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HomeMy WebLinkAboutOct. 2007 - MinutesJEFFERSON COUNTY PARKS AND RECREATION ADVISORY BOARD MEETING Jefferson County Court House Port Townsend, Washington October 3, 2007 Noon — 2:OOPM OPENING BUSINESS Steve Crosland, Vice -Chair, called the meeting to order at 12:05 PM in Commissioners' Chambers in the Jefferson County Courthouse, Port Townsend, Washington. For the benefit of visitors Liz Coker and Jane Storm, potential new members of the PRAB, there was a round of introductions. A quorum was established at 12:25 with the arrival of Joan Linderoth. Only business not requiring a quorum was conducted prior to that time. Members Present: Steve Crosland, Joan Linderoth (arrived at 12:30 PM), Brian Miller, Phil Siemion Members Absent: Judi Mackey, Judith Lucia, Rick Tollefson (Leave of Absence) Staff Present: Matt Tyler, Guests: Phil Johnson, BoCC; Bob Anderson, Liz Coker, Jane Storm, Sharon Sherfick Agenda: The agenda was approved, as written, all in favor. Minutes: There were no changes or corrections to the minutes of the previous meeting. The minutes for September S, 2007 were approved, as amended, all in favor. 1 ROAD VACATIONS Matt Tyler stated that he was standing in for Kelli Larson. He distributed copies of the Michael Regan petition. PRAB board members reviewed the location of the property and determined that the right of way under consideration has no significance to Parks and Recreation. Judith Lucia moved that the JCPRAB voice no objection to the petition and Joan Linderoth seconded. The motion for approval of the Michael Regan petition by the JCPRAB passed, all in favor. REGULAR/OLD BUSINESS H. J. Carroll Park Update Matt Tyler reported on the progress and recent status of this initiative. He said that the citizen advisory committee, which includes Brian Miller, had met four times with the architect. The design has evolved over this period. He presented the concept of the park, including marked up photos showing the planned locations of improvements and additions. The biggest change from the last report is that the playground will remain where it is and be renovated in place. He pointed out the rough location of the new skate park, which will be 10,000 square feet. Matt noted that there is much work to be done on design and fundraising in order to build what the skate park advocates would like. If the funding goal is not met, the County has adequate funds to build a basic skate park. There will be an irrigated grassy area between the new skate park and the BMX course, which has been enlarged. There is a new trail between the BMX course and the ball field, which will be accessibly Page 1 of 6 surfaced with 3/8" crushed rock. The trail will be continuous with part of the perimeter trail. Two of the parking stalls have been moved out of the large parking area to the side which has accessible access to the perimeter trail. The length of the trail is 1 kilometer, .7 miles. Brian Miller described the ball field as being standard; there will be 60 foot baselines, dirt infield, and irrigated grass. He said that he had wanted to see some transition from ball field to bike path and the low trail would work out well. Matt pointed out the yellow lines showing the limits of field improvement. The area, as a multi -purpose field, has been opened up for soccer play. There will be 120,000 square feet of new field. Near the rotary pavilion, there will be a paved asphalt loop; other asphalt paths are shown in orange, as well. The basic timeline is to finish the concept design within two weeks, then update the cost estimate, followed by a construction plan, with the majority of the work done by the fall of 2008 and the final completed project done by 10/09. Matt Tyler said that he foresees a phased approach with the BMX course first. After that the ball field dirt surface will be improved and grass will be planted. Liz Coker asked if the planned fence would be adequate to stop foul balls. Brain Miller said the planned fence is 25 feet high. There was a brief discussion about whether there was adequate protection for bikers from foul balls. Brian Miller suggested that possibly some trees such as poplars could be planted along the trail between the bike trails and the field, which could also provide some shade. Matt said he would be doing more fundraising. He said the Port Townsend Rotary does not wish to sponsor any major aspect but suggested that he develop a "buy a brick, or bench or picnic table" brochure. He will be visiting various organizations with that approach. HORSE PARK UPDATE Within the next few weeks, the Horse Park group will be having a pre -application conference with the Department of Community Development., which deals with building permits, zoning, coordination with the Fire Marshall and Roads Department. They will then develop the concept design and on to construction. The site is on Cape George Road south of the solid waste transfer station and composting operation. [Joan Linderoth arrived at 12:25, after having traveled first to the Library in Port Hadlock because she thought the meeting was to be held there.] PRAB BOARD RETREAT The Retreat will be held Saturday, October 20, from 10:00 AM until 2:00 PM at the Public Works office in the large conference room. It will be facilitated by Diana Martin, a professional facilitator who works with Jim Rough. Matt Tyler spoke well of her work; he said the session will be fun and engaging, and he expects everyone to feel empowered and energized by the process. He noted that is not intended to be a Board member training session but questions that arise can be handled there. Matt said he hopes everyone will be able to stay for lunch. A vegetarian lunch of soup, salad and bread will be served. [Agenda and Minutes Approval business were conducted at this point in the meeting — see I. Opening Business above.] Page 2 of 6 NEW BUSINESS REPORT FROM KIWANIS REGARDING THE BEAUSITE LAKE FACILITY Sharon Sherfick Ms. Sherfick began by noting that her colleague, Hank Warren, was unable to attend due to illness. He had suffered a heart attack while vacationing a week earlier and was still hospitalized in Flagstaff, Arizona. She suggested that when he is fully recovered, he would be able to answer any questions that remain after her presentation. Ms. Sherfick provided drawings of the planned renovations. She described the phases of the property improvements that are to take place over the next two years. Phase 1 — Bathroom, Shower and Laundry Facility Currently, 6 sani-cans and a portable shower are being used to supplement the 4 bathrooms in the main lodge building. With annual growth, these facilities are becoming inadequate for the numbers of campers. They expect grants to be approved and that with the aid of local professionals, these facilities will be finished by June of 2008. The $400,000 worth of work would be done for about $190,000, with all of the donated labor and materials. Phases 2 and 3 should begin construction in 2009. Phase 2 — Four Bunkhouses The current accommodations are 8 large wooden tent platforms, which accommodate 60 staffers and campers. She said there is a clear need to house campers in safer accommodations. Phase 3 — Enclosed Pavilion (for up to 200 persons) This would be used for camper activities, weddings, receptions, and the like. There are also plans to upgrade the kitchen to a commercial kitchen. Plans will be submitted for building permits within 4 weeks. It will include a fire suppression system, buffet line, 6 burner commercial gas range, 2 double ovens, and walk in refrigeration. The design is beyond the needs for the campers, so that it will be more attractive as a rental facility. Rentals increased by 20% this year, but the kitchen is not adequate for much of the potential rental market for weddings and large retreats. Target date for completion is September of 2008, although that is also contingent on grants and fund raising, including the Extreme Makeover program. During the past year, all the gutters and downspouts have been replaced, as well as the deck rails on three sides of the building. The deck floor will be replaced in the spring. Remodeling upgrades have been done to the bathrooms in the lodge. There has also been painting and new flooring, and sound proofing between lower bedrooms. Roof repairing is scheduled for the next few weeks. An outdoor 12 x 20 foot stage with railings and a wheelchair ramp was built this year. There has been extensive trail work, with the goal of having all paved trails. Additional fund raising is needed to meet those costs. A 12 x 20 metal canopy was added in June, with electric service, to shelter outdoor cooking, which was requested by renters. A new 10 x 12 storage shed was built to house recreation equipment. Concurrently, the summer camp program has been successful and is expanding every year. Ms. Sherfick noted that 70 campers have come from Washington, Oregon, and B.C., and that there was a wait list of 140 campers this year. There is also a new program for children with autism and cerebral palsy, using alternative augmentative communication devices to speak. The educational based curriculum incorporates some of the summer camp activities to enhance communication skills. Ms. Sherfick said it Page 3 of 6 was highly successful. There were 11 children participating this year, with a wait list of 150 children for next year. They hope to expand the number of one week sessions next year. Matt Tyler said that this is a tremendous partnership and that Parks and Recreation is honored to be a part of it. He commended the Kiwanis organization for how much it accomplishes through volunteers. He noted the Beausite Lake facility is a public park in partnership with Kiwanis and is available to the public as a reservable conference center. He noted that there had been a significant increase in publicity and outreach to increase public usage within the last year. Ms. Coker asked about the role of the County. Matt Tyler said that a 30 year lease had been signed which provides for the basic parameters of the partnership. There is on site housing for two caretakers, one of whom spends about 30 hours per week on the routine maintenance and reservations. The Kiwanis provides all the facility improvements, such as the new septic system that was installed in 1995. Grant applications total $95,000 for the 3 phases plus about $30,000 for the kitchen. All other funds come from donations and other fund raising. Ms. Sherfick mentioned the regular fundraising events of wood splitting/delivery and Christmas Tree sales as examples, as well as monthly events managed by the Kiwanis Board that generate about $120,000 annually. Other funding sources are UGN, the Walkley Memorial Trust and the Suquamish Tribe. A set of the plans was provided for inspection; staff and PRAB members commended Ms. Sherfick on the design. She noted that the design is as green as possible: they are considering solar panels for water heating. On behalf of the entire PRAB, Matt Tyler and Steve Crosland thanked Ms. Sherfick for the presentation. ROAD VACATION John Barrett Vacation Petition -- This agenda item had been deferred earlier in the meeting due to the lack of a quorum. After a brief review of the application, there was agreement that the proposed vacation would have no perceptible impact on Parks and Recreation matters. Joan Linderoth moved that granting of this vacation would have no impact on Parks and Recreation. Phil Siemion seconded the motion, which was approved, all in favor. REVISED PRAB MEETING SCHEDULE Matt Tyler provided paper copies of the meeting schedule to replace the incorrect schedule that had been distributed earlier. (The corrected version had also been e-mailed.) DRUG FREE ZONE INITIATIVE Matt Tyler distributed copies of the RCW relevant to this initiative. He discussed the background and explained that this notion had arisen from the neighbors of Shine Hicks Parks and the Irondale Neighborhood Park. In both locations there appeared to be drug related activities, possibly sales, taking place: Many other steps have been taken, including two service projects and other volunteer work at the Irondale Park. Work has been done to improve the visibility into the park, a playground was installed and grass planted. The concept is to make the park attractive to families so that it will be a busy vibrant area and thereby displace any illegal activity. Matt said this has helped tremendously at the Irondale Park. He believes that more patrols and support are needed to continue this effort. He appeared before the Law and Justice Council to explain that the idea of a Drug Free Zone (DFZ) had come up and to hear their reactions to the idea. The Committee includes Crad Verser, Superior Court Judge, Prosecutor's Office, Substance Abuse Treatment community representative, Sheriff, City Police Chief. He said they were Page 4 of 6 unanimously in favor of the idea. However, Matt noted that getting agreement and putting up signs is not sufficient. If the law is put into place by the BOCC, it provides that penalties are doubled for the use, sales or possession of controlled substances, not including marijuana (or guns, alcohol, or tobacco.) All the schools are already drug free zones. It is also possible to make any park, bus stop or civic center into a DFZ, or to establish a 1000 foot perimeter of such a place. Matt said he wished to find the best solution and to make the most of limited resources. He noted that the Sheriff was very much in favor of the DFZ for the park(s), but would clearly need some resources to effectively patrol and enforce the law. Steve Crosland asked whether just the park or a larger area would be covered. The adjacent homes would not be covered if there were no children present. Matt also clarified that alcohol is not illegal in the parks now, if a banquet permit is obtained in advance. Matt Tyler suggested that he and PRAB members educate themselves about the law and talk with various community members to explain the idea and get feedback. He would only wish to take a systematic approach. Steve Crosland said he believed it would be necessary to include all the parks, not just one or two. Phil Siemion asked if there was a record of arrests or complaints and/or prosecution at any of the parks. Matt Tyler said that was the case. Irondale Beach Park had been a problem area and has been greatly improved by "good design". Liz Coker noted that the practice of maintaining a park or gathering place very well is one of the best deterrents. This would be a "line in the sand" approach which may have some unintended consequences, such as retaliation, but suspected that would be minimal compared with the possible benefits. She added that a prominent public relations campaign at the outset would be beneficial. PRAB members asked for any specifics about known infractions, i.e. types of drugs, times of day, etc. It was agreed that the actual police information should be requested. Matt Tyler suggested inviting the Sheriff and Police to a meeting for a discussion about the idea and what would be necessary to make the action effective. He noted that simply opening up communication about safety within the community would be beneficial. Steve Crosland said that he would attend any meeting with the Irondale Neighborhood group. Another suggestion was to hold a community conversation somewhere nearby the park over the winter, either in a private home or have them attend the next PRAB meeting at the Library. Brian Miller asked if extra soccer goals could be placed at the Irondale Neighborhood Park as another way to keep the place busy. Matt said that was possible. Phil Johnson added that, at this time in the budgeting process, the financial picture is not promising. Sales tax is down 5% and is down 2%. Liz Coker noted that some of the most effective steps do not require additional resources, i.e. helping the community take back the parks by establishing a more constant presence. 144 1 (OW1 am WGIM Matt Tyler gave a brief report, noting that Chris Macklin continues to be so busy that he is unable to attend. Among the activities, he is now partnering with volunteers to drive Chimacum children to Port Townsend to swim on a regular basis. Matt reviewed the plans for the Halloween nights are the Recreation Center discussed at the previous meeting. There is constant demand for more hours at the Rec Center, which is usually not affordable. This series of evening dates is made possible by a small grant. Page 5 of 6 The Coach Training for the Basketball League as well as preparation in the schools is well ahead of schedule. Soccer is continuing, with over 300 kids in the program, including 71n and 81h graders, practicing twice a week. The league lasts for 8 weeks ending before the end of October. Some games take place at night at Memorial Field, bringing families from all over the county together. The open gym, after school program at Quilcene run by Joni Mahan continues, supported by a small grant from UGN. FACILITIES REPORT Camp Grounds -- Molly Hilt is closing the camp grounds after single-handedly running and maintaining five locations again this season. Matt said she does everything from ranger, arborist, mower, coordination and problem solving activities. Matt said he is working on providing her with a full time helper, which she has never had in the 20+ years of her employment with Parks and Rec. He said that she is a true expert with horticulture and landscaping. Memorial Field — Matt noted that there is increasing activity and maintenance to do at Memorial Field. It is home field for Chimacum SD and Port Townsend football, for PT girls soccer and the PT junior little league program, and youth football leagues. He commended Phil Saxton for taking the responsibility to do what needs to be done for all the fields, irregardless of the schedule. He said Phil also takes care of H.J. Carroll Park and supports the other little league parks in the County. Rhody Run -- Jane Storm explained that she was on the Board for Rhody Run. She said the Board had a long standing membership composition and that they were in need of new energy. If the outreach for new Board leadership did not yield results, the Rhody Run Organization might dissolve. She expressed her thoughts that perhaps some partnership could be forged with the PRAB and the Rhody Run Board. There was a discussion about the history and nature of the Rhody Run: the organization; the federal tax status, the budget and the importance to the community. Mr. Henderson shared his thoughts about the possibilities for moving forward beyond 2008. Matt Tyler said he saw the possibility the non-profit. standing being converted to an entity such as Friend of Parks and Recreation. Phil Johnson said he thought the idea was certainly worth further investigation. Steve Crosland said that public/private partnership was consistent with the vision. There was additional discussion about the routine decision making, planning and managing of the Rhody run each year. Swimming Pool — Liz Coker inquired about the current status of swimming facilities plans/initiative. Matt Tyler said that Make Waves was attempting to proceed with a semi-private/public approach and that the PRAB was not really involved in that, other than supporting the program to transport Chimacum children to Port Townsend for swimming. Matt said that perhaps the crucial questions are: "What is wanted? What is needed? How will these facilities best be paid for?" There was a brief discussion about the Forks and Bainbridge recreational districts and acknowledgement that building and maintaining a pool was of importance to many citizens but that funding remains an unresolved issue. ADJOURNMENT Vice Chair Steve Crosland adjourned the meeting at 1:45 PM. Page 6 of 6