HomeMy WebLinkAboutCAP 2015-05-26 Item 2C - Park Watch ProgramTO:
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
Mayor Haggerton
Community Affairs and Parks Committee
FROM: Rick Still, Parks and Recreation Director
BY:
Robert Eaton, Parks and Recreation Superintendent
DATE: May 20, 2015
SUBJECT: Park Watch Program Update
ISSUE
Status update of the Park Watch Program, informational only.
BACKGROUND
In 2014 the Parks and Recreation Department was commissioned by Council President
De'Sean Quinn to develop a program to connect with the neighborhoods and park users in
efforts to implement many of the City's Strategic Plan goals. Parks and Recreation responded
with the concept of a pilot Park Watch Program which is being developed.
DISCUSSION
Parks and Recreation began the planning of the conceptual Park Watch Program by using a
project management tool, Logic Model (attachment A) to identify the purpose, objectives,
stakeholders, scope and key components of the project. From there, a Charter (attachment B)
was developed to guide the program and hold it accountable to meeting the City's Strategic
Goals and identify the means to accomplishing this. Once the charter was developed then Ad
Hoc Teams were identified by the Project Management Team (attachment C).
Attachment D is the outline for the Ad Hoc Teams Kick -off Event, scheduled for May 27, 2015,
where all members of the ad hoc teams will meet together to be briefed on the program. An
overview of the purpose and roles of the ad hocs will be provided along with a review of each
teams' objectives. The project schedule will be reviewed and significant target dates identified.
Then the ad hocs will break into their respective teams and begin fleshing out their workplans,
coordinating points with other ad hocs, check points that coincide with the identified program
target dates, and frequency of meetings necessary to complete their tasks. The facilitator of
each Ad Hoc Team is on the Project Management Team and will provide updates at the weekly
Management Team Meetings.
Attachment E identifies the multiple City goals, priorities, objectives and values the Park Watch
Program will meet as it is implemented.
FINANCIAL IMPACT
The program budget for 2015 is $2,000 which is being funded by the Parks Commission serving
as the Project Sponsor. The majority of the expense will be for the events.
RECOMMENDATION
Informational only
ATTACHMENTS
A. Park Watch Program - Logic Model
B. Park Watch Program - Charter
C. Park Watch Program - Ad Hoc Teams List
D. Park Watch Program - Ad Hoc Teams Kick -off Event (Outline)
E. Park Watch Program and City's Strategic Plan Goals
87
PROJECT NAME: Park Watch Program
DATE: February 26, 2015
Suppliers &
Stakeholders
Inputs
Processli
Outputs
Customers
Desired
Outcomes
- Short Term
Mid Term
Long Term
Who supplies us with
the things we need to
do this job /project?
What specific things do
we need to complete this
job /project?
What are the main steps in this
process?
What things are produced
through this process?
Who actually uses the
things we produce
through this process?
How does the organization benefit from this work?
- Maintenance Team
• Neighbor(hoods)
• Create Goal, Purpose,
• Park Watch Program
-, Neighbors
Short Term:
• Stewardship Plan
contacts
Mission, Charter for
Plan /Document
• Park Visitors
• Established communication loop between staff &
• Volunteer Program
• City's Vision & Mission
program
• Positive Relationships
• Local businesses
neighbors
• 2015 Workplan
• City's Strategic Plan
• Develop Scope
with
• Employees of local
• Established positive relationship with neighbors
• Park Users
• PROS Plan
• Develop Timeline
residents /neighbors
businesses
• Education of maintenance /LOS to citizen
• Police
• Mayoral Focus Areas
• Create Teams
• Established
• Council
• Increased eyes on the park
• Neighbors
• Council's Priorities
• Plan /Conduct mtgs (regular
Communication Plan
• City staff (various
• Improved Image, awareness of programs.
• Casey (Renton)
• City's Values
and special)
(b /w public & staff)
depts.)
, Safety
• P &R's Values (FLT)
• Meet with Neighbors
• Norms (reporting issues,
• P &R staff
Mid Term:
• LOS (still being
developed)
• Meet with City Staff (Depts)
• Doorbelling
police involvement,
public's roles, etc.)
• Parks
Maintenance
• Bolstered volunteers and volunteer program
• Increased access to and presence in the parks
• Block Watch Program
• Host Park Meet -N- Greets
• Goals (current & future)
• Those who live
• Quality Circle — How can they solve the problem
• Neighborhood
• Create Communications
• Performance Measures
work and play in
Canvasing
Plan
(to measure success)
Tukwila
Long Term:
• Renton Neighborhood
Program /Model
(Fliers, word of mouth,
doorbelling, facebook, Rec
• Email lists for
neighborhoods
• Improved Neighborhood Connectivity /Recognition
(know your neighbors)
• NRPA
Guide, Phoning, etc.)
• Revised LOS by
• Improve residential livability (rec opportunities)
• Websites
• Public review of LOS
Neighbors (after City
• Increased safety of parks
• Eugene OR Program
• Rec users (email) where
they live
completes first draft,
seek public input)(dog
park, P- Patch, etc.)
• Increased ownership of the park
• Long -term Enjoyment
• SG 1.A, 1.B, 5, PROS 2, 4, 6, Mayor 1, CPR
Author(s): Robert Eaton, Dave Johnson, Tracy Gallaway, Rick Still
90
DRAFT Attachment B
Tukwila Parks & Recreation
Park Watch Program
Charter
Project Background
In 2011 the City began a vigorous workplan to begin revitalizing the City in many different ways,
(HPO, LEAN, Crime Reduction, Improve Image, etc.). The first step the City took to begin this
process was to listen to the residents, businesses and visitors to the City of Tukwila. The Strategic
plan was developed from what the City heard from those that work, live and play in the City of
Tukwila. A new Community Vision, City Mission, City Values and Five Strategic Goals /Objectives
were developed to provide direction for the future of the City of Tukwila.
From there, the Parks and Recreation Department continued momentum started by the Strategic
Plan, and using a similar pubic engagement process, developed the 2014 Parks, Recreation and
Open Space Plan (PROS Plan). There were five goals identified in the plan that further defined the
process and programs the Parks and Recreation Department will utilize to implement the City's
Strategic Plan as it relates to P &R activities.
Shortly after the adoption of the 2014 PROS Plan, planning began on the 2015 -16 Biennial Budget.
In conjunction with the 2015 -16 Biennial Budget the City developed a detailed 2015 Workplan to
guide and track the City's work holding it accountable to the Strategic Plan Goals. The Council
Priorities and the Mayoral Focus Areas also were developed to further define the focus of the
City's work for 2015.
From all these public planning processes, two areas of focus rose to the top as very high priorities
for 2015: 1) Improving Residential Quality of Life and Neighborhood Connectedness and 2)
Improving the Positive Image of Tukwila.
In 2014 the Parks and Recreation Department was commissioned by Council President De'Sean
Quinn to develop a program to connect with the neighborhoods and park users in efforts to
implement many of the City's Strategic Plan Goals. Parks and Recreation responded with the
concept of a pilot Park Watch Program.
Parks and Recreation began the planning of the conceptual pilot Park Watch Program by using a
project management tool, Logic Mode, to identify the purpose, objectives, stakeholders, scope
and key components of the project. From there, this Charter has been developed to guide the
program and ensure that it is, and remains, in line with the City's Strategic Plan Goals and
identifies the means to accomplishing the Goals.
The program will be developed in 2015 with the goal of having multiple "See You in the Park"
meet and greet events with the local neighborhoods and park users in several key parks in the City
of Tukwila.
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DRAFT Attachment B
Serving as the Project Team, the Parks and Recreation Management Team will work closely with
the Executive Steering Group, Project Sponsor, Project Manager, Ad Hoc Teams and Individual
Members throughout the development of this program. The Parks and Recreation Department
will partner with the other City Departments to utilize this program to its maximum benefit for
both the residents and the City. Ad Hoc Teams will be formed with varying areas of focus and will
prove to be great opportunities for cross - department work groups and teams to utilize this
program to connect with neighborhoods and park users.
The goal of this program is to implement the City's Strategic Plan Goals and Mayor's priorities by
establishing community connections, improving residential livability, and promoting the positive
image of Tukwila.
Project Purpose
1. To establish communications between staff and neighbors
2. To establish positive relationships between staff and neighbors
3. To educate neighbors on the park maintenance service levels of Tukwila's Park System
4. To increase "eyes" on the parks and neighborhoods that improve proper use of the
parks and that are familiar with how to report improper use of the parks
5. Make the parks safer and more enjoyable place for our neighbors and residents
6. To improve volunteer programs in our parks
7. To improve connectivity between our residents and the City
8. To foster "ownership" of the parks; and issues going on in the neighborhood
Project Objectives
1. To provide opportunities for neighbors and park users to meet staff in a social setting
2. To develop interest from the social gatherings into something more formal as desired
3. To create and implement a Park Watch Program
4. To build strong positive relationships with neighbors and park users
5. To establish clear communication channels between City staff and park users
6. To educate neighbors and park users on where, when and how to report issues,
concerns, suggestions compliments and positive feedback
7. To collect email and phone numbers (full contact info) from interested neighbors
8. To provide our contact information to the neighbors
9. To foster neighborhood community groups and involvement with the (parks /City ?)
(staff ?) (operations ?) (etc. ?)
10. To provide neighbors and park users the opportunity to give input on the service
levels of the parks are maintained at
11. To improve access to and /or increase the recreational opportunities within the parks
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DRAFT Attachment B
Project Scope
The Park Watch Program Team will focus on neighborhoods surrounding six parks throughout
the City to begin developing relationships with the neighbors and park users by providing an
introductory outreach event:
April 25, 2015, 9:OOam — 12:OOpm @ Crystal Springs Park (in celebration of
National Parks Appreciation Day)
July 8, 2015, 5:30pm — 7:OOpm @ Joseph Foster Memorial Park
July 15, 2015, 5:30pm — 7:OOpm @ Riverton Park
July 22, 2015, 5:30pm — 7:OOpm @ Duwamish Park
July 29, 2015, 5:30pm — 7:OOpm @ Tukwila Park
August 4, 2015, 5:30pm — 7:OOpm @ Crestview Park (in partnership with the
National Night Out Against Crime)
1. Form Ad Hoc Teams to develop program specifics and workplan:
Communication
Events
Connection
Business
Safety
2. Develop a formal Park Watch structure, as desired by residents, based upon the
Neighborhood Watch Program.
Project Schedule
April — Develop Charter
May (early) — Develop Ad Hoc Teams
May (late) — Project Ad Hoc Kick -off Event
June (early) — Ad Hoc Teams Begin Meeting on Workplans
June (late) — Outreach to Neighborhood
July — Host "See you in the Park" (meet and greet) Events
August — Follow -up with Interested Groups /Individuals
Fall /Winter 2015 — Transition to Development of Plan with Specific Neighborhood(s)
Implementation Steps
1. Create Goal, Purpose and Mission for program using Logic Model
2. Develop Charter (Objectives, Scope, Schedule, Team members)
3. Form Ad Hoc Teams
4. Plan and conduct regular meetings of various ad hoc teams
5. Develop Communication Plan
6. Reach out and coordinate with other City departments
7. Outreach to neighbors
8. Host "See You in the Park" meet and greet events
9. Follow -up with neighbors post "See You in the Park" events
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93
DRAFT Attachment B
10. Develop Park Watch Plan(s) with specific neighborhoods
11. Maintain communication channels and professional relationship between City staff
and park users.
12. Coordinate regular meetings with formed Neighborhood Park Watch teams
1. Connect with Neighbors and Park users through multiple methods of communication
(including possibly phone calls, doorbelling, fliers, emails, mailings, advertisement in Rec
Brochure, Channel 21, Tukwila Talk, etc.)
2. Host "See You in the Park" meet and greet events in several key parks from April —
August for staff to meet and connect with the neighbors and park users.
3. Develop Neighborhood Park Teams linked with specific parks and facilitate regular
meetings to foster ownership and strengthen communications between the neighbors
and city staff.
4. Train and educate the Neighborhood Park Teams of how to be involved (reporting
issues, volunteering, being a presence in the parks, etc.)
Team Membership
Executive Steering Group:
1. De'Sean Quinn, Councilmember
2. David Cline, City Administrator
3. Rick Still, P &R Director
Project Sponsor:
1. Parks Commission
Project Manager:
1. Robert Eaton, P &R Superintendent
Project Team Members:
1. Rick Still, P &R Director
2. Dave Johnson, P &R Superintendent
3. Robert Eaton, P &R Superintendent
4. Tracy Gallaway, P &R Superintendent
5. Stephanie Gardner, P &R Analyst
Ad Hoc Teams:
1. Communication
2. Events and Health & Wellness
3. Community Connection
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DRAFT Attachment B
4. Business Connection
5. Safety
Individual Members: (Still being developed and added to)
1. Kris Kelly, Parks Supervisor
2. Brett Owner, Maintenance Specialist - Parks
3. Brian Jaeger, Maintenance Specialist - Parks
4. Malcolm Neely, Maintenance Specialist - Parks
5. Randy Engle, Maintenance Specialist - Parks
6. Teshome Edesa, Maintenance Specialist - Parks
7. Tim Carpentier, Lead Maintenance Specialist - Parks
8. Shannon Fisher, Recreation Coordinator
9. Chris Partman, Community Policing Coordinator
10. Joyce Trantina, Project Development Manager
11. Rachel Bianchi, Communications Manager
12. Warren Orr, Golf Coordinator
13. Nora Gierloff, Deputy Director
14. Rebecca Fox, Senior Planner
15. Andrea Cummins, Urban Environmentalist
Critical Success Factors
1. Positive interactions and connection between City staff and neighbors and park users
2. Improved communication channels between City staff and neighbors and park users
3. Improved safety of the parks
4. Increased positive presence in the parks
5. Increased neighborhood connectivity
6. Increased engagement by neighbors and park users
Roles and Responsibilities
Executive Steering Group:
1. Approve and support project as outlined in charter
2. Respond to and act as decision - making authority for recommendations proposed by the
Project Team
3. Provide guidance to Project Team
4. Support implementation of approved recommendations.
Sponsor:
1. Approve and support project as outlined in charter
2. Provide support and resources to project
3. Provide input on draft recommendations
4. Partner with Project Team to promote project
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95
DRAFT Attachment B
Project Manager:
1. Monitor consistency with the Team Charter
2. Schedule Project Team meetings, create agendas, and distribute meeting outcomes
3. Provide project updates to Executive Steering Group, Sponsor, Project Team and P &R
Department
4. Request guidance or clarification from Executive Steering Group when necessary
Project Team:
1. Meet regularly to pursue completion of the project
2. Guide the project according to the Charter
3. Develop and facilitate ad hoc teams
4. Champion the project
5. Develop and present recommendations to the Executive Steering Group for
consideration
Ad Hoc Teams:
1. Meet regularly to pursue completion of the project
2. Develop workplans in line with both the project objectives and respective ad hoc team
objectives
3. Coordinate workplans with other ad hoc teams
4. Champion the project
5. Develop and present recommendations to the Project Team for consideration
Individual Members:
1. Regularly attend and actively participate in meetings.
2. Be prepared for Team meetings.
3. Consult with your division regarding agenda items prior to each meeting so you are
prepared to communicate your division's processes and needs.
4. Identify additional staff that should be invited to specific Team meetings.
5. For every problem you identify, bring two solutions.
6. Share pertinent work products.
7. Share individual experiences and opinions.
8. Advise the project manager promptly of any circumstances, which preclude the
member from fulfilling their responsibilities.
9. Accomplish the work tasks.
10. Report to your division the Team's activities.
Project Team Member Vacancy Replacement
The Project Team will submit names of recommended people to fill the vacancy for the Executive
Steering Group to evaluate and make a final decision.
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DRAFT Attachment B
Operating Guidelines
1. Come prepared
2. Be present and engaged
3. Throw titles out of the window — we are equal in this room
4. Everyone is accountable to the work assigned to them
5. No cross talk (respect the speaker & no side conversations)
6. Speak your truth, it is okay to challenge each other
7. Don't speak for anyone else but yourself (unless with permission)
8. Reserve the right to revisit decisions made & information sheet
9. Assume the best intentions and check for understanding
10. The past is used for lessons learned. Focus on how we can move forward. (Be solution
oriented - not problem oriented)
11. There needs to be agreement /group support on what messages go out to the other staff
12. We seek agreement /support from everyone
13. Agreement /support indicator will be thumbs up, down, or sideways
14. Don't make it personal and don't take it personal
15. Keep your calendar up to date
Values
The Team fully supports the values of the City of Tukwila through our actions and work products
for this project.
Caring
We support the diverse community we serve with compassion, empathy and kindness.
[Caring about and making a positive impact in the lives of our fellow human beings is at
the heart of everything we do.]
Professional
We hold ourselves to the highest ethical standards and act with integrity and
transparency. We are respectful and courteous with all. [We take great pride in bringing
a high level of skill, expertise, quality and commitment to the services we provide for our
community and each other.]
Responsive
We are timely and effective in the delivery of great customer service. We continually
strive to find innovative ways to improve. [We are committed to serving our diverse
community in a meaningful and relevant ways that are consistent with our mission.]
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97
DRAFT Attachment B
Team Endorsement
"We, the undersigned, approve and endorse this Park Watch Program Project and are committed
to actively supporting it. We accept responsibility for fulfilling any aspect of the Team Charter
that applies to us, including providing resources, actively participating, and effectively
communicating. We know what to do and are prepared to act. Our endorsement is an active
and positive statement that we are committed to fulfilling the responsibilities designated in this
Team Charter."
Dated this day of , 2015.
Executive Steering Group:
De'Sean Quinn, Councilmember
David Cline, City Administrator
Rick Still, Parks & Recreation Director
Project Team:
Rick Still, P &R Director
Dave Johnson, P &R Superintendent
Robert Eaton, P &R Superintendent
Tracy Gallaway, P &R Superintendent
Stephanie Gardner, P &R Analyst
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Attachment C
Park Watch - Ad Hoc Teams DRAFT
PWP Kick -off Event: Wednesday, May 27, 2015 2:30pm - 4:OOpm, TCC Meeting Room A
99
1
2
3
4
5
Project Team
Communication
Events
Health & Wellness
Community
Connection
Local Businesses
Connection
Park Safety
Action Team
Robert - Facilitator (PM)
Tracy - Facilitator
Stephanie - Facilitator
Robert - Facilitator
Dave - Facilitator
Robert - Facilitator
Dave
Rachel Bianchi
Shannon
Kris
Warren
Kris
Rick
Tracy
Joyce
Stacey
Chris Partman
Stephanie
Kris
Nate
Brandon
Rick Mitchell OR
Tracy
Brett
Brian
Zach Anderson
Malcolm
Tesh
Randy
Tim
Objectives:
Objectives:
Objectives:
Objectives:
Objectives:
Objectives:
To develop consistent
professional messaging
of the program that can
be utilized by all Ad Hocs
To plan "See you in the
park" events
To establish connections
between staff and
neighbors /neighborhoods
To establish connections
between staff and local
business around parks
and trails
To partner with Parks
Maintenance on issues
in the parks
Identify /Coordinate the
outreach to
neighborhoods around
the parks
To determine how to
promote Health and
Wellness to neighbors
long -term
To develop plan /steps for
connecting with
neighborhoods
To develop plan /steps for
connecting with local
businesses
To partner with the
City's Hot Spots team
on issues in and around
the parks
To assist other Ad Hocs
with the development of
communication
materials (to maintain
consistency)
To implement the
neighborhood connection
workplan
To implement the local
businesses connection
workplan
To develop processes to
expedite response and
action times
To coordinate with the
City's Communication
Dept for messaging and
timing of neighborhood
outreach (doorbelling or
mtgs, etc.)
To determine what the
Park Watch Program can
glean from and partner
with the existing Block
Watch Program
To identify potential local
business volunteer
opportunities
To develop CPTED plan
for all parks and trails
(identify areas (or
potential areas) for
modified maintenance
to enhance safety in the
parks)
To identify existing local
neighborhood groups (like
block watch, McMicken
Heights, etc.)
To further develop and
strengthen the identified
existing neighborhood
groups to involve the
local neighborhood parks
To further develop and
strengthen the identified
existing neighborhood
groups to involve the local
neighborhood parks
To be an initial contact to
local businesses then
connect them with Parks
Maintenance Staff
Phase 2 Objectives:
Phase 2 Objectives:
Phase 2 Objectives:
Phase 2 Objectives:
Phase 2 Objectives:
Phase 2 Objectives:
Develop...
Strengthen connections
between staff and
neighbors
Strengthen connections
between staff and
neighbors
Implement CPTED plan
...perform inspections,
fnllnw-i in arlrlitinnal
To Do:
To Do:
To Do:
To Do:
To Do:
To Do:
Ouline steps /process of
PWP
Develop Communication
Plan
Plan Park Events
Doorbelling Plan
Outreach to Bicentennial
Park & Tukwila Pond
Businesses.
Develop Workplan,
Scope and Purpose
Give Updates from Ad
Hocs
Develop Communication
Materials
Develop "Passport"
Develop Outreach Plan
Focus on Fall 2015 Events
Work with existing Hot
Spots Team Members
Develop "The Common
Message" for staff to use
@ Events
What can PWP glean from
block watch program
Connect with Bike Groups
PWP Kick -off Event: Wednesday, May 27, 2015 2:30pm - 4:OOpm, TCC Meeting Room A
99
DRAFT Attachment D
Park Watch Ad Hoc Kick -off Event
5/27/15 2:30PM, TCC Meeting Room A
1. Park Watch Program Overview (5min)
11. Overview of each Ad Hoc's Role (as defined in the Charter) (5min)
A. Communication #1
1. Develop communication plan (timeline /methods /frequency)
2. Assist other Ad Hocs on development of the material
B. Events #2
1. Plan logistics of events (food, activities, layout, amenities, etc.)
C. Community Connection #3
1. How do we connect with people?
a. to get them to come to the events (materials, work with #1)
b. while they are at the events (work with #2)
c. to establish long -term connections
d. best way for them to communicate with parks (parkswatch email,
Kris's number, etc.)
D. Business Connection #4
1. How do we connect with people?
a. to get them to come to the events (materials, work with #1)
b. while they are at the events (work with #2)
c. to establish long -term connections
d. best way for them to communicate with parks ( parkswatch email,
Kris's number, etc.)
E. Park Safety #5
1. Educational element of when to call police, when to call parks, etc.
2. CPTED of Park and Trail System
III. Review each Ad Hoc's Objectives (5min)
Iv. Identify Key Dates (i.e. doorbelling 3 weeks prior to first Event) (5min)
V. Break into Ad Hocs (60min)
A. Develop workplan /assignments to team members
B. Determine Meeting Schedule /Frequency (keep in time with other Ad Hocs and
project schedule)
100
Attachment E
Park Watch Program & City's Strategic Plan Goals
Strategic Plan:
Goal 1. A Community of Inviting Neighborhoods and Vibrant Business Districts
A. Cultivate community ownership of shared spaces.
B. Build a broad and collaborative approach to preventing crime and increasing the sense of safety.
Goal 4. A High - Performing & Effective Organization
D. Ensure City facilities are safe, efficient, and inviting to the public.
Goal 5. A Positive Community Identity & Image
A. Improve the City's ability to build trust and work with all members of the Tukwila community.
C. Promote a positive identity and image of Tukwila.
PROS Plan:
Goal 2: A Sense of Community — PROS system builds community cohesion with opportunities for
social interaction and gathering of all sizes, with designs that strengthen Tukwila's
identity.
Goal 4: Safe, Inviting & Affordable — Parks and facilities are safe, well maintained and clean; and
programs and services are welcoming and accessible for all people.
4.2 Develop master plans /site designs to guide all park improvements and achieve
cohesive design and efficient phasing of projects.
4.3 Involve the community in all aspects of project and program planning and
implementation
4.4 Involve partners /volunteers in park construction /maintenance to build ownership &
reduce City's costs
4.7 Maintain park and public spaces so that they are safe, clean and welcoming.
Priorities 2015:
#2 Community Livability
#3 Create Community Partners to Implement City -wide Plans and Visions
#5 Continue to Create a More Effective Organization
#6 Improved Communications and Community identity
Mayoral Focus 2015:
#1 Improving Residential Quality of Life and a Positive Image of Tukwila.
Parks Commission Objectives:
#1 To submit recommendation to the City Council on the acquisition, development, expansion
and operation of parks and recreation facilities and programs in the City.
#2 To advocate for health and active lifestyles and promote the quality of life that is provided
through the programs and actions of the City's Parks and Recreation Department.
#3 To recommend policy and standards for the construction, development, maintenance and
operations of parks, playfields, and recreation grounds belonging to or leased by the City.
City Mission: To provide superior services that support a safe, inviting and healthy environment for
our residents, businesses and guests.
City Values: Caring Professional Responsive
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