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HomeMy WebLinkAboutParks Agenda Packet 12.19.2024 PARKS, RECREATION & BEAUTIFICATION COMMISSION PARKS, RECREATION & BEAUTIFICATION COMMISSION MEETING AGENDA December 19, 2024 6:00 p.m. – Regularly Scheduled Meeting Notice is hereby given that the Parks, Recreation & Beautification Commission will meet on Thursday, December 19, 2024, starting at 6:00 PM in the City Council Chambers in City Hall located at 321 E. 5th Street, Port Angeles, WA. This meeting will be conducted as a hybrid meeting. In hybrid meetings, members of the public, Committee members, and City staff have the option to attend the meeting in person, at City Hall or remotely via telephone or video link. The meeting is open to the public. Audio only: 1-844-992-4726 Access code: 2555 421 5175 Webinar password: yA3XxtmfJ43 Once connected, press *3 to raise your virtual hand if you wish to make a comment. You will be notified when it is your turn to speak. This access code is good for the December 19, 2024, meeting only. Webex link: https://cityofpa.webex.com/cityofpa/j.php?MTID=md5be4fbe544ca20d270b87aa4467a082 To make a public comment, please use the “raise your hand” feature in Webex. You will be notified when it is your turn to speak. A.Call to Order: Regular Meeting at 6:00 p.m. B.Roll Call C.Approval of Minutes: November 21, 2024, Regular Meeting Minutes D.Public Comment E.Finance/Packet Items: Budget Revenue and Expenditures Report Updates F.Legislation: Continued discussion on the Port Angeles Municipal Code as it relates to Boards, Committees, and Commission, as well as the fee waiver section of the code. G.Guest Speaker: Parks Manager, Tim Tucker, will give an annual review of Parks Maintenance for the year 2024. H.Director’s Report – Information Only 1.Civic Field Videoboard (Update) 2.Senior Center & Fire Hall HVAC (Update) 3. Shane Park Stormwater Run-Off (Update I. Discussion J.Adjournment Page 1 of 3 PARKS, RECREATION & BEAUTIFICATION COMMISSION REGULAR MEETING Port Angeles, WA November 21, 2024 The meeting was conducted as a hybrid meeting. CALL TO ORDER – REGULAR MEETING: Acting Chairperson McGuire called the meeting of the Parks, Recreation & Beautification Commission to order at 6:02 p.m. Members present: Chairperson Hodgson (via Webex), Commissioner McGuire, Commissioner Fischbein, Commissioner Collins, Commissioner Hilory, and Student Representative Garcelon Members absent: Commissioner Kiedrowski and Commissioner Forrest Staff present: Director Delikat and Administrative Specialist Wimberly. APPROVAL OF MINUTES: Acting Chairperson McGuire motioned to approve the October 17, 2024, meeting minutes. Commissioner Collins seconded. The October 17, 2024, meeting minutes were unanimously approved. PUBLIC COMMENT: None. LATE ITEMS: None. FINANCE & PACKET ITEMS: Director Delikat reviewed the Budget, Revenue, & Expenditure reports for September 2024. Director Delikat highlighted coordinating with Senior Center Manager Geyer on revenues associated with Senior Center membership, lower Cemetery revenues, and assessing Vern Burton revenues as we enter the peak season for local events. LEGISLATION: Code Revisions & Fee Waiver Policy Discussion Director Delikat provided background information on upcoming changes within the Port Angeles Municipal Code (PAMC) that also includes revisions to the Boards, Committee, and Commissions sections. The goal is to create uniformity in policy among the Boards, Committees, and Commissions. More information will be provided to the Commission. The Port Angeles City Council and City Staff have been working on several chapters of the Port Angeles Municipal Code over the last four years and will continue to make revisions in the coming years. Page 2 of 3 Director Delikat discussed with the Commission that he and City Manager West have been discussing the language within the PAMC regarding the fee waiver code. This section is used frequently when referencing eligibility for City facility rentals. Discussion was had with the Parks Commission regarding solidifying the existing Port Angeles Municipal Code and defining eligibility for fee waivers. The Commission would like to discuss further the possibility of adding additional language to this section of code. They would also like to discern who receives the waivers and what excludes eligibility. A thorough review of fees will be assessed at a later time. More information will be provided to the Commission during the regular December meeting. GUEST SPEAKER: None DIRECTOR’S REPORT: 1. Lodging Tax: Civic Field Video Board: Received $600,00 in January towards the project along with $120,000 granted by the LTAC on November 13, 2024, and approved by City Council on November 19, 2024. We are in the process of solidifying the grant and purchasing process and aim for installation to occur the beginning of 2025. 2. Senior Center/Fire Hall HVAC Upgrades: Director Delikat highlighted that 100% of the solar design is complete and they will begin implementation of solar installation on December 2, 2024. Battery storage will occur the first fiscal quarter of 2025 with the Fire Hall HVAC upgrades happening in 2025. 3. Port Angeles Fine Arts Center Ribbon Cutting Event: There will be a ribbon cutting ceremony on Friday, 11/29/2024 to celebrate renovations to the trail with incredible ADA accessible additions along with a Maker’s Market and Light Art experience. 4. Downtown Beautification: In 2024, 75% of the downtown planters were planted with perennials to save associated beautification costs for materials and labor. This was a pilot project and the first time the downtown planters have been planted since the pandemic. Recently, The Port Angels Garden Club planted over 300 bulbs in the planters with City Arborist, Brooke Keohokalole for spring color. The Port Angeles Garden Club also wants to contribute to the Big Spruce Up Event for 2025. Director Delikat commented on our incredible, long-term partnership with the Port Angeles Garden Club. 5. NOBAS State Tournament: North Olympic Baseball and Softball (previously known as Port Angeles Little League) has had a positive boost in youth participation along with a new working Board of Directors. This continued partnership with NOBAS exemplifies passionate parents who graciously volunteer assisting the children in the community. The City and NOBaS will be working together to hold a state tournament in Port Angeles during July of 2025. Page 3 of 3 DISCUSSION: Director Delikat reached out to discern if the Commission can attend the December 19, 2024, meeting since it was so close to the holiday season. It was perceived that attendance would be strong so the meeting date will stand. There was no further discussion. ADJOURNMENT: Acting Chairperson McGuire adjourned the meeting at 7:09 p.m. Karry McGuire, Acting Chairperson Shanee Wimberly, Administrative Specialist II REVENUES Account Budgeted Goal Year to Date Percentage of Goal 8012 - Senior Center Membership 15,000$ 17,608$ 117% 8050 - Cemetery 250,000$ 162,364$ 65% 8155 - Ediz Hook Boat Launch 2,500$ 1,830$ 73% 8155 - Vern Burton Rentals 50,000$ 30,034$ 60% 8155- City Pier Usage 24,500.00$ 1,300$ 5% Total 342,000$ 213,136$ 62% EXPENDITURES Account Yearly Budget Spent to Date Percentage Spent 8010 - Administrative 345,300$ 419,349$ 121% 8012 - Senior Center Operating 164,800$ 129,328$ 78% 8050 - Cemetery Maintenance 206,700$ 156,599$ 76% 8080 - Parks Facilities 2,186,300$ 1,747,844$ 80% 8112 - Senior Center Maintenance 57,300$ 25,742$ 45% 8131 - Facility Maintenance 668,400$ 496,609$ 74% 8155 - Facility Rentals 118,300$ 84,948$ 72% Total 3,747,100$ 3,060,419$ 82% 2024 Parks & Recreation Department Financial Report October 202483% Year Lapsed Parks, Recreation & Beautification December 19, 2024 PA R K S & R E C R E A T I O N Agenda •Call to Order •Roll Call –Admin Specialist Wimberly •Approval of Minutes –11/21/2024 Meeting •Late Items-None From Staff •Public Comment –15 Minutes •Finance/Packet Items •Legislation –Update on Boards & Commissions –Fee Waiver Policy •Guest Speaker-Tim Tucker, Parks Manager •Director’s Report •Adjournment 2 PA R K S & R E C R E A T I O N Approval of Minutes December 19, 2024 3 November 21, 2024 Regular Scheduled Meeting PA R K S & R E C R E A T I O N Late Items December 19, 2024 4 NO LATE ITEMS PA R K S & R E C R E A T I O N Public Comment December 19, 2024 5 Total of 15 minutes 3 minutes or less per person WebEx Instructions: To make a comment, use the “Raise Your Hand” feature in WebEx. You will be notified when it is your turn to speak. Call-In Instructions: To make a comment, dial *3 to notify the meeting coordinator. You will be notified when it is your turn to speak. PA R K S & R E C R E A T I O N Finance/ Packet Items PA R K S & R E C R E A T I O N December 19, 2024 PA R K S & R E C R E A T I O N Legislation December 19, 2024 7 *COMMITTEE, BOARDS & COMMISSIONS *CONTINUED FEE WAIVER POLICY DISCUSSION PA R K S & R E C R E A T I O N Boards, Committee & Commissions Background: 1. City Council/Staff working on major code revisions throughout our PAMC for the last 4 years. 2. Information was sent last week to the Commission. 3. A New Boards, Committee & Commissions Section was passed by the Council Tuesday Night (Second Reading). 4. When final revisions are made, we will give copies to the Commission. This will also eliminate current By-Laws 5. All Boards, Committee & Commissions Sections are more on par with each other so there is consistency. 6. Questions? 8 PA R K S & R E C R E A T I O N Fee Waiver Code 9 What is the actual PAMC as it relates to fee waivers? •1.25.030 -Waiver of fees. •Fees may be waived by the City Manager if necessary to support the poor or infirm. Very Strait forward code. However, this is the process we have been doing. PA R K S & R E C R E A T I O N Fee Waiver Code Background: Shortly after becoming Director: •Past City Manager •What do other City’s do? Do they have them, or do they not? What are the provisions? •Reaching out to other cities through NRPA & WRPA. •Yes & No -Both were passionate about having them or not having them. •It was decided at the time to: •Keep the fee waiver as long as it was consistent. •Develop a form that would be turned into Parks & Recreation for the Director to approve/deny and send that document to the City Manager’s office for approval or denial. •Eligibility & Consistancy: •Non-profits putting on free event for public (Daddy Daughter Dance). •Non-Profit that works closely with the City/Community on projects and funding (United Way). •Service Clubs that provide community service work to benefit the citizens and the City (All of them) 10 PA R K S & R E C R E A T I O N Future Fee Waiver Code 11 Task: What is the objective after reviewing current PAMC code and the current way we are handling fee waiver requests? Discussion Points From Last Meeting: •Does the PAMC code need to change? No. •Do we want to keep the PAMC code and eliminate the current fee waiver process? No. •If we do, do we want to review how are fee system is set up? Maybe Later Date •For an example, if the above is the case, fees could be adjusted for non-profits who are use to getting the facility for free? Yes. •Staff to provide entities who receive fee waivers: Provided on Dias Tonight. PA R K S & R E C R E A T I O N Future Fee Waiver Code 12 Continued Discussion w/CM West: •Continue Dialogue w/Commission. •Again, provide additional information on who receives fee wavers. •January Meeting discuss potential additions to code/catagorize who receives them. •Possible joint work session w/City Council. PA R K S & R E C R E A T I O N Guest Speaker December 19, 2024 13 Tim Tucker PARKS & RECREATION MANAGER PA R K S & R E C R E A T I O N 2024 Manger’s Report 1. FEMA-ODT & Ediz Hook Floats 2. CFP Accomplishments 3. Urban Forest Renewal-Haynes, PAFAC, Future Parks 4. Lincoln Park/Big Boys Park Study 5. Portland Loo’s Restrooms 6. Olympic Discovery Trail 7. Laurel Street Stairs Progress 8. CemSites-Website & Program Software 9. Parks Online Reservations 10. Staffing and Roles 14 PA R K S & R E C R E A T I O N FEMA- ODT & Ediz Hook Floats 15 •Process •Public Works Director Scott Curtin •Future Outcomes PA R K S & R E C R E A T I O N CFP Projects 16 •How Did We Make This Happen?? •Community •Pride •Tomorrow-1 Year PA R K S & R E C R E A T I O N CFP Projects 17 •Was a High Priority Project for 2024 •Wanted to Utilize Donation Funds (Community) •Local Contractor!!! PA R K S & R E C R E A T I O N CFP Projects 18 •Common Theme is Community •Grant Match for Local Community Member •Less Maintenance •Future Projects •New Backstop •Working w/Volunteers PA R K S & R E C R E A T I O N CFP Projects 19 •Huge Lift From Public Works •Former Director Mike Healy •Assisted Project Manager Wagner •Instrumental in Many of Our Projects PA R K S & R E C R E A T I O N Urban Forest Renewal 20 •Elevate PA/Waterfront District •Plan for Haynes Viewpoint •Success of Webster Woods •Lead to Other CFP Projects •Shane •Lincoln PA R K S & R E C R E A T I O N Big Boy Pond Study 21 •Capital Facilities Plan Project •Working w/Public Works •Try to Solve Flooding at Lincoln Park/Ballfields •Time Spent on Managing the Flow of Water Throughout Winter PA R K S & R E C R E A T I O N Portland Loo’s 22 •Success •Some Adjustments •Staff Time/Closure Times •2025 Project PA R K S & R E C R E A T I O N ODT Trail 23 •Funding Opportunity •Timing w/Contractor •Funding in 2025 •100K to 30K PA R K S & R E C R E A T I O N Laurel Street Stairs 24 •2nd Round of Grants •Possible Future Work Session w/City Council •Possible Construction PA R K S & R E C R E A T I O N CemSites 25 •Alex Jones-Cemetery Coordinator •Migration of Past Software •User Friendly •Future Presentation Once Completed. PA R K S & R E C R E A T I O N Parks Online Rentals 26 •Carter Droz •Assistance From IT •Goal-February CITY OF PORT ANGELES PARKS & RECREATION DEPARTMENT VERN BURTON GYM RESERVATION FORM 308 East 4th Street Please returned completed reservation packet to the City of Port Angeles Parks & Recreation office. Once the forms are received, you will be placed in the reservation book for the dates and times requested, unless the facility is already reserved. Reservations are processed in the order they are received. You will be billed after your event. Lost or unreturned keys will incur a charge of $50.00. Users will also be billed for damages to rental facilities. COVID-19 INFORMATION: Event organizers are required to follow the guidelines provided by the Washington State Department of Health (DOH) and Clallam County Department of Health and Human Services. For the latest information, please visit the DOH (https://www.doh.wa.gov/Emergencies/COVID19) and Clallam County (http://www.clallam.net/Coronavirus/) websites. Applicant Name(s) Organization Name Is this a 501(c)(3) Non-Profit?  Yes  No Phone Mailing Address Office: Home/Cell: Event Name/Description Estimated Attendance Event Date(s) Event Time(s) Setup Date(s): Actual Event Date(s): Cleanup Date(s): Setup Time From: To: Actual Time(s) of Event Begin: End: Cleanup Time From: To: Special Requests or Needs (may be subject to additional fees) AMENITIES REQUESTED: (available free of charge)  PA System  Atrium Use  Coat Racks  12’x12’ Screen  Whiteboards  Projector  Podium  Remove Basketball Hoops AVAILABLE AMENITIES: (individual charges apply)  Mats on Entire Floor  Mats on 1/2 Floor  Mats w/Dance Floor  Facility Staff Setup (hourly)  Risers ($100) _____  Riser Skirting (free)  Trash ($25/300lb. bin)  Facility Staff Cleanup (hourly) OTHER ROOMS NEEDED: (additional deposit & rental fees apply)  Council Chambers  Meeting Rooms  Commercial Kitchen PA R K S & R E C R E A T I O N New Staffing 27 Tim Says……. PA R K S & R E C R E A T I O N Presentations December 19, 2024 28 •DECEMBER-TIM TUCKER, PARKS MANAGER •JANUARY-TBD •FEBRUARY-CHRISTINE LOWIE, EXECUTIVE DIRECTOR OF PORT ANGELES FINE ART CENTER •MARCH-ETHICS & RECORDS TRAINING (ALL BOARDS) •APRIL-KARI CHANCE, EXECUTIVE DIRECTOR OF JFFA & CONCERTS ON PIER PA R K S & R E C R E A T I O N Director’s Report 1. Civic Field Video Board 2. SC/Fire Hall HVAC Project Update 3. Shane Park Stormwater Update 29 PA R K S & R E C R E A T I O N PA R K S & R E C R E A T I O N December 19, 2024 Commerce Grant: •Received $600,00 for Civic •Still Working with State on Grant LTAX Funds: •$120,000 approved by LTAC Committee Approved by Council: •Sourcewell Contract Approved on Dec. 3rd •Has Arrived •Conversations w/CED •Project Completed by Spring of 2025 Civic Field Video Board PA R K S & R E C R E A T I O N SC/Fire Hall HVAC Upgrades •DES GRANTS & COMMERCE GRANTS ONGOING •100% OF SOLAR DESIGN IS COMPLETE •DECEMBER 16TH, 2024 START DATE FOR SOLAR •Q1 BATTERY STORAGE •WORKING W/TRANE ON CONTRACT FOR PAFD •CITY MANAGER TO SIGN AGREEMENT ONCE RECEIVED PA R K S & R E C R E A T I O N Shane Park Stormwater Run-Off Issues PA R K S & R E C R E A T I O N December 19, 2024 •PW Fixed Sewer Line •Stormwater Had No Where to Go •Works As It Was Originally Intended •Huge Thanks to Street Department •Pump System •New Berm •Planted Clover PA R K S & R E C R E A T I O N Next Meeting December 19, 2024 33 Jan16th PA R K S & R E C R E A T I O N December 19, 2024 34 Questions or Comments?