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HomeMy WebLinkAboutMarch 2008 - MinutesJEFFERSON COUNTY PARKS AND RECREATION ADVISORY BOARD MEETING Quilcene Community Center Quilcene, Washington March 5, 2008 Noon — 2:00 PM OPENING BUSINESS Call to Order: Chair Steve Crosland, called the meeting to order at 12:05 PM in the Quilcene Community Center. Members Present: Liz Coker, Steve Crosland, Joan Linderoth, Judith Lucia, Brian Miller, Phil Siemion, Davis Steelquist, Jane Storm Members Absent: None Staff Present: Matt Tyler Guests: Dennis Burk, Ryan Monks, Jennifer Jackson (PDN), Phil Johnson (arrived 1:35 PM) Agenda: Davis Steelquist moved and Phil Siemion seconded for approval of the agenda. The agenda was approved, as written, all in favor. Minutes: February Minutes: Steve Crosland should be listed as Excused rather than Absent. Page 3; Pro Bono not free Joan Linderoth moved for approval of the February minutes, as amended. The motion was seconded by Steve Crosland and approved, all in favor. January Minutes: Davis Steelquist called attention to a miscalculation in the revenue figures; he said the Recorder's Notes to that effect were satisfactory, as written. Correction: "Judith Lucia is unavailable that weekend" Joan Linderoth moved to adopt the minutes, as amended, and Judith Lucia seconded. The minutes ofdanuary, , 2008 were approved, amended, all in favor. ROAD VACATIONS There were no road vacations to discuss. REGULAR/OLD BUSINESS Study Circles Update Liz Coker reported on her presentation, with Matt Tyler, to the BOCC. She said the PowerPoint presentation was well received. She said the BOCC was very interested in the process. She had explained how, because every group is different, every study circle has unique perspectives, dynamics and emphasis. Matt agreed it was very positive and successful. The BOCC has signed a letter supporting Study Circles. The next step is to form an oversight committee, and write a guiding document. For the next meeting, Liz Coker said that they would gather a list of possible committee members and work on the first draft of the document. Friends of Jefferson County Parks and Recreation (FJCPR) Matt Tyler distributed copies of the draft bylaws, i.e. modified Rhody Run organizational bylaws which had been discussed with the sub -committee. Judith Lucia had also provided copies of the Friends of the Library bylaws, which the sub -committee had reviewed for form and ideas. Liz Coker said that the Rhody Run bylaws seemed a better fit, and were used as the basis for this draft of the Friends of Parks and Rec. Matt Tyler pointed out the series of objectives including: developing donations; offering goods and services (e.g. hats, shirts, pins) to promote FJCPR as well as to create a revenue stream; create a Foundation account that builds perpetual revenue from interest; expend the resources from FJCPR to provide programs and care for parks property and built facilities. He noted that bylaws are high level. Details will be worked out and documented in some form of Operations and Procedures document. This is a no membership corporation, although there will be sponsorships sold. He said a Membership Corporation is much more complicated to administer. The Board of Directors is the membership in this case. The Board has been set at seven members. Meetings will occur at least once per year, with the time and place to be set later. He said the remainder of the document is boilerplate. Davis Steelquist questioned the quorum of one third. Matt said that was picked up from the Rhody Run organization which had a Board of twenty. After a brief discussion, the PRAB agreed on seven members for a term of two years, with a quorum of 51 % (more than half) of total members. Davis Steelquist suggested having staggered terms; Matt Tyler said he would check into that. Dennis Burk, guest, suggested a provision that would allow officers/members to be allowed to continue on the Board for multiple terms, especially if they are willing experts for a particular role. There was a brief discussion about the necessity of including the provision for hiring an Executive Director. Members agreed that that provision could remain in the bylaws since it describes an option, not a requirement. Jane Storm mentioned that Jan Sanford Carter, current Rhody Run Treasurer, had agreed to serve for the first year, and may not wish to continue for a second year. It was agreed that individuals always have the option of resignation mid-term. Liz Coker and Joan Linderoth moved and seconded that the quorum be changed from one third of the Board to four Board members. The motion was approved, all in favor. Judith Lucia moved for the change: "The Board of Directors shall serve terms of two years." which was seconded and approved, all in favor. Judith Lucia moved that the Jefferson County Parks and Recreation Advisory Board support the concept of the Friends of Jefferson County Parks and Recreation organization and their bylaws, as reviewed and amended above. The motion was seconded and approved, all in favor. Quilcene Community Center Park Clean Up — Jane Storm reported that the sub -committee of Joan, Liz and herself had met several times. A clean up for the Quilcene Community Center Park area is scheduled for Saturday, March 8 at 10:00 AM — 2:00 PM. Everyone is encouraged to bring rakes, shovels and other tools; a chain saw and a power washer would be helpful. Matt Tyler will have a dump truck on site for debris. Lunch will be served. She asked for a show of hands for those planning to attend. Steve Crosland, Matt Tyler, Jane Storm, Judith Lucia, Phil Siemion, Joan Linderoth, Brian Miller and Davis Steelquist volunteered; with some people bringing other helpers, the tentative total for the PRAB was 12. There are also 6 from Juvenile Services, possibly 4 Boy Scouts, and other local residents. East Beach Park Fireplace — Jane Storm said that the fireplace is in terrible condition and wondered if it could be saved. She said that she is investigating methods for building/restoring it and thinks it may be possible to do without hiring a professional. She has requested a local mason, Dennis Cozzalita, to check the fireplace in the shelter at Quilcene Park and make recommendations and possibly donate some services. Skate Board Park — Jane Storm said she had contacted Cotton Concrete and Fred Hill Materials. Cotton will donate 12% (about $480). Fred Hill is apparently anxious to donate materials. She said that Mike Fitzgerald of Fitzgerald Concrete is an excellent concrete finisher and is willing to gather a group of finishers who also may be willing to donate their services for the skate park. She noted that recognition plaques would be appropriate for those who make substantial contributions. Jane said it may be possible to substantially reduce the cost of the 50 X 80 foot flat skate park through such arrangements. Tentative timing depends on formation of the FJCPR, by June or earlier if the donations can be done through Rhody Run or YMCA. There was a brief discussion about the ground preparation. Mike Fitzgerald had indicated he may be able to arrange for some local business to do that work also. Brinnon Beach Park Report (Davis Steelquist) Mr. Steelquist reported that he and Matt Tyler had met with the BOCC and presented the PRAB letter, approved and signed at the previous PRAB meeting. He showed some photos of the site, which are also on the website) to the PRAB. One of the problems is the property to the north owned by the Navy; it has a disassembled beacon, antenna and shed. One possibility is to contact the Navy about removal of this material and to ask them to consider donating that piece of land. Liz Coker has a contact in the Navy's Public Relations area. There was brief discussion about the stairs on the Navy property and the lack of a useable access road. Liz Coker asked if there is an existing easement. Matt Tyler said he would research that. Ken Edwards, Boy Scout Camp, has said he would routinely check the site in winter. The site requires a toilet; literature on composting toilets was distributed. Mr. Steelquist said that Broadspit also requires such a toilet and asked members to read the material for the next meeting. He said that according to nearby Rocky Point Oyster, they have witnessed shellfish harvesting groups of 30 people at Broadspit at one time, and feel there is an intermittent waste problem there. There was further discussion about usage patterns for these areas and categorization of the "problem". Mr. Steelquist requested that he be permitted to speak with shellfish businesses and others to seek funding for two toilets. However, Matt and several members advised waiting for more information. Matt said that there are many shorelines people who can help with assessment. NEW BUSINESS Indian Island Park Naming Proposal -- Presentation (Dennis Burk, Trails Volunteer) Matt Tyler introduced Dennis Burk noting that he had worked on Indian Island Park for more than three years. He said Mr. Burk had single-handedly transformed the trails and accesses into clean, well- groomed, landscaped areas. He has also undertaken a planning effort for naming the park, with consideration of all the relevant issues. Matt expressed his appreciation for all the work Mr. Burk is doing. Mr. Burk distributed a 12-page handout that included maps, color photos and notes. Dennis Burk is a native to the Northwest, a long time hiker and back packer, who has been doing volunteer trail work for about 35 years. This includes engineering, design, and maintenance. He described himself as a retired engineer who resides on Marrowstone Island within view of Indian Island. He also has worked with Water/Beach Watchers, NOSC salmon surveys, the Marine Science Center plankton study and other ecological groups. He described the history of this County Park. It is on land leased from DNR, who had acquired it from the U.S. Navy. The park is a long 2 mile strip of 142 acres, although he said that most people do not realize it is contiguous, thinking of the beach as broken into different pieces, some not associated with the County. He added that many people have difficulty in locating particular spots within the park and navigating through it from one spot to the other. He discussed the topography, landmarks and the history of changes, including the active shoreline and water flow over time. The only access to the Park is via SR-116. The handout lists key features, trails, pullouts and amenities. He said he sees the whole park as an ecological treasure, and is seeing increased use as improvements are made and more people discover it. Mr. Burk discussed notable trees, foliage and wildlife. Dennis Burk described the location of a stone memorial for Lloyd L. Good: cross the bridge, follow the curve to the drive way that circles a grove with a picnic shelter. Dennis stated that he felt the memorial was a valuable heritage item and should be respected. Dennis Burk discussed the issue of lack of clarity regarding park names. Neither emergency service providers nor users can define locations. Park locations do not show up on GPS maps. The roads and names should be entered into GPS databases for general use. Recommended Park Names — Mr. Burk would recommend the name Indian Island Park to the overall park entity. He would also recommend names for three beach areas, three trail areas, and a picnic shelter/parking area. The names of the beaches would be Isthmus Beach, Lagoon Beach and Portage Beach. Furthermore he recommended that the picnic shelter and surrounding areas should be named after Mr. Good and signs should be posted to that effect. The boundary of each area is shown on the last map in the packet. He noted that the lease substantiates the notion of maintaining this as a County park and enforcing County park rules. Judith Lucia brought up the fact that shooting is not permitted on County park land. He agreed; "hunting' is permitted, but discharge of fire arms, bows, etc or taking of fish or game are not permitted. He said he has observed people shooting from the bluffs, beaches and from the trails. In some cases, visibility is very poor and, therefore, highly dangerous as well as illegal. Other problems include dogs off leash, dog waste and unauthorized fires. Needed signage was also discussed. Mr. Burk said that once the Parks and Recreation board had time to consider and approve the preliminary naming proposal, he would present a signage proposal that includes both the road signage and in -park signage. He noted that in talking with Matt Tyler, they had discussed ideas about standard signage that may be applicable to all the County parks. At this time, there are almost no signs to guide or inform, on the road or within the park area. There are also no perimeter signs. Jane Storm suggested that perhaps more research should be done as to the reason for the Lloyd L. Good marker, especially in consideration that the family is still in this area. She offered Mr. Burk the name of Wally Bowman, who was a foreman with the County Roads Department. She said that possibly Lloyd Good had been his predecessor, successor or some similar position. Davis Steelquist supported the idea of conserving the memorial. Judith Lucia reminded that Mr. Burk had expressed his intention of retaining the memorial marker, and noted that the name Lloyd Good is no longer used. Brian Miller noted that a former Lions Club member, Bernie Miller, lives on Marrowstone Island and sells oysters. Dennis Burk restated the specifics of his naming proposal, particularly the basis in history to recognize the portage beach. All agreed with the concept of identifying sub areas of the park for safety and convenience reasons. Mr. Burk noted that there are four ways to enter and exit the park. Phil Siemion asked about the origin of the name Indian Island. Mr. Burk referred him to a book about Marrowstone Island, written by two local women. Indian Island was apparently one of the early western names associated with the island. He was not aware of its original Indian name, but knew of its importance as a meeting place for north and south Sound tribes for trading. Matt Tyler summarized that there was agreement about naming the entire park "Indian Island Park" but that more work should be done regarding signage and naming. PRAB members expressed their thanks and applauded Mr. Burk for his work and presentation. Trail Naming For Rick Tollefson — Presentation (Josh Peters, Jefferson County Public Works Department) Matt Tyler introduced Josh Peters, who does transportation planning for the County. He recalled that the PRAB had discussed the concept and topic and had touched upon this particular proposal. He said the idea is to memorialize Rick Tollefson, community member and volunteer extraordinaire. He had served to start the Jefferson County Parks and Advisory Board and the Community Network. The purpose for this meeting is to hear the initial plans and proposal for making a specific trail between H.J. Carroll Park and Port Hadlock and naming that the Rick Tollefson Trail. If the PRAB is supportive of that notion, a motion to send a letter of support for that recommendation to the BOCC would be in order. He added that Warren Steurer had served as a liaison to the family, who are very supportive and will sign a letter supporting the concept. Jude Anderson, his wife, will contact his extended family, as well. He said there is generally overwhelming support and feeling that this is fitting memorial for Rick in scale and potential. Josh Peters referred to a large trail map and handouts to show the trail location and describe the project. He noted that such a trail had been known as the Chimacum Valley Trail in the six year rolling Transportation Improvement Plan. The trail building project has been signed off on by the BOCC. Federal funding has already been obligated for at least a portion of the funds needed. In conjunction with the planning, Architectural Projects coordinator Gordon Ramstrom will be responsible for the next phase: engineering discussions with the land owners, right of way acquisition, and construction (projected for 2009). He described the concept, showing the central part of an overall non -motorized network throughout the Tri-area. The planned trail moves from a corner of the HJC Park across the valley to a section of Old Hadlock Road to (eventually) access the Bob Bates fields and Port Hadlock on Chimacum Road. He showed other extensions and options that are part of the concept. The focus for the first part is shown as a red dotted line on the map. This portion has been determined to be the optimum route to take considering landowner willingness, costs, environmental concerns, etc. The trail will span the creek with either one large or two small spanning structures. Flooding history was discussed and Josh noted that was definitely being taken into account in the design. Vegetation planting and benches would be done at the confluence area. There is already an easement in place and another is in progress. Liz Coker estimated that the length of this phase is about 1200 feet. The proposal will likely include a paved ADA accessible 10 foot wide path, which could start with hard packed gravel surface. Future paving is envisioned. In response to questions, Mr. Peters said the trail meets Chimacum Road at the location of the Chimacum Valley Veterinary practice. There is a planning study for the entire area including Chimacum Road. This project would be the start of public outreach and planning. Judith Lucia suggested that the Tollefson family be shown these specific maps and plans. With regard to a question about the possibility of using Penny Creek fines versus asphalt, Mr. Peters said that generally Wash DOT standards are followed, but this could investigated for the next phase. Twelve, ten and eight feet wide trail options were discussed. Mr. Peters requested a note in the minutes or a memo from Matt Tyler that could be forwarded to the project manager, if the PRAB wishes to recommend particular specifications. There was also mention of pervious versus impervious surface issues, including possible oil seepage from asphalt, and potential salmon impact. The possible danger of crossing Chimacum Road was discussed. Mr. Peters said crossing features and mid -channel islands could be considered further. The possibility of a pedestrian tunnel was suggested, which Mr. Peters said could be investigated. The PRAB expressed their thanks to Mr. Peters for this presentation. [Commissioner Phil Johnson joined the meeting at 1:35 PM] Matt Tyler had drafted a letter of support for the Tollefson trail naming proposal which was read aloud by Chair Crosland. Joan Linderoth moved that the PRAB approve the letter to the BOCC; Davis Steelquist seconded. The letter of recommendation was approved, all in favor. In response to a question about the length of the trail, Josh Peters said he would verify the exact length. He said that the actual walk, cross county mode, had taken about 10 minutes. [Josh Peters left the meeting at this point.] Chair Steve Crosland noted that the agenda topic of the Quilcene Community Park had been covered earlier in the meeting and requested that Matt Tyler give the Manager's Report. MANAGER'S REPORT Hosting Eagles Football — Matt Tyler reported that four minor league football games have been scheduled for Memorial Field. The Peninsula Eagles will pay a fee of $600 per game, and are responsible for doing their own lining and clean up. More importantly, Parks and Recreation will be supporting the well being and economic development of the community. Matt Tyler said this is a one year agreement, but one which he hopes will evolve into a home field arrangement for the Eagles. Games will be held on Saturdays during daylight hours. Volunteers needed — Matt is seeking volunteers to assist in lining and preparing the Memorial field for the Chimacum Boys Soccer team. Cher and Don Albright, caretakers at Gibbs Lake, have volunteered to do the lining, preparation and clean up for the boy's high school. This means less field staff expense for Parks. Victorian Yard Games — Parks is partnering with Rothschild House, which is situated above Memorial Field. This will be the site for this recreation event during the Victorian Festival. Open positions — There are two vacant Field Maintenance I positions, previous funded. Matt said that he had consolidated people who had been working 60-70 hours per month to about 80-100 hours per month. Similarly, in Recreation, Chris Macklin is preparing to hire a Recreation Aide Supervisor, a $12 per hour position that will work in the Recreation Center. This step enables him to use fewer very short term clerk hires. There was a brief discussion about recruiting volunteers for field maintenance and the financial savings possible from this. Davis Steelquist mentioned a recent leaflet about Tennis Lessons in Quilcene that had been distributed with no telephone number and no address for registration. Matt said the notice had been prepared by a volunteer and not been checked by staff. However, the problem had been remedied. He noted the many successful programs in Quilcene, including the tennis lessons by a volunteer; balls and rackets are provided. He also mentioned the great ongoing work by Joan Mahan in coordinating the supervised after school program. Liz Coker asked about the planned extension of the after school program to Brinnon. Matt Tyler said that although the staff had worked on that, it had not been possible to launch that program. For Brinnon, they have summer camps and week long basketball and soccer camps for the entire student body at the end of each semester, while teachers have parent conferences and process grades. ADDITIONAL BUSINESS AND CORRESPONDENCE Open District 2 Position — Advertisement has occurred for the open position in District 2. Matt Tyler said he had had several inquiries but no application letters as yet. He urged everyone to suggest/recruit possible candidates. Judith Lucia said that the physician with possible interest had decided not to apply. PRAB Youth Member Seat — Matt Tyler spoke about Ryan Monks' senior project and his interest in participating in the PRAB. He suggested the possibility of having a Youth position or seat on the PRAB. Ryan Monks said that, having been exposed to the workings of the PRAB through the skate park issue, he was interested in learning how things work and how decisions are made. Liz Coker asked if there had been positive reaction from his friends about the skate park discussions and he said it was well received. Ryan confirmed that he wished to participate with the skate park planning, and Jane Storm said she would contact him. It was suggested that Ryan organize fellow skate boarders to participate/volunteer, as well. There was a brief discussion about the Youth seat idea; members and Commissioner Johnson indicated support for the idea. Judith Lucia moved that a non -voting youth member be included on the PRAB. The motion was seconded by Joan Linderoth and approved, all in favor. Judith Lucia moved that Ryan Monks be included as the first non -voting youth member of the PRAB. Liz Coker seconded and the motion was approved, all in favor. Larry Scott Trail Open House — Matt Tyler distributed leaflets about this event at Cape George Trailhead on Saturday, March 15, 9:00 —Noon. Research on Potential Revenue Sources — Davis Steelquist mentioned that in his reading of the regulations, it may be well to develop a tentative list of projects for which any future revenue would be used. He suggested that members review the Open Space Plan 2002 — 2020, and prioritize the projects already listed. Matt Tyler clarified that Mr. Steelquist was doing research on potential revenue sources for Parks and Recreation and that there was no proposal for new fees for Parks and Recreation at this time. That would be only one option of many being researched and considered. He mentioned that the Study Circles "grass roots" based comprehensive planning process is intended to lead to an update to the long term Parks and Recreation Plan, which includes but is not driven by the revenue strategy. He stressed that it is important to develop, consider and plan all aspects together in an appropriate and coordinated planning process. NEXT MEETING DATE/ADJOURNMENT The next meeting of the Parks and Recreation Advisory Board is scheduled for Wednesday, April 2 from Noon to 2:00 PM in Port Townsend. The following meeting will be held May 7 at the Jefferson County Library, Port Hadlock. Judith Lucia will schedule the larger meeting room. Reminder: Meetings are scheduled from Noon to 2:00 PM. Board members are encouraged to adhere to the planned agenda and assist in ending each meeting on time. Chair Crosland adjourned the meeting at 2:05 PM. Following the meeting, Board members and guests toured the Quilcene Community Park, the Riverside Park and the area located at the end of Fremont Road and the Big Quilcene River. Recr $4 o ADVISORY BOARD AGENDA Wednesday, March 5th, 2008 - 12 noon to 2:30 p.m. Quilcene Community Center Room in Back A. OPENING BUSINESS 12:00pm i. Call to order ii. Introductions iii. Agenda A. Additions or changes B. Adoption iv. Minutes (JANUARY AND FEBRUARY) A. Additions B. Adoption B. REGULAR / OLD BUSINESS i. Study Circles committee 12:05pm ii. Friends of Jefferson County Parks and Recreation 12:20pm iii. Brinnon Beach Park report 12:25pm C. NEW BUSINESS i. Indian Island Park presentation by Dennis Burk 12:30pm ii. Trail naming presentation for Rick Tollefson 1:15pm iii. Service project planned for Quilcene Community Park 1:55pm D. MANAGERS REPORT i. Recreation ii. Parks It Fields 2:00pm E. ADDITIONAL BUSINESS AND CORRESPONDENCE 2:20pm i. Position in District 2 is still open F. SET NEXT MEETING DATE/ ADJOURNMENT 2:30pm G. AFTER MEETING IS ADJOURNED WE WILL TOUR THE QUILCENE COMMUNITY PARK, RIVERSIDE PARK, AND THE AREA LOCATED AT THE END OF FREMONT ROAD Ft THE BIG QUIL. TOUR WILL LAST 45 MINUTES TOTAL.