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HomeMy WebLinkAboutMay 2008 - MinutesFI TE JEFFERSON COUNTY PARKS AND RECREATION ADVISORY BOARD MEETING Jefferson County Library, Front Conference Room Port Hadlock, Washington May 7, 2008 Noon — 2:00 PM OPENING BUSINESS Call to Order: Chair Steve Crosland, called the meeting to order at 12:10 PM, and called for a round of introductions. Members Present: Steve Crosland, Trevor Huntingford, Joan Linderoth, Judith Lucia, Brian Miller, Phil Siemion, Jane Storm, Liz Coker (arrived at 12:33 PM) Members Absent: Davis Steelquist Staff Present: Matt Tyler Gail Bernhard (Recorder) Guests: Dennis Burk Phil Johnson, County Commissioner Agenda: Phil Siemion moved and Joan Linderoth seconded for adoption of the agenda. The agenda was approved, as written, all in favor. Minutes: Corrections to April Minutes — Page 2: Under Study Circles, replace first sentence of second paragraph with: "There was discussion about finding volunteers from South County to serve on the Friends Board." Page 3: correct spelling of Susan Stenger -Meyer; also Jane Storm reported that Ms. Stenger -Meyer had not confirmed that she would serve on the new Friends of Parks and Recreation Board. Under Rhody Run, replace the third sentence with: "There has been discussion within the Rhody Board and a vote to have Friends adopt the non-profit standing." Page 3, second paragraph: ".......another mason, Bret Thacker, and ..." Judith Lucia moved for adoption of the May minutes, as amended. The motion was seconded by Trevor Huntingford and approved, all in favor. ROAD VACATIONS There were no road vacations to discuss. REGULAR/OLD BUSINESS Study Circles Matt Tyler reported that he had met with Liz Coker regarding this program. The idea arose to do a Study Circle for the Recreation Center, specifically. He said there are needs there, such as repairing the floor and painting the outside. The next step is to form the guiding committee, do a Page 1 of 7 DRAFT practice Study Circle, and start the process. He expects that because of the press of other work, this will be postponed until mid summer and be in full activity by the fall. Joan Linderoth and Jane Storm both indicated that they did not have the time to participate in the Study Circles sub- committee since they are also involved in the Friends of Parks and Rec formation. Friends of Parks and Recreation Report Proposed Logo — Jane Storm reported that she had designed a logo for the new organization; Matt Tyler circulated a copy for all to view. This would be used for letterhead or other outreach materials. She said that Davis Steelquist had requested some letterhead to identify the new non- profit, so that he could obtain receipts for hydro -seeding at Irondale Park. She said that until other arrangements are in place, any receipts should be sent to her. She will attend to that processing and record keeping. Upper Oak Bay Clean Up — Jane expressed her thanks to everyone who helped with this event. She mentioned that she had heard that the clean up led by Brian Miller was quite successful, too, and is very pleased with the energy shown for these endeavors. Fire Pits — Bret Thacker, mason, has estimated $15,000 to 18,000 each to rebuild/restore the fire pits at Each Beach and Quilcene. He advised that that they are in very poor condition and feels they are liabilities, at this point. (Matt Tyler confirmed that Board members are fully covered by liability insurance.) Jane said she had researched some alternatives, particularly a package of two four -foot benches, a metal fire pit and standing grill for about $1,000. She suggested a work party be held to do this project. Rhody Parade Float — Jane said that she planned to donate the funds to pay the float expenses, about $200, rather than rely on the Rhody Run funding. Henery's Garden Center will lend trees and rhododendrons. This will be a Rhody Run float, but with a Friends of Park and Rec logo and sign on the back: "Rhody Run and Friends of Park and Rec working together to build a better community." She said this would provide an appropriate preliminary message about the transition, but not announce that it has happened. Jenny Little is supplying the trailer; a truck to pull it will be borrowed, as possible. Skate Board Park — Jane said that Fred Hill Materials had indicated that all their donations for this quarter had been allocated. They are considering a donation for the next quarter. The cement finishers (Fitzgerald Concrete) priced the slab job at $4,600. This would include the set up of 50' x 80' forms, rebar, finishing, dismantling of the forms and clean up. Fitzgerald Concrete would expect some recognition in the form of a plaque at the site. Even if Fred Hill does not donate the materials, the costs will come in under $10,000. Ryan Monks has been asked to organize a youth carwash to raise money for the rebar. Matt Tyler showed a photo/schematic of where the skate park will be located within H.J. Carroll Park. There are plans to install a crushed rock path at the same time; this will be done by the Roads Department for $800. Rhody Run -- Jane said she was looking for someone to sell pins, hats and posters on the day of the Run from 9:00 AM to 2:00 PM. Joan Linderoth graciously volunteered. Page 2 of 7 DRAFT Fire Pits — Judith Lucia returned to the subject of fire pit replacement/restoration. She said that, in her opinion, it would be best not to loose the classic, historical design(s). There was discussion about the brick fireplaces at H.J. Carroll done by the Rotary. Matt Tyler suggested formation of a committee to rebuild/preserve real fireplaces. It was noted that the fireplaces do not need to incorporate cooking surfaces. There was additional discussion about the possibility of each local community, e.g. the Chamber of Commerce, raising the money to refurbish the fireplaces. Matt Tyler said that staff would be taking steps immediately to seal them off and/or take them down because of the safety issues. Brinnon Beach Park Matt Tyler reported that the request has been sent to the State to acquire this shoreline property. The request will be reviewed by an advisory group, which is expected to proceed and to send the legal documents to the County. Meanwhile, Matt and Davis Steelquist are preparing a feasibility report. If all proceeds as expected, Matt will bring the matter back to the BOCC for signing the property transfer documents. New Signage for Indian Island Park Matt Tyler invited Dennis Burk to present the signage plan. Matt Tyler projected several photos of the Indian Island Park site while Mr. Burk did his presentation. Park Boundary Signs — Mr. Burk discussed the use of durable, flexible, Carsonite (fiberglass) ribbon -type boundary stakes that will be placed in a line across the salt flats at the south end of the park. These will display labels with a logo and "Please respect private property by not proceeding past this point". On the other side, facing the private property, just the words "Park Boundary" and the logo will be displayed. He said there had been, coincidentally, a recent request from a property owner prompted by visitors crossing onto that private property. There is an existing survey line that will be used as a basis for surveying the signs in every 100 feet. Posters and stickers will be bright red with engineering grade one reflectivity (former highway standard). Liz Coker questioned the relative size of the post and the lettering, suggesting that it may be too small to read. Mr. Burk said that considering this is a walk up sign, it should work out well. He cited the other uses for these signs, such as for marking pipe lines. He showed a picture of an existing sign in the center of the Park at the road that leads down to the water and explained how they will be modified. One will read: County Park Lagoon Beach North. The sign that reads NO TRAILERS will also say Lagoon Beach North. Rules Sign — The Rules Sign is 18" x 30" with a high durability finish. It will say: Jefferson County Indian Island Park; Day Use Only; No Discharge of Firearms; No Hunting; No Fires; No Motor Vehicles on Trails; No Dumping Trash; Pets on a Lease; Remove Pet Feces; Toilets located at Portage Beach and Lagoon Beach. Contact numbers are also listed. These signs will be placed at the trailheads of each section of the trail; one at the picnic shelter and one at the beach below it. The location name will be posted above on each. Standard white letters on Page 3 of 7 DRAFT brown will be used, with while borders and rounded corners. Mr. Burk said he had consulted the sign book of standards that all state and local governments use as a guideline. He noted that 6 inch letters are replacing 4 inch letters on road signs. Jane Storm asked about any plans for a Lloyd L. Good memorial sign. Dennis Burk said that more discussion is needed on the wording and approval is needed from the State Highway Department about adding new posts. Matt Tyler said that final action from the PRAB will be needed. He said that a sign can be placed on the shelter. Dennis Burk said there will be a rule sign and there can also be a memorial sign in the vicinity. Mr. Burk said that he is still talking with state engineers about the highway signs that he feels are needed. There is no sign at the portage area, which is problematic, and no warning about the curve. The brush has been cleared, which was very helpful. Coming off the bridge there are several signs that are confusing to a driver. He said there needs to be a coordinated design that will be satisfactory for the Navy, the State and the County. He said he also wants signs in advance warning of the two pull offs. Setting the sign off the highway is not a practical solution. There will be signs at each of the pull offs, showing that this is a county park, with rules. Signs near the road are called high intensity prismatic, i.e., with prisms imbedded in the substrate of the decal. There was a brief discussion about the large white rules sign at North Beach. Matt noted that signs are often not read, but are a way of setting a standard and empowering others to expect certain standards of behavior. There was also discussion about the general lack of information and understanding about this whole park area, even on the part of law enforcement officers. Placing the signage is part of a larger effort to communicate and clarify that this is a County park and what rules and procedures are applicable to it. Judith Lucia suggested that some public relations efforts should be made at the same time the signs are installed. Dennis Burk talked mentioned the DFW perspective and how they manage the areas north and south and of the jetty, the border between Portage Beach and Navy property. He says that their understanding of the boundary line should be clarified. PRAB members expressed their appreciation to Mr. Burk for all his work on this project. NEW BUSINESS Park Tour Plan Matt Tyler described the tentative plans for a June PRAB tour of the parks. The concept is to meet at H. J. Carroll Park and travel past Bob Bates Field, to Indian Island Park to East Beach Park on Marrowstone to Irondale Community Park. Next, they will head north to Memorial Field to the Rec Center to meet the staff. From there, head to North Beach, then to Chimacum Campground/Park and on to Gibbs Lake. He has reserved a 15-passenger community van (or two) and driver. The time is tentatively scheduled from Noon to 3:00 PM, with a short regular Page 4 of 7 DRAFT meeting at H.J. Carroll. This replaces the regular. Quilcene meeting; the normal meeting site rotation will resume in July. Picnic Shelter at East Beach Park This item had already been covered under Friends of Park and Rec. In addition, Matt Tyler had made plans to remove the existing fire box and close up the opening on May 9, with the help of a friend who has experience with this type of work. Brief Review of Articles E-Mailed by Staff Working from the booklet Open Public Meetings by Paul Sullivan, which had been mailed out previously, Matt Tyler stepped through a brief Board training on the requirements of the Open Meetings Act. He said that as an officially appointed board, the ordinance applies to the Parks and Recreation Board. Judith Lucia noted that as an advisory body only, the PRAB would not be subject to these rules, but as a body that holds public hearings it would apply. There was a brief discussion about the interpretation. Commissioner Johnson said that the procedures apply to the PRAB. Matt Tyler said he believed it prudent to follow the guidelines. He said there have not been any problems or complaints, and that he was just being proactive to ensure the PRAB remains in compliance. Matt reviewed the definition of "meeting", i.e., any time there is action, including discussion. Final action is where the PRAB votes and passes a motion. An inadvertent meeting would be an action such as an e-mail and response back from multiple recipients; he said this could be considered a public meeting that is held in secret. Other examples would be where A calls B and B calls several other people, or a conference call of a majority. In this case, three members could have a conversation, but five or more members would constitute a majority. Liz Coker noted that the implication is that PRAB business and discussion should only be done within the noticed public meetings. Regular meetings are those which are held on the same days and times each month and are noticed in the newspaper. Special meetings can be called at any time, but must be noticed 24 hours in advance. Phil Johnson noted said that the newspaper must be informed, but the notice does not actually need to be published, including time, place and agenda. Final action may only be taken on what is on the agenda. Commissioner Johnson added that subcommittee meetings must be announced, even if the attendees are less than a quorum of the whole committee. It was agreed that, in general, it is in the best interest of all members to conduct all business inside the regular or special meetings, rather than on the phone or via e-mail. Friends of Parks and Rec is a separate private body to which the Open Meetings Act does not apply. Judith Lucia suggested that the work parties should be publicized, as well as sending e-mail notices to members and other interested parties. Page 5 of 7 DRAFT Public records rules also apply. All notes, minutes, and e-mail are public records and may be requested for inspection by a member of the public. He advised that all communications should be composed with that fact in mind. Conflicts of interest — Conflicts of interest must be declared. A conflict of interest is a situation where someone stands to lose or gain financially or personally based on the outcome of the board's decisions or recommendations, or where there may be a perception of a conflict of interest. For example, if a member owns property adjacent or near to another property being considered for sale or acquisition or rezoning or other action by the County, they would need to disclose the nature of their connection to that which is under consideration and may not participate in the discussion or action. Matt also advised sensitivity with regard to the informal network(s) that exist within the County. It was noted that comments can be misunderstood and interpreted in negative ways, even if not intended as such. In addition, Board members statements may be construed as representing that of the PRAB. Other Business — A question arose about County or Park jurisdiction boundaries and beach rights at Lower Oak Bay, from boat ramp to boat ramp. It was agreed that it would be well to verify if the private owner of the beach rights has any responsibility for maintaining road access to the beach or if there are other factors that may be of PRAB interest. State of Washington Adopt -A- Highway Program Matt Tyler said that in response to a phone call, Dennis Burk had organized a beach clean up by Navy volunteers at Indian Island Park in connection with Earth Day. A newspaper article covering the event mentioned Jefferson County Parks and Rec, but not Mr. Burk. Mr. Burk noted that the Navy had arranged for their own public relations staff including photographers to be on hand. In preparing for this event, Mr. Burk had contacted the State to make arrangements for cleaning up the highway. The State, however, would not endorse having children under the age of 15 involved, so activities were limited to the beach and trails. He suggested that perhaps the Friends of Park and Rec should adopt that section of highway on Indian Island and have their nameplate posted on each end of the road. An April clean up is mandatory; other times could be during the summer and fall. The State allows the Adopter organizations to make a profit on any litter (recyclables) that is collected. Any trash remaining is left in bags for the State to pick up and dispose. (During the recent clean up, the Navy volunteers separated out the recyclables and took them to the transfer station.) He noted that the most interested party is the Parks & Recreation. The Navy does not use that highway. Marrowstone residents and Park users do use it. He said that if the Friends organization would consider adopting that section of highway that parallels the Park, he would be willing to be the program coordinator to arrange for materials, etc. There is an application to fill out, a web site and a training video. Web links and references were distributed. There was a brief discussion about logistics. Mr. Burk said a minimum of four people would be needed. The stretch of road is two miles long and the walkable shoulder is very narrow. Mr. Burk noted that willing volunteers seem to appear from time to time. This would be something Page 6 of 7 IME the Friends Board could coordinate and not necessarily need to do themselves. It was agreed that this could be pursued after a Friends Board is established and operating. MANAGER'S REPORT Matt Tyler displayed the Parks and Rec website and blog as the basis for the Manager's Report. (www.myreedept.com/wa/porttownsend/) He stepped through the current classes and activities and showed the features of the site, including all the sports and teams. He demonstrated how to check for bookings of parks and fields. Matt also displayed the blog site (countyrec.blogspot.com), which serves as an online newsletter. He updates it regularly with photos and reports, and noted that it is very useful for maintaining good public relations. The website receives about 2,000 hits (visits) per month. Accounts and passwords can be easily set up for those who regularly use the sites, showing reservations, etc. Eventually online registration will be possible. There is a database function, with accounting, scheduling and search capabilities. Matt gave brief updates on Kul Kah Han, Victorian Festival events, Scrub for the Community, staff news and many other activities. He expressed his thanks to all the volunteers from the PRAB who helped with recent project and clean up events, all shown on the blog. It was noted that work party activities build team spirit and are wonderful educational opportunities for children, youth and adults. Judith Lucia asked about the status of the No Smoking initiative. Matt reported that he had put up signs at the Rec Center. Because of the complexity, he has postponed the larger project of making all the Parks No Smoking areas until he has more time. ADDITIONAL BUSINESS AND CORRESPONDENCE New e-mail address for Judith Lucia: iflucia@embargmail.com SET NEXT MEETNG DATE/ ADJOURNMENT The next meeting is scheduled for Wednesday, June 4 at Noon. After a brief meeting at H.J. Carroll Park pavilion, Matt will lead the parks tour discussed above, which is planned to end by 3:00 PM. The meeting was adjourned at 1:55 PM, and followed by a brief tour to Irondale Beach Park. Page 7 of 7 i Recr Cz o ADVISORY BOARD AGENDA Wednesday, May 7th - 12 noon to 2:00 p.m. Jefferson County Library, Front Conference Room A. OPENING BUSINESS i. Call to order ii. Introductions iii. Agenda A. Additions or changes B. Adoption iv. Minutes A. Additions B. Adoption B. REGULAR / OLD BUSINESS i. Study Circles A. Recreation Center ii. Friends Report iii. Brinnon Beach Park iv. New Signage for Indian Island Park C. NEW BUSINESS i. Park Tour Plan ii. Picnic Shelter at East Beach Park iii. Brief Review of Articles emailed by Staff iv. State of Washington Adopt -A -Highway Program D. MANAGERS REPORT i. Recreation ii. Parks Et Fields E. ADDITIONAL BUSINESS AND CORRESPONDENCE F. SET NEXT MEETING DATE/ ADJOURNMENT i. Visit to the Irondale Beach Park