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Parks Comm MINS 06-03-2021i:\parks comm mtg notes\2021\06-03-2021 minutes.doc CITY OF FEDERAL WAY PARKS AND RECREATION PARKS AND RECREATION COMMISSION June 3, 2021 Video Conference 5:00 p.m. City Hall MEETING MINUTES Present: Vice Chair George Vadino, George Pfeiffer, Carrie BeSerra, Thomas George and David Berger Excused: Chair Michael Campsmith Staff: John Hutton, Parks Director, Jason Gerwen, Parks Deputy Director and Mary Jaenicke, Parks Adm. Asst. II. Vice Chair Vadino called the meeting to order at 5:00pm. PUBLIC FORUM Betty Taylor spoke regarding her concern about the National Night Out event that is supposed to take place on August 3, 2021 at Town Square Park. It’s a large event and it takes a lot of planning and coordinating. She’s concerned that she may not have enough time to plan the event because of Covid-19 and the uncertainty that we’ll be able to host a large event. She is looking for clarification from the Parks Department on what she can do. Director Hutton understood her concerns and stated that unfortunately we don’t have any answers to her questions; we’re waiting for guidance from the Governor. APPROVAL OF MINUTES Commissioner George moved to approve the May Parks and Recreation Commission regular meeting minutes as written. Commissioner Pfeiffer seconded. Motion passed. COMMISSION BUSINESS Prioritization Matrix The two questions to be discussed are: 1) Will the City need to match outside funding sources? Does the City have matching funds? and 2) Is there Maintenance and Operations money to support after construction? Will the City need to match outside funding sources? Does the City have matching funds? Staff Gerwen stated that most grants are requiring a match. Commissioner Berger suggested that to help distinguish one project over another in terms of rating, a project will score more points for a grant that requires a smaller contribution from the City. Is there Maintenance and Operations money to support after construction? Staff Gerwen stated that most Municipal organizations do not include Maintenance and Operations (M&O) for construction projects. The City of Federal Way does not have a preventative maintenance program due to budget cuts and there is a history of building new facilities and not having a M&O program to maintain it. Deputy Director Gerwen stated that a project should score lower if there is not M&O built into the project. It was decided that a project would score more points if it was a replacement project that reduced M&O and less points for new projects if there’s not any M&O built in. Parks and Recreation Commission, June 3, 2021 Page 2 i:\parks comm mtg notes\2021\06-03-2021 minutes.doc STAFF REPORTS Update on the Waterslide Director Hutton reported that the bid is being finalized and should be out in early July. They are applying for an Aquatics grant; the maximum amount of the grant is $250,000.00. Staff is working on how to fund the remainder of the project. Update on Volunteer Events Deputy Director Gerwen reported that he is waiting for guidance from the Governor that is supposed to come out on June 30. Multiple groups are reaching out wanting to have events. The Department is hoping to do one large event in the Fall. Staff did have to turn away a large volunteer event at the Blueberry Farm. OTHER BUSINESS Commission Berger asked if there has been any discussion regarding rescheduling the Red, White & Blues Festival to later in the year. Director Hutton answered there has not been any discussion, the event has been cancelled. There are other major events that are scheduled in the Fall. The sports fields will not be able to handle it. There is also concern that we would not be able to get the fireworks because of the limited supply. NEXT MEETING/AGENDA ITEMS Commission Business Prioritization Matrix 1. Environmental Impact(s)? 2. Equity? Park Tours Staff Reports City Reopening ADJOURNMENT A motion was made by Commissioner Berger and seconded by Commissioner Pfeiffer to adjourn the meeting. Commissioner Pfeiffer adjourned the meeting at 5:42 pm.