Community events in City
Parks
Support sporting events in City Sports/Tournaments Parks
• Decide if we replace
Playground Alderbrook,
Replacement? • Save for CP replacement
• Or conserve funds as no REET
allocation in 2021 -2022
1.
2.
3.
4.
1.
2.
3.
4.
5.
Parks Maintenance
2021 Work Plan
Tasks
Repair drain line
Asphalt around restroom building
Asphalt lot
Install gutters
Determine sign Location( s)
Get permit drawings/Permit review
Procure materials
Locate site
construction
1. Identify and sponsor scheduled
volunteer's activities.
2. Recruit volunteers.
3. Volu nteer at events.
4. Booth@ RWB Festival
1. Event Specific
2. Phase 3 & Phase 4 Healthy WA -
Roadmap to Recovery needed before
consideration given
1. Current model: No tournaments until
phase 3 or 4
2. Weekend league play -double
headers
1 . Commission Tours
2. Public Process?
When Status
1st _ 4th Qtr. On-Going
2nd -3rd Qtr . Going out to bid soon
2nd -4th Qtr .
To Be
Determined Uncertain if events will occur
(TBD) due to Covid-19
1st _ 4th Qtr. Uncertain if events will occur
due to Covid-19
2nd -4th Qtr.
As Needed Commission Discussion
1. Schedule
Quarterly inspections of 21 2. Complete Process
Playground Inspections playgrounds to ensure safety 3. DocumenUfile 1st_ 4th Qtr.
compliance 4. Create work orders for needed
repairs and/or remove from service
until parts available
1. Purchase plants
PAEC Art Grass Replanting of PAEC Art grass 2. Install plants 2nd _ 4th Qtr.
3. Maintain Plants
Veteran's Memorial I Installation of flag pole at the top of 1. Coordination as plans develop Before Engineered d rawings for
PAEC Flag Pole Grand Stair Case 9/11/2021 footing needed -In Process
Steel Lake Shop -Play our role in getting new facility 1. Provide input and coordination as As Needed Replacement needed during process Weekly Meeting with Helix
1. PW has changed f acility and not a
Get parks maintenance staff into way for parks staff to move back into
Short Term Housing for more suitable work space as they St Lk Maint., even if we get past 2nd _ 4th Qtr. Need Funding/Stimu lus? Maintenance Staff are working out of their t rucks, pipe Covid-19
chases and storage areas. 2. Coordinate the rental or purchase of
additional portable work trailers.
BPA Trail/Park Code Update Park Code to include new
updates language in regard to motorized 1. Council Process 1st_ 2nd Qtr. Committee/Council Process
vehic le on trails.
Contract Management Ensure contract are current and up 1. Goal: To have new contracts in place 1st _ 4th Qtr. On-Going to date prior to old ones expiring
1. Sohed1:1le Work City Mall i!Rtry Deer Install nm.•.• doors and openers 2. Monitor oontraotor that work is being 4-~ Complete ReplaGemeRt elone 13roporly
1. Need 2 more quote
2. Get Contract in place/execute
PAEC Sneeze Guard Install sneeze guards at concession 3. Schedule Work 1st -2nd Qtr. Waiting Quotes
4. Monitor contractor that work is being
done properly
1. Execute contract
Gate installation Install new gates at Celebration 2. Schedule and confirm placement Waiting for Contractor to Start
and Town Square Parks 3. Monitor contractor that work is being 1st Qtr.
done properly
1. Execute contract
Hylebos Caretaker -Replace failing roof
2. Schedule Work/Debris dumpster Complete?
Shed Roof Replacement 3. Monitor contractor that work is being 1st Qtr.
done properly
i;wGG Bettle l=llleFS IRstall 2 settle fillers 1. CeerdiRate aRd iRstall 4st..Qtf,. Complete
Turf Maintenance (Sand Rehabilitation of our natural turf 1. Order Sand 2nd -3rd Qtr.
banding) 2. Schedule/complete work
Turf Maintenance Maintaining one of our largest, 1. Order Rubber
(Artificial Turf) most costly assets to maintain 2. Schedule/complete work
1st -4th Qtr.
asset integrity and extend life
1. Cel:lrt Yard Cemplete tasks related to the 2. Gate DBG Suites compotitioR of the 2 newly created a. HaRg TV's 4st-.2All..Qtf,. Complete
stHtes 4. Gther ffiisc. items
1 . Ownership -Petition court?
Demo Buildings @ Demolition of the mobile home, 2. Rent Track Hoe 2nd -3rd Qtr.
Brooklake shed and hall 3. Demo
4 . Site clean-up
1. Scan
Technical Information Digitize all of our blue prints, plans 2. Label 1st -4th Qtr.
Organization and other significant documents 3 . Dig itally File
4.
Steel Lake Shop Code required upgrades See Project specific spreadsheet 1st -4th Qtr.
Remediation