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Home My WebLink About121415_cabs01Department of Public Works O Afternoon Workshop Page 1 of 1 Jefferson County Board of Commissioners Agenda Request To: Board of Commissioners Philip Morley, County Administrator From: Monte Reinders, Public Works Director Agenda Date: December 14, 2015, 1:30pm Subject: Briefing for Parks and Recreation Advisory Board Capital Plan Statement of Issue: The Jefferson County Parks and Recreation Advisory Board (JCPRAB) has completed and unanimously recommended a prioritized capital improvement plan (CIP). The JCPRAB seeks to present the plan and discuss implementation and funding with the BoCC in a workshop format. Analysis/Strategic Goals/Pro's Et Con's: The prioritized CIP was based primarily on the Parks, Recreation and Open Space Comprehensive Plan. The JCPRAB held a retreat, and worked on the CIP for over a year. The CIP was field checked through a parks tour. Fiscal Impact/Cost Benefit Analysis: The CIP provides detailed information regarding the capital maintenance backlog in the parks. Recommendation: Hold the workshop and discuss the CIP. Department Contact: Matt Tyler. 385-9129 Reviewed By: f slip Mori ,y, ounty dmini rator Date Jefferson County Parks and Recreation Advisory Board Capita Improvement Plan Planning in the Interest of the Community 14 December 2015 Parks, Recreation and Open Space Plan (PROS Plan) • Major findings were incorporated from public input as documented in ERPRC Recommendations: • Parks & Recreation are important • Save what you have • Updated plan completed in Dec 2014 and adopted by Jefferson County in early 2015 • Approved by the RCO in mid 2015 • Strong public process with input by JCPRAB and BoCC • Fast approval, (submitted June 24, 2015, approved June 30, 2015) • CIP represents the "marching orders" of the plan • Challenge then was how to implement the CIP JCPRAB Retreat Winter 2015 • The JCPRAB held a retreat in March, 2015 • Purposes of the retreat were to: • Introduce the newer members to the JCPRAB • Update and refresh the JCPRAB Goals and Objectives • Strategize how to implement the PROS plan • To develop and prioritize the CIP • To 'get stuff done, check it off' — by board and volunteers • To promote and participate in larger projects Capital Improvement Plan Prioritization Process • There are roughly 90 items on the CIP • Needed a way to "eat the elephant" • Adopted a Portfolio Management approach commonly used in industry • Formulated nine (9) quantitative evaluation criteria tied directly to our goals and findings in PROS plan. • The JCPRAB brainstormed to develop and assign relative weighting factors to each item. • Created quantitative scoring descriptors for each evaluation factor • Criteria were unanimously supported by board. • Each project/work item was rated against the criteria (not each other) • Entire CIP list was then sorted by the overall Benefit/Effort score Result — ranked priorities, unanimously supported Quantitative, fair, and balanced The CIP listing will be reviewed and updated regularly Capital Improvement Plan Evaluation Factor Descriptors Process Weight Evaluation Factor Descriptors Benefits 1=Nice to hale Saves what we have 3 -Needed to present minor deterioration 40% (factororin grant potential) 9=Mandatory or required to present significant deterioration 1=Minimal impact Improves what we hose 3=Moderate impact on utilization or accessibility 20 o % Complexity and timeline 9=Mandatory(ADA), significant impact on utilization 20% or accessibility or satisfies a major unmet need 1=Phmady Local Use, limited flexibility 3=Regional attraction, multiple uses Level and Equity of use 9=Draws out of area users, multiple uses, significant 20% Human resource needs improvement of demographic or geographic equity 20% 1=Minimal impact Ecomomic Benefit 3=Modest impact on local economy 10% Sustainability 9=Significant economic benefits to local or regional 10% economy Health and Safety 1=Minimal impact (People, Community, 3=Moderate impact to 1 category 10% Environment) g=Significant impact to 1 category or moderate limpact to 2 or more Weight Effort 1=<$15000 OverallNet Project Cost 3=$15000 - $150.000 50% (factororin grant potential) 9=>$150,000 1=Less than 30 days, no acceptance or permit obstacles Complexity and timeline 3=Less than 12 months, minor permit or acceptance 20% obstacles 9=Greater than 12 months, significant challenges likely 1=No staff req'd, wlunleer labor secured Human resource needs 3=Minimal staff req'd, wlunteer labor likely 20% 9=Si nificant staff, volunteer labor unknown 1=08M can be done with volunteer labor and Sustainability donations 10% 3=08M less than $500/yr 9=0045001 r, chronic problem Used objective criteria based on our goals and public input. Each project was scored against these criteria independently to derive B/E ratio prioritization. JCPRAB Parks Tour • Field check CIP and riorities and projects (pboots on the ground) • Two full days in September • Documented and photographed • Resulted in minor re- shuffling • Additional items were identified • Noxious weeds identified Unmet Need — Bike Skills Course • Existing BMX track at HJ Carroll is well used and needs repair. There is no public skills course in the area. • Enterprising teenagers have built a make -shift skills course in the woods at Chimacum County Park • Possible volunteer project • AT has also found a BMX on their property (removed) I ''Kf �• • . lip . _.' k �� ,�� •� � . l!`_9 `...tri i 4t v �40' r -z,Y.- �f • tel`'. CIP Matrix Summary The Prioritized CIP Matrix: • Adds specificity and priorities to the PROS Plan • Fosters veracity and validity (objective and unbiased) • Represents unanimous voice of the JCPRAB • Focuses on importance to community • Promotes mobilization of staff and volunteers • Execution is critical to sustainability — Many of the items are deferred maintenance and repair Seeking your support, suggestions, participation and resources Prioritized CI P —Short Term Sample of CIP showing the short term efforts for the next 12 months Location Item Notes I' scope BE Rat Comments' I Timing/Urgenc=r Quilcene Shelter URGENT Roof Leaking, Replace Roof, Treat 3.14 Request GF Budget Extension Campground cavingin Beetles Irondale Toilet Vol unteer or staff Pa i nt, re pa i r door 2.75 Community Park H1 Ca rrol Park BMX Track Ideal forvolunteer Rebuild and or 2.46 Ideal Community Project -facilitate roup reconfigure Possible community workday, Rotary Chimacum Park Shelter Clean, replace roof 2.44 or High School project orial Field Quincy St Fence Friends Project Replace 2.20 Facilitate the Project with Friends i z.1a Lake Leland Dock URGENT Replace 1.87 Pursue with F&W Memorial Field Stadium Spalling Repair 1.79 Games Room/Rest Farmers Ma rket rel is nce Paint, floor, RR PT Rec Center 1.71 Room on RR Dividers,re airs Quilcene Safety Light Contractor 1.60 Campground 12 months 12 months 12 months 12 months 12 months 12 months 12 months 12 months 12 months 12 months otal of 30 project items in 12 month pan. Most are deferred repair/maintenance items. Rough cost estimate $780K. Memorial Field projects account for $615K and PT Rec Center $16K Repair Repair Repair Repair Repair Repair Repair Repair Repair Improve ment 10 t I �\ IIA r � Nei � f - �� f • `Ply -,_. J ` i � �/�/ I Y Prioritized CI P — Mid - Term Sample of CIP showing the mid-term efforts for 2 - 4 years Location - Item - Notes I - scope BE Ra - Comments � Timing/Urgenc-t: 2-4years 2-4years 2-4years 2 - 4 years 2-4years 2 - 4 years 2-4years Repair Improve ment Improve ment Improve ment Improve ment Improve ment Improve ment 11 Maybe 4years left on North Beach Shelter repair Replace Roof, Post 4.71 old roof I rondale Beach Loop Path Build and improve 3.71 Apply toRCD in 2016 Pak park Loop path Park Partitions and Replace with Rocks, North Beach Parking Lot Grade and Parking 3.43 Improvements Stops Gibbs Lake Park Specific Signage Great opportunity Comprehensiveupdate 2.56 Gibbs Lake Mountain Bike Park Mainly OTA, with some MTB Park in Clear 2,43 JCPRAB Finalize Planning RCO or other $ Cut Areas Hl Carrot Park Playground Can wait Replace olderelements 2.14 Indian Island Park Replace Shelter SEMI URGENT Replace 1.86 2-4years 2-4years 2-4years 2 - 4 years 2-4years 2 - 4 years 2-4years Repair Improve ment Improve ment Improve ment Improve ment Improve ment Improve ment 11 Prioritized CI P — Longer Term Sample of CIP showing the long-term efforts of > 4 years Location - Item Notes - I Scone - BE Rat - Comments Timing/Urgen >4 years Repair Not Urgent -This Shelter Replace entire 2.36 North Beach Sheller is relatively strong structure ment Improve >4 years Install N. Perimeter This ranking assumes the JEA is Equestrian Park Fencing and Trails JEA 1.77 ment Improve >4 years -Trails completing the project. Quilcene Campground Utilities Revenue enhancer Water and Power 1.19 Campground Equestrian Park Event Ring and Toilet JEA Install 1.14 Postpone until more information Equestrian Park Trails JEA Volunteers needed Improve existing 1.14 Postpone until more information Trailhead Park Single Track Hikers, Bikers and 1.11 Pursued by Backcountry Horsemen Improvements lHorses >4 years • Need JEA to take the lead on Equestrian Park projects • Quilcene Campground upgrade and expansion presents a good RCO Grant possibility JEA Project 14 Repair Improve >4 years ment >4yearsImprove ment Improve >4 years ment Improve >4 years ment Improve >4 years ment Improve ment • Need JEA to take the lead on Equestrian Park projects • Quilcene Campground upgrade and expansion presents a good RCO Grant possibility JEA Project 14 JCPRAB Priorities • Short Term Projects • Quilcene Roof — urgent • Lake Leland Dock • Facilitate completion of miscellaneous repair projects throughout the Park system • Longer Term Capital Projects • Quilcene Campground upgrade and expansion • Irondale Beach Park development Unanimously approved by the JCPRAB at Nov Meeting Still need to secure funding Background Funding Information • Recession ended the capital improvement program for parks and recreation and prompted significant cuts to operating budget. No new grant applications have been submitted as no match money was available • Increased reliance on volunteerism (adopt -a -park, Friends of Jefferson County Parks) and donations • ERPRC study and subsequent MPD Committee sought to develop a stable funding source • Adequate funding is a continuing struggle -----------------The New Normal------------------ Impact on Parks and Recreation Capital Improvement Program • Parks Improvement funds transferred to M and O • HJ Carroll Park Third Field project canceled, grant money forfeited, matching funds were utilized for maintenance and operations • Staff "Maintenance Improvement Projects" discontinued. Historical examples: • Salvaged playground from Indian Island and built new playgrounds at Quilcene and Irondale Community Parks • Athletic field treatments incl. heavy sanding and aerating • Painting and roofing of toilets and picnic shelters • Annual campground preparations at Quilcene and Lake Leland • Repairs: fencing, courts, docks, park furniture, soccer and B -Ball goals • Assistance in construction of HJ Carroll Park • Brushing and tree work —all parks • Surfacing, grading, partitioning parking lots, and trails — all parks $22000.000 $21 ,000 000 $20.000,000 S19.000000 $18000000 $17000000 $16000000 $15000000 $14,000000 $13000000 yob a do , P Historical County Revenue and Expenditures GENERAL FUND REVENUES & EXPENDITURES (base budget) 2006 through 2019 (12-1-14) NOTE: EXCLUDES large extraordinary and one-time revenues and expenditures for years 2009 to 2015 � `C'^ � 'N- 'Y�,o �y,• �„'L ��•`'' �,A �1b �,0 �`'t X10 �^0 Q�d -MeaRevenup—Expe11WdfM"sessus quo tete to 2019) —Sblue pue from 2a9t1 From Jefferson County Budget Hearing Dec 1, 2014 Revenue and expenses growing at 3% since 2012 Roughly the same as rate of inflation is VON Y 600 500 c Q. 400 X W 300 a� f° 200 11' 7 Parks & Recreation History Staffing down 33% since 2008 am .-i m Lr) 0 0 .- I ,--I ,--I 0 0 0 0 0 N N N N N Total Expense Total FTE 109 Foi W 7 Li - 6 e m 4" 5 v^ U 4 W CO 3 Y L 2 a Volunteers stepping up to fill the void • Lagoon Beach toilet repaired and repainted • New picnic tables at Indian Island — Portage shelter • Improved drainage and crushed rock on Portage Trail • New "bumper" logs at Lagoon Beach parking lot • Improved line of sight at Indian Island entrances • Mowing at Indian Island, Irondale Beach and Riverside • Noxious weed removal at Irondale Beach and Riverside • Expanded trail network at Gibbs Lake • Preservation of closed toilets at Chimacum and North Beach • Ongoing trail cleanup and improvement at Indian Island • Ongoing improvement of Disc Golf course at HJ Carroll Volunteer work will continue and even expand but they can't do it all. Capital Improvements - Grant Funding Opportunities • Consultation with AJO Consulting and RCO grant manager indicated that many projects on our CIP are too small to successfully compete for RCO grants. • RCO recommended that individual work elements at a common location should be aggregated into a larger scope project Quilcene Campground Improvements Potential RCO Grant Application • An established and revenue producing campground • $5K through Nov 2015 ($2,700 over budget) • Over 400 campsite nights • Open year around , often full during summer • Strong demand for campsites in the area • Adjacent tennis/basketball court currently undergoing a major improvement through efforts of Quilcene residents • As envisioned, project would include • Additional campsites with paved pads • Power and water hookups to selected campsites • New septic system and functional bathrooms • RV dump • ADA upgrades May also qualify for rural development assistance Irondale Beach Park Development Potential RCO Grant Application • Currently undergoing a major effort to remove noxious weeds and restore native plants throughout park • Proposed project would: • Implement some of the improvements found in the Master Plan and Cultural Resources Management Plan to: • Showcase Native American activity and historical smelter ruins • Provide Safe and expanded path and trails • Create and maintain quality beach access • Improve the user experience through additional park structures and furniture, and in-depth historical interpretive signage • Improve compliance with environmental, health and safety standards • Functional vault toilet or restroom • Upgraded parking lot and formalized area for hand boat launching to preclude ancillary beach damage (berms, eel grass) • Locate and eliminate pollution in Otter Creek which flows through the park • Pollution coming from outside park boundary • Possible separate grant with joint submission with County Health Department Implementation • Secure funding for new roof at Quilcene Campground shelter and other needed maintenance and repairs • Support staff to pursue Lake Leland Dock with WDFW (Goal - 100% WDFW funded) • Continue to foster and grow donors and volunteers • Research and develop RCO grant application for Quilcene Campground Expansion • Research and develop grant application to refurbish Irondale Beach Park after the Urban Forestry work is completed in January 2016 This is how the JCPRAB will work to execute the plan Grant applications to be developed by board members What we ask of you • Allocation to partially fund 12 month plan — $50K? • New roof at Quilcene Campground shelter (^$12K) • Removal of derelict buildings at Gibbs Lake - $25K • Remainder for other priority repairs • Pledge for 10% cash match for Quilcene and Irondale RCO grants (spending would not occur until 2017 — 2018) • Continued support as we work the Implementation Plan Need to restore limited but predictable financial support for parks capital maintenance and improvement