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HomeMy WebLinkAboutCity Council Committees - Parks and Human Services - 01/25/1990 .�J i • CITY OF KENT PARKS COMMITTEE MINUTES January 25, 1990 Councilmembers Pregent: Steve Dowell, Chair; Jim White, Christi Houser. Staff Present: Ed Chow, Jim Hansen, Barney Wilson, Tony McCarthy, Rod Fredericksen, Don Olson, May Miller, Sue Viseth, Carolyn Lake, Jan Banister, Mimi Castillo, Alana McIalwain, Lynda Anderson, Robb Dreblow, Helen Wickstrom, Lori Hogan, Neil Sullivan, Jack Ball, Patrice Thorell, Robyn Bartelt, Cheryl Fraser, Lea Britting, Karen Michel, Lee Anderson, Alice Neiffer, Steve Szydel, Liz Carpenter, Ramona Valdez, Pam Rumer. Also Present: Dave Heldt (11407 SE 234th Pl. , Kent) ; Ron Hotemer, P.G.A. ; Doug Schwab, Riverbend Men's Club; Howard Bogie, Golf Consultant; Charles Aweeka, South Seattle Times; Lyle Price, Valley Qaily News; Suzette Cook, Kent Chamber of Commerce; Dennis Hogan. At the opening of the meeting, Wilson, upon advice from private counsel (letter attached) , informed Committee members that he would not be speaking on any of the issues on the agenda, as doing so would be in violation of a January 19 memorandum written by City Administrator, Ed Chow (attached) . Following much discussion, Chow temporarily withdrew his memo so that the Parks Committee could proceed with the meeting. Special Populations Resource Cguter Kitchen Remodel Helen Wickstrom reported that when the Department went out to bid last year, all bids exceeded the project's block grant budget. The Internal Budget Committee turned down the Department's request for additional funds, but advised staff to submit the project in the 1990 budget. The Department did so, and the Remodol project was approved in the amount of $28,878, plus the $32,140 in block grant monies carried over from 1989. Wickstrom read excerpts from the September 20, 1989 Parks Committee meeting at which it was discussed that all bids were over budget, but the City did not reject the bids, to prevent having to pay an additional $3, 000-$4,000 to go out to bid again in 1990. -2- Dowell questioned whether there were any legal ramifications in not going out to bid again. Wickstrom explained that she checked with the Attorneys' office, and learned that because the bid bond was not dated, it is legal to accept last year's low bid from Mayer Construction Co. , Inc. ($47,508 + Alternate 2: $5,700) . Wickstrom reported that the contractor is willing to honor that same bid again this year. White moved to accept the bid from Mayer Construction and to submit the bid for full Council approval; Houser seconded the motion. The motion passed unanimously. Senior Center Warrgnntty/ReAajr, Update Lea Britting of the Senior Center gave an update on warranty/repair items that have been of concern (see attached list) . She reported that both the leaky roof and the social hall doors that buckled have been repaired. Britting explained that the kitchen floor, which bubbled after installation, was replaced, and now there is white residue present on the floor. She informed Committee members that the architect is considering removing the floor again and replacing it with quarry tile. Dowell questioned whether the floor is a warranty item. Britting reported that it is the Department's desire for the contractor to accept responsibility. White urged staff to pursue the architect's responsibility. Britting also reported that when five of the bathroom sinks were originally installed, they were cracked. The contractor, Jones and Roberts, removed one sink in November as a sample for replacement, but no sinks have been replaced yet. White stated that he would like to see this issue on the Parks Committee agenda until the sinks are replaced. Britting reported that the original coffee maker wap a continuous problem, so Boyd Coffee installed one of their Coffee Makers free of charge. Dowell questioned whether the Senior Center suffe ed; any damage from the flooding. Britting responded that the onli damage, other than silt build-up, was to the carpet on the bocos ball court, which will cost approximately $1,700 to replace. -3- 1990 City Art Plan Liz Carpenter explained that the Plan was developed and approved by the Kent Arts Commission, and is updated annually. Of the projects mentioned in the Plan for the next five years, one is the renovation of the Riverbend Mini Putt-Putt. Dowell questioned the timing of the Mini Putt project and whether it would be completed for the Spring. Carpenter answered that an art advisory panel has been established, and that the project will not be completed for the Spring, but will be completed some time this year. Dowell commented that something needs to be done in the meantime, for the , Sring. White requested that Carpenter report back to the Committee at a later date with a timeline for the project. White moved to accept the 1990 City Art Plan and to recommend the Plan to the full Council for approval; Houser seconded the motion. The motion passed unanimously. "Kent" Sign Lights Jack Ball reported that the Parks Maintenance electrician inspected the lights and found the problem to be a break in the wise from the out-panel to the lights. Ball reported that the North light is working now, and the head has been readjusted for maximum illumination. Ball stated that the electrical contractor inspected the South light and found the ballast to be missing, but gave staff no estimated day of arrival for the new ballast. North Park Tot Lot Rehabilitaetignn Wickstrom reported that the project, which consisted of the installation of one piece of play equipment, has boon completed by Golf Landscaping, and has been accepted by the project architect. Wickstrom requested the CommitteeIs acceptance , of the project as complete, so that retainage could be released to 6olf ;Landscaping. White moved to accept the project as complete and tQ submit the project to the full Council for approval; Houp seconded the motion. The motion passed unanimously. -4- Golf complex Operation Wilson began by stating that some issues with the golf complex operation have been resolved through meetings with, the Internal Budget Committee and the Internal Personnel Committee, but there are some still holes in the operation of the complex. Wilson explained that he desires to share staff with a concessionaire. He is concerned that if a wall Is put up to separate the lessons area from the merchandise area, then the City as well as the concessionaire would need a full staff. Wilson added that if the City turned over merchandising to a concessionaire, the City would lose $30,000-$40,000. Howard Bogie, golf consultant, explained that if the City is interested in making money, it should do the purchasing and selling itself. Bogie stated that merchandise income at a public golf facility depends upon staff, and that there is more of a team effort if employees are City employees. Bogie discussed various Seattle golf courses, and the pros and cons of their operation (private enterprise v. city operated) . Dowell pointed out that the reason he wanted the issue discussed was due to his concern that no lessons are being given at the golf complex. Sullivan reported that more than 100 persons have signed up to receive golf lessons, and that the City has approved a contract to use P.G.A. Pros on an interim basis to give lessons, until someone is hired permanently. Ron Hoetmer of the P.G.A. was introduced to explain the different skill levels of P.G.A. professionals and which Mould be most beneficial to the City of Kent's operation. Hoetmer explained that the highest skilled P.G.A. Pro is an Al, and this level would be most qualified for the City's open position to teach lessons. Bogie encouraged the City not to let anyone teach, golf lessons who isn't involved in the P.G.A. program. Doug Schwab, member of the Riverbend Men's Club, toted that he felt the Pro to be hired should have expertisetandise and should be active in the community. Scfhwab ;':pressed his concern that the hiring process be an , open , and not a hurried one. Wilson stated that he feels that the operation will fork with three good P.G.A. Pros, two of which would be ,paid by contract and one who would be a City employee, paid on an incentive basis. -5- Wilson briefly, due to a tight time schedule, discupeed a proposed fee structure, which will include elevated weekend/holiday rates and reduced rates on Mondays and Tuesdays for seniors. Wilson will expand on this proposal at a future meeting. The meeting was adjourned at 5:20 p.m. .i I w .QENT BY:Xem Telecopier 702QT ; 1-25-90 ; 14;03 • a LAW ogs DOUGLAS P. BWM CURRANP KiRWEN ? & JoHNsoN Mmm W.Dana Tasarxc rma :M.H HaKtr naracocx DAvwcuiu'I: 555 WOT ATM SrSnT (206)852-Z345 C�wio C?e�ci Box 140 STmew L.]oxx P.www Dm"Tmwr MMM L.Ksawm,Ja. K M%WASKINOTON 9803MI40 load A.McK� (206)$39.7890 LAAAY IZ..gCIiR17 m JOAM2 E.WoMn 0618(206)85z54.20Z030 k"N E cuum OF COUNasr. January 25, 1990 Harney Wilson Kent Parks and Recreation Kent City Hall Kent WA 98032 RE: Memorandum to Department Heads Dear Barney: I have reviewed the January 19, 1990 Memorand>$a , to Department Heads from Ed Choir, and understand that a Parks Council Committee meeting has been- scheduled for 4 :00 this afternoon. Assuming that the agenda for that meeting will contain items covered by the scope of the memorandum, l don't believe you can discuss those items with the Committee . Specifically, ,paragraph 9 and the language of the closing paragraph of the memorandum prohibit you from discussing these matters vithout first gaining the approval of the Administration. Consequently, it would be my advice that you not speak on those issues this afternoon. Give me a call if you have any questions. Very truly yours, CURRAN, XLZWZNO & JOHNSON, P.S. DAVID T. KOKIT C•• dt i MEMORANDUM 3 l) TO: Department Heads FROM: Ed Chow, City Administrator DATE: January 19, 1990 SUBJECT: Administration and Council Committee • Procedures For Department Heads Set forth below is the process Department Heads Faust follow for presentations to the administrative Informal Budget and Personnel ' Committees and Council Committees. 1. Items that have to do with personnel or finance matters must be presented to the Informal Personnel Committee (IPC) and/or the Informal Budget Committee (IBC) , as appropriate. 2. If you are in doubt as to whether or not a matter must go to these Committees, you should seek direction from Administration. 3 . Contact the Personnel Director and Finance Director regarding the timeline for submittal of proposals to the IPC or XBC. The.ffieetings are normally #old on Tuesday of each week. : , . a Department Heads January 19, 1990 Page 2. 4. A proposal to the IPC and IBC must clev4op the positive and negative aspects of the proposal and of alternatives related to the proposal. 5. Your duty as department head is to provide, in writing, complete, documented information necesoary for the IPC and IBC to consider the proposal and alternatives. 6. The IPC and/or IBC collect all information from the appropriate* sources, gather new inform�ttion, if deemed appropriate, and present recom,Mendations to Administration. If not enough information is available, then the IPC and/or IBC may request the : department to • provide needed information prior to making a recommendation. 7. When sufficient information is available, a decision will be made as to whether or not to den ;k;`. 'A 4 t or modify the department recoaei,aendation. ' • 8. Administration then decides whether or not a matter is ready or requires going to a council CpUupittee. Department Heads January 19, 1990 Page 3. 9. No personnel or unbudgeted financial matter can go to Council Committees before a. being reviewed by the IPC or IBC, And b. having recommendations made and direction from Administration. 10. When a matter is presented to the Council Committee, the departments and, specifically, the department heads, are expected to promote the recompepdation that Administration approves after the review of the IPC and IBC. As stated above, all matters submitted by depart=ents must first be approved by Administration before going to a Council Committee. This process mint be followed and cannot be circyented without Administration's approval. In short, no matter is to go directly to the Council without Administration's permiosn. If you have any questions regarding the content of this memdrum, please call me. SENIOR ACTIVITY CENTER WARRANTY;/REPAXR 'T,'E JARY 25, 1990 Roof - leakage repairs completed by Field Roofing , ill submitted to contractor. Social Hall doors - those doors that had buckled have, been repaired by the contractor. Kitchen floor - the original kitchen floor was replaced because of bubbling. The replacement floor now spots with a. residue that appears to be seeping up from underneath the floor. 'The architects have inspected the problem and feel that quarry tilos ,may have to be installed. We are still waiting for the architect to resolve this. Bathroom sinks - 5 bathroom sinks were cracked at ; installation. The contractor removed one sink in November, 1989,g to use as a sample. As of today no sinks have been replaced. Kitchen coffee maker - The coffee maker that was, originally installed had consistent problems and was repaired many times. Now the manufacturer has gone out of business and, repair parts cannot be found. The Center removed the coffee maker and replaced it with a Boyd coffee maker. This is owned and maintained by Boyd and the Center purchases their coffee.