Loading...
HomeMy WebLinkAbout112624 PRTTAB Meeting Packetlilyof TownseM. PARKS, RECREATION, TREES, & TRAILS ADVISORY BOARD Agenda - Council Chambers November 26, 2024 1 4:30 p.m. I Virtual or In Person Meeting • Join via computer or tablet at Join the Webinar I GoTo Webinar 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/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 same 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: IV. Public Comment (3 minutes per person/agenda items only): V. Old Business (30 minutes) A. Community Services Department - plan, information and discussion (John Mauro, staff) B. Open Space Subcommittee report VI. New Business (40 min) A. Review of relevant code for park use re: October meeting public comments and concerns (Steve, Michael) B. Update on Quimper Parks & Trees Foundation (Becci) C. Consider date change for December meeting (currently Christmas Eve) D. Discuss City offer of end -of -year gathering post December meeting VII. Staff update — (20 min) A. Update from Robin Hill about work with Dudek on USDA grant (Urban Forestry Plan, Tree Conservation Ordinance update) B. Update from Michael Todd about DNR grant for Bishop and Sather work C. Other staff updates? VII. Next Regularly Scheduled Meeting: see item VI.C. Vill. Public Comment: IX. Adjourn: Future agenda items: • Master plan for future westside park • Tree subcommittee update — final drafts of POS trees, understory lists Americans with Disabilities Act In compliance with the Americans with Disabilities Act, those requiring accommodation for this meeting should notify the City Clerk's Office at least 24 hours prior to the meeting at (360) 379-5083. lilyof 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.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: Pam Adams, Becci Kimball, Jim Todd, Matt Miner, Richard Hefley, Debbie Jahnke present, Russell Hill excused. Staff present include Steve King, Robin Hill, Carrie Hite, Michael Todd, Adrian Smith, Jeff Kostechka, Melody Sky Weaver, Council liaison Monica MickHager and Councillor Neil Nelson. II. Approval of Agenda/Changes to Agenda: approved by consensus III. Approval of Minutes: approved by consensus IV. Public Comment (3 minutes per person/agenda items only): Robert Bruce Tipton - provided a skate park comment regarding timing for lighting for the skate park, questions about agreements to put the park where it is and what is permitted in the location and zone. Stephen Yanoff (written) - regarding recommended tree list from McCloud/Reckord - would like the board to more strongly encourage native plants in landscaping on Sims and recommendations about tree list including more information about species origin. Janna Allen (sp?) commented about the loss of the Chetzemoka Park kitchen shelter with no notice or signage in the park. Staff noted that the Historic Preservation Committee had been included in the discussion that led to the decision and that the chimney had collapsed. V. Old Business (20 minutes) A. ROW tree species list and genus brochure (Robin, Richard, Debbie) - Steve King noted that critical point to communicate is the Right Tree in the Right Place so we protect infrastructure. Richard Hefley changed our list to include root volume rather than sidewalks and planting strip and added raingarden appropriateness. 'Raingarden suitable' column could be dropped as it is redundant. Pam Adams noted we need a definition of what a right of way actually is; Jim Todd supported the addition of such information. We need to have information that Jeff Kostechka has presented as a brochure (clearances to infrastructure, etc.). Monica MickHager wanted more info linked to the permits and other pages. Becci Kimball suggested a note on the website as to where to find information - Matt Miner recommended that it be in the City newsletter, perhaps as a small inclusion in repeated issues. Steve, Robin and Richard helped with measurement of soil volume. Jeff noted that 'Right Tree Right Place' will allow trees to be in place for a proper lifespan; Richard noted that professional literature indicates street trees last only 20-odd years and we want to change that for our community. B. Arbor Day reminder (board) - proclamation accepted by David Lubinski and Becci Kimball on Monday, October 21; adoption and DNR planting demonstration discussed for October 26 at Mountain View Commons. VI. New Business (40 min) A. Land Capacity Analysis (Adrian/Emma, board) Adrian Smith discussed the LCA process - tool to analyze how land is zoned vs used, 'tour guide' for the walking tour is still online for self - guided tours, definitions of 'vacant' vs 'underutilized; 'partially utilized; and 'fully utilized' were provided, we are currently looking only at housing density, this will allow determination of commercial space, parks, trails. The effort will be a full -city analysis, not parcel by parcel. This effort connects with the Housing Needs Assessment and state allocations of land for different uses. PROS Plan LOS for parks recommends a 10-minute walk access for all neighborhoods, but features need to be equitable, accessible parks are needed with '10 minute walk' to an accessible entrance and we need to include parks under other ownership. How do we preserve open space while we densify? Some acronyms like PSH (permanent supportive housing) and LOS (level of service) need to be defined. B. Community Services Department Discussion (Melody, Carrie, Steve) Memo from City Manager Mauro addressed the long time deficiency in parks investment; combination would plan to leverage departments that are community facing. Carrie recommended the idea and has done this in Edmonds and other cities. Michael worked under a similar format in Dallas. Not many changes are sought in the next year. Jim Todd asked to bring the subject back for more detail at the next meeting when the City Manager can attend. Pam asked about oversight for arts and increased funding for libraries and parks. Steve noted that Public Works has not received overhead for overseeing parks. VII. Staff update — (20 min) A. Skate Park lighting (Carrie) - lights have been ordered, three permits are needed, PROS Plan supports the effort to increase recreational opportunities for youth; the Historic Preservation Committee has reviewed the plan and Council approved the plan. B. Pool update (Carrie) - BOCC appointed a task force that recommended the new pool be located in the county, in the Chimacum or Hadlock area. PFD funding via a ballot measure is being discussed. C. Maintenance update (Michael) - We are in the season of leaves, please report a concern on \\\\ jk§)) 2 f ) k / ) j ] ) § \ § ) / }\ \{ \ \\ 3� I\ k} E/ \\ �� \/ \\ )¥ )\ \\ \\ 2\ /( §( )§( )M\ ) e|# i�\ \}\ \\\ _ [ )\ \ / \ C? k )§\\) 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.