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Home My WebLink About031119_cabs01 Department of Public Works O Commissioners Briefing Page 1 of 1 Jefferson County Board of Commissioners Agenda Request To: Board of Commissioners Philip Morley, County Administrator From: Monte Reinders, Public Works Directory/_ Agenda Date: March 11, 2019 at 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 an update to the JCPRAB prioritized capital improvement plan (CIP). The Chair and Vice-Chair of the JCPRAB seek to acknowledge significant accomplishments such as the Memorial Field Lighting Project, and discuss the plan moving forward. Analysis/Strategic Goals/Pro's Ft Con's: This version of the prioritized CIP was initiated at a JCPRAB retreat held on March 5th, 2015 and has been maintained since. The CIP is updated through consultation with staff, an annual JCPRAB Park Tour, and other analysis. The CIP contains both small and large projects. It demonstrates progress that has been made, and future needs. The CIP is a working, continuously updated element of the Parks, Recreation and Open Space Comprehensive Plan (PROS) Plan. The CIP brings objectivity and consistency over time. Fiscal Impact/Cost Benefit Analysis: The sophisticated planning work of the JCRPAB is valuable in many ways. It sets short and long term objectives. It helps Jefferson County meet the main goals of the PRO plan which are to: retain the current level of service; meet emerging needs where possible; and plan for future trends and environmental conditions. Recommendation: Hold the workshop and discuss the CIP. Department Contact: Matt Tyler. 385-9129 Rei ed By: Philip Morley;CoUnty Admin1 trator Date Completed Project List Location Item Notes Scope HJ Carroll Park Hazard Tree Removal Memorial Field Field Lighting Study options Replace North Beach New Sign Replace Sign,the old one Build frame and install fell down Done,grading annual by Maintain bollards,replace rotten North Beach Park Partitions and Parking Lot Improvements city logs,Grade and Parking Stops URGENT Roof Leaking, Quilcene Campground Shelter Replace Roof,Treat Beetles caving in Irondale Community Park Toilet Volunteer or staff Paint,repair door Gibbs Lake Park Specific Signage Volunteers to install Comprehensive update Lake Leland Restore Grounds in Campground Gibbs Lake Derelict Buildings Remove Repair or replace tables and HJ Carroll Park Picnic tables and benches near playground benches Oak Bay Campground Fence at Upper Oak Bay campground Fix existing fence Gibbs Lake Caretakers House Check for safety Modest repairs if needed Farmers Market reliance PT Rec Center Games Room/Rest Room Paint,floor,RR Dividers,repairs on RR Quilcene Campground Safety Light Contractor Repair light Hi Carroll Park Replace parking lot sign Quilcene Campground Courts Resurface and paint Gibbs Lake Gravel S.Parking Lot Gibbs Lake Gravel the road to beach Irondale Community Park Playground Replace Slides Replace Memorial Field Dugouts Contractor Hi Carroll Park Check and replace rotten posts in Salmon Shelter Memorial Field Stadium Roof Safety Required Refurbish structure,replace roof, Replacement new sound system Hicks Park Parking Lot Roads Crew Grade Irondale Community Park Pumphouse Paint and repair Irondale Community Park Backstop Fencing contractor Repair Irondale Beach Park Entrance Sign Similar to North Beach Purchase and install new sign Hi Carroll Park Replace 2 soccer goals HJ Carroll Park Install Bike Rack near restroom New racks and pads HJ Carroll Park Install new bollards at salmon shelter Hi Carroll Park Athletic Field Improve drainage Lake Leland Install business info kiosk Purchase and install prefab kiosk Quilcene Campground Install business info kiosk Purchase and install prefab kiosk Hi Carroll Park Courts Repair tire damage,Pressure wash Gibbs Lake Caretakers House Renovate Electrical system Gibbs Lake Caretakers House Replace roof Gibbs Lake Caretakers House Install foundation HJ Carroll Park Replace signs on"Salmon Trail" Chimacum Park Toilets Repair to preserve Shelter Fix Up,gravel,small repairs,stablize Roads Crew and Remove old grill,replace new grill, Indian Island Park surface with rock,new picnic with braces contractor tables Indian Island Park Toilet Repair and paint Memorial Field Concession Repair Siding and paint Hicks Park Toilet Door,roof,repair and paint Clear line of sight from entrance to Improve line of sight at Portage Shelter Indian Island Park bridge and from entrance to uphill entrance to reduce risk of accidents curve east of drive Lake Leland Package of improvements All Campgrounds Accessible Campsites, 1 site/each Irondale Beach Park Remove dangerous picnic table and replace One new wood,one concrete Short Term Project List Location Item Notes Scope Researching scope and Memorial Field Entire perimeter fence on all sides Replace or repair budget Paint as needed,inspect East Beach Paint shelter to prevent deterioration for and repair small items North Beach BBQ grills Grates are burned out Remove or replace and full of ashes Chimacum Park Entire Park Quick Fix Up for Safety Clean,Trees,Hardscape, and Community Repair RR Repair kiosk at Lower Oak Bay Campgrbun.,' Oak Bay Campground update to include description of nearby i- attractions/activities and directions to IIP trails Roof should be cleaned, Chimacum Park Shelter trees and brush cut right Clean roof away Chimacum Park Shelter Some logs are rotten and Replace rotten logs carpenter ant infested Chimacum Park Remove danger trees Site has been assessed Lake Leland Dock Scheduled for 2019 by Replace WDFW Quilcene Campground Courts New courts are not being Clean/pressure wash maintained courts Repair or replace the tennis court surface and Major restoration is Courthouse Park paint Very bad condition needed at this time kiosk,install appropriate 'role Community Park Fi d,improve kiosk 2 Plaprted..for2Q19, signs Roof Repair or replace to save the building, North Beach Restroom Building is still degrading. Need to decide what to do with this building HJ Carroll Park Repair,Che'tle ." °`. nt Parking Lot Planned for 2019 Patch,chip seal,strip HJ Carroll Park Restroom Building 2019 Paint interiors Irondale Beach Park Paths Volunteers and RCO Improve park paths Pro'ect Portable,soieldcan be 1110 MemoNew Bleachers P 'for 2019 converted seasonally, 'ria` e. safely PT Rec Center Playground URGENT Replace Fence Staff and Roads.Use salt Memorial Field Athletic FieldAnnual treatments dog Staff and Roads.Use salt HJ Carroll Park Sand playing fieldsAnnual treatments dog Oak Bay Campground Lower Toilet Repair siding and Paint inside Replace park boundary Hi Carroll Park Delineators Staff markers as required Replace park boundary Gibbs Lake Delineators Staff markers as needed Staff,75%progress, HJ Carroll Park Athletic Field Repair irrigation constant project Remove dead/dying HJ Carroll Park Plantings on berms vegetation,replace with drought tolerant species lrondale Beach Park Native vegetation DNR,Volunteers,possible 5o•0"`oMplete RCO Combine with trail w.,,.. Memorial Field Maint Shed Paint,insulate,heater Staff Priority Urgent Priority Mid-term Project List Location Item Notes Scope Irondale Beach Park Loop Path Path exists,needs Improve park loop path im.rovement Gibbs Lake Silent Aider Trail Construction Mainy"e `an.'BCH 77,3 Park in =°"" • der Area North Beach Shelter repair Maybe 4 years left on old Replace Roof,Post roof Indian Island Park Repair Shelter Replace posts,anchor to concrete piers Remove overgrown Quilcene Campground Vegetation between courts and Community Ctr vegetation,partner with CC to improve appearance of building and plantings Remove pea gravel,replace Hi Carroll Park Improve floor in Salmon Shelter Good project,try in 2019 with compacted crushed basalt Hi Carroll Park New Playground Donation in progress Accessible Gibbs Lake Generator Building Caretaker Remove Install new signs on highway Lake Leland Improve signage on highway to improve access to park and campground Reconfigure for ease of Oak Bay Campground Replace posts at Upper CG maintenance Indian Island Park Provide ADA access at trailheads Install compacted crushed rock walkway surface HJ Carroll Park Improve ADA access between parking and selected areas at fields and shelters North Beach Water tap Currently turned off Convert to auto off spigot for filling water bottles Resolve erosion problem in corner of parking lot by North Beach Erosion in parking lot redirecting street runoff to disperse in vacant area or install rain garden Indian Island Park Portage Parking Lot Grade&Partition RCO,Volunteers, Irondale Beach Park Interpretive signage Signage,displays,trails Partners Trailhead Park Forest Exchange trees for pulp Release thin for park values value for removal? and Safety 80%comple„ Comprehensive update Hi Carroll Park Perimeter Path Staff Gravel and grade Critical to our future, New Logo,Sign Replacement Comprehensive Signage and Branding A seek and Park/Facility"Branding" Irondale Community Park Courts and Playground Pressure Wash Planned Lake Leland Fishing dock&Day Use Toilet WDFW project. Replace for 2019 Quilcene Campground Playground Replace HJ Carroll Park Remove alders by playground 2019 HJ Carroll Park Improve vegetation on slope between fields and boundary trail Hi Carroll Park Remove invasives along perimeter trail and in vacant area near BMX track and BB court ONGOING Add new campsites in vacant Quilcene Campground New campsites area,improve definition of existing sites Hi Carroll Park Courts Resurface Resuface Because of its location, potential partners, Irondale Beach Park Picnic Shelter Tables/Shelter/Grills potential for grant funding Irondale Community Park B-Ball Court Resurface Oak Bay Campground round Landsca a at UpperBollards,Signs,entrance area, Landscape Oak Bay campground Seek Hard Dollars brush,surface sites Indian Island Park Install information kiosk at Portage Shelter trailhead Courthouse Park Tennis Court Great fundraiser Resurface and Repair Fence Chimacum Park Campground/Park Restore,repurpose,or decommission the entire park Indian Island Park Improve trail signage and install interpretive/historical interest signs Current retainers are Hi Carroll Park Retaining walls for playground creosoted RR ties. Staff Priority Long Term Project List Location Item Notes Scope Install N.Perimeter+ Equestrian Park Fencing and Trails JEA Trails Lake Leland Build Bank Fishing Trail Part of WDFW Project Quilcene Campground Campground Utilities Revenue enhancer Water and Power Equestrian Park Event Ring and Toilet JEA Install Equestrian Park Trails JEA •Improve existing Trailhead Park Single Track Improvements Hikers,Bikers and Horses • Gibbs Lake Forest Dog Hair forest in places Release thin for park values Seek Hard Dollars. Oak Bay Campground Electric Project design is Safety,capacity,location complete,will try LTAC again for 2020 Oak Bay Campground Water Consulting with RCO Safety and capacity PT Rec Center Gymnasium Repair or Replace Long Term,not feasible Indian Island Park Lagoon Parking Lot Restore,modify access now Equestrian Park Race Course JEA Install Because of its location, Irondale Beach Park Toilet potential partners, Vault toilet potential for grant funding Trailhead Park Bike Skills Area Partners? Mountain Bikers Lake Leland Campground Utilities RCO? Water and power Hi Carroll Park Third Field Fields are expensive to Install maintain Staff Priority Jefferson County Parks a n d Recreation Advisory Board Capital Improvement Plan Planning in the Interest of the Community February 2019 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 • Whenever possible, meet emerging community needs through collaboration • 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 From presentation in Dec 2015 Capital Improvement Plan Prioritization Process • There are roughly 86 uncompleted items on the current CIP • JCPRAB is using 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 CIP Evaluation Criteria Evaluation Factor Descriptors Weight Evaluation Factor Descriptors Weight Benefits Effort 1=Nice to have 1=<$15,000 3=Needed to present minor deterioration ° Overall Net Project Cost $15000-$150,000 50% /0 Saves what we have 9=Mandatory or required to present significant (factor in grant potential) �>$150,000 deterioration 1=Less than 30 days,no acceptance or permit 1=Minimal impact obstacles Improees what we have 3=Moderate impact on utilization or accessibility 20% 3=Less than 12 months,minor permit or acceptance o �Mandatory(ADA),significant impact on utilization Complexityand timeline obstacles 20% or accessibility or satisfies a major unmet need Greater than 12 months,significant challenges 1=Primady Local Use,limited flexibility likely 3=Regional attraction,multiple uses 1=No staff req'd,wlunteer labor secured Level and Equity of use Draws out of area users,multiple uses,significant 20% Human resource needs 3=Minimal staff req'd,wlunteer labor likely 20% improsement of demographic or geographic equity Significant staff,wlunteer labor unknown 1=O&M can be done with rolunteer labor and 1=Minimal impact donations 3=Modest impact on local economy o Sustainability 3=0&M less than$5001 r 10% Economic Benefit Significant economic benefits to local orregional 10/o Y g �0&M>$5001yr,chronic problem economy Health and Safety 1=Minimal impact (People,Community, 3=Moderate impact to 1 category 10% Enuronment) Significant impact to 1 category or moderate impact to 2 or more I ,—'Oach project was scored against these criteria independently . The score for each item is multiplied by the weight factor and summed up for Overall Benefit and Effort and used to derive B/E ratio . 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 JCPRAB Parks Tour Program • Available board members and staff have held park tours each September since 2015 to observe progress and update the CIP • Also provides a "new set of eyes" for staff. • Improvement list is updated to maintain an ongoing list of prioritized opportunities and needs. Key Items from 2015 • Derelict buildings from the old scout camp at Gibbs Lake were an "attractive nuisance and safety concern • Shelter roof at Quilcene Campground was in very bad condition putting the whole structure at risk • Fishing dock at Lake Leland was gradually sinking due to failure of the floats. GibbsLake — Then Derelict buildings from o and disposal Id Boy Scout camp at Gibbs lake pose serious safety risk and are an eyesore. Demo estimated at ^'$25K h ' f r= fir. ` `..f$ :..• z { s 'r. yk'k ..` • 4. �`"y. fir N'S'i r,,,. �/+"'sem Fifa. Gibbs Lake - Now ' „f 1 a • 1 1 , ' 161 Y £ -2.44,.. 1 r.• » m a 7 • Some buildings burned for fire crew training. Remaining structures contain asbestos were physically removed. Project came in under budget Quilcene Campground Shelter Then Now Y 1 I . .. s A 'A i it-u`— '' _ a ,f, '-',:t-------- w,a�u s, J►i� i II a � iti .� �.� '^ a .y �r � >- � � r �. L. .t, ,t, 1041 a Roof has been replaced with standing seam metal roof and structure was cleaned and treated for beetles. io Lake Leland Dock ..1j5RWILii ' 4 ".;`"Ai .1 - ".. .%...,. • t. a \ •.z New dock will be installed by Washington Fish and Wildlife as part of a larger project in 2020 11 Memorial Field Lighting Replacement • This project became much more urgent after one of the light units fell unexpectedly. • High project cost was offset by securing grants and donations • Collaboration between school districts, non — profits, and agencies • Ranked # 1 in Washington in the YAF grant program • High Coordination between County departments • Outstanding results Thanks and kudos to all who worked so hard to complete this project Memorial Field October, 2018 : ....., b ..... ........",,,,,,,? — I }1 . ,. 1 I in h�p ---:-.* - ir , 13 Significant Progress • Several of the most significant items have been addressed • A total of 46 items on the list have been completed and another 8 are well under way. Some were done by contractors but most by hard working staff and volunteers. • Still have 78 active projects in the queue. • Staff availability and funding continue to be challenging RECENT SUCCESSES - Staffing • Maintenance Staff Collaboration • Sharing Maintenance I staff member between Roads and Parks Maintenance • Thinking outside the box, working together • Year round, better trained, better equipped • Available as needed by either department in urgent situations • Provides Saturday coverage, increasing park quality and supporting events. • Clerk hire — one year-round, one 8 months 15 RECENT SUCCESSES - Staffing +.: ii,\ .rip,..:44,.: , .4.,_,„.:. .,- `,.. ,i. ': ' 01 1 t, . _•_-i , . 1;4. _ _, , ,..,,,,7z.,4..:.: ,, r. 4: r(44...._,_...... , �r �. .14.. r \R flit III �ry �at: m Andre Paquet working with the Chetzemoka Trail Dave Conedera restoring picnic table at HJ Carroll Park Planning Committee 16 RECENT SUCCESSES — External Funding • Leveraging of LTAC program to provide operating and improvement funds for Oak Bay, Lake Leland, and Quilcene Campgrounds, including recent addition of an accessible campsite at each campground. • Strong support from Jefferson Healthcare, emphasizing the importance of Parks & Recreation to the overall health of the community. • Securing RCO grant for Memorial Field lighting project. • Two new dugouts at Memorial Field — one insurance claim, and one funded by the County. RECENT SUCCESSES — Internal Funding • Regular and ongoing treatment of athletic fields is yielding benefits. Our fields are key for health and community, and are at capacity. • Importance of replacing the Rec Center Playground fence was recognized and a one time allocation was made to cover cost, recently completed. • 2019 — `one-time' transfer for PT Rec Center added to parks and recreation funding base Thank you RECENT SUCCESSES - Programs • Recreation Programming expansion through leadership, collaboration and County support • Programming in every school in East Jefferson County • New adult soccer leagues • Expanded youth soccer leagues • Collaborations for open gyms, holiday camps, and summer camps Brinnon afterschool program • Jefferson County, Jefferson Healthcare, WSU Extension, Parks and Recreation, Brinnon School District Bri n non Afterschool Program Exercising our Brains and our Bodies! ra ri � a., --.. . �, � ,1 , tG i s r' 40* 9 i I 20 Prioritized CIP — Short Term Sample of CIP showing Top 10 short term improvements Total of 25 project Location Item . Notes Scope Paint as needed, items in 12 month Paint shelter to prevent inspect for and East Beach deterioration repair small items plan. Many are Lake Leland Fishing dock&Day Use F&W project.Planned Replace Toilet _for 2019 deferred North Beach BBQgrills Grates are burned out Remove or replace and full of ashes repair/maintenanc Quick Fix Up for Safety Clean,Trees, Chimacum Park Entire Park Hardscape,Repair e items. and Community RR Roof should be cleaned, Highlighted items Chimacum Park Shelter trees and brush cut right Clean roof away are staff priorities Chimacum Park Remove danger trees Site has been assessed Quilcene Campgrour Courts New courts are not Clean/pressure being maintained wash courts Pressure wash Repair or replace the courts,remove Courthouse Park tennis court surface and weeds on and paint Very bad condition around courts Clean,repair and lrondale paint kiosk,install Community Park Fix and improve kiosk Planned for 2019 appropriate signs Memorial Field Stadium Spalling Repair Prioritized CIP — Mid - Term Sample of CIP showing Top 10 mid-term improvements Location �Item [ Notes Scope Ln. n Total of 40 project Irondale Beach Path exists,needs improve ark Loo Park Loop Path improvement path p p items in mid-term Maintain ttenl gs plan. Many are North Beach Park Partitions and Parking Done,grading annual by replace rotten logs, Lot Improvements city Grade and Parking Stops deferred Silent Alder Trail MainlyO.TA,with some MTB Park in Silent Gibbs Lake Construction RCO or other$,50% Alder Area repair/maintenanc done North Beach Shelter repair Maybe 4years left on Replace Roof,Post e items. old roof SEMI URGENT,Staff Highlighted items Indian Island Park Repair Shelter anchor to concrete Priority piers Picnic tables and benches Repair or replace are staff priorities HJ Carroll Park near playground tables and benches Remove overgrown Several are or will vegetation,partner Quilcene Vegetation between courts with CC to improve be via donation Campground and Community Ctr appearance of building and and/or volunteer plantings Remove p` efforts. Improve floor in Salmon replace with HJ Carroll Park Shelter Good project,try in 2019 compacted crushed basalt, HJ Carroll Park New Playground Donation in progress Accessible Install new signs on Lake Leland Improve signage on highway to improve highway access to park and campground Prioritized CI P — Longer Term Sample of CIP showing Top 10 long-term improvements Total of 20 project items in long term Location [Item E Notes G Scope Install N.Perimeter plan. Equestrian Park Fencing and Trails JEA +Trails Lake Leland Build Bank Fishing Trail Part of WDFW Project Ip Highlighted items Quilcene Campground Utilities Revenue enhancer Water and Power Equestrian Park Event Ring and Toilet JEA Install Equestrian Park Trails JEA Improve existing Trailhead Park Single Track Improvements Hikers,Bikers and Horses Gibbs Lake Forest Dog Hair forest in Release thin for places park values Seek Hard Dollars„ j Oak Bay Project design is Safety,capacity, Campground Electric complete,will try LTAC location 12111111111, a gagiagEllia, Oak Bay Campground Water Seek Hard Dollars Safety and capacity PT Rec Center Gymnasium Repair or Replace • Need JEA to take the lead on Equestrian Park projects 13 Current JCPRAB Priorities • Short Term Projects • Support F&W project at Lake Leland • Lead cleanup and minor repairs at Chimacum Park • Facilitate completion of miscellaneous repair projects throughout the Park system — foster more volunteer engagement. • Longer Term Capital Projects • Quilcene Campground upgrade and expansion • Develop plan for Chimacum Park • Irondale Beach Park development Unanimously approved by the JCPRAB at Feb 2019 Meeting Helps prepare us for the next update of the PROS plan in 2021 2019 Planning Jefferson County Parks and Rec Citizen Advisory Board We have a full board ! What do we Want? Meeting in mid-December to talk about board development. • How board has been developed in the past • Where we're at and what we've accomplished • What would be manageable going forward • Guest speakers Continued • Volunteer appreciation • Annual planning Focus • Parks Tour • Rec Programs • CIP • BOCC updates • Review leases/agreements • Collaboration • Health initiative New Focus • Chimacum Park • Volunteer engagement (Proposed) • Monthly parks column Health Initiative • Partnering with CHIP • Partner with local efforts to elevate mutual goals for community health • Continue to support existing rec programs, growth • More youth outside • Target opportunities for outdoor recreation in parks 1- lierlr ,,••• h , \ois: -- 4 ',sem r - _ - Chimacum County Park • Shut down since 2010 .pc-. te 4 igtowt .. ; ., • Information gathering �+... - s • What is the best use? ' z 0 , ,� , ,. .' .r�tom,,-.. Allc 963000101 m ., ''` ' 9011 ! al p t 1. girl ( •1111 f q I- A4 7';IT 6 r4II itit_ L g ma !liar/ .. IV, �� i � N.r. _ 1,3 4 � c Real rk , rarLAIN-3 1 1 - I . riroF1Y 901113014 i UDmo_ Volunteer & Community Engagement • Increase park awareness and use • Identify priority projects • PT Leader column, monthly, rotating V v V vi v Thank you for your support! Questions? . .0 / • • • • u.i Nva, r °3