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HomeMy WebLinkAboutSept. 2007 - MinutesJEFFERSON COUNTY PARKS AND RECREATION ADVISORY BOARD MEETING Quilcene Community Center Quilcene, Washington September 5, 2007 Noon — 2:OOPM OPENING BUSINESS Steve Crosland, Vice -Chair, called the meeting to order at 12:00 PM at the Quilcene Community Center, Quilcene, Washington. Members Present: Steve Crosland, Joan Linderoth, Judith Lucia, Brian Miller, Phil Siemion (Arrived at 12: 04PM), Members Absent: Judi Mackey (Excused), Rick Tollefson (Leave of Absence) Staff Present: Matt Tyler, Guests: Phil Johnson, BoCC Agenda: Judith Lucia moved for adoption of the agenda and Brian Miller seconded. The agenda was approved, as written, all in favor. Minutes: Corrections: page 2, name of second speaker is Kim McGuire Joan Linderoth moved that the minutes for June be approved as amended; the motion was seconded. The minutes for June 6, 2007 were approved, as amended, all in favor. 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 Drug Free Zone (DFZ) Update Matt Tyler reported on the background and status of this initiative. By State statute, the County has the option of making all parks and facilities drug free zones. Fines and prison sentences are automatically doubled for convictions relating to possession of drugs in or within 1000 feet of such facilities. There are certain exceptions related to possession of certain substances found in homes within this 1000 foot perimeter. [Phil Johnson arrived at 12:15 PM] Matt Tyler has made preliminary inquiries with regard to the best process to follow. He intends to follow up next week on the suggestion that he present the idea to the Law and Justice Committee, which includes the Sheriff, the Police Department, Prosecutor's office, and emergency response agencies to seek their input and possible support. If the entire community is in favor of such an action, Matt will return to the PRAB and BOCC for their official endorsements. There was a brief discussion including the example of Kitsap County, which has made all parks Drug Free Zones. Steve Crosland asked if there was any indication of the impact of that designation in Kitsap. Matt said he was continuing to research the questions. Phil Siemion asked if it was possible to ban firearms in conjunction with this measure. Matt Tyler said that the law did not permit addition of firearms to the Drug Free Zone provisions and penalties. He said all the parks are covered by existing laws and penalties now. Fire arms may not be discharged within the parks, but possession in the parks is not illegal, if properly permitted. Matt said that there have been incidents, particularly at Irondale Park, where there were suspicions about drugs and certain local organizations are seeking this action. There was agreement that a DFZ will succeed in reducing drug activity only if the law enforcement organizations are in support of it, and willing to back up citizen groups. Parks And Recreation Program/Facility Development Statement: Final Draft Matt Tyler reviewed the background and intention of this document. He said that the need for policy clarification was realized during the OHV process, in particular. The concern is that the Parks and Recreation Board be able to effectively and efficiently manage its own priorities, schedule and limited resources. Without a clear policy, any group can monopolize PRAB time and agendas to the extent that other operating business or strategic initiatives are deferred or overridden. He said it is necessary to define and communicate the limits of time, money and staff resources that can be allocated to new projects. Matt said that when the PRAB decides to support a new project, it should be done in a conscientious way, without allowing it to derail other important work. He noted that he had been refining the general policy statement during the past several months. He walked through the major points of the document, Process for Developing New Programs/Facilities, dated July 10, 2007. Matt said that it is important that the document convey the goals of the department to be open, accessible, supportive and non -political. He stressed the notion of partnership as positive, but noted that it is important to establish to guidelines to prevent unreasonable and unbalanced use of resources for one project. He said, however, that any group would be allowed to make a formal request for significant support. Matt said that he believes that every year the PRAB should develop a list of its priorities, which should reflect its long term goals and assessment of what can be done toward those goals in the coming year. He is also recommending that the PRAB define the portion of the budget that can be spent on research and development of new facilities. For example, if someone approaches the PRAB with an idea or proposal, the PRAB should define how much management/staff time can be used for it. He said it is similar to awarding a grant. On a cyclic or periodic basis, the Board would review project priorities, and provide this information and other education materials about public policy. He also suggested that the PRAB arrange a retreat in the new future, since this is a key time to plan and orient new members, especially if the existing vacancies can be filled. He urged the PRAB to find or recruit new members, noting that he had arranged for an article in the Leader to publicize the existing vacancies. He mentioned Liz Coker and Jane Storm; Phil Johnson noted that he had received a letter from Jane Storm expressing her interest. There was a brief discussion about options for a retreat; the Board tentatively designated Saturday, October 20 from 10:00 AM to 2:00 PM at Beausite Lake, with a facilitator. [Note: this site was later determined to be unavailable and changed to Public Works Office, 623 Sheridan St. Port Townsend —in the `QFC Mall'] Joan Linderoth suggested Mary Ann Seward for facilitation. Matt suggested that the basic format and agenda be geared to getting to know each other better and to consider PRAB matters on a deeper level. Returning to the Policy document, Matt Tyler said that it had gone through three revisions, and that it was ready for adoption as a working policy of this group. He felt that adopting it by motion would strengthen its value as a firm policy to publish and follow. After brief consideration, Phil Siemion moved that the policy be adopted, as written; Brian Miller seconded. The motion to adopt the policy document was approved, all in favor. H.J. Carroll Park Project Update Matt Tyler reviewed the composition of the project planning committee: a BMX advocacy group, a Skateboard advocacy group, Rick Tollefson, Matt Tyler, Mollie Hilt and Phil Saxton and the architects JGM and Associates; Brian Miller has been representing Sports and Fields. He said they had met twice with the architect, a 30 year established firm responsible for the original design of the park, who are doing an excellent job on this project. The elements are: new field, new BMX track certified for racing, skate board park in a round shape to be located on the site of the old labyrinth, with surrounding landscaping. The group is pushing for a new playground in a central location rather than renovating the existing playground. He said the IAC is supportive of relocating the playground (possibly near the concession stand). He said the IAC representative pointed out that having very young children in the vicinity of the skate park was problematic in terms of the language and behaviors that may be observed or overheard. The Jefferson County Rotary is in favor of doing a trial sponsorship for a new playground, possibly as a design/build effort. This could eliminate the need for Parks and Recreation to find a contractor for the construction. Matt said that the existing playground could be left in place, according to the IAC. For the skate park, the work must be done by a professional contractor. Matt distributed aerial photos of H. J. Carroll Park, noting that he would like feedback from the Board. He pointed out the area where the ball field would be located. It has a 48 foot space between the baseline and the new BMX race course. He also noted the two sets of planned bleachers and a 17 foot irrigated grassy area around the basketball area, which will be retained as a picnic area. The concept is to have a pathway along the top edge of the basketball court along the skirt of the basketball court to avoid a new pathway in the grassy area. (The location of the new playground is not shown correctly on the photo.) There was discussion about a preferred location for the playground, and where the flagpole and monument would be located. Brian Miller expressed concern about fencing or containment to protect the children from stray balls. Matt described an 8 foot path all the way around the pavilion, which will be attractive to small children for running. Another path will not be paved but will be rolled and repaired, so as to be accessible. Another concept is to pave the entire perimeter in a plaza style with paving right up to the landscaping. He confirmed that it would be properly designed for drainage. He said the field does not need new drainage underneath, and could be built on as is. The detention pond remains in place. Steve Crosland mentioned the BMX certification allowing competitions to be held. Matt said that association sanctioned events would be held, possibly every week. He noted that both children and adults would be able to use the course, and he expects growing interest. Matt invited the board to provide feedback and/or to attend any of the meetings. He referred everyone to the website: W W W.HJCARROLLPARK.COM for continuing updates. NEW BUSINESS Manager's Report Community Park Grant Program -- Matt said that this program, which had been discussed at the June meeting, was designed to allow local groups to develop new park facilities. He distributed copies of the package of projects that had been proposed by citizens in response to advertising the grants. He was pleased to report that funding was sufficient to cover all of these projects. He walked through and recommended each of the following. East Jefferson Little League: $2,000 out of $7,000 project is needed to build a ball park fence. West Sound Disk Golf Funds to buy/ install three more baskets at H.J. Carroll. He commented that this has been a great program and this group has made a great contribution. Irondale Park Neighborhood Group: Funds are needed to provide an irrigated soft grassy area for picnic tables. To date a new Stop Sign, a new warning sign, and a "day use only" sign have been erected; brush has been cleared for better visibility into the park; and a playground has been constructed. Ropes Course: Funds to provide a temporary 10' X 16' fabric shelter for preparation and debriefings before and after use of the ropes course. Olympic Native Plant Demonstration Gardens at H.J. Carroll Park: Funds for crushed rocks are needed to replace wood chips on pathways. Matt described the gardens as first class, and well maintained. Recreation Center Weight Room Area: Funds for reclaiming the space beneath the stage and outfitting it with weight training equipment. Quilcene School District: Funds to provide adjustable height hoops for existing facilities to allow use by smaller children, as well as youth and adults. Matt Tyler said that he thinks all of these projects are worthwhile and that it should be possible to fund all of them. Steve Crosland commented that this program and its partnerships are productive in that they are providing ideas, energy, good will and accomplishments for a relatively small investment. Judith Lucia moved and Joan Linderoth seconded that the JCPRAB recommend to the BoCC that these grants be approved. The motion passed, all in favor with the exception of Brian Miller, who abstained (Little League Board member conflict of interest). Brian Miller suggested that Matt Tyler request the Little League display Parks/Recreation fence signs for promoting soccer and basketball programs. Matt said he would include that request with the grant award letter. Judith Lucia requested that announcement of the grants be published in the newspaper, which Matt plans to do. Recreation Report Matt Tyler said he was filling in for Chris Macklin, with good cause, since Chris was busy elsewhere. He praised the performance of Chris as Recreation Manager, who continues to develop and expand programs. Matt mentioned the new tennis program for Quilcene Schools, as well as the after school program, and two Quilcene football games to be held at Memorial field this year. The Soccer League was advertised two months earlier this year and has been practicing since before the start of the school year. The program includes 300 student and 32 head coaches, most of whom have assistants. Practice is once or twice a week for 12 weeks, with games in Brinnon, Quilcene and HJ Carroll park and Memorial Field. In addition, Matt applied for and received a $1500 grant from the Jefferson County Community Network to do extra Coach Training. Coaches receive training on social and emotional youth development; i.e. how to guide and support children in the best possible ways. He said the training is not about sports technical skills, but is aimed at how to make them better people. The program teaches how to give specific feedback, whether critical or positive, that is meaningful to individual youth and children. The coaches will receive a special shirt with a logo and slogan, indicating the certification they have received. A survey will be conducted at the end of the program to measure the success. The soccer program is a benefits based activity. That is, there are specific goals such as reducing the rates of childhood obesity and reducing the rate of depression and isolation in the community, etc. He said that these are things Parks and Recreation have always done. By setting goals and measuring outcomes, the program can be changed and improved, based on that information. By demonstrating accountability, the department is in a.stronger position for obtaining continuing funding. Steve Crosland asked for clarification on the metrics. Matt said that a fully scientific study is not affordable. However, the written survey/questionnaire results are so strongly positive that even allowing for a large margin of error, they indicate success. Matt Tyler described the grant received from the Jefferson County Community Network to do a series of substance free parties at the Recreation Center for middle school age children. The Center will be decorated, video games will be set up, and the bouncy castles will be available. The parties, staffed by three people, will run from 7:00 PM — Midnight on the Friday and Saturday before Halloween and the night of Halloween. Wooden Boat Fundraiser — Volunteers will be parking cars at Memorial Field, selling tickets to the bouncy castles and conducting a car wash. The goal is to raise more than the $4500 collected the previous year. Matt noted that more volunteers are needed. Facility Report Memorial Field - Matt reported that the field is getting more use. Among the recent activities, there have been car shows, the Andy Mackie event, and two football games hosted on one day, August 31. Port Ludlow Paradise Bay Road Amenities — Parks and Recreation has a new contract with the Roads division to maintain that road. Matt said that Parks and Recreation was given the contract based on the quality of work for the most reasonable fees, and this will provide about $20,000 revenue per year. He noted that Mollie Hilt, in particular, does excellent landscaping work; the Courthouse is an example. Matt noted that funds for benefits for a new Parks and Recreation FTE will come from this arrangement. Mollie has used a part time person for the. past three years who should be eligible for benefits; this will resolve that situation. H. I Carroll Park Committee Needed To Raise Funds This item was deferred, to be covered at the upcoming retreat. ADDITIONAL BUSINESS AND CORRESPONDENCE Recreation Center Use — Phil Johnson, County Commissioner, said that he had been approached by a representative of St. Mary's Catholic Church about the availability of the Recreation Center for hosting a homeless shelter. He asked if the facility was fully utilized. Matt Tyler explained that the Recreation Center is the only public gym in the entire east county area, and that considerable resources had been invested in the facility and programs, particularly in recent years. He said it was vital to the overall program, and was used constantly by children, youth and adults. Mr. Johnson said he understands the needs for this facility. Swimming Pool Initiative — Judith Lucia noted the recent increase in attention to resolving the community swimming pool replacement issues. Matt Tyler said that Parks and Recreation had helped to begin the process by opening the discussion with the Quimper Foundation. He said the proposal right now from the citizen group is to build a private swimming pool in Port Townsend with private funds. He said that he continues to remind all interested parties that they need to consider the needs of everyone, not just the affluent. Phil Johnson said that David Hero is one of the key people involved in the Make Waves! group, and that he has a proven track record of finding funds, as in the case of the City Hall project. He added that about $2.5 million has been identified to date, and that can be leveraged. Matt noted that Parks and Recreation is in good financial standing right now due to the good support from the BoCC. However, he is concerned about the future, and whether a dedicated source of funding is. needed. Phil Johnson noted that County revenues are down significantly. He noted plans to meet with the Mayor and Councilor Medlicott to discussion recreation issues and possible collaboration on programs and operations. He said that Matt Tyler would be invited. Broadspit Acquisition — Steve Crosland asked if there was any new information on the Broadspit issue. Phil Johnson said that the Nature Conservancy has just purchased a large parcel on Dabob Bay. The BoCC wrote a letter authorizing $300,000 worth of value for the County owned land; the park area remains in County ownership with a commitment in perpetuity to maintain the current arrangement. Judith Lucia added that she had walked the new logging road to the edge of Dabob Bay. It is gratifying to see that the forested slopes down to the Bay have been blocked off and will not be logged. Rick Tollefson Leave of Absence — Judith Lucia moved that a three month leave of absence requested by Rick Tollefson be granted. She said she hoped that he would return soon. Phil Siemion seconded the motion. The leave of absence for Rick Tollefson was approved, all in favor. Absences — Matt Tyler reported that Judi Mackey had sent her regrets that she could not attend this meeting. Judith Lucia said that she would be unable to attend the next meeting on October 3. SET NEXT MEETING DATE/ADJOURNMENT The next PRAB meeting will be held on Wednesday, October 3, 2007 from Noon to 2:00 PM in Port Townsend, Courthouse, BoCC Chambers. Judith Lucia will schedule the small meeting room at the Jefferson County Library, Port Hadlock, for the November 7 meeting. Matt Tyler will work on arrangements for the PRAB retreat, tentatively scheduled for Saturday, October 20, 2007. Jefferson County Pwso ks and Recreation Serving the Community ADVISORY BOARD AGENDA Wednesday, September 5th, 2007 12 noon to 2 p.m. Quilcene Community Center A. OPENING BUSINESS i. Call to order ii. Introductions iii. Agenda A. Additions or changes B. Adoption iv. Minutes A. Additions or changes B. Adoption B. ROAD VACATION i. Michael Regan C. REGULAR / OLD BUSINESS i. Drug Free Zone Update ii. Program or Facility Development Statement Final Draft iii. H.J. Carroll Project Update D. NEW BUSINESS i. Manager's Report ii. Recreation Report iii. Facility Report iv. H.J. Park Committee Needed to Raise Funds E. ADDITIONAL BUSINESS AND CORRESPONDENCE F. SET NEXT MEETING DATE/ ADJOURNMENT July 2007 August 2007 No Meetings