Everett Parks Board

CITY OF EVERETT BOARD OF PARK COMMISSIONERS AND TREE COMMITTEE MEETING April 5th, 2021 4:45 P.M. - 6:45P.M. Virtual Teams Meeting +1 425-616-3920 Un ited States , Seattle (Toll) Conference ID: 195 105 506# Roll Call Adoption of Meeting Agenda for April 5th , 2021 Acceptance of Minutes for March 2nd , 2021 Park Board/Tree Committee Member Reports 15 minutes Parks Director 5 minutes Council Liaison Report 5 minutes Citizen Comments 5 minutes Tree Committee Staff Reports 10 minutes (Questions only) Board members are encouraged to read the reports in advance of the meeting and submit questions via email to Kimberly Shelton at kshelton@everettwa.gov before April 51h. DISCUSSION Garbage Service Plan 20 minutes Park Impact Development Fees 10 minutes Public Records Act/Open Public Meetings Act 15 minutes https://youtu.be/aWYFdympnJw ACTION ITEM Rules of Procedure Signatures 2021 10 minutes PUBLIC HEARING Silver Lake Hydro Races 15 minutes INFORMATIONAL Arbor Day 5 minutes Doyle Park 10 minutes Project Updates - Chris Lark 10 minutes New Business Adjourn Next Meeting May 4th 2021 Virtual Teams Meeting MISSION STATEMENT: "The Parks and Recreation mission is to bring all Everett citizens and visitors together on our common grounds and facilities. We provid e a wid e va ri ety of quality recreational and pa rk experiences that welcome everyo ne. We meas ure our success by customer satisfaction, effi ciency and comm un ity development of our public spaces and recreation services that meet the val ues and needs of our citi ze ns and visitors. We provi de parks, play fi elds, recreation amenities, trails and pools th at are attracti ve, clean, safe, and accessible."  CITY OF EVERETT BOARD OF PARK COMMISSIONERS AND TREE COMMITTEE Tuesday, March 2nd, 2021 4:45P.M.-6:45P.M. Virtual Teams Meeting + 1 425-616-3920 United States, Seattle (Toll) Conference ID: 195 105 506# This meeting was called to order at 4:46P.M Board Members Present: Pamela Gerla, Chair, Tom Norcott, Vice Chair, 1vlichael Yates, Linda War Bonnet, Katrina Lindahl, Laura McMurray Board Members Absent: Sergiy Rhyzonkov Council Liaison: Scott Bader, Brenda Stonecipher Staff Present: Lori Cummings, Executive Director, Bob Leonard, Parks and Facilities Director, Kimberly Shelton, Assistant Parks Director, Paul Crane, Public Works Environmental Permit Coord, Chris Lark, Project Manager, Emily Young, Administrative Coordinator Guests Present: Lisa Gmeter, BER!< Consulting, Jason Hennessey, BERI< Consulting, Ibbetson Road Residents; Ben Zarlingo, Debbie Gomes, Robert Carrasco, Chris Woytlrn, Melissa Woytlrn, and Gany Fontus, Colby Resident: Tim Harrington Review and Acceptance of Minutes: Motion/Second/Approved (m/ s /a) unaniinously to accept the minutes from Februaiy 2nd, 2021. Acceptance of Meeting Agenda: Motion/Second/Approved (m/ s/ a) unanimously to accept the agenda for March 2nd, 2021. Member Reports: Tom reported that the City's golf courses are in great shape, especially considering the recent rainstorms. He stated that the employees of the golf courses are doing a great job amidst the pandemic. Tom also visited Howarth, Silverlake, and Boxcar Parks and reported that each look nice, safe, and clean. Michael described that the Bayside neighborhood received a Cultural Arts Grant. They have many ideas for the Clark Park area which they would like to discuss witl1 the Parks Administration. He is happy to see that some School Districts seems to be opening some of their areas to the public. He is working with Recreation Supervisor, Euan Robertson to plan for Arbor Day 2021. This will include creating a planting video and a pmning video with the goal of bringing awareness to Everett's trees. Linda discussed the recent vandalism at Forest Park and the volunteer/neighbor led clean- up. She asked if this caused issues with unionized workers and if there is a better st1ucture to allow citizens to assist further. Katrina suggested adding the City's tree planting program to the Arbor Day plans . She is thankful that her park will receive a garbage can soon. Laura had no report. Pamela visited Rotaiy Park and stated that it looked like people are starting to recreate more. She visited Lowell open space and was disappointed to see dogs with no leashes. She commented that Legion Park is immaculate. She also discussed the Arboretum area and the many down tree limbs in this location since the last windstorm. Parks and Facilities Director Report: Bob Leonard Bob replied to Linda's inquiiy about the recent vandalism cleanup by stating that this instance was a spontaneous event where the community organized themselves to take care of this issue. Bob further explained that the Parks are interested in taking on community partnerships to codify this relationship and that this is something Administration will need to work through with the union. This Board will be helpful in figuring out how these groups can work together. Bob discussed the collaborative leadership approach which is being adopted by Council where a Council Liaison will be appointed to work closely with a department and obtain a deeper understanding of operations. Through this approach, the department will develop a functional relationship with this council member. Bob introduced and welcomed Council Liaison Scott Bader. Council Liaison Report: Scott Bader Councilman Scott Bader reported that he is pleased to be a part of this meeting. Citizen Comments: Ben Zarlingo informed Administration of the graffiti above the doo1way on the Silver Lake Bible Camp Building which needs attention. Ben shared his interest in following the process of the proposed Silver Lake Trail. He stated that the Healthy Streets Program has been beneficial in getting people out walking. Debbie Gomes stated that she was hoping to hear updates regarding the proposed Silver Lake Trail during this meeting. She stated that she cannot provide her comments because she has not received an update. She explained that routing the proposed Silver Lake Trail through her neighborhood (Ibbetson Neighborhood) is not safe. She does not believe that this is a feasible route for a trail because, in her opinion, the residents own the land and beach in the area. She stated her frustration in not receiving feedback on how this issue will be resolved. She explained that the residents do want a trail, but not through the proposed area. She believes that there is no reason for the trail to cut through what she believes is homeowner's private property. Based on her knowledge of this area, it is not safe for people in wheelchairs or people walking. Robert Carrasco told the Board that he enjoys the trail along Silver Lake. He has lived in the Ibbetson Neighborhood for a long time and is a ca1penter by trade. In his professional experience, he believes it would be veiy difficult to achieve ADA accessibility on the grade of these roads in the proposed area. He also stated that it might not be possible to implement a legal trail without affecting the residents and homes currently residing there. Chris Woytko shared that he believes the communication on this project from the park system is veiy poor. He further believes that the City is trying to force the trail. He voiced his frustration that these issues were brought up in November of 2020 and he has not received a response from the City. Additionally, he does not appreciate tl1.e rescheduling of the community meeting on this matter. He stated that the comment period listed online is ending in March which does not allow time for public commenting so quickly after a meeting at the end of March. He asked if Administration has walked the trail in this area and further stated that he believes garbage service may not pick up garbage in this area if the trail is implemented. Melissa Woytko stated that she believes this area is difficult for the Post Office and UPS to navigate. She also believes that is not even wide enough for a person with a stroller or wheelchair. She believes that the area in question is on her deed and title of the land. She stated that as she recalls, these questions were posed in 2008/2013. She believes that the problem was known at that time regarding the legal standpoint/ ownership. She expressed frustration and stated that it appears to her that the City won't communicate with the homeowners on this process. She was also frustrated that she asked questions in January that she does not feel have been answered. Melissa Woytko further argued that this research has already been done by the City and that she believes money has already been wasted on this. She explained that in her opinion a person walking a dog and a car cannot fit on this road together and asked how this could be made into a trail. Bob expressed his gratitude to the members of the Ibbetson community for attending the meeting. He recognizes that the proposed Silver Lake Trail process has been slow. He clearly explained that the trail is still in the proposal phase and that no final decisions have been made. The City is still in the process of fact finding. Therefore, Bob does not believe it is appropriate to engage in discussion on topics which information is not yet known. Bob assured the residents of the Ibbetson Neighborhood that nothing is happening behind the scenes to further this process along other than fact finding. Bob will investigate the new Postal Se1vice and garbage se1vice concerns which were raised. Bob would like to obtain responses from road professionals to fully answer certain questions posed during this comment period. Bob stated that the upcoming ending of the comment period is an error on the webpage and that he will ensure that it gets updated. Tree Committee Staff Report: Paul Crane Paul reported that Public Works will be moving foiward with the Gray and Stormwater Program. Katrina shared that she really appreciates this. Board members also expressed their gratitude to Public Works for taking care of bio swells and liming up the maples. Hydro Races Administration requested the opening of a public hearing regarding the Hydro Races on Silver Lake. Motion/Second/Approved (m/ s/ a) unanimously to open a public hearing regarding the Hydro Races on Silver Lake. This will be an agenda item at the April 6th Park Board meeting. This process will be open for public comment and the Park Board can make a recommendation. Ben Zarlingo will work to put together a neighborhood meeting with the intent of coming back to the April meeting in an organized fashion. Ben will be the contact person regarding correspondence for this neighborhood group. Administration will also reach out to this neighborhood group regarding the proposed upgrades to the playground. Park Impact Fees: BERK Consulting Jason Hennessey of BERI< Consulting presented a PowerPoint describing timeline options for the potential implementation of park impact fees. Jason explained that he would like to discuss how the City responds to growth and how the parks can provide funding to the City. He described two different types of park impact fees: GMA Park Impact Fees (PIF) and SEPA Mitigation Fees (SEPA). PIF's are fees authorized by the Growth Management Act to offset impacts of development. These fees have an expenditure timeframe of 10 years and are the most common type of impact fee across the state of Washington. SEPA's are collected to offset adverse environmental impacts of development. SEPA's do not have an expenditure timeframe and are applicable to non- exempt development. Jason explained that taxes alone are not enough to pay for growth. The outlined fee options would add on to sales tax revenue with the idea that these fees are implemented in order to pay for the increase in use when a person moves into an area. SEPA fees collected in a certain area needs to be utilized in an area which is reasonably related. Considerations of implementing fees per dwelling units were discussed. Unused PIF's are returned to the developer. PIF's can be used to fulfill needs due to growth but cannot be used in the continued maintenance of these processes. PIF's cannot be the only source of funding for a project. All impact fees must be reasonability related to growth. Expansion of trails, recreation facilities, and restrooms are all eligible for PFI. They cannot be used to fulfill existing deficiencies. Jason explained the PIF implementation requirements as the following: • Collect needed data • Calculate fees • Draft impact fee ordinance and supporting impact fee study • Submit draft materials to Dept. of Commerce for 60-day review • Planning commission recommendation required • Pass and enact at City Council He further explianed the PIF calculation process as the following: 1. Growth Projections 2. Level of Service Application 3. Identify Future Need 4. Estimate Proportionate Share He listed out the City's value per capita level of se1vice (LOS) standard by stating that after accounting for the land and facility requirements, the adopted LOS standard is $2,051.49. This standard suggests that the City needs to invest $62.2 million in the parks system over the next 15 years . It was discussed that the 2020 CIP 1 includes 80 projects but most of these are replacements or renovations and are not eligible to be funded through this process. In summation, he proposed three park impact fee options and respective pros/ cons to the Board which are depicted in the charts below. He explained that these options are mutually exclusive from one another. Options Timeframe I Option la PIF now, PIF later Option lb Option 2 J SEPA now, PIF later PIF later Mid-2021 through Calculate Plr ro tes and Calculate S[PA No action now the PROS update pass based on current miligation fees (oplionol: (optional: pass impact (early 2022) I OS and published pass impact fee fee o rd in ance as a shell capital lists (optional: ordinance a shell lo go lo go in to effect w ith updale cupilal lisls) inlo elrecl wit h PROS PROS upda te) update) PROS update Recalculate PIF rates and Calculate PIF rotes and Calc ula te PIF rates and updale code lo rellecl pass based on updated pass based on updated the PROS upda te LOS PROS LOS slondard(s) PROS LOS slandard(s) slundard(s) and capilal and capital projecls and capita l p rojecls projects  Pros/Cons of Options . Timeframe I Option la PIF now, PIF later Option 1b SEPA now, PIF later I Option 2 PIF later Pros Captures expected near- Captures expected near- Simplifies approach. term development. term development. clearer m essage to reflects the outcomes of reflects the outcomes of develo pmen t the PROS process lhe PROS process community. reflects the o u tcome s of lhe n ew PROS proce ss Cons 2021 rates based on Complicated ; will require Will not capture ouldaled capilal lisl s; will going throu gh lwo d e ve lopme n l b et w ee n require going through processes; uncertainty tor m id-202 1 a nd until he process twice; developers c omple lion o l the PROS uncertainty for Pio n developers Jason explained that BERK's recommendation is to wait on implementing park impact fees for results of public engagement, assessment, and the visioi:1ing of the PROS update process. He discussed that the PROS plan will work cohesively towards creating park impact fees after the PROS plan is complete. Possible alternatives to this recommendation are to explore SEPA mitigation fees as a near-term solution for ongoing development or considering the passing of a shell PIP ordinance which would mirror existing school impact fees that will go into effect with the new PROS update. The limited affordability of housing was discussed and there was concern that these fees would only compound this affordability issue. Consideration of fee exemption for low income housing was discussed. Board members discussed the lengthy process of implementation and stated that the sooner this process is started the sooner it can be operational. Tom foresees possible appeals and push back on the implementation of this fee process from builders. Tom stated that waiting any longer doesn't make sense to him. Linda understands the sense of urgency. She stated that she would rather have BERK spend their time on the PROS plan. Linda believes we should wait on the implementation of park impact fees rather than creating a staggered phase which is an additional burden in the process. Bob asked to hear from each member of the Board regarding their recommendation on park impact fees. Snohomish County updates their fees every two years so the variation in fees is anticipated to some degree. The most common type of building which would incur park impact fees are residential buildings. However, business buildings can also be charged with park impact fees. Linda would like to wait on the implementation of park impact fees. Katrina would also like to wait on the implementation of park impact fees. Laura would like to follow the proposed hybrid model in order to capture some fees in the meantime. Nlichael would also like to follow the hybrid model. Tom does not want to wait. He believes revenue will continue to be lost if these impact fees are not implemented. Pamela would also like to get started in the process. Councilmember Stonecipher stated that Everett's is well below other comparable cities, she is not worried about overall impact to development caused by the City implementing fees. With the growth potential of Everett in the coming decade, this fee will seem minor to developers. At the same time, she is worried about the impact the growth will have to our parks system. She explained that park resources are already stretched in caring for the beautiful parks we have and that complaints have noticeably increased. The process of developing and passing these fees will likely be long. She encouraged the Board to strongly consider moving forward now and then revising the amounts later as needed. Council Liaison Scott Bader agreed with the allowance of an exception in fees for low income housing. Laura cautioned the Board about her concern for the term "low income housing'' as this can be misleading in many ways. She would like the Board to be cognizant to not hold back impact fees for all low-income housing because this revenue is needed. Community Engagement: BERK Consulting A summary of the community engagement process has been sent via email. Lisa Gmeter of BERK: asked that the Board members please review and provide feedback via email. She envisions the Park Board members as ambassadors to the community. The survey questions have also been provided. Colby Trees: Tim Harrington Tim Harrington, a Colby Avenue resident, discussed his concern about the Colby trees. The tree in front of Tim's house is tree is #3 7. He presented a series of photographs which depicted the damage caused to his property (wallrnray steps), and the City's sidewalks by the encroaching tree roots. He further showed photographs of the limbs/branches which have fallen from these trees. He described what he believed to be a nexus between the falling limbs and debris and damage to resident vehicles in the area. I<imberly suggested that limited pnming may have contributed to the splitting of the trees several years ago but that the trees are estimated to have 20 years of life left in them on average. I<imberly is currently working on a comprehensive tree report which outlines a possible plan forward. Bob commented that root pruning and branch trimming on the branches which cross his property line is well within his rights but Bob hopes this will be done with communication with the City. Tim would like to tree to be removed. Additionally, Tim sees the benefits in the removal of all the trees. He would further suggest that all trees be taken out and that the areas be replanted with a tree species with minimal root and residue issues. Tim stated that we all love trees but not every tree is the right tree. Project Updates: Chris Lark Chris Lark, Project Manager, presented a review of current Parks and Facilities projects. He reviewed the highlighted sections from the document provided to the Board. Review topics were as follows: • Bids were opened on Februaxy 2nd for Emma Yule Park with 10 bids received. RRJ Contractors was lowest responsive and responsible bid. • The General Request for Proposals Presentation - Presented to Council on Feb. 3rd • 2021 Parks Project Presentation Presented to Council on Feb. 1Th • Emma Yule Park- Funding Ordinance 1st Reading- Presented to Council on Feb. 24th • Emma Yule Park Funding Ordinance 2nd Reading- To be Presented to Council on March 3'd. • Emma Yule Park- Funding Ordinance 3rd Reading To be Presented to Council on March 10th • Emma Yule Park Bid Award to Be Awarded on March 10th  • The Everett School District has withdrawn interest in a long-term lease with the City for the Doyle Park property. Negotiations will continue on a short-term lease. • The construction of the sport court at Howarth Park has changed to a concrete slab overlay and a quote for the work is being solicited through JOC Contractor. The renovation of the upper parking lot will be included in the scope of work and quote. • A scope of work and quote for the work at the Madison Morgan property is being solicited through J OC Contractor. • A tentative neighborhood meeting regarding the proposed Silver Lake Trail is scheduled for March 30. • Design efforts have begun for the new sport court location at Edgewater Park. Neighborhood outreach to follow. New Business: No new business was reported. Meeting Adjourned at 6:55pm Respectfully Submitted Emily Young Administrative Coordinator City of Everett Parks and Facilities Parks Maintenance Tree Report - March 2021 Category Location Type of Tree Removed Issue Deciduous Evergreen #of Trees Reported #of Trees Evaluated #of Trees Removed Greater than 6" DBH excee e growing Landscape Forest Park Chamaecyparis space/crowding. #Month #YTD 15 4 18 15 19 18 Category Location Type of Tree Planted Deciduous Evergreen #Requested #Planted Landscape Legion Park Pacific Madrone Container CBD 2500 block Tokyo Tower Fringe tree Western Red Cedar, Grand Forest Forest Park Fir, and Vine Maple 11 #Month 10 13 #YTD 14 4 19 Category Location #This Month #YTD Structural Pruning CBD, Fire Station #1 22 49 Right of Way Trimming for Line of Sight. Grand Ave 10 10 View Corridor Trimming Servlce Requests 0 Limb Debris Removal 11 Stump Removal Door Hangers Other Notes: This report only covers public right of way and city property. The City does not track tree work on private property Parks and Public Works will use the same document, but track separately At the end of 2021, we can combine Parks and Public Works data and present Park Board with collective totals Goal of this report is to track significant tree removal and new plantings with the goal of growing the total tree count over time Removals and plantings get reported in the calendar month they are either removed or planted Tress will not be tracked by neighborhood or district at this time, but a location is provided if we need to move to this format in the future Removed the rolling 12 month totals, as we felt enough data was captured in the monthly and YTD numbers  Public Works Tree Report February 2021 Greater than category Location Type of Tree Removed Issue Deciduous Evergreen #of Trees Reported #of Trees Evaluated #of Trees Removed 6"DBH Public Safety NONE Hazardous NONE Windstorm 603 Brentwood Pl Across street #Month 0 a 12 2 14 0 14 12 #YTD Category Location Type of Tree Planted Deciduous Evergreen #Requested #Planted #Month 0 0 0 #YTD 0 Category location #ThlsMonth #YTD Dead Wood Removal SYds B Yds Right of Way Trimming for 136 357 Line of Sight View Corridor Trimming 0 Service Requests 4 105 Limb Debris Removal 8 Yds 22 Yds Stump Removal 0 Door Hangers 102 Other Notes: Public Works Distribution List: This report only covers public right of way and city property. The City does not track tree work on private property Ryan Sass (Email) Parks and Public Works will use the same document, but track separately Pat Mitchell (Email) Atthe end of 2021, we can combine Parks and Publlc Works data and present Park Board with collective totals Grant Moen (Email) Goal of this report is to track significant tree removal and new plantings with the goal of growing the total tree count over time Mark Libbing (Email) Removals and plantings get reported in the calendar month they are either removed or planted Paul Crane {Email) Tress will not be tracked by neighborhood or district at this time, but a location is provided if we need to move to this format in the future Emily Young (Email) Removed the rolling 12 month totals, as we felt enough data was captured in the monthly and YTO numbers Bob Leonard (Email)  CITY OF EVERETT BOARD OF PARK COMMISSIONERS AGENDA ITEM COVER SHEET TITLE: Board of Park D Adoption Staff Bob Leonard Commissioners and Tree D Recommendation Phone 425-257-8335 Committee Rules of D Discussion Date April 5th 2021 Procedure Signatures D Information !2J Other DESCRIPTION SUMMARY: Board members will review the Rules of Procedure for the 2021 term provided in the meeting packet. Discussion and adoption of the Rules of Procedure. RECOMMENDATION Members are instructed to scan the signature page of this document with their signature to Emily Young at Eyoung@everettwa.gov. S:\#Common\Administration\PARK_BD\202 1 Agendas and CS\CS_Rules of Procedure 202 1.docx:  Rules of Procedure 2021 City of Everett Board of Park Commissioners and Tree Committee The City of Everett Charter identifies in Article V Section 5 the establishment of the Advisory Board. Ordinance 2924-06 establishes position terms. The Rules of Procedure are intended to codify meeting details such as length, day/time, agenda, conduct and responsibilities. Meeting Terminology: Regular Meeting - Monthly, regularly scheduled meetings to conduct most business. These meetings may include informational, discussion and action/recommendation items. Retreat The purpose of a retreat is to provide board members an oppo1iunity to discuss issues in more depth. No formal minutes or actions are taken at retreats. Special Meeting - A special meeting is intended to address a need to have a meeting for an item that is unanticipated and cannot wait until the next regularly scheduled meeting Workshop - Workshops only include discussion items. Typically, policy items and comprehensive plan processes affecting staff work priorities are the types of items that would usually be scheduled for a workshop. Number Rule of Procedure Rationale 1.0 Meeting Len2:th 1.1 The length of board meetings and Research demonstrates that the workshops shall not exceed two hours productivity of attendees tends to rapidly unless the board approves an extension diminish after meeting for two past two hours. consecutive hours. 1.2 The length of special board meetings This provides the necessary flexibility and retreats will be jointly determined based upon the timing of projects and by the Parks and Recreation issues that need to be discussed prior to Department Director ("Director") and actions that may be taken by the board. the Board of Park Commissioners' Chair ("Chair"). 2.0 Meeting Day, Time, and Location 2.1 The regular meeting of the board shall The first Tuesday has been the traditional be the first Tuesday of each month at day for the regular meeting. 6:00 PM. The Director and Chair will jointly determine if a regular meeting will be canceled or the meeting day and time changed. Meeting dates and times that vary from the first Tuesday of the month at 6 p.m. need to be agreed to by the majority of board  members. All meetings of the board are open to the public. 2.2 Workshops, if scheduled, shall be held Provides consistency of a meeting date, on the fomih Tuesday of a month regardless of the type of meeting. unless otherwise agreed in advance by a simple majority vote of the board. All workshops of the board are open to the public. 2.3 Special meetings may be called by the On the rare occasion there may be a need Director, in consultation with the to have a special meeting for an item that Chair, if a formal action is required of is unanticipated and cannot wait until the the board and the action must be taken next regularly scheduled meeting. prior to the next regularly scheduled board meeting. Public notice will be provided in advance of special meetings. 2.4 Regular meetings and workshops (if This gives the board flexibility to balance scheduled) will have a standard a variety of factors that can affect meeting time for each calendar year. attendance. The meeting time will be decided at the regular meeting in October for the subsequent year. 2.5 All meetings and workshops shall be This gives the board the ability to move held at the same location throughout its meetings and workshops around the the year at a Parks and Recreation community on an annual basis and also facility unless otherwise agreed to by allows for a different location to have a the Director and Chair, and posted in meeting and/or workshop due to a special the city's official newspaper, on the circumstance. City's website and Facebook page at least one week in advance of the meeting date. The meeting location will be decided at the regular meeting in October for the subsequent year. 2.6 Unless otherwise agreed to in advance A retreat provides board members an by a simple majority vote of the board opportunity to discuss issues in a more a board retreat may be held no more in-depth level of detail, if desired. than twice yearly at a Parks and Recreation facility. The decision to hold a retreat will be made at a regular meeting at least three months prior to a retreat. 2.7 When a regular meeting or workshop Necessary because occasionally, a falls on a holiday or specially conflict will occur. recognized day of celebration (though not an official holiday), the Director and Chair shall jointly determine if the  regular meeting or workshop will be canceled or re-scheduled. 3.0 Meeting Agenda 3.1 All regular meetings, workshops, This helps to ensure that discussion is special meetings, and retreats shall focused and that the intent of meetings, have an agenda prepared by the workshops, special meetings, and retreats Director to guide board member and is accomplished. staff discussion. The agenda shall be distributed to board members no later than three business days before regular meetings and workshops. Agenda for special board meetings shall be distributed no later than one business day before said meeting. A retreat agenda shall be distributed no later than five business days before said retreat. 3.2 The Chair has the authority to alter the Provides the needed flexibility to account order of the agenda prior to adoption of for any issue. the meeting agenda by the Board. 3.3 Regular meeting agenda shall include, This order closely aligns with the order of at the minimum, the following in the the city council meetings. An order stated: 1) roll call of members; 2) opportunity is also provided to discuss acceptance of minutes from the board member-initiated ideas, previous meeting; 3) acceptance of observations, and/or concerns more fully minutes from a workshop that falls as part of the new business section between the current and immediate without necessarily needing to speak to past regular meeting; 4) adoption of the these types of items under their board meeting agenda; 5) board member member comment's section. comments; 6) director comments; 7) city council liaison report; 8) public Additionally, the time between comment on any item not on the workshops can be long. In order to agenda; 9) board action items minimize the possibility of "not (adoption, public hearings and/or remembering" most discussion details, recommendation to city council); 10) approval of workshop minutes at the next discussion items; 11) infmmation regularly scheduled meeting helps to items; 12) new business as time allows mitigate this issue. and as allowed by the Chair; and 13) adjournment. Under board member There are usually several meetings during comments, members may include the year where a public hearing or public requests to have an item placed under forum is scheduled as part of the Board new business to allow an appropriate meeting. In this case, placing amount of time to initiate discussion, hearings/forums as the second agenda including a request to place items on an item allows staff to advertise a specific agenda at a future meeting. The only time to the public when the planned exception to the agenda is hearings/forums will begin.  when a public hearing/public forum is scheduled at the meeting. If scheduled, the public hearing will constitute the second item on the agenda. 3.4 Special meeting agenda shall only By its nature a special meeting is for a include action items (adoption and/or naITower purpose than a regular meeting. recommendation to city council). No other item is discussed. 3.5 Workshop agenda shall only include Typically, policy items and items for discussion. These items are of comprehensive plan processes affecting a nature that extended discussion by staff work priorities are the types of items board members may be necessaiy. that would usually be scheduled. Items for discussion at workshops would typically precede an action by the board. The Chair shall determine if public comment will be allowed during workshops. 3.6 Retreat agenda will be jointly Issues may vaiy from year to year. developed by the Director and Chair in Potential retreat topics may be suggested consultation with all board members. from board members for consideration and discussion prior to agenda finalization. 4.0 Meeting Conduct 4.1 In all practical cases, Robert's Rules of This is to help ensure fairness and Order will govern the conduct of protection of speech by all board meetings, special meetings, workshops, members. and retreats. 4.2 Acceptance of minutes and board Motions apply to formal board activity. actions (adoptions, public hearing All other activity involves discussion and closure and recommendations to city consensus. council) require motions (first and second) and a quorum. A quorum consists of a simple majority present based on the total number of appointed positions. A quorum shall be four (4) members based upon six (6) or seven (7) appointed positions. A quorum shall be three (3) based on four (4) or five (5) members appointed. Actions shall be detennined by a simple majority vote of the members present. Voting shall be by voice unless a board member requests a roll call vote. 4.3 Board member, city council liaison and This is to help ensure that the gist of the public comments are limited to three comment is identified, and (3) minutes each unless otherwise discussion/information items are approved, in advance of the meeting, concisely presented to help ensure that by the Chair. Discussion items shall the agenda is followed in the time not exceed 25 minutes in length available. (including board questions/comments unless otherwise alTanged ahead of time between the Director and Chair. Information items shall not exceed 15 minutes in length unless otherwise alTanged ahead of time between the Director and Chair. 4.4 Discussion of any issue not on the This is to help ensure that the rules of agenda and brought up under board procedure framework are utilized in a member comments, may be further manner to promote appropriate discussed under new business as time discussion based on the application of allows. The issues can then be standard meeting protocols. It also scheduled for further board allows, as time is available, for additional consideration at a future meeting (see discussion prior to a potential scheduling 3.3 above). of issues at future board meetings.  4.5 It is the responsibility of board This is to both ensure that discussion is members to take the initiative to not prematurely "closed" and that comment on agenda items. The Chair individual board members are not will conclude agenda items prior to required to speak on an issue if they board action and/or direction by desire to remain silent. offering an opportunity for "final" comments through a general appeal to board members. 4.6 The public can speak on any item not This follows city council meeting on the agenda as the eighth agenda protocol. item (see 3.3 above). The public will also have the opportunity to speak on any item on the agenda after staff presentation and prior to board discussion. Each member of the public is also limited to three minutes. 4.7 The Parks and Recreation Depaiiment Specifies in writing what is today's shall keep minutes of all regular· common practice. meetings, special meetings, workshops, and retreats, including actions of the board, all of which shall be housed in the Parks and Recreation Department. Minutes are public records and subject to public disclosure. The minutes are designed to capture the essence of dialogue and are not meant to be a verbatim summary of remarks. 4.8 All board members, staff and guests Proper etiquette is to be exercised as a are expected to comport themselves requirement of participation. with respect and collegiality. 5.0 General Meeting Responsibilities 5.1 Each board member commits to read Board members cannot discharge their agendas and agenda packet materials responsibility without reading, absorbing prior to the start of a meeting, special and thinking about the material prior to meeting, workshop and/or retreat. discussion and/or action. 5.2 During discussions, the Chair The chair is in the position to promote the "officiates" (i.e. facilitates) the conduct of a meeting that is smoothly meeting. In this role, the Chair run. Occasionally, it is not possible to progresses the meeting through the conclude discussion and/or take action as agenda, recognizes all speakers, planned. In these cases, it is appropriate including board members, extends for board members to discuss how they and/or limits discussion and helps to wish to proceed, in light of any ensure that, where practical, Roberts constraints as may be identified by the rules of order are followed. Chair and/or Director. If an agenda item is likely to require additional time that may impede the likelihood of addressing all agenda  items, the Chair shall seek board guidance to either extend an agenda item's discussion time, postpone any agenda item(s) to a future meeting, if practical, or seek other guidance such as extend the meeting past two hours. 5.3 The Chair may also 1) appoint ad hoc Provides additional clarity regarding committees as needed; and 2) select a procedure. member to chair any meeting that the Chair and Vice Chair cannot attend. The Vice Chair is to serve as Chair in the event that the Chair is unable to do so. 5.4 The Chair will restate all motions to Avoids a situation when someone might help ensure that board members say he/she didn't realize what was understand the intent of the motion. associated with the vote. 5.5 Board members commit to frame This commitment is to reinforce the discussion around the department's notion that there is a balance between the vision, mission, the magnitude of extent of benefits received and the benefits, costs, and cost savings as a resources needed to extend the benefit. It guiding principle. The principal board is also to clearly define "policy role is related to policy advice as advocacy" from "administration." opposed to administration or "how" to implement policies and/or pro grams/facilities. 5.6 Board members who wish to schedule This is to prevent a meeting from veering a discussion of a specific issue will off the agenda which is not fair to anyone request that the Chair work with the in attendance. Director to place the issue on an upcoming agenda. 5.7 Suggestions, ideas and initiatives that No one should be placed on the spot and are introduced at a meeting where the forced to indicate a position or comment board members are hearing it for the on the worthiness of a proposal without first time or have not been included in having the opp01iunity to think about a an agenda packet for review will not suggestion, idea or initiative outside of a result in any type of board action meeting. and/or commitment at the meeting where first introduced. 5.8 Board members commit to analyzing This is a fundamental responsibility. staff proposals, asking questions, and Most presentations also are structured to helping to ensure that they are well have questions asked throughout the thought out and balance benefits with presentations. costs. Questions are encouraged by board members during staff and/or consultant presentations in all practical cases.  5.9 In discussing issues, board members Responding to comments is a result of and staff are asked to respond to expressing an opinion and/or perspective. comments as opposed to react to Reacting is generally a rebuttal and comments. In doing so, referring to defensive in nature. individuals is strongly discouraged. The reference needs to be the comment. 6.0 Meeting Attendance 6.1 Board members commit to respond to This helps to ensure that the Director and the Board's administrative liaison by Chair are aware if agenda items need to 5:00 p.m. the day before a meeting, be revised and that the proper meeting workshop, or special meeting if they supplies are prepared in advance, thereby cannot attend. avoiding unnecessary expense. 6.2 Board members commit to attending a This is generally the minimum minimum of75% of the total of all percentage to help ensure continuity of regularly scheduled meetings, discussion and minimize the probability workshops, special meetings and of board and staff time being devoted to retreats during a rolling 12-month reviewing material previously discussed period. and/or acted upon by the board. 6.3 In addition to the requirement of 6.3 This helps to prevent significant above, board members commit to not knowledge gaps from developing which missing more than three consecutive could hinder board member activities, board meetings, in any combination of discussions and/or actions. sequence of regular meetings, workshops, special meetings or retreats. 6.4 Board members, whose attendance This is to help ensure that the probability does not conform to the requirements is maximized that there will be full board of section 6.3 or 6.4 above, and after member attendance. taking into account any unique circumstances that may affect attendance based on discussion between the member and the Director and Chair, may be recommended to the Mayor for removal from the board by formal action of the board at a regular meeting. 7.0 Officers 7.1 The board shall have two officers, a Positions are necessary to conduct the Chair and Vice Chair, to be elected meeting. from the members of the board. 7.2 The election of the officers shall take The Chair and Vice Chair are members place annually in the month of with at least one year of service on the December. The te1m of office shall run board. until the next subsequent election. 7.3 In the event of a vacancy of any officer As relates to the Chair position, it is not position during the term of office, the automatic that the Vice Chair becomes board shall elect a successor from its Chair. membership. Approved this _day of_, 2021 Linda War Bonnet, Chair Pamela Gerla, Vice Chair Michael Yates Sergiy Ryzhonkov Tom Norcott Katrina Lindahl Laura McMurray  CITY OF EVERETT BOARD OF PARK COMMISSIONERS AGENDA ITEM COVER SHEET TITLE: Doyle Park D Adoption Staff Bob Leonard D Recommendation Phone 425-257-8335 D Discussion Date April sth 2021 ~ Information D Other DESCRIPTION SUMMARY: Park Administration will discuss the Doyle Park Plan with the Commission members. Documents depicting the changes and new implementations to this area will be referenced. RECOMMENDATION None. S:\#Common\Administration\P ARK_BD\2021 Agendas and CS\CS _Rules of Procedure 2021.docx  Burke PLAY TMAT MOVES YOU BC:IBUA."E.C.OM. • 9 00.2,,.IZ,0 Buell~eation Burke PLAY THAT MOVES YOU. BCIBURl£.E .COM. • 800 . 2 G G .1Z~O Buell~eation  Page 1of1 https ://plants.oaklandnursery.com/Content/Images/Photos/Jl 79-23 .jpg 4/ 1/2021  Page 1 of 1 https: //www.halkanursery.com/wp-content/uploads/2014/06/Norweigen-Sunset-Maple-1-51... 4/1 /2021  PARKS ADMINISTRATION, PROJECT, PROGRAMS AND MAINTENANCE UPDATES - LOOKING AHEAD March 2021 Council and Administration: • Recent Council Action Items o March 31 " - YNICA Agreement • Upcoming Council Action o A ril 7a' - Doyle Park Agreement Amendment • Board Member/Citizen Comment Follow Up Current Projects: • Phil Johnson Ballfield (PJB) Project (CIP3 Funding/Grants/Donation) o Consistent with past discussions the PJB project is moving forward o Bids were received o City Council funded and awarded the bid to Premier Field Development on 5/8/19 o Construction started in July 2019 o Fields 1 completed September 2019 o E-Layer completed on all fields o All fields are completed. Includes: LED sports field lighting; new synthetic turf; field striping for baseball, softball; miracle fields; and youth soccer o Bullpens are complete o Synthetic turf between fields is complete o Complex to be turned over for use March 15 o New parking lot and access road work to continue o Original Project work is complete o Contractor to provide change order to complete landscape requirements o Fields available for recreational staff use • Legion Sport Court Renovation o Received grant agreement with Recreation Conservation Office (RCO) o Design and details being reviewed o Quote for work being solicited through King County Directors Association (KCDA) o Quote for work being solicited through Job Order Contract OOC) o Council Funding Ordinance 3734-20 Approved, Effective Date 4/01/2020 o JOC Contract with FORMA Constiuction signed 07-02-2020 o Work started-August 17 o Work is 75% complete - September 30 o Work delayed due to weather; anticipated restart of constmction is April 2021. • Forest Park Sport Courts Renovation o Received grant agreement with Recreation Conservation Office (RCO) o Design and details being reviewed o Quote for work being solicited through King County Directors Association (l<:CDA) \ \everett\users\ home\Eyoung\Documents\2021-04 Parks Board Update - April.docx  o Quote for work being solicited through Job Order Contract GOC) o Council Funding Ordinance 3733-20 Approved, E ffective Date 4/01/2020 o JOC Contract with FORMA Constmction signed 06-26-2020 o Work scheduled to start in early September o Work started on September 8th o Work is 40% complete - September 30 o Work is 50% complete - October 30 o Work delayed due to weather, anticipated restart of constmction is April 2021 • Garfield Pathways and Basketball Court (CIP-3 Funding) o Plans and specifications complete o Awaiting purchasing approval to go out to bid o Scope: Overlay asphalt paths; create two connecting paths to two shelters, sealcoat and stripe basketball courts o Bids Opened 08-20-2020 o Funding Ordinance adopted by Council on September 23, 2020 o Work to start in October o Work delayed due to weather; anticipated start of constmction is April 2021. • Emma Yule Park (CIP-3 Funding) o Staff is working on constmction documents o Hearing Examiner Scheduled for December 19th o Initial layout of playground complete o Anticipate soliciting bids by the end of the year o Project was out for bid in May 2020, first the bid was delayed and then the bid was pulled o Applied for a grant from Recreation Conservation Office (RCO) in July - preliminary ranking will be known in November o Anticipate project to be bid again in December 2020 o 90% design completed. Draft Permit applications completed for City review and signature. o Consuuction anticipated to begin in early 2021 o Call for Bids - Council Agenda December 2. o Project has been advertised for bid and posted at the Builder's Exchange plan center. Bids are scheduled to be opened on Tuesday, Feb1uaiy 2"d. o Bids were opened on Febmary 2"d with 10 bids received. RRJ Contractors was lowest responsive and responsible bid. o Funding Ordinance and Bid Award was aE_Proved by City Council on March 10'h. • Howarth Park Playground o Working on request for designs and costs - King County Directors Association (K.CDA) o Upper area Conceptual Site Plan presented at the November 17 neighborhood meeting. o Design and costs are anticipated in March 2021. • Howarth Sport Court Renovations o Received grant agreement with Recreation Conse1vation Office (RCO) o Design and details being reviewed o Quote for work being solicited through King County Directors Association (K.CDA) o On hold pending design considerations o Parks will initiate public outreach to seek comments on this project and other projects, tentatively scheduled for October 20th \ \everett\ users\home\Eyoung\Documents\2021-04 Parks Board Update - April.docx  o Howarth Park upper area is in design development based on comments generated at the October 20 neighborhood meeting. o Upper area Conceptual Site Plan presented at the November 17 neighborhood meeting. o Quote for work being solicited through King County Directors Association (KCDA) o Anticipated start of construction is spring 2021. o The constmction of the sport court has changed to a concrete slab overlay and a quote for the work is being solicited through JOC Contractor. The renovation of the upper parking lot will be included in the scope of work and quote. • Doyle Park Playground o Working on request for designs and costs -King County Directors Association (K.CDA) o Anticipate neighborhood outreach for sidewalk renovation and playground replacement plans in March. o A neighborhood meeting was held on March 11 '". o A neighborhood meeting is lanned for A ril to show designs for the layground and a • Rotary Park Boat Launch Renovations o Received grant agreement with RCO (Recreation Conservation Office) o PSA with engineering firm for design, permitting, etc. being routed for signature o 60% design completed. Draft Permit applications completed for City review and signature. o The LED parking lot lighting is complete. o Waiting for Federal Corps of Engineers permit. • Lowell Riverfront Off Leash Area (Snohomish County funding) o An initial scope has been developed o The permits necessary for the project are in progress. o Interlocal agreement with Snohomish County for funding has been signed. o Working on Professional Services Agreement (PSA) for Biologic Assessment. o Biologic Assessment complete. o Shoreline Substantial Development Permit Approval 06-22-2020 o Project timeline to be determined o JOC walk tluu to determine scope of work on December 4, 2020. o Permit documents to be submitted early 2021. o Anticipated start of constmction is spring 2021. o he guote from the Job Order Contractor exceeded the roject budget. The ro 'ect delivety method will shift to a Small Works Roster com etitive bid. • Madison-Morgan Improvements (CIP-3 Funding) o House repairs to prepare for rental opportunity/ eyes on the park • Staff are working remodel o Staff attended neighborhood meeting in March. o Revising site drawings based on neighborhood input o Met with neighborhood in April. o Funding for purchase (Conse1vation Futures) requires property be used as natural open space and native vegetation. Neighborhood supports this. o Neighbor has agreed to sell property to the City o Conse1vation Futures grant will fund the acquisition of the property • Property agreement has been signed \ \everett\ users\home\Eyoung\D ocuments\2021 -04 Parks Board Update - April.docx  • Waiting for sale of property to close • Started asbestos survey contract and small works bid to demolish the residence on the newly acquired Conservation Grant property o Park improvement timeline to be determined. o A scope of work and quote for the work is being solicited through J OC Contractor. • Eclipse Mill Park o Staff is working with Public Works and Shelter refining the original design. o Shelter Development, LLC will be consttucting the upland park amenities as part of the development agreement o Working on Request for Qualification for an engineer to provide design, construction documents, bidding and permit procurement, and const1Clction administration for riverbank stabilization and in-water amenities. • Silver Lake Trail o Have applied for the following grant: Silver Lake Trail (TA Sullivan) Washington State Recreation & Consetvation Office, Washington Wildlife & Recreation Program (WWRP) - Trails, for trail development through the park o Should know preliminai-y ranking of grant in November. o Parks initiated a project kick off meeting with Public Works. o Project schedule to be determined. o Preliminai-y design presented at neighborhood meeting on November 17, 2020. o A property sutvey was completed in December to support the design development of the trail. o City staff continue to look into the comments and concerns expressed by our citizens. The City continues to perform their due diligence regarding these concerns. We hope to hold another public meeting in the near future as soon as we have additional information to share. Please visit Everett.gov/ silverlakepath for updates and further information. o A neighborhood meeting is scheduled for March 30. Future Projects: • Edgewater Park Renovation o Public Works will hold an online open house from July 17th through August 30th pertaining to the bridge renovation along Mukilteo Blvd. at Edgewater Creek. There will be a live webinar scheduled for the evening of the August 25th. The open house site and webinar will feature a page about upcoming public outreach pertaining to the redesign of Edgewater Park. o A property sutvey has been initiated to support the park renovation design. o Design efforts have begun for the new sport court location. Neighborhood outreach to follow. \ \everett\users\home\Eyoung\Documents\2021-04 Pru:ks Board Update - April.docx