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HomeMy WebLinkAboutJan. 2008 - MinutesJEFFERSON COUNTY PARKS AND RECREATION ADVISORY BOARD MEETING BOCC Chambers, Jefferson County Court House Port Townsend, Washington January 9, 2008 Noon — 2:00 PM OPENING BUSINESS Call to Order: Steve Crosland, Vice -Chair, called the meeting to order at 12:03 PM in the BOCC Chambers of the Jefferson County Courthouse. He welcomed new board member, Davis Steelquist, whose appointment had been confirmed by the BOCC. 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: None Agenda: Joan Linderoth moved and Davis Steelquist seconded for approval of the agenda. The agenda was approved, as written, all in favor. Minutes: A clarification under Rhody Run Update was noted on page 3, i.e. participants who finish the race will receive tee-shirts. Judith Lucia also requested that minutes not be posted on the web site until they have been approved. Judith Lucia moved and Liz Coker seconded that the minutes be approved, as amended. The minutes for December 5, 2007 were approved, as amended, all in favor. There were no road vacations to discuss. ROAD VACATIONS REGULAR/OLD BUSINESS Rhody Run Update Chair Crosland asked Jane Storm to report on the status of Rhody Run discussions. She said that at their meeting the previous evening, the Rhody Run board had agreed that they wish to proceed with the proposed plan. She had spoken with Rick Shaneyfelt, attorney, about the process for transitioning to a new organization, while retaining the 501-3C status. He had advised that if the mission remains the same, all that is needed are minimal changes to the bylaws and a $30 application fee. She said that name Port Townsend Marathon Association (PTMA) is no longer appropriate; there have been no marathons held by this organization in over 20 years. Steve Crosland asked if PTMA has a web site. The home page can be found at: http://www.olympus.net/community/rhodyrun/. One request from the Rhody Run board is to have some of its current members remain involved at the board level as well as serve as volunteers. She mentioned Jane Sanford's experience as Treasurer and suggested that other key people should be involved for at least a few more years. It has been also been suggested that PRAB representatives be involved in this year's planning and actual event to ease the transition. Meetings are the first Tuesday of each month. She stressed that the work load is quite manageable. Page 1 of 6 Jane Storm mentioned that she was asked to lead the planning for having a float in the Rhody parade this year, but had declined. However, she said it is important to promote the fact that Parks and Rec will be taking over, and to recognize the 30t' year anniversary of the Rhody Run. She invited those interested to take on the task. She had brought several styles of Rhody Run hats, which will be sold at $15 each. They have not had hats for sale in 5 years. The intention is for board members and other volunteers to sell the hats in advance as well as on the day of the run; pins will also be sold. In addition, increased fees (for the first time in many years) will provide additional revenues this year, with the expectation of about $15,000 net income over expenses. Jane noted that she and others work very hard to keep expenses down. Although there were some computer system problems last year, AA Sports will again manage the collecting of fees and record keeping including online registration. They also provide the electronic microchip tags that identify runners and the assembly of runner packets. Liz Coker asked about the bike component of the event. Jane Storm said that was planned and managed separately, not by the Rhody Run board. She said that Rick Shaneyfelt and two other bikers start out first and clear the course at the beginning of the race. She also mentioned "Jenny", a girl's cross county coach in Port Townsend who would like to promote races in other parts of the county, such as Quilcene and Brinnon, as part of their local events. Matt Tyler asked how he might assist the PRAB in moving this forward. After a brief review of the schedule, it was agreed that the transfer of responsibility should be planned for August or September (2008). Matt Tyler suggested formation of a sub -committee to do research and to draft a written concept for presentation and further consideration. Judith Lucia asked how the Rhody Run funds would be segregated from Parks and Rec and the General Fund. Matt Tyler and Jane Storm clarified that this would be a separate non-profit entity, not a component of County government. She noted that Rick Shaneyfelt had suggested a name such as Port Townsend Athletic Group. The concept is a private corporation supporting a government function through services such as grant writing, endowment, volunteer coaching, etc. Liz Coker suggested a name such as Jefferson County Recreation Boosters. Matt Tyler said that a most likely name would be Friends of Park and Rec, modeled after Friends of Fort Worden and Friends of the Library, etc. or X_ Foundation. Davis Steelquist said that he would like to ensure that monetary donations (or in -kind service) to this entity, earmarked for Parks and Rec, could be treated as tax deductions. Jane Storm noted that the Rhody Run organization currently solicits and receives donations of food and drinks from local businesses. She listed other examples of how Parks & Rea could get their needs met for equipment, supplies, or volunteer labor through the proposed arrangement. There was additional discussion regarding necessary provisions in the by-laws and procedures that would ensure that funds for Parks & Rec could only be used for that purpose. It was agreed that the County Treasurer should be consulted regarding proper accounting policies/procedures and actual cash flows. Matt Tyler noted there are other benefits. For example, initiating this arrangement will likely be viewed by the BOCC as a positive step by Parks and Rec to help itself, especially in the face of the current budget crisis. Regarding the name issue, Matt Tyler stated that the Rhody Run event should retain its name forever, but the new entity should be "Jefferson County Parks and Recreation Foundation" or "Friends of Jefferson County Parks and Recreation". He mentioned that he had always seen the potential of having a signature event, and that having this opportunity is phenomenal. Other ideas and suggestions included: having some fairly low key reference to the new organization on the Rhody Run tee-shirts, beginning next year; a series of "getting ready for the Rhody Run" activities and associated events (getting people in shape). Jane Storm added that there are several fitness professionals on the Rhody Run board and there had been ideas about how to prepare people for the event, safely and effectively. There was discussion about the diversity of participants. There will be publicity about people who have run in this event every year since inception, i.e. 29 years. She also mentioned the Officials Race, which takes place one week beforehand; all volunteers receive a free tee-shirt and are listed in the newspaper. Matt Tyler said that he planned to volunteer. (Check if others responded, too.) After a brief discussion about next steps, an ad -hoc committee was formed with members Joan Underoth, Liz Coker, and Matt Tyler in addition to Jane Storm. Questions/issues to be researched or pursued include: organizational models and practices; determination of appropriate name, mission and by-laws; consulting with the County Treasurer about financial arrangements, Page 2 of 6 accounting policies and procedures; and identifying any legal issues. The PRAB will then draft a proposal, vote on the recommendation and present it to the BOCC. Jane Storm asked if the entire PRAB would be able to be present on race day (May 18) to show support. Judith Lucia said she is never available that weekend. PRAB members will decide in what ways they wish and are able to be involved. Even if the entire PRAB does not also serve on the new board, they will ensure that the new board is filled. It was agreed that at least one or more members of the new board should be voting PRAB members, as well, and that such provisions should be stated in the by-laws of both organizations. Liz Coker summarized by saying that the feasibility, the name(s), the mission, the statement, the function, and the process would be investigated by the sub -committee and discussed in depth at the next PRAB meeting or as soon as practical. Manager's Report Lower Oak Bay Camp Ground Spit — Matt Tyler said he was seeking PRAB opinions on the plans for this area. He said that currently camping in winter is not feasible because of wind and water overflowing this area. During the summer, camping may not be possible because of the risk during certain tides and storms. Apparently the spit is sinking and it does not seem ecologically feasible to rebuild the spit. It is better to have the estuary behind it open and flushing with the tides. The DFW does not want the spit sealed off or rebuilt in any way. The Conservancy District has been observing changes and advises that the spit is sinking faster than it is being rebuilt. The Roads Department has repaired the access road twice and is unwilling to repeat that. Matt said that it appears that the area must be turned into a day use only facility either this year or next year. Roads Department will remove the debris and lay more gravel temporarily. After a brief discussion, it was agreed that camping could continue at the non -spit area, but the spit area (12 campsites) should probably be closed. PRAB members agreed that they should inspect the site before making a recommendation. Request for a Parks Tour — Liz Coker suggested a tour for PRAB members. Matt Tyler was enthusiastic about arranging a tour to include South Indian Island trails, the Quilcene River Park and other locations. Reclaiming a park area — Liz Coker mentioned that in working with United Good Neighbors, she had the idea of having Days of Caring associated with the parks. For example, there might be a day to reclaim park area overgrown with blackberry brambles, as at Quilcene River Park. Matt had several location ideas. A specific area near the Big Quilcene River (over the Linger Longer Bridge; right on Muncie) was mentioned as a possibility that could be made useful. Currently, it is used for access to salmon fishing from August to October. Davis Steelquist mentioned an offer from someone to mow it weekly, if the blackberries are removed. There was further discussion about the size and location of the potential park area. Matt Tyler said he had not been there, but could send out maps, if so desired. Study Circles Matt Tyler said he wished to follow up on earlier discussions about community outreach and soliciting ways to involve more citizens in a public process. He had connected with a group called Study Circles which provides a method for this, and prepared a brief PowerPoint presentation. Having discussed it with Liz Coker, who initiated the idea of public process, he asked that the PRAB consider the idea "as a structured way to talk with the community about Parks and Recreation". The organization is funded by a foundation whose mission is to acquaint people with the concepts and methods of Study Circles, how to work with them for public engagement and involvement. The process has been used by tens of thousands across the country to deal with community planning and other issues. The key points mentioned were: • Process is inclusive; diversity of socio-economic backgrounds • Sharing of knowledge, resources, power and decision making • Dialog, not argument/debate is stressed (not stressful) • Organized and structured • Leads to many different kinds of actions. • Involves up to a thousand or more people in a series of small groups • Resources are prepared by a sub group to provide information on the background of issues ` • First, a group of facilitators are trained, who then lead the small groups (10-20) at various locations • Facilitators are neutral; discussion of all points of view; leads to new ideas and solutions • Process can change attitudes, forge new relationships, new networks, new kinds of collaborations Page 3 of 6 • Beneficial outcomes: improved intra-community and inter -community dynamics; can lead to improved policy and institutions like schools, parks and recreation, etc The first step is to form an oversight committee. Matt Tyler said his role would be as secretary or administrative support: make calls; set up web materials, arrange for food, rent the meeting rooms, set the schedule, etc. • Organize and set up a master Committee • Facilitator training • Kick off, then 6 to 8 weeks of study circles throughout east County • After that, bring all together as a large group with county officials; each small group brings recommendations that apply to individual, collective and policy levels • Decisions • Actions Full information and specific resources can be found at studycircles.org. Matt described how the process would be applied throughout the county in locations such as Quilcene, Brinnon, Tri- area, Coyle, Gardiner, Port Townsend, etc. Liz Coker pointed out that each of the groups/sessions can be "piggy backed" onto existing gatherings at churches, chamber of commerce meetings, civic committees, etc. thereby leveraging existing community networks, groups, resources and conserving time, energy and money. She noted that the open forums tend to produce overlapping information and recommendations from various small groups, which provides the direction being sought. Chair Steve Crosland commented that the biggest challenge is motivating at the grass roots level. He noted his surprise at the lack of interest/response to the newspaper article about the budget and likely service cuts. Matt Tyler suggested the next step of organizing a pilot Study Circle with some PRAB members and friends and identifying an issue to consider. He volunteered to handle the preliminaries and find a facilitator. It was agreed that an after business hours time would be preferable. Matt Tyler mentioned Liz Coker's letter and said that the PRAB could recommend to the BOCC that this option be explored as a way to address other Parks and Rec issues for 2008. In general, the goal is to determine what county citizens want of Parks and Rec and then to plan how to provide that. Steve Crosland suggested that people do indicate their priorities by the recreational opportunities they use. Matt noted, however, the apparent breakdown in communications given the lack of interest shown over the budget cuts. He said he wishes to know and provide what the community wants; what is the social contract? There was a brief discussion about the contrast in response to the Parks and Rec budget cuts compared to the pool closure discussions. There is a need to bring the issues to the foreground and facilitate honest, productive discussions. Matt Tyler noted that there are various groups independently discussing policy level at this time: Make Waves is visioning a new pool, School District is planning a new school, Chimacum Schools is exploring where to play football, Brinnon and Quilcene Schools are considering dwindling student enrollment; OlyCap attempting to start affordable housing. However, these groups are not coming together or considering how to maximize resources overall. Liz Coker read the letter she had drafted to the BOCC about the Study Circle process. Dave Steelquist suggested a word change from "advise" to "request", which was accepted. Judith Lucia noted the importance of the whole process to determine direction for the future, considering that financial standing beyond this year is very uncertain. Liz Coker said she was quite willing to work with Matt Tyler and invite her contacts in the community to act as facilitators. Dave Steelquist suggested that the letter contain a request for BOCC agenda time to present this idea; others agreed. Dave Steelquist moved to approve Liz Coker's draft letter, as amended, and Joan Linderoth seconded. The motion was approved, all in favor. Dave Steelquist moved that the PRAB charter Matt Tyler to set up an evening workshop for an exploratory process, i.e. pilot Study Circle; Phil Siemion seconded. Joan Linderoth asked who was on the committee. Matt Tyler responded that it would include the PRAB and willing friends/associates. Liz Coker questioned whether a separate Page 4 of 6 meeting was needed, recalling the PRAB retreat agenda and process. She pointed out that Study Circles should be short in duration, not extending to two or more hours. Dave Steelquist withdrew his motion and Joan Linderoth seconded. Instead, Matt Tyler and Liz Coker said they would bring their format recommendations back to the PRAB. No major work will be done until the BOCC approval is confirmed. There was further discussion about gathering community input. Matt Tyler said that one assumption should be that Parks and Rec can do better in reaching out, rather than assume community indifference or apathy. He said he believes people do care about Memorial Field. Steve Crosland added that the Memorial Field proponents are a diverse and geographically dispersed group while the pool advocates are focused, organized and have monetary resources. Rick Tollefson Recognition — Joan Linderoth proposed that the PRAB recognize the wonderful service that Rick Tollefson had given to the community through his work with Parks and Recreation. Steve Crosland agreed, suggesting a letter of appreciation for his years of service and involvement. All agreed he would be missed very much for his many community efforts. Matt Tyler suggested a trail or park memorial, possibly a bench or other recognition. Liz Coker suggested that the Home Builders Association be invited to collaborate on this. Rick Tollefson was a founding member of the Parks and Recreation Board. Brian Miller suggested that the trail around H. J. Carroll Park be upgraded, possibly with the Home Builders' help, and named Tollefson Trail in his honor. Matt Tyler noted that Warren Steurer would like to work with the PRAB and the family in developing an appropriate recognition. Joan Linderoth noted that the BOCC would likely need to dedicate whatever county site or memorial is chosen. Joan Linderoth moved that the PRAB explore the options for naming a facility or trail at H.J. Carroll Parkin honor of Rick Tollefson; Phil Siemion seconded. The motion was approved, all in favor. NEW BUSINESS Proposal for Tax Levy to Fund Parks and Recreation by Davis Steelquist Mr. Steelquist distributed copies of a packet of materials, noting that the back pages were details that could be read at a later time. Recalling that ongoing funding for Parks and Recreation had become a crucial priority, he said he had begun to explore the possibility of having an assessment on all new building permits based on the anticipated valuation of that project. It would be a one time assessment. He said quite a few cities use this method to fund public art, but that he did not think the county was ready for that as yet. The first graph depicts the value of types of permits from 2003 through 2007. Shown are new permits (green line); also shown as "other" are remodels (bottom line). Mr. Steelquist said that the cost to collect would exceed revenues for this category. The dotted line is an average over 5 years. Based on percentage options using a 5-year average (figures are averaged), a 1% valuation on permits, based on the cost of the house, would bring in roughly $550,000 to Parks and Rec; a 0.5% valuation would yield about $275,000. Mr. Steelquist said that would mean an additional $200 in building fees on a $200,000 house. [Recorder's note — This was subsequently corrected; this would be a $2,000 increase. ] There was a brief discussion about how the fee would be calculated, i.e. whether it would be based on the permit or based on the valuation of the new construction. Liz Coker noted it that it would be simpler to base it on the permit and add it to the permit fee. Mr. Steelquist said that in his opinion it would be best to have the fee collected at the outset before the permit is granted rather than at the end of construction. Mr. Steelquist then discussed the graphs showing Parks and Recreation budgets over the same five year period and a Funding Concept graph showing the proposed levy income versus the budgets. He briefly discussed how such an income stream would have allowed the H. J. Carroll Park project to proceed and other ways the funds could be used in the future, such as providing matching funds for grants to build a fishing trail along the Big Quilcene River and other projects. He also mentioned alleviating current staff of certain custodial duties by contracting them out, so they are able to handle the maintenance tasks. Jane Storm asked what the likelihood was of continuing to receive full County funding for Parks and Rec operations and maintenance in addition to the levy money. Mr. Steelquist said the idea was to "be able to replace the maintenance and operation money"; this would take over all the maintenance and operation costs. He said the manpower costs would always be in the County (budget); "that way you've got accountability to elected officials". Page 5 of 6 He said that if this fund paid for all the manpower, there is no sense reporting to the BOCC for anything that's spent. Matt Tyler clarified that this would be earmarking of funds, as is the current arrangement for some groups and departments in the County. There was clarification that by "Operations and Maintenance" Mr. Steelquist meant "non -personnel". Liz Coker referred to the sample ordinance information pages, noting that much of it dealt with Arts. She said, "If you are taxing personal property to use for County funds, and then you tax personal property to use for County funds, are you not double -taxing?" Mr. Steelquist said that was not the case, it is a one time fee, not a tax. However, he agreed that if the PRAB decides to pursue this, County legal and accounting officials would be consulted. Ms. Coker asked if other jurisdictions are known to be using such funds for actual County operations; this will need to be investigated. Other conditions were briefly discussed by Mr. Steelquist: • Any funds that are unused would go to the general fund after 5 years. • Labor costs will come from the General Fund, for accountability. • Projects over $1,000,000 may offset 50% of the assessment with a local parks and recreation project; the Blackpoint Resort in Brinnon was discussed as an example. • All aspects of this proposal are subject to approval by the PRAB and BOCC. Steve Crosland asked if data on the current impact fees was available. No one present had that information. Mr. Steelquist said that if the PRAB agrees, he will contact the Community Development Department to collect current fees and an estimate of what this proposal would add to that. Matt Tyler said that since the basis for this proposal is to fmd sources of dedicated revenue. He suggested that perhaps, in pursuing this, other ideas or funding sources may arise. The complementary notion of dedicated governance should also be kept in mind, which must include a way of administering the funding consistently over the long term. He said the State also allows a parks district (taxing or non -taxing) to be formed; file concept is to have "people who are dedicated to Parks and Rec, year after year, and working toward certain goals". These people would have real legislative authority. He mentioned that this strueturelmethod is the means by which all Canadian parks are funded. Liz Coker moved for the PRAB to authorize Mr. Steelquist to explore this notion further, specifically the levy relationship to Parks and Recreation: are there precedents and experience; is it legal; are there other major issues/obstacles? Mr. Siemion seconded. The motion was approved, all in favor. There was a brief discussion about the proper time and means to inform the BOCC. Mr. Steelquist said he would like to have about a week before presenting the idea to them. Brian Miller asked if this type of initiative would require a public vote. It was agreed that public support must be sought, whatever the actual legal/legislative requirements. Mr. Steelquist said his informal polling shows most people are not opposed to the idea, except for realtors. PRAB members generally thought increasing fees in the neighborhood of $200 to $300 per new home was reasonable. [Recorder's note: After the meeting, Mr. Steelquist realized there was a calculation error and will address the implications at the next meeting.] Liz Coker said that one gray area for her was basing the fee on the value of the house when complete. Mr. Steelquist said, in closing, that he had brought all the data from Community Development if anyone wished to review it. SET NEXT MEETING DATE/ADJOURNMENT The next PRAB meeting will be held at the Jefferson County Library on February 6, 2008 in the Shold Room from Noon to 2:00 PM. Joan Linderoth movedfor adjournment, which was seconded and approved, all in favor. Chair Crosland adjourned the meeting at 1: 55 PM. Page 6 of 6 Jefferson County POT![,��� i,,]� '--nmdnomi Serving the Community - ADVISORY BOARD AGENDA Wednesday, January 91h, 2008 12 noon to 2 p.m. Jefferson County Courthouse BOCC Chambers A. OPENING BUSINESS i. Call to order ii. Introductions. Welcome to Davis Steelquist to his first meeting as an official member iii. Agenda A. Additions or changes B. Adoption iv. Minutes A. Additions or changes B. Adoption B. ROAD VACATION i. None C. REGULAR / OLD BUSINESS i. Rhody Run ii. Managers Report D. NEW BUSINESS i. Discussion about funding using development impact fees E. ADDITIONAL BUSINESS AND CORRESPONDENCE i. Draft of letter from Liz Coker to the BOCC about public involvement process F. SET NEXT MEETING DATE/ ADJOURNMENT