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Parks Comm MINS 11-04-2021i:\parks comm mtg notes\2021\11-04-2021 minutes.doc CITY OF FEDERAL WAY PARKS AND RECREATION PARKS AND RECREATION COMMISSION November 4, 2021 Video Conference 5:00 p.m. MEETING MINUTES Present: Chair Michael Campsmith, Vice Chair George Vadino, David Berger and George Pfeiffer Excused: Thomas George Staff: John Hutton, Parks Director, Jason Gerwen, Parks Deputy Director and Mary Jaenicke, Parks Adm. Asst. II. Chair Campsmith called the meeting to order at 5:00pm. PUBLIC FORUM None APPROVAL OF MINUTES Commissioner Berger moved to approve the June Parks and Recreation Commission regular meeting minutes as written. Commissioner George seconded. Motion passed. COMMISSION BUSINESS Prioritization Matrix One question was discussed: 1) Safety – and how to capture it in the Matrix. Safety and how to capture it in the Matrix? Chair Campsmith stated that the commission would never approve anything that wasn’t safe. Staff Gerwen agreed but stated that there will be various things that will need to be repaired. An example of that is that the City has two running tracks that are failing and need to be repaired; this would be one way to capture safety. Unsafe conditions or things that have deteriorated would score higher than routine maintenance. Commissioner Pfeiffer asked what maintenance issues would there have to be to provide operations money to maintain it. Will it be sustainable from a maintenance standpoint; you don’t want to build a project if it can’t be maintained. Commissioner Berger suggested adding another category with the question of is it a project that is sustainable from a maintenance standpoint. Commissioner Pfeiffer added that safety is threefold: Is it safe for the public, is it safe for the employees and provide a safe environment. It’s important to anticipate what the needs will be for safety, such as security cameras, parking and lighting. After discussion it was decided that add the category: Is it sustainable from a maintenance standpoint. Park Tours A brief discussion was held and the decision was made to hold off on the park tours until the 2nd or 3rd quarter in 2022. STAFF REPORTS City Reopening It was announced that both City Council and Council Committee meetings will be in person, starting November 17. Staff is looking into whether or not Commission meetings can still meet virtual or if they need to be in person. Concern was expressed that the meeting room is not large enough to accommodate a large Parks and Recreation Commission, November 4, 2021 Page 2 i:\parks comm mtg notes\2021\11-04-2021 minutes.doc group of people and keep them safely distanced. Discussion was held regarding whether or not the Commission should meet in December. The December meeting has been cancelled in previous years. Vice Chair Vadino stated that the By-Laws state that Elections for Chair and Vice Chair are held in December. The Parks Commission has the option to postpone the election of Officers until sometime in 2022. Since the commission currently has five voting members and is actively recruiting new members a discussion was held to delay the elections until there are more commissioners. Commissioner Berger moved to suspend the vote of Officers in December. Current Officers will continue to serve in their current position until the election can be held. Commissioner Pfeiffer seconded. Motion passed. The December meeting has been cancelled. Recruitment Update Information was sent out on Constant Contact and four applications have been submitted. OTHER BUSINESS Commissioner Berger requested an update at the January meeting on the what the decision making process was for the AARPA money that was allocated to the Parks Department. He would like to know how staff arrived at the decision to ask what they asked for. What was placed on the list and why. Staff Hutton will provide a brief update on what the Parks Department requested. NEXT MEETING/AGENDA ITEMS Commission Business Prioritization Matrix Review Discussion on the By-Laws 2022 Work Plan Staff Reports Recruitment Update AARPA Funding ADJOURNMENT A motion was made by Commissioner Berger and seconded by Commissioner Pfeiffer to adjourn the meeting. Motion passed. Meeting adjourned at 6:04pm.