HomeMy WebLinkAbout102224 PRTTAB Meeting Packetlilyof
TownseM.
PARKS, RECREATION, TREES, & TRAILS ADVISORY BOARD
Agenda - Council Chambers
October 22, 2024 1 4:30 p.m. I Virtual or In Person Meeting
• Join via computer or tablet at,h,tt,ps,,/„(w,w,w.goto.,co,m(w,e„b„i,n„a„r/j,o,i„n enter 9 digit Webinar ID
787-102-091
• Join by phone in listen -only mode: (213) 929-4212 access code: 746-093-130#
• Submit public comment to be included in the meeting record to:
https://publiccomment.fillout.com/cityofpt
• If you are experiencing technical difficulties, please attempt all methods listed above before
reporting any issues to: clerksupport@cityofpt.us
Welcome, Introduction & Call to Order - Chair Debbie Jahnke
Good afternoon and welcome to this meeting of the Port Townsend Parks, Recreation, Trees & Trails
Advisory Board. The role of this Board is to assist City staff and to advise the City Council on
legislative matters concerning parks, recreation, trees and trails.
This meeting is open to the public at the City Council Chambers, virtually via this web format, and is
also being video recorded for those who could not attend the meeting today and for future
reference. Given that this meeting is in virtual format, we ask that the board members raise their
hands to be called on by the Chair. The public can do the some to comment during the public
comment periods. We take public comment at the beginning and end of the meeting.
I. Roll Call:
II. Approval of Agenda/Changes to Agenda:
III. Approval of Minutes: August 27, 2024
IV. Public Comment (3 minutes per person/agenda items only):
V. Old Business (20 minutes)
A. ROW tree species list and genus brochure (Robin, Richard, Debbie)
B. Arbor Day reminder (board)
VI. New Business (40 min)
A. Land Capacity Analysis (Adrian/Emma, board)
B. Community Services Department Discussion (all)
VII. Staff update — (20 min)
A. Skate Park lighting (Carrie)
B. Pool update (Carrie)
C. Maintenance update (Michael)
VII. Next Regularly Scheduled Meeting: November 26, 2024
Vill. Public Comment:
IX. Adjourn:
Future agenda items:
• Master plan for future westside park
• Tree subcommittee update — final drafts of POS trees, understory lists
lilyof
TownseM.
PARKS, RECREATION, TREES, & TRAILS ADVISORY BOARD
Council Chambers
Minutes - August 27, 2024 1 4:30 p.m. I Virtual or In Person Meeting
• Join via computer or tablet at.http://moinwebinar.com enter 9 digit Webinar ID 752-525-115
• Join by phone in listen -only mode: (360)390-5064 Ext. 3 access code: 699-128-175#
• Submit public comment to be included in the meeting record to:
https://Publiccomment.fillout.com/citvofpt
• If you are experiencing technical difficulties, please attempt all methods listed above before
reporting any issues to: clerksupport@cityofpt.us
Welcome, Introduction & Call to Order - Chair Debbie Jahnke
Good afternoon and welcome to this meeting of the Port Townsend Parks, Recreation, Trees & Trails
Advisory Board. The role of this Board is to assist City staff and to advise the City Council on
legislative matters concerning parks, recreation, trees and trails.
This meeting is open to the public at the City Council Chambers, virtually via this web format, and is
also being video recorded for those who could not attend the meeting today and for future
reference. Given that this meeting is in virtual format, we ask that the board members raise their
hands to be called on by the Chair. The public can do the some to comment during the public
comment periods. We take public comment at the beginning and end of the meeting.
I. Roll Call: Members present are Pam Adams (zoom), Becci Kimball, Matt Miner, Jim Todd, Russell
Hill (zoom), Debbie Jahnke, Richard Hefley absent excused, staff and visitors include Matt Klontz (Port
of PT), Patrick McCoy, Steve King, Robin Hill
II. Approval of Agenda/Changes to Agenda: consensus approval
III. Approval of Minutes: consensus approval
IV. Public Comment (3 minutes per person/agenda items only): Scott Doggett via email asked for
information about the city's plans to deal with Ailanthus; Steve Mader commented on the Ailanthus
issue, noting it was also a serious fire hazard due in part to its branching pattern that provides
ladder fuels. A brief history of the species' presence in PT was given, along with plans to monitor via
our DNR grant. DNR asked communities to monitor. It is a class C noxious weed so removal is
recommended but not required. It is mostly on private property. Public education will be needed.
V. Old Business (40 min)
A. Sims Way and Boatyard Expansion (Steve and Port of Port Townsend): Matt Klontz of Port of
PT, James Day and Connie Reckord of Macleod/Reckord presented: Steve covered recent
history of the process; first stakeholder meeting in July 2024 after the work in 2022; Gateway
plans revised; criteria shown in memorandum from Tree Solutions; complex criteria provided
coding of green (best), yellow (okay) or not suitable based on what is needed for the boatyard
but not creating a full screen. Soil samples analyzed for suitability. Soils need decompacting
to 2-3 feet with amendment addition. Maples are overplanted here. Spreadsheet explaining
criteria is very informative. Tree Solutions did exhaustive research. Matt Klontz noted that
prep and planting would come immediately behind the PUO's work; planting likely in fall
2025. Russell asked to ensure information was available to the public. Connie mentioned
development of some imagery of tree sizing over the years of growth to help public
understanding of project. Public member Kathy Darrow asked about Port Orford conifers;
pollen output is a limiter. Board recommended acceptance of the proposed list.
B. Lawrence and Tyler Street (Steve and Patrick): Project will be built as designed, going forward
on Lawrence this year, Tyler paving next year, contract being signed. Council approved
design. Preconstruction meeting next week, work will start soon.
C. Tree subcommittee update (Debbie, Robin, Russell): one more meeting of the subcommittee
will be scheduled prior to presentation to board.
VI. New Business (40 min)
A. Quimper Parks and Trees Foundation (Becci): We now have a parks foundation; JCF will be
our fiscal sponsor, working on principles for QPTF, we didn't get the Arbor Day Foundation
grant but we did get a foundation. Name was chosen to indicate inclusion of efforts outside
the city.
B. IRA/USDA grant update (Robin): Dudek was chosen as consultant, experience with
challenges for density and housing, and experience with comprehensive plans, contract
was completed with WSU Extension Service, two grants recombined via River Network.
Public query from Steve Hartman about balancing canopy loss and densification. Madrona
Ridge retained 30% of canopy and dedicated a major wetland area to the process. Pre -
platted city is one of our major challenges to preserving canopy.
C. Autumnal Arbor Day Plans (Staff and Board): set for October 26 at Mountain View 12-2,
species and issues discussed, planting class by DNR person will be coordinated with the
event.
D. Land Capacity Analysis — next steps (Steve) - next month or so for our subcommittee - will
be looking at all pre -platted lots and some unplatted lots; virtually no multifamily (MF)
units built in decades; what was built is age -limited or otherwise restricted; we have about
20% MF, more common elsewhere is closer to 40%. We have to be able to accomodate
GMA requirements for growth, or we get sprawl. Jim queried about growth in Hadlock's
impact on city growth. Steve discussed due process for land use and hopes that our
subcommittee may engage in the next few months.
VII. Staff update — (10 min)
A. Operations (Steve): Hiring still for one park staff, caretaker at Koh Tai is doing a great job;
Matt volunteered to write up information for the city newsletter
B. Pool: report postponed
C. Water Street Trees root barrier and irrigation leak: At Pope Marine, we have 15-year old
trees with water wells and root barriers, maple roots escaped the barriers; good lesson
about the aggressiveness of maple roots and necessity to accomodate needed root volume.
Jim inquired about leakage on Jefferson - source has not been found as yet.
D. RCO grants (Steve): Presentations went well, we should find out later this year about
funding.
VII. Next Regularly Scheduled Meeting: September 24, 2024
Vill. Public Comment: Kathy Darrow commented about master planning a park from July minutes.
IX. Adjourn: 5:58 pm
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To
I Distance (ft)
Street Infrastructure
Face of Curb
3.5
Edge of Pavement (no curb)
10
Driveway (Residential)
10
Driveway (Multi -Family or Commercial)
20
Stop Sign
20
Intersecting Street (No stop sign)
30
Sidewalk
per Tree List
Utility Infrastructure
Hydrants
5
Underground Utilities (Requires Locates)
5
Light or Utility Pole
10
Street Light
20
Trees
Other Trees
Greater of 20' or
Canopy Width (1/2 of tree A + 1/2 of tree B)
Note: Larger tree species may need more clearance space than reported above.
Tree Clearances
Hydrants and Utilities
5 ft
Edge of Pavement (no curb)
10 ft
Driveway
10 ft
Stop Sign
20 ft
Street Light
20 ft
Intersection (No stop sign)
30 ft
Sidewalk
per Tree List
Other Trees
Canopy Width
Note: Larger trees may need more space.
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Street Infrastructure
Face of Curb
3.5
Edge of Pavement (no curb)
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Driveway (Residential)
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Driveway (Multi -Family or Commercial)
20
Stop Sign
20
Intersecting Street (No stop sign)
30
Sidewalk
per Tree List
Utility Infrastructure
Hydrants
5
Underground Utilities (Requires Locates)
5
Light or Utility Pole
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Street Light
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Trees
Other Trees
Greater of 20' or
Canopy Width (1/2 of tree A + 1/2 of tree B)
Note: Larger tree species may need more clearance space than reported above.
Tree Clearances
Hydrants and Utilities
5 ft
Edge of Pavement (no curb)
10 ft
Driveway
10 ft
Stop Sign
20 ft
Street Light
20 ft
Intersection (No stop sign)
30 ft
Sidewalk
per Tree List
Other Trees
Canopy Width
Note: Larger trees may need more space.
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Townsena
MEMORANDUM
John Mauro Q City Manager 1360379.5043 l jmauro@cityofpt.us
To: Parks, Recreation, Trees, and Trail Advisory Board
From: John Mauro, City Manager
Subject: Proposal for Integrated Community Services Department
Date: October 16, 2024
Dear PRTTAB Members:
I had hoped to be at your meeting on October 22 to dialogue about my proposed departmental
reorganization that includes the fusion of Parks, Facilities, Library, and Arts and Culture into a new
department of Community Services (or equivalent). You'll see that the ultimate purpose is for better,
more integrated, more stable delivery of services to our community — with inclusive programming for all
ages and an emphasis on youth and families. I recognize that we've been without a Parks department
and have struggled to resource parks -related initiatives over several years. I also recognize that we have
been recently attempting to rebuild our capacity in that area so that we may up our game to our
residents in providing meaningful experiences, connections, and quality of life in our public spaces.
While I recognize this proposal doesn't fully get us there, it's my aim that it helps guide us in that
direction.
Unfortunately, I'm at an all -day workshop in Port Angeles, so please instead find the attached 3-page
document outlining the concept. I welcome your reflections to those staff who are present as they will
pass key points to me, as well as any reflections you wish to pass on directly to me:ir� iuirciyfp.,us.
Thank you for all the hard work that you do for our community in your service role as a PRTTAB
member!
Warmly,
John Mauro, City Manager
CC: Public Works Director Steve King
Library Director Melody Sky Weaver
Planning & Community Development Director Emma Bolin
Director of Parks Strategy Carrie Hite
250 Madison Street - Suite 2. Porrt .t"'ownseind - WA 963618 l www.cityofpt,,us
An Integrated Community Services Department
Key Paints for the Parks, Recreation, Trees, and Trails Advisory Board
DRAFT 1 f 1 /24
What I'm Proposing
A combined Community Services (Parks, Facilities) and Library department with the addition of an
arts and culture element to oversee the existing PT Creative District.
The "Why"
Ultimately the reason for the change is for better, more integrated, more stable delivery of services
to our community —with inclusive programming for all ages and an emphasis on youth and
families. There are many elements to the why, including howwe enhance each team and set
ourselves up for sustained success. A few specific examples:
• The Parks departmentwas paused in 2020 with Covid and the resignation of the Director,
and incorporated into Public Works via a Parks and Facilities Manager as a way to focus on
core parks and facility functions and sustainability (due to a range of challenges, not the
Least which is major deferred maintenance). A Strategic Parks director was hired in 2021 to
guide the future of major initiatives like the future of the pool and golf course, and consider
how to further create expanded parks and recreation opportunities in the City. Her 3-year
term finishes at the end of 2024.
• Parks has suffered from significant underfunding for years for staffing, maintenance, and
park improvements. A community -facing, integrated department is intended to create
greater financial support for amenities and services the community desires, including for
future recreation programs. Additional administrative attention is expected to bring us back
into competitiveness for RCO grants which we have not received for 20 years (equivalent to
$10m - $20m of potential funding).
• The Public Works team, the City's largest, has a complex and daunting set of infrastructure
and service provision challenges, many of which are underpinned by significant deferred
maintenance and years of neglect. Drawing Parks and Facilities into a new department
(once again) may help free up leadership capacity in Public Works while utilizing and
broadening the talent and capabilities of a Director with high potential for professional
growth.
• The PT Creative District was designated by the state in 2020 and has emerged as a
cohesive force to expand living wage opportunities for artists who work, live, and show
within the Creative District by providing resources and support to market their craft.
Currently housed under PT Main Street, a more sustainable funding source and permanent
home is needed to continue building on the success of the District. The recent Arts and
Culture Plan funded by the City points to City resourcing and a position to help do so.
• The Library provides a high degree of quality public interface with creative and meaningful
programming and services — but the 1 % property tax levy which funds Library operations is
not keeping pace with inflation, wages, and other costs.
• Various advisorybodies (like PRTTAB!) stand to provide greater value and to benefit from
more distributed and focused staff resourcing to ensure the full potential of their
contributions and our collaboration together. That might not mean one manager/director
staff liaison but some degree of shared responsibility depending on the topic at hand (e.g.,
trails may be more public works -related, recreation more community services -related).
• Coordinated programming, customer service, and delivery across a range of community -
facing services (parks, facilities, library, arts/culture) provides an opportunity for new
synergies and a greater focus on building social infrastructure to best support community
cohesion and connections.
• A higher -level effort to coordinate with agency, non-profit, and community service
partners can both enhance what the City has to offer as well as support our community's
diverse constellation of high -value but often under-resourced organizations. Those efforts
were enhanced with a strategic parks director and need to be carried forward.
• High potential exists for recreation programming to meet community needs and to take
advantage of City and other organization programming and existing facilities. These
opportunities are not expected to be near -term, but we may wish to explore those
possibilities with agency partners like Jefferson County. They also may be generally revenue
neutral and self-supporting under some models.
• Volunteers provide a meaningful boost to our collective efforts and a departmental
synergy aims to provide better coordination of the volunteer program (which would include
the two departments with the most volunteers).
• Community Services Departments exist throughout the state and nationally and have set
a precedent for better integration of public facing departments to best serve their
communities.
• A history of friction and unmet promises, including those between Parks and the Library, is
both instructive and important context and holds us back from a fiscally sustainable and
incremental advancement of community services. An integrated department aims to make
the whole bigger and better than the sum of the parts and help heal the pain of the past so a
betterfuture can be made possible.
What Changes on the Ground
The day-to-day work of parks, facilities, and the library is intended to remain very similar to what it
is today. Over time, the City team and our partners will work together to try new ideas and
programs together (like the Library's Story Walk in Kah Tai nature park).
The proposal will include some changes to department reporting structure, including:
• The Library Director role will be vacated.
• Current Library Director Melody Sky Weaver will take the role of the Director of the new
department.
• Current Facilities and Parks Manager Michael Todd will report to Melody. There will remain a
strong connection to the Public Works director and team for operational efficiencies and
needed coordination.
• The current Library Managers, Keith Darrock and Emily Bufford, will continue to report to
Melody similar to the Parks Manager. This involves a stepped -up role since Melody will be
overseeing three key areas the Community Services Department rather than only the
Library.
• A new arts/culture position will be created, likely half -funded from lodging tax funds (LTAC
voted affirmatively on this recommendation to City Council as part of the budget process).
The "When"
City Council received the high-level idea in July during the all -day 2025 strategic workplan retreat
with a majority indicating general support. While many of the elements are operational and
therefore in the realm of City Manager authority, City Council will need to approve some of the
elements, including budgets.
After internal discussions, staff subsequently brought forward the proposal to City Council as part
of all department requests at the October 7 City Council business meeting, and it was covered
briefly at the October 14 City Council workshop.
Staff will work to balance the budget to present to City Council in November, and this must be
adopted after two public hearings by the end of the year. This gives us a few months to work
together to build and refine the proposal. Even with budget approval, it may take additional time in
2025 to communicate the change and roll this out to the community, so I don't anticipate any
formal change until at least January 2025.
More questions?
Please reach out to me:It's a priority for me to ensure we get this right so
welcome and will consider feedback throughout the process of refining the concept.