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HomeMy WebLinkAbout04-09-2014 Parks and Recreation CommissionAGENDA PARKS AND RECREATION COMMISSION 5:00 p.m. WEDNESDAY, APRIL 9, 2014 MEETING ROOM B 5:00 p.m. Call to order Approval of minutes from meeting of March 12, 2014 5:01 p.m. Public discussion of any item not on the agenda 5:05 p.m. DogPAC Report 5:10 p.m. Friends of Hickory Hill Park Report 5:15 p.m. Trail Crossing Discussion — Kris Ackerson, MPO 5:40 p.m. Neighborhood Open Space Review 5:55 p.m. Recreation Division Report • City Park Pool Project • 28E Agreements • Parks Temp Employees • Recreation Division Affiliate Groups • IPRA State Conference 6:00 p.m. Parks Division Report 6:05 p.m. Directors Report • Ashton House Report • TTRA Report • Citizens Police Review Board Community Forum • City of Iowa City Board & Commission Demographics Survey • Parks Superintendent Update 6:15 p.m. Chairs Report 6:20 p.m. Commission Time/Suggestions for Future Agenda Items 6:30 p.m. Adjournment city of iowa city PARKS AND RECREATION DEPARTMENT 220 S. Gilbert Street TO: Michael Moran FROM: Chad Dyson DATE: April 2, 2014 RE: March 2014 Monthly Report S.P.I. Recreation Division Special Olympics athletes and coaches attended the City Council meeting to support the City's proclamation that March is Special Olympics Month in Iowa City. (Master Plan: Increase Awareness of Program Offerings) Over 1000 Special Olympic athletes, parents and coaches from across Iowa came to Iowa City for the State SO Mid -Winter Tournament at the University of Iowa. The Opening Ceremonies, banquet and dance were held the evening before the competition at the Coralville Marriott. The Tournament was held at the UI Field House with Recreation Division athletes competing in basketball and cheerleading. Over 250 volunteers helped to make it a successful event. (Master Plan: Enhance Program Development) The Special Olympics Spring Games entries were completed for athletes competing in aquatics and track & field events. Summer Games entries were submitted for soccer and tennis. , (Master Plan: Enhance Program Development) Staff attended the IPRA Awards Committee meeting in Marshalltown to review and select the awards that will be presented at the IPRA Spring Conference Awards Banquet in Cedar Rapids. (Master Plan: Enhance Program Development) Three SPI programs beginning this month were Special Olympics (SO) Tennis with 34 registrations, SO Bocce with 76 participants and the "All the Buzz" art class had 30 registered. (Master Plan: Enhance Program Development) PRESCHOOL/JR./SR. HIGH ACTIVITIES - SCANLON GYM • In collaboration with the ICPD and SE Jr High, started an Intramural 3 on 3 basketball program for SE students. The program is held afterschool on Thursdays at the Scanlon Gym (continue through April). One the first night, 7 teams consisting of 6 SE students (coed teams) participated against an ICPD team. Due to popularity, registration will reopen to allow for more kids. Goal 4 Pursue Comprehensive Service Delivery and Goal 8: Collaborate with Community Organizations I have contacted several media outlets in hopes of gaining publicity for this event. Goal #6: Increase awareness of Program Offerings i • Continue to meet and work with Grant Wood School in regards to the PEP grant received by the ICCSD. This 3 year grant that focus on testing students form Mark Twain, Grant Wood, Coralville Central, and Kirkwood in overall health categories. Goal 8: Collaborate with Community Organizations • Hosted Family Fun Night at the Mercer Aquatic Center Scanlon Gym on March 7. Families could participate in Roller Skating, Jump on hrflatables, Shoot hoops, or play in the game room at no fee. Swimming was reduced to $1 per person. Goal 10: Plan for Continued Equitable Level of Service as Community Grows Recreation Division March 2014 Monthly Report Page 2 of 4 • First session of youth winter sports ended. Conducted post parent evaluations for youth basketball and youth volleyball. Goal #5: Solicit Community Involvement and Feedback. • Continue to promote and advertise upcoming youth programs and special events on ICRD web page, activenet, Facebook, Monitor production and school backpack. (Goal #6: Increase awareness of Program Offerings) Continue to conduct post on -rental evaluations. Goal #5: Solicit Community Involvement and Feedback. Continue to send out weekly updates to part time staff regarding policies and upcoming information.(Goal #1: Maximize the Planning Process SPORTS/WELLNESS Winter sports leagues are coming to an end in late March and early April. Early Spring is also a busy time for sports field rentals in our department. (Goal #2 — Track Performance Measures). All the equipment in the new fitness room is in working order at the RAL Recreation Center. We have been hearing many positive comments from the general public about the changes. (Goal 49 — Continue to Provide Equitable LOS in Existing Parks and Facilities). Staff assisted in the editing and publishing of the 2014 Sumner Brochure. (Goal # 6 — Increase Awareness of Program Offerings). Staff posted articles on the department's website and updated the website content regarding the upcoming spring program registrations and the upcoming Easter facilities schedule. (Goal #6 — Increase Awareness of Program Offerings). Staff posted upcoming program information on the three slide -show monitors in the RAL Recreation Center. Slides about our park shelters, the Backyard Abundance Plant Sale, and the spring youth sports offerings are just a few of the new ones. (Goal # 6 — Increase Awareness of Program Offerings). 29 participants signed up for the third session of youth gymnastics. (Goal #2 — Track Performance Measures). 13,111 people were recorded on the hourly attendance in the month of March at the RAL Recreation Center. (February 2014- 11,213, March 2013- 14,370) (Goal #2 — Track Performance Measures). SOCIAL/CULTURAL The CITY EMPLOYEE RECOGNITION POTLUCK was held on March 7. Parks and Recreation Staff assisted in many ways to make the event a continued success. Revisions were made this month to the grant application for a Historical Resource Development Program grant to assist in the restoration of CITY PARK CABINS. Council approval was received on March 25" and the application will be submitted in April. (Master Plan: Pursue alternative funding and enhance program development) Staff attended the two-day Kirkwood Community college BEYOND RUBIES CONFERENCE in Cedar Rapids. Sessions ranged in focus from time management, coping with change, office politics, staying focused, the state of tight budgets and much more. The keynote speakers and continuing education sessions were superb and the conference was once again, worth attending. SPRING BREAK CAMPS were well received and numbers attending increased somewhat from past years. Most popular were the days including visitors from the Animal Shelter and the Humane Society, trips to Colonial Lanes, Molly's Cupcakes and the Science Station in Cedar Rapids. It was a great week! (Master Plan: Fun(D) Recreation Division March 2014 Monthly Report Page 3 of 4 Planning continues for SUMMER CAMP sessions and registration opened at the end of the month. Staff are confirming many businesses and organizations to send "special visitors" to camp. (Master Plan: Collaborate with Community Organizations and Businesses) The SUMMER ACTIVITY GUIDE was organized and will be released the week of April 21 Registration will open April 301h. (Master Plan: Effectively communicate Department offerings to the public) Two SUMMER INTERNS have been interviewed. To date, one has accepted and is assigned to youth sports. (Master Plan: Expand volunteer opportunities) Staff attended forums for the redevelopment of the WETHERBY PARK EDIBLE FOREST MAZE made possible through cooperation with BACKYARD ABUNDANCE and the Iowa Department of Agriculture and Land Stewardship Specialty Crop Grant. (Master Plan: Collaborate with Community Organizations, Enhance program development and continue to provide high level of service of natural areas and environmental education and pursue alternate funding) INTERVIEWS for many summer staff positions were conducted this month and will continue into April. AQUATICS Summer preparation is in high gear, new staff is being hired, City Park Pool is being cleaned, and we are starting intensive staff training. We are experiencing a moderate amount of roll over this spring. Normally we lose 15-20% of our employees mostly due to graduation. This is summer we are expecting close to the same amount. We are hoping to get into City Park as soon as possible to begin preliminary prep work for the 2014 summer season. However, the construction and renovation projects are approximately 3 weeks behind. As of today, April 3`a, the construction lead assured its that substantial completion will be complete within 3 weeks. A few of out- items that will need to be addressed: - Leaf and debris clean up, with assistance from the Streets Department (usage of the large leaf/ debris vac system) - Extensive power wash of the pool and deck area - Scrubbing the pool with mild detergents and cleaners - Concrete and caulk repair/ replacement where needed - Complete paint job (this year we will be painting the entire pool) We are currently establishing a PR program to address any delay in opening of City Park Pool. It may also be necessary to restrict deck access until the turf is suitable for traffic. 18.0 16.0 14.0 12.0 100 y 8.0 u 6.0 CO 2.0 0.0 ApQ Ap`'C'p .p JZpQaAj�Q4 Time Average Attendance Recreation Division March 2014 Monthly Report Page 4 of 4 11.1. 1V A,A. AUlillUULIV4 Average Attendance Rec Ctr. Avg. Attendance 12.0 1.0 8.0 6.0 H 4.0 } 2A Q 0.0 Time 7 MINUTES DRAFT PARKS AND RECREATION COMMISSION MARCH 12, 2014 ROBERT A. LEE COMMUNITY RECREATION CENTER — MEETING ROOM B Members Present: David Bourgeois, Clay Claussen, Cara Hamann, Katie Jones, Lucie Laurian, Joe Younker Members Absent: Suzanne Bentler, Larry Brown, Maggie Elliott Staff Present: Mike Moran, Chad Dyson Others Present: Del Holland CALL TO ORDER Chairman Claussen called the meeting to order at 5 p.m. RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action): OTHER FORMAL ACTION: Moved by Bourgeois, seconded by Jones to approve the February 26. 2014 minutes as written. Motion passed 6-0 (Bentler, Brown & Elliott absent). PUBLIC DISCUSSION: None FRIENDS OF HICKORY HILL PARK REPORT: No one was present from Friends of Hickory Hill. Moran reported that there will be a prairie burn at North Hickory Hill Park the week of March 24, weather permitting. They will gain access through the Cemetery. DonPAC REPORT: No one present from DogPAC. Bourgeois reported that there will be new signs for both parks in place soon. TRAIL CROSSING DISCUSSION: Kris Ackerson was to discuss this topic with Commission tonight; however, he was not able to attend due to an illness. He will be added to the April agenda. The discussion will include trail crossing signs and etiquette. At Scott Blvd. and First Ave. there are "pedestrian refuge island" meant for people to cross one section, stop and then continue on. Often cars will not let people cross; however, it is also a concern for motorists as it presents a risk of other motorists running into them when they do stop for pedestrians. PARKS AND RECREATION COMMISSION March 12, 2014 Page 2 of 4 NEIGHBORHOOD OPEN SPACE REVIEW: None RECREATION DIVISION REPORT: Dyson reported that the City Park Pool project is picking up momentum, although weather has put the project behind 2-3 weeks. The workers will be working longer days and weekends to catch up. He is still optimistic about having a Memorial Day weekend opening but is also working on a contingency plan. It may mean waiting until school is out to open the pool. While this may upset some lap swimmers, Mercer and Recreation pools will be available. Swimming lessons are scheduled to begin the second week of June so should not be an issue. Dyson is working with Parks staff in hiring their new employees for the summer. Dyson noted that the City Park Rides will again be run by Parks and Recreation Staff this year rather than contracting them out. They will be open Memorial Day weekend through Labor Day, noon — 8 p.m. daily and then weekends only through the rest of September. PARKS DIVISION REPORT: Moran reported. He noted that he has made some changes in the interviewing process for the summer temporary help for the Parks Department. He has assigned a senior maintenance worker from Parks, Forestry, CBD and ball fields to work with a division head (Chad Dyson, Recreation; Scot Justason, Maintenance; Russell Buffington, Cemetery) in interviewing and hiring staff. There will be some changes in the job description of these employees to help better identify their roles. allNx0C01ZRI04; llfi Ashton House: The Ashton House will be opening on March 26. There will be a temporary ADA accessible ramp in place for the first six weeks before being replaced by a permanent ramp. We will contract with the same Event Services Coordinator that we use for The Park Lodge at the Terry Trueblood Recreation Area, School District: Dyson and Moran have met with them regarding their 28E agreement with the City. The school district will be providing us with a flat rate for the use of their gymnasiums. Chadek Property: An agreement has been sent to the Chadek sisters for their review as well as their attorney's review. There will have to be an environmental assessment done of the property. Phase one of the project will include paperwork while phase two will include locating where trenches will be dug etc. Moran received a call from an Iowa City resident who is working with a cohousing group and expressed interest in purchasing 2 acres of this land. Moran said it was not likely to be approved as the neighborhood would likely not buy into that idea. Laurian mentioned that phase 2 could also include locating the place for community gardens. PARKS AND RECREATION COMMISSION March 12, 2014 Page 3 of 4 Parks Superintendent: The City received 30 applications for the Parks Superintendent position. Staff will begin interviewing candidates on Thursday, March 20. David Bourgeois will be sitting in on the interviews. Following their interview with staff, they will be taken to the Parks Office and then on for a parks tour. Moran hopes to have this person in place by mid -April. Willow Creek Park: RFP's for Willow Creek will be reviewed by staff and Maggie Elliott from the Parks and Recreation Commission. They will interview 2 to 3 companies to do the design work and will also hold neighborhood meetings to get their input. Senior Services Committee: Moran would like to see at least one member of this Commission be a part of the Senior Services Committee. The Committee will be in charge of evaluating current senior services and making recommendations to Council. Joe Younker expressed his interest. Moran noted that applications are due by March 25 and they will appoint members at the April 1 Council Meeting. This committee will exist through December 1 when their final report will be due. CHAIR'S REPORT: Claussen noted that he attended the farewell reception for Terry Robinson. A plaque was given to Robinson on behalf of the Commission recognizing him for his years of service. COMMISSION TIME/SUGGESTIONS FOR FUTURE AGENDA ITEMS: Jones noted that the Blue Zone activities are really vamping up in Iowa City. She asked if there was anything the Commission could do. Dyson was involved with preliminary actions but not as much so now. He said that city employees Brenda Nations and Kris Ackerson are involved. Moran noted that when Ackerson gives his presentation next month on trail crossings, Commission can also ask him about Blue Zone activities. Laurian asked Moran about the plans for renovating the downtown area. Moran noted that there is a whole downtown revitalization plan being done and that a scope of service for this project will be presented to Council on Tuesday. He stated that there are projects on the list identified as "Quick Start Projects." These include playground resurfacing, electrical components installed/replaced and others. Moran said he can provide commission with that list after the April council meeting. Laurian said she would like to see more edible gardens in the downtown. Moran stated that they have hired an arborist to do an assessment of the existing trees. He will keep the commission updated. Laurian also announced that the School of Planning is holding its 15th anniversary in September and shared some of their ideas with the Commission. ADJOURNMENT Moved by Bourgeois, seconded by Hamann to adjourn the meeting at 5:40 p.m. Motion passed 6-0 (Bentler, Brown and Elliott absent). PARKS AND RECREATION COMMISSION March 12, 2014 Page 4 of 4 PARKS AND RECREATION COMMISSION NAME TERM EXPIRES Suzanne 1/1/17 X X X NM X X X O/E Bentler David 1/1/15 X X X LQ X X X X NM X X X X Bourgeois X X CIE Brown Clay 1/1/14 X X X LQ X X X X NM X X X X Ciaussen Maggie 1/l/13 X O/E X LQ X X X X NM X X X DIE Elliott son 1/l/14 X X X LQ X Q-- O/E X NM X Gnade Cara 1/1/16 X X X LQ X X X x NM X X X X Hamann Jones Lucie 1/1/15 O/E O/E O/E LQ O/E O/E X X NM X O/E X X Laurian Alex 1/1116 X X X Taylor John 1/1/14 X X X LQ X —X --X X NM —X—* Westefeld Joe Younker 1/1/16 X X X LQ X - X X O/E NM A I I ENDANCE RECORD KEY: X = Present O = Absent O/E = Absent/Excused NM = No meeting LQ = No meeting due to lack of quorum * = Not a member at this time April 3, 2014 CITY OF IOWA CITY 410 East Washington Street Iowa City, Iowa 52240-1826 (319) 356-5000 (319)356-5009 FAX www.kgov.org MONTHLY FACILITIES REPORT MONTH REPORTED: March 2014 PREPARED BY: Scott Justason, Facilities Manager April 3, 2014 Page 2 1. ENERGY PERFORMANCE TRENDS 1.1 Electrical Usage; Electric Cha rges Jan Feb Mar City Hall $5,348.54 $5,099.39 $4,906.87 RALRC $2,707.53 $2,599.24 $2,558.89 Mercer/Scanlon $4,783.33 $4,535.49 TFRA Senior Center Fire Station #2 Fire Station N4 Ashton 1 1 $86.66 Blank boxes = no data available at time of report City Hall Llm c«a rma wsa a� I. iA Na A, r 1v 1 I, I:i n. ,g Szy 'ai ixi. a iWNY 107> sel §a5 Ashton House rasa raoa an r�l ial � Ian k-L N>r T<•i IJlay nn u RNR1 1039 IN A,g W ui k . RAL Recreation Center lay I >au b41 l n YM Mw A;, li,V In 1, vR,g FP ai !Yn O.i IiV,M 745 6VA bM Mercer/Scanlon aiu ,tea iju'' laa l�a � iezd imo � San kb Naa dp �v Lm iwi - k,µ s:V �t My Ori wNm Ilia Sell Other facilities will be added as data becomes available. April 3, 2014 Page 3 1.2 Gas Consumption: Gas Charges Jan Feb Mar City Hall $3,871.39 $4,103.29 $3,829.63 RALRC $5,274.54 $5,861.75 $5,574.98 Mercer/Scanlon $6,938.92 $6,673.31 TTRA Senior Center Fire Station d2 Fire Station k4 Ashton 1 1 $497.97 Blank boxes = no data available at time of report Other facilities will be added as data becomes available. April 3, 2014 Page 4 1.3 Water Use: City Hall Imm wm- sam xm - Ian iM Mx M AA Ott Iba Oe[ •Ga9wtl 1m0 Ashton House M--------- Im — lan iM Mx Mn lul M1W IXf !M Oet •fulba tq ]35 RAL Recreation Center uoao I7{I loom — Ji i! -Y >» fM Mx An lul Oh wa ar �CWltts Mercer/Scanlon mm __ �aoo lan ieE Mai Fm M M Wa Oet �G91ttn Blm 95IX1 Other facilities will be added as data becomes available. In January 2014, 1 sent a request to the water department for a report of past water usage by Parks and Recreation. Upon review of the report, I noticed a sudden sharp increase in gallons used at the RALRC showing 3 times the consumption than was normal. Upon initial investigation and in conjunction with the water department it was determined that there is a significant water leak somewhere in the system within RALRC. Further investigation showed that the swimming pool surge/float tank located in the boiler room is leaking. We are currently formulating a plan of action to make the repairs to the tank. April 3, 2014 Page 5 2. BAS/EMCS (BUILDING AUTOMATION SYSTEM/ENERGY MANAGEMENT CONTROL SYSTEM) These systems control facility HVAC (Heating, Ventilation, Air Conditioning) equipment along with the associated mechanical and electrical components. In some facilities the BAS will control fighting as well. This section contains a brief explanation of existing conditions and some justification to bring the City of Iowa City BAS/EMCS systems up to modern standards. Several city facilities are operating using controls that are over 20 years old. The control systems are mixed with various applications on the DDC (Direct Digital Controls) side and antiquated pneumatics where 1990's-2000's DDC upgrades were never completed. This makes it difficult, expensive and sometimes impossible to locate system components due to limited product availability and/or discontinued production. Building integration and system compatibility between vendor products is problematic as well. System reliability with these older controls become severely compromised which can lead to catastrophic failure and damage to equipment and structures. Upgrading the BAS systems greatly reduce that possibility and would have a significant positive impact on energy consumption and conservation. Many of our city facilities are using newer BAS controls (2-10yrs) that may or may not require simple software updates in order to maintain system compatibility with ITS server updates. Energy rebates are also available for many projects of this type. There are several different manufacturers of these types of systems installed throughout the city. Consideration should be taken to consolidate systems so that the city uses one manufacturer for all BAS/EMCS systems city wide. This strategy would have the potential for significant savings in many areas including software licensing, installation and maintenance costs as well as discounted service calls and future upgrades. 2.1 BAS Operating Summary: City Hall — There are 3 separate systems controlling this facility. A Trane Tracer system installed around 1992 handles the North Court section of the building. It is a stand-alone system that is not compatible with new computer software, nor does it communicate with the rest of the building. It can't be easily accessed remotely. There is a very old pneumatic control system that is completely stand- alone and inefficient. Many actuators and devices are disconnected and must be controlled manually. Valves and dampers are seasonally adjusted by hand. Some of the pneumatics have been converted to DDC via a Barber Coleman DMS system that has become unreliable over the years. The conversion was never completed. Most of the issues with City Hall BAS are in progress to be corrected with the project discussed in section 4.1 City Hall HVAC Replacement Project and 4.2 Project to Upgrade Building Automation System (BAS) to Connect Three Buildings. Some equipment will still remain under older controls and will need to be addressed. RALRC - Old pneumatics are controlling approximately 50% of field devices such as valves and dampers while the remaining half have been converted to DDC via a Barber Coleman DMS system that has become unreliable over the years. This conversion was never completed. This system is also not compatible with new computer software and cannot be accessed remotely. Manual changes to valves and controllers must be made seasonally. The system is unreliable. Any time a power "blink" occurs in the building the database is lost and the system defaults to 1993, which was when it was installed. This issue has occurred on 4 separate occasions throughout the 2014 winter season alone. Luckily there were no catastrophic failures and loss of control of domestic hot water temperatures in the showers were the main issue. With the project discussed in section 4.2 Project to Upgrade Building Automation System (BAS) to Connect Three Buildings, remote connectivity will be established making it possible to access the April 3, 2014 Page 6 system and troubleshoot on a somewhat limited basis until the existing controls can be upgraded. Mercer/Scanlon — Here, there are some of the oldest pneumatics controls in the state still in operation. Serious consideration to upgrade the controls to this facility is urgently needed. A controls technician brought on site to review the system stated, "This stuff belongs in the Smithsonian". As the controls fail, upgrades will be required on an emergency basis. Field devices and controllers are obsolete and can't be obtained. There was a supply of various parts and pieces kept on hand, some used parts had been saved for emergency purposes. This supply is all but depleted. The same Barber Coleman DDC system as City Hall and RALRC operates portions of facility controls. There is also no remote connectivity to the controls. This is also the 3`d building discussed in section 4.2 Project to Upgrade Building Automation System (BAS) to Connect Three Buildings. TTRA — A new facility with what is basically considered residential HVAC equipment still under warranty. There is a DDC system by Andover Controls "Continuum" that controls 1 ERU (Energy Recovery Unit). Continuum is connected via the city network and is controlled from the Facilities office. Fire Stations — Station 2 has a fairly new DDC "Metasys" by Johnson Controls. Installed in 2009, it needs to have a simple "maintenance" update in order to allow system connectivity to the city server upgrades. Station 4 has a newer DDC "Metasys" by Johnson Controls. The BAS has connectivity and is operating as designed. The Center — has a fairly new DDC "Niagara" system by Schneider Electric. Installed in 2009, it needs to have a simple "maintenance" update in order to allow system connectivity to the city server upgrades. Other City Facilities — there are several facilities throughout the city with HVAC equipment operating via a BAS system that has not yet been viewed by the Facilities Manager. As the departments/divisions and building operators become acquainted with the position of Facilities Manager and the role it involves, and opportunity presents itself to review the system controls, system summaries and status reports will be incorporated into the monthly report. Each of these facilities will need to provide the IP address and a user account granting Facilities Manager access to their respective building control system. 2.2 BAS controlled Equipment Operating in a Manual, Operator, or Failure Mode: City Hall, RALRC and Mercer/Scanlon have several devices, valves and other equipment components operating manually. This is mainly due to equipment age and system capability. As stated previously, system upgrades are well past due. 2.3 Overrides to Sequences of Operations in Effect: Several pumps and fans are overridden "on" in various circumstances. In some cases, this has become the norm with varying reasons. This is primarily due to lack of functionality and age of BAS systems. April 3, 2014 Page 7 3 ADDITIONAL SERVICES WORK 3.1 Contractor Service Calls: Prime Mechanical has performed service to City Hall, City Park Pool, and RALRC during the month of March. Advanced Electric has replaced contactors and transformers for the RALRC pool HS lights. At the same time they also rewired a keyed switch located in the lifeguard office to control these lights. Advanced Electric also added a new keyed switch in the upper corridor near the lobby for the same reason. The new switch controls the upper level public area lighting. This was done in order to eliminate the need for staff to control the lights using the circuit breakers in the electrical panel. The electrical panels now remain locked which eliminates concerns of incorrect circuit breakers being switched. This was a safety issue as well. 3.2 Contractor Service Contract Work: We are currently working with the Purchasing Department to develop an REP for a new HVAC Preventive Maintenance contract. The goal is to make one contract city wide for all facilities. This will have a significant cost savings effect by reducing service call rates and discounting parts and other services. I am also working with purchasing on proposals for city uniform services. 3.3 Work Status and Projected Completion: We are currently developing schedules and assignments for maintenance and custodial staff in an effort to reach higher standards of facilities appearance and public perception. This will be ongoing and adjusted as necessary. Cooperation from all staff is required to reach the desired goals. 4. PROJECT STATUS REPORTS 4.1 City Hall HVAC Replacement Project: PHI PD/FD RTU replacement — bid opening was March 3 in City Hall. There were 6 bids with Day Mechanical as the low bidder at $165,800. This was above the $147,000 estimate from Design Engineers, but considered acceptable. City Council approved PHI on March 4, 2014. A pre -construction meeting was held on March 24, 2014. Agenda and minutes are on file in the Facilities Office. PH2 North Court RTU replacement — A meeting was held on March 3 at City Hall to discuss project scope. PH2 will be scheduled for fall 2014 completion. April 3, 2014 Page 8 4.2 Project to Upgrade Building Automation System (BAS) to Connect Three Buildings. This application is an extension of the existing BAS. The project has been approved and signed by the City Manager and awarded to The Baker Group. The $24,548 project will provide three network controllers with software and drivers that will allow communication between the three building systems (City Hall, RALRC and Mercer/Scanlon. These will be installed as a communication interface providing all of the system operational point data to be viewed and operated from one location in the Facilities Office. Additionally, this is a web based application allowing the Facilities Manager to connect to and view the system from home (or other off site locations) as needed to check the building operations, check temperatures, alarms, etc., providing a much better means to effectively operate the buildings during off hours. A schedule for project completion is currently being developed, and the system will be operational before the PHI PD/FD RTU replacement project. A meeting and walk through was conducted on March 19, 2014. Scott Justason and Trent Hansen for the city, along with Darwin Hochstedler and Jarod Pourroy of the Baker Group met to discuss control panel locations and routing of devices. 5. WORK FLOW 5.1 CMMS (Computerized Maintenance Management Software) This software maintains a database of information for maintenance operations. This information is designed to enhance the performance of maintenance workers, helping staff to be more productive. It also helps the management team make informed decisions, such as calculating the cost of machine breakdown repair versus preventive maintenance or outright replacement, which leads to better allocation of resources. Any asset, be it equipment or personnel performance can easily be tracked and adjusted accordingly. 5.2 Antero This program was purchased in November 2013 and is not yet fully functional for this department. We have spent the winter gathering equipment lists and other pertinent data to enter into the system. Data entry has been slow at times. Some building information is complete while data continues to be gathered from other facilities. A maintenance staff member is being trained on the system and assists with some data entry duties to help expedite the process moving forward. When purchased, it was fully expected to take several months to enable the software to perform as we desire. The water division uses the same program and has been for quite some time. They have been very satisfied with Antero, which was a deciding factor in selecting this particular CMMS. 5.3 Completed Work Order Summary: Work orders are being completed using a temporary format which will be in place until staff is trained on Antero is functional enough to enter work orders manually. Work orders are kept on file. City Hall — There were 67 work orders completed for the month of March. Normal daily maintenance/custodial routine = 60 Building occupant requests = 2 In-house maintenance repairs = 4 Service calls to contractors = 1 April 3, 2014 Page 9 RALRC - There were 85 work orders completed for the month of March. Normal daily maintenance/custodial routine = 34 Building occupant requests = 30 In-house maintenance repairs = 12 Service calls to contractors = 3 Aquatics = 6 Mercer/Scanlon - There were 72 work orders completed for the month of March. Normal daily maintenance/custodial routine = 31 Building occupant requests = 2 In-house maintenance repairs = 15 Service calls to contractors = 2 Aquatics = 9 Other Aquatics Facilities - There were 1 work orders completed for the month of March. Normal daily maintenance/custodial routine = 0 Building occupant requests = 0 In-house maintenance repairs =1 Service calls to contractors = 0 Aquatics = 0 TTRA - There were 3 work orders completed for the month of March. Normal daily maintenance/custodial routine = 1 Building occupant requests = 2 Service calls to contractors = 0 Ashton House - There were 5 work orders completed for the month of March. Normal daily maintenance/custodial routine = 3 Building occupant requests = 2 Service calls to contractors = 0 Fire Stations — No summary available at this time. There were 0 work orders completed for the month of March. Building occupant requests = 0 In-house maintenance repairs = 0 Service calls to contractors = 0 The Center — No summary available at this time. There were 0 work orders completed for the month of March. Normal daily maintenance/custodial routine = 0 Building occupant requests = 0 In-house maintenance repairs = 0 Service calls to contractors = 0 April 3, 2014 Page 10 6. WATER TREATMENT LAB REPORTS Boiler and Chiller water chemical levels were reported normal at last sample submitted to Aqua Technologies Inc., (AT[). i. MAJOR MAINTENANCE REPORTS: As noted in section 1.3, a plan to repair the surge tank at RALRC is under development. 8. WARRANTY REPAIRS: There are no warranty issues at this time. 9. LOST TIME ACCIDENTS, SAFETY PROBLEMS, OR WAZMAT INCIDENTS: No issues to report for March. 10. MAJOR EQUIPMENT OUT OF SERVICE: No issues to report for March. 2014- parks and Recreation/Government Buildings Maintenance Worker g edule Name Position Recreaton Center Day Hours BobBogs MWI Monday -Friday 5:30am- 2:30pm JarodTylee MWI/Pools 5unday- Thursday 5am-2pm Jarod has responsibility for the Recreation Center pool and FaPmeadows splash pad, and will assist Tom on spedal ooi projects and seasonal ope ning/closing. Jeff Crawford MWI Monday -Friday gam -Sp. Mercer Tom Snyder MWIII/Pools Monday Friday Sam-2pm Tom has resp nsibilty for the Mercer and City Park pool facilities and special pool projects along with seasonal open/close duties at all aquatic facilities. Otis Kuehne MWI Thr,cay - SurMay SamQpm Monday gam-Spm Ent, Alvarez 3/4 MWI @Mercer T.etd.,-Fdday loam4pm @Ret Carrier Saturday 5am-11am City Hail Leff Crestzinger MWII Monday-Frida 7am-3:30pm Jim Wombacher MWI Monday -Friday bam-2:30pm Mike Gonzales Custodian Monday -Friday 4pm-Mid Tony tee Custodian Monday -Friday Spm-11:30pm The Center Craig Buhman MWIII Monday -Friday 6:30am3:30pm To: Mike Moran From: Russell Buffington Date: April 3, 2014 Re: Monthly Report for March 2014 L OPERATING A. Interments ( 3 ) 1. Infant Cremation, Res, Weekend 1 @ $150.00 2. Cremation, Non-res., Weekend 1 @ $450.00 3. Cremation, Resident I a, $200.00 INCOME FROM INTERMENTS B. Lot Sales 1. Resident, Infant Cremation Space 1 a, $200.00 2. Non -Resident, Cremation Space 1 a $450.00 3. Resident, Columbarium Niche 2 @ $700.00 INCOME FROM LOT SALES -� 0V lows tern J a rlotr-perpetual care ceutetenl established in 1843 AMOUNT $150.00 $450.00 $200.00 $800.00 $200.00 $450.00 $1,400.00 $2,050.00 TOTAL INCOME FROM INTERMENTS & LOT SALES II. CEMETERY MAINTENANCE A. Funerals B. Grounds Maintenance C. Equipment Repair & Maintenance D. Building Maintenance E. Snow Removal In Cemetery F. OT Snow Removal In Cemetery TOTAL CEMETERY MAINTENANCE $2,850.00 HOURS 10.5 89 92 37 4 7 239.5 HOURS Alaiiing Address: Phone (319) 356-5105 410 East I Vashin.0oi Shect Fax (319) 341-1179 Ionia Crhl, Itt 52240-132G Lvation: 1000Bwwn lsheet Iowa City. LA 52240 111. BUDGETED & SPECIAL PROJECTS A. Lot Locating 13. Lot Sales C. Meetings D. Genealogy Requests E. FuneralOT TOTAL BUDGETED & SPECIAL PROJECTS IV. ADMINISTRATIVE & OFFICE DUTIES V. OUTSIDE MAINTENANCE A. Outside Snow ( 1435 ) B. Outside Snow OT ( 1435 ) TOTAL OUTSIDE MAINTENANCE VI. TOTAL CEMETERY HOURS *Iolal hours include the 1611mring 1. Leaves with pay 2. Rest periods 3. Supervisor x 1 4.PFTx2 HOURS 5 1.5 10.5 1 4 22 HOURS 180.5 HOURS HOURS 4 3 7 HOURS 526 HOURS :bfmhi;y Address: Phtme (319) 356-5103 Lora lour �10 F. nsllVeehingto)l Street Far (319)341 --1174 1000 Blou'a Sheet Iowa Qti,. !A foua City. IA 5j31() DEi>ARINIFNT Of PARks & RECREATION DIVISION Of PARks, FORESTRY, ANC) CBD Date: April2,2014 To: Michael Moran, Director From: Earlis Stockman, Acting Superintendent Re: Parks Monthly Report — March 2013 I. GENERAL OPERATIONS A. Equipment Maintenance B. Snow and Ice Removal Includes time sweeping sand off the Irails C. Garbage Pick Up D. Meeting and Office Works Includes times for interviewing Includes 6 hours of New Employee Orientation E. Ground Repairs F. Facility Repairs and Maintenance Includes vandalism repairs at Mercer G. Construction Projects H .Picking Up Dead fish from Various Ponds 1. Can Rack & Barricade Repairs & Placement J. Drop Off & Pick Up Equipment & Maintenance Supplies K. Tree Removal L. General Cleaning of Buildings M. Dog Park 1. Pick up Money 2. Stir & Pump Manure Tank 3. Snow & Ice Removal 4. Checking Water System 5. Pick Up Garbage Hours 334 219 100 86 74 73 67 67 63 58 57 56 47 N. Attending Retirement Pasties O. Skate pond Maintenance P. Playground Maintenance Q. Ned Ashton House Maintenance R. Sips S. Miscellaneous tasks 26 17 DEPARTMENT Of PARks & RECREATION DIVISION Of PARks, FORESTRY, ANd CBD Date : April 2, 2013 To Michael Moran, Director From: Rae Lynn Schepers, Sr. Maintenance worker - Forestr;y RE : Forestry Monthly Report— Mm•ch 2013 I YIELD OPERATION / SERVICE REQUESTS HOURS A. SERVICE REQUESTS: Trees Pruned =2 Trees Removed = 0 13 B. PARKS & SPECIAL REQUESTS: 2 Trees Pruned = 0 Removals= 0 5 C. STREETS DIVUSION.: 1 Trees Pruned= 2 Trees Removed = 0 5 Chipping along Hwy N 6 by VA Hospital D. HOUSEHOLD INSPF,C'SERVICES ;1Trees Pruned= 0 Trees Rem = 1 2 Orchard Court Cul--de -sic II FIELD OPERATIONS/ GENERAL A. ROUTINE STREETMAINT: Trees Pruned = 46 Tree Removed = 0 48 Davenport, Friendship, Robert Rd, lakeside Dr, Whispering Prairie and Aster B. ROUTINE PARK MAINT: Trees Pruned = 39 Trees Removed = 5 92 See Attached C. SNOW REMOVAL 62 D. TREES REMOVED Size Distribution CLASS I = 0 CLASS II = 6 CLASS III = 0 III, MAINTENANCE OPERATIONS A. CHAIN SAW/ HAND TOOL MAINT 58 Saws & chains 12 hrs. Hand tools 46 In, B. EQUIPMENT TRANSFER/ EQUIP MAINT. 65 Transfers 10 hrs. Maintenance 55 hrs. C. SHOP TIME 24 Cleaning 28 hrs. Misc. Errands 6 hrs. D. DUMPCIIIPS/FUEL TRUCKS IV, ADMINSTRATION A. Meetings & Interviews E. New Service Requests & PTNs C. Contract Prep & Checking D. Other Office Work -11 hrs., Logs- 9 hrs. FORESTY WORK COMPLETED IN VARIOUS PARKS, RIGHTOF WAYS & GREEN SPACES Month March 2014 34 22 18 20 Location Trims Removal Class Work Hours Chipping Only Other Willow Creek Park 12 9 Fair Meadows Park 4 4 Wetherby Park 13 13 Lower City Park 3 X Norniandy Flood Lots 3 X Windsor Rid>e Green S ace 2 X Mercer Park 10 6.5 Mercer Park (EAE Pre 4/11 40.5 Terrill Mill Park 2 X Terrill Mill (EAB Prep) _ IlI1 9 TOTALS 39 5/1II 92 City of Iowa City PARKS AND RECREATION DEPARTMENT 220 S. Gilbert Street TO: Mike Moran, Director FROM: Joe Wagner, Turf Specialist DATE: April 3 2014 RE: Athletic Facilities March Report 1. Turf growing is three weeks behind compared to the past two years. We are still hitting a frost layer at 2'-3'. We are ahead of schedule compared to the previous two years for getting fields open for play. We had 20 events in March of 2014. We had 0 evens in March of 2012 and 2013. We expect to have some damage to the turf due to weather. We are trying to accommodate user groups, although fields are not ready for play. 2. We have painted all of the soccer fields and will be open for the first weekend of play April 5 and 6. We had a total of 154 hours for painting soccer fields in March of 2014 compared to 59.5 hours in March of 2012 and 0 hours in March of 2013. Weather prevented us from painting in 2012 and 2013. Events had a later opening weekend. 3. Staff has worked hard to get the fields ready for games and practices to meet the opening an date of April 1. We had a total of 159 hours for soccer field prep, installing nets, placing team benches, bleachers and trash receptacles. We had 0 hours in March of 2013 and 59.5 homy in March of 2012. 4. We have had a total of 14 man hours for mound repair and 156 hours for infield prep for the baseball and softball fields in 2014. We had 56 hours in March of 2012 and 0 hours in March of 2013. Staff could not work any infields until March 27 and had them ready for play on March 31. Frost along with cold temperatures overnight prevented the infields from being dry enough to work in. 5. In past years we have mowed all fields at once before events and all of the turf was at least growing. The grass still has a brown appearance from the top of the crowns from winter kill and cold weather causing it to still be in a dormant state. We hope next week we can try to mow part of the fields at least once. Equipment still has snow equipment on and after the I" of April, park staff will be removing part of it. 6. We have turned on the water to the concession stands and bathrooms at soccer to have them open by April 5 and 6. We have had some damage to pipes and expect more throughout the rest of the facilities as we progress with turning on water at other locations. At Mercer Park and Boys Baseball at City Park we are using portable bathrooms for user groups. Those facilities have non heated buildings while soccer has heated facilities. Napoleon Park softball Fields do not begin events until April 7 and due to cold overnight temperatures we expect to use portable bathrooms as well. 11111 111 1 I ON 11 111111111 Hill 1111111 1 11 11111 NO 11 1 11 III 1111111 11 1 1 1 HIM 1 111111111 111111 0 x m Y O 0 0 0 0 o a o v vi w 0 0 0 0 0 O o v d o d v 0 H c w N y 9 N N 17 T - L T t p m - U W x m a v v N Np l7 Vp1 LL 0. Q - L N m � in m F- U t� in ❑ m ® a e m w 0 O O February Week 1 Week 2 Week 3 Week 4 Week 5 Total Ground Litter CBD plaza 14 26.5 12 21.5 74 CBD StScp 14 18 7.5 29.5 69 Parks 0 Hazardous Clean Up CBD 0 Parks 0 Designed Flower Bed Maintenance CBD 0 Parks 0 Planting CBD 0 Parks 0 Watering CBD 0 Parks 0 Fertilizing CBD 0 Parks 0 Mulching CBD 0 Parks 0 Pruning CBD 0 Parks 0 Weeding CBD 0 Parks 0 Mow/Cord Trim CBD 0 Parks 0 Equip Repair & Maintenance CBD 28.5 19 13.5 4 65 Parks 0 Event Prep/Cleanup CBD 0 Parks 0 Graffiti Removal CBD 0 Parks 0 Vandalism Repair CBD 0 Parks 0 Play Equipment/Surface Maintenance CBD 0 Parks 0 Plaza Fountain Maintenance CBD 0 Parks 0 Construction CBD 6 6 Parks 0 Art Sculptures/Literary Plaques CBD 0 Parks 0 Ash Urns CBD 1.5 4.5 6 Parks 0 Benches CBD 0 Parks 0 Bike Racks/Bikes CBD 0 Parks 0 Drinking Fountains CBD 0 Parks 0 Light Poles/Outlets CBD 0 Parks 0 Posting Pillars/Kiosks CBD 3 3 Parks 0 Recycle Units CBD 0 Parks 0 Trash Receptacles CBD 3 7 10 Parks 0 Tree Grates CBD 2 2 Parks 0 Water Hydrants/Hose Bibs CBD 0 Parks 0 Landfill CBD 0 Parks 0 Cleaning/Organizing CBD 6 13.5 19.5 Parks 0 Snow Removal CBD 10 40 52.5 57.5 24 184 Parks 1 0 Holiday Decor CBD 0 Parks 0 Administrative CBD 32 39 30 62 163 Parks 0 Misc CBD 9 9 Parks 0 Monthly Total CBD 10 150 171.5 132 147 610.5 Parks 1 01 01 01 01 01 0 Grand Tntal Par 09 Monthly Total Grand Total CBD 100% ■ Grand Total CBD ■ Grand Total Parks March Week 1 Week 2 Week 3 Week 4 Week 5 Total Ground Litter CBD plaza 17.5 40 56.5 40 4 158 CBD StScp 18 33 18 27 96 Parks 0 Hazardous Clean Up CBD 0 Parks 0 Designed Flower Bed Maintenance CBD 0 Parks 0 Planting CBD 0 Parks 0 Watering CBD 0 Parks 0 Fertilizing CBD 0 Parks 0 Mulching CBD 0 Parks 0 Pruning CBD 0 parks 0 Weeding CBD 0 Parks 0 Mow/Cord Trim CBD 0 Parks 0 Equip Repair & Maintenance CBD 29 12 3 14 58 Parks 0 Event Prep/Cleanup CBD 0 Parks 0 Graffiti Removal CBD 0 Parks 0 Vandalism Repair CBD 0 Parks 0 Play Equipment/Surface Maintenance CBD 0 Parks 0 Plaza Fountain Maintenance CBD 0 Parks 0 Construction CBD 0 Parks 0 Art Sculptures/Literary Plaques CBD 0 Parks 0 Ash Urns CBD 0 Parks 0 Benches CBD 0 Parks 0 Bike Racks/Bikes CBD 0 parks 0 Drinking Fountains CBD 00 Parks Light Poles/Outlets CBD 0 parks 0 Posting Pillars/Kiosks CBD 0 parks 0 Recycle Units CBD 3 3 4 2 12 Parks 0 Trash Receptacles CBD 2 2 Parks 0 Tree Grates CBD 2 2 Parks 0 Water Hydrants/Hose Bibs CBD 0 Parks 0 Landfill CBD 3 1.5 8 12.5 Parks 0 Cleaning/Organizing CBD 3 6 9 Parks 0 Snow Removal CBD 52 15 67 Parks 0 Holiday Decor CBD 7 7 Parks 0 Administrative CBD 20 6 3 46 4 79 Parks 0 Misc CBD 0 Parks 161 ill 1 17 Monthly Total CBD 145.5 100 90 159 8 502.5 Parks 6 0 11 0 0 17 Grand Total Monthly Total Parks 3% ■ Grand Total CBD ■ Grand Total Parks Grand Total CBD 11* 97`Y We invite YOU to attend a forum. The City of Iowa City r • WHEN: TIME: WHERE: TOPIC: Amn"Mosim Tuesday, 6:00 PM Iowa City 123 Sout May 13, 2014 h Public Library, Rm A Linn Street, IC The Citizens Police Review Board will be holding a Community Forum for the purpose of hearing Citizens' views on the policies, practices and procedures of the Iowa City Police Department. (Find ICPD General Orders at www.icgov.org under Police Dept) QUESTIONS & COMMENTS: Send your questions or comments you'd like addressed at the forum to the following by Monday, April 28th: Please include full name and address. (All correspondence is public) CPRB City of Iowa City 410 E Washington St Iowa City, IA 52240 Or e-mail to CPRB staff: kellie-tuttle@iowa-city.org The Board will attempt to address all correspondence received. The forum will be taped for rebroadcast.