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HomeMy WebLinkAbout05-14-2014 Parks and Recreation CommissionAGENDA PARKS AND RECREATION COMMISSION 5:00 p.m. WEDNESDAY, MAY 14, 2014 MEETING ROOM B 5:00 p.m. Call to order Approval of minutes from meeting of April 9, 2014 5:01 p.m. Public discussion of any item not on the agenda 5:02 p.m. DogPAC Report 5:10 p.m. Friends of Hickory Hill Park Report 5:20 p.m. Neighborhood Open Space Review • First and Rochester, Part One • Walden Hills 5:30 p.m. Recreation Division Report • Napoleon Park Softball Lighting • City Park Pool Project • Blue Zones 5:45 p.m. Parks Division Report 5:50 p.m. Directors Report • Ashton House Report • TTRA Report • Social Services Agency Transportation • Parks Tour 6:05 p.m. Chairs Report 6:10 p.m. Commission Time/Suggestions for Future Agenda Items 6:20 p.m. Adjournment MINUTES DRAFT PARKS AND RECREATION COMMISSION APRIL 9, 2014 ROBERT A. LEE COMMUNITY RECREATION CENTER — MEETING ROOM B Members Present: Suzanne Bentler, David Bourgeois, Larry Brown, Clay Claussen, Maggie Elliott, Cara Hamann, Katie Jones, Lucie Laurian, Joe Younker Members Absent: None Staff Present: Mike Moran, Chad Dyson, Kris Ackerson, Zac Hall 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): None OTHER FORMAL ACTION: Moved by Bourgeois, seconded by Bentler to approve the March 12, 2014 minutes as written. Motion passed 9-0. PUBLIC DISCUSSION: None TiliiZ0Il1160615 Moran introduced Zac Hall as the new Superintendent of Parks to the Commission. Hall is currently an intern in the Planning Department as he is in graduate school. He recently left Fort Collins, CO where he was the forester. Hall noted that he is excited and looking forward to working with everyone. Hall will begin his duties in mid -May. The Commission welcomed Hall to the staff. FRIENDS OF HICKORY HILL PARK REPORT: No Report DogPAC REPORT: Bourgeois noted he will be attending the board meeting the following Tuesday. He said that the board would like to plant some trees. Claussen noted that he has observed an increase in use of Rita's Ranch. PARKS AND RECREATION COMMISSION April 9, 2014 Page 2 of 6 TRAIL CROSSING DISCUSSION — KRIS ACKERSON MPO: The Commission had expressed concerns regarding pedestrian safety when attempting to cross streets in Iowa City from a trail. They specifically mentioned the trail crossing at Scott Blvd. and the new trail at First Ave. It was determined that Moran would invite Kris Ackerson, Transportation Planner for the City to come to this meeting and talk about the concerns and possible resolutions. Ackerson first noted that pedestrians always have the right-of-way when crossing at any intersection as per the state code. In fact, as soon as a person steps off of a curb, they have the right-of-way. The exception to this rule is when there is an intersection that has a refuge island in the middle of the road. In that case, a pedestrian crosses to that island and then waits there until it is safe to continue the rest of the way. If there are markings indicating a crosswalk then pedestrians have right-of-way as well. Elliott asked if those markings are present where trails cross streets and he reported that most of them do have them in place. He further stated that those that cross arterial streets always have the markings but not always on lower volume streets. Elliott noted that in these higher volume area where the markings are in place, actually seem to be of greatest concern. Younker mentioned that there seems to be a lot of confusion by drivers on Muscatine but is not sure that signage would help. Ackerson noted that this is an enforcement issue. He used Madison, WI as an example. They use plain clothed police officers who stand at these intersections and ticket those drivers who do not yield to pedestrians. Ackerson stated that Iowa City, with its student population, sees a large population also of pedestrians. Crossing signs are quite often ignored. It is necessary for staff to determine where signs are most warranted. He noted that while more signage may help, these signs are quite expensive and can at times block the view of the pedestrian by the driver. Laurian asked if schools, hospitals etc. would get signage automatically at their pedestrian crossing areas. Ackerson said there are certain criteria that have to be met. For instance, they have shied away from putting them at school crossings since they are mostly used only twice a day, when students are coming and going to school. Staff tries to focus on areas where there is a more consistent flow of pedestrian traffic. Elliott asked if they have ever done an awareness campaign. Ackerson said they have found that it works best to do targeted spot enforcement. He said the best success they have had with signage has been with the end street signs but still only get less than half of the drivers to stop. He mentioned that signs can also give pedestrians a false sense of security. Claussen asked at what point of activity is a flashing light warranted. Ackerson said there are several factors that play a role in weather light placement is feasible. First off there has to be electricity run to these lights. He said that they just installed some on Park Road. Staff is using this area as an experiment to see if it helps with students crossing. However, it can be quite expensive with these two lights costing $7000. PARKS AND RECREATION COMMISSION April 9, 2014 Page 3 of 6 Laurian asked if staff has discussed a dramatic speed reduction in some of these locations. . Ackerson said that speed reduction does not work as people drive at a speed that they are comfortable with. Speed limits are set by the average speed that 85% of the people are driving. Ackerson shared some slides of various types of traffic calming which include a raised crosswalk, traffic circles, curb extensions. Laurian asked if Ackerson has a report on how many vehicles and/or pedestrians cross at these intersections. Ackerson said they have done counts and can provide the Commission with those numbers. Claussen suggested that moving forward perhaps staff ask for police enforcement. Moran feels that it is important to get more information first (the numbers) to decide which intersections are most critical. Elliott likes the idea of having a representative of the police department attend a future meeting. NEIGHBORHOOD OPEN SPACE REVIEW Moran updated Commission on the final plats for the Palisades First and Second additions. Property was accepted several months ago in lieu of fees, however, some modifications have been done to the plats due to the need for a bus -stop. No action from Commission is necessary at this time. Informational item only. RECREATION DIVISION REPORT: City Park Pool Project: Dyson reported that significant progress is being made on this project. They are currently finishing the forms for the wading pool. Staff is confident that they are going to be able to meet the anticipated deadline. 28E Agreements: Dyson said that staff is working with the school district to revise the 28E agreement. The department has these in place for the shared use of Mercer and Grant Wood. Also looking at including Mercer Park Ball Diamonds and the new school including any future school partnerships as well. The goal is to get a unified agreement that is consistent with all jurisdictions including Iowa City, North Liberty and Coralville. A big change will be cost sharing by these jurisdictions. On that same note, City High will have to contribute towards our costs as well. Dyson will keep the Commission posted as a final agreement is reached. Brown asked if staff had any input on the size of the gym going into the new school being built on South Sycamore. Dyson said that staff did discuss with Shive-Hattery. They came up with some proposals along with cost estimates and the group selected an 8000 square foot gymnasium. Parks Temp Employees: Dyson and other division heads assisted the Parks Department in hiring their summer staff. All have been hired and will be in place soon. Recreation Division Affiliate Groups: Dyson said that staff will be revisiting the issue of cost recovery and shared costs with its affiliate groups. In lieu of upcoming budgeting and potential cuts, it may become necessary to pass some of those costs on to the groups to keep facilities up to par. Some of these groups will include Iowa City Boys Baseball, Kickers. Girls Softball, Babe Ruth (now named Prep Baseball), Iowa City Eels Swim Club and so on. Brown asked if these groups offer lesser fees or no fee options for those that are less able to pay. Dyson said that Kickers offer free registration, Girls Softball offers 50% discount and Boys Baseball offers PARKS AND RECREATION COMMISSION April 9, 2014 Page 4 of 6 free registration. Brown noted that transportation has always been an issue for some of these kids and wondered if there are talks about this issue. He mentioned that at one time the City offered free bus passes to kids going to City High for practices etc. Moran noted that there is no bus route to Napoleon or Kickers. Younker asked if affiliates track this type of information. Dyson said that they track scholarships. Brown also asked if the City could build an underpass like North Liberty has for better access. Moran noted that this was at one time on the departments priority CIP list however, this fell off when the DOT remodeled Highway 6. Elliott likes the idea of surveying those who have received scholarships to find out what the issues are and perhaps find out more clearly who is being effected by lack of transportation. Brown believes it to be a widespread issue as it comes up whenever he talks with principles of the elementary schools as well as PE staff. This item will be placed on a future agenda. IPRA State Conference: Dyson reported that a number of the Recreation Staff attended the recent Iowa Parks and Recreation Association Spring Conference which was well done. PARKS DIVISION REPORT: Moran has asked Parks staff to put together more stats on their monthly reports. We currently get pretty good stats from ball field, CBD and Facility Manager. DIRECTORS REPORT: Ashton House: Ashton House rentals began the last week in March and there have had a few events since. A temporary ADA ramp is in place now but staff looks to have a permanent ramp in place within six to eight weeks. Moran will be meeting with Project GREEN to discuss their plans for landscaping. Secondary Access to City Park: City Council approved this project. This will allow access to the park when Park Road is taken out of commission and also will provide emergency access or an additional access when necessary. While some of the neighborhood residents did not want this project to be approved, staff is committed to placing a heavy gate at this access and using it only when necessary. TTRA Report: Through the end of February the department has received $48,000 in rental fees since August of 2013. The permanent donation wall will be in place by the end of next week. The DNR will drop 3000 trout into the lake on Friday and the department is holding its Fishing Derby on Saturday. Board & Commission Demographic Survey: The City of Iowa City is doing a demographic survey of all of its commissions. Members were asked to out the survey and place in the provided envelope. Moran will return to the Civil Rights office. Chadek Property: Moran heard back from the Chadek's attorney. They have asked that City commit to having community gardens available on this property. The City hopes to have possession by July 1. An environmental assessment will likely be done. Jones asked if the City PARKS AND RECREATION COMMISSION April 9, 2014 Page 5 of 6 has considered contracting with someone else to run the community gardens. Moran said that the neighborhood would likely want to do that. City Park Cabins: Laurian recently walked by the log cabins in City Park and asked about their status. Moran reported that the department is in an active fundraising campaign to restore them. The Johnson County Historic Society ran a program at these cabins for years. Department recently applied for a REAP grant and will ask for $110,000. The intention is to fix them up and run recreation programs out of them. Senior Services Commission: Joe Younker was elected as chair of this commission. There has been no meeting to date. The first meeting is scheduled for next week. Moran appreciates Younker's participation on this commission. CHAIRS REPORT: Claussen noted that he recently had the opportunity to talk with a past Parks and Recreation Commission Chair who asked how everyone on the Commission is getting along. Claussen says sees this group as very progressive; a group that gets along well and where there is open discussion and everyone is involved. COMMISSION TIME/SUGGESTIONS FOR FUTURE AGENDA ITEMS: Laurian discussed her concerns about the Master Plan survey and how it should not include just registered voters next time as there is a large international population in Iowa City that would be missed because of this criteria. ADJOURNMENT: Moved by Elliott, seconded by Bourgeois to adjourn the meeting at 6:30 p.m. Motion passed 9-0. PARKS AND RECREATION COMMISSION April 9, 2014 Page 6 of 6 PARKS AND RECREATION COMMISSION ATTENDANCE RECORD NAMETERM M y M M M M M C M a V V V N EXPIRES v CO ai N N M V Suzanne 1/1/17 * * * * X X X NM X X X DIE X Bentler David 1/1/15 X X LQ X X X X NM X X X X X Bourgeois Larry 1/1/18 X X O/E X Brown Clay 1/1/14 X X --LQ--X X X X NM X X X X X Claussen Maggie 1/1/13 O/E X LQ X X X X NM X X X DIE X Elliott Allison 1/1/14 X X LQ X DIE O/E X NM X Gnade Cara 1/1/16 X X LQ X X X X NM X X X X X Hamann Katie 1/1/18 * * * * * * * * X X X X Jones Lucie 1/1/15 O/E /If LQ O/E O/E X X NM X O/E X X X Laurian Alex 1/1/16- X X Taylor John 1/1/14 X X LQ X X X X NM X * X Westefeld Joe 1/1/16 X X LQ X X X O/E NM X X O/E X X Younker 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 city of iowa city PARKS AND RECREATION DEPARTMENT 220 S. Gilbert Street TO: Michael Moral FROM: Chad Dysca DATE: May 9, 201 i RE: April 2014 Monthly Report q I S.P.I. The Special Olympics East Central Spring Games were held at Coe College and the Aquatics Competition was held at Kennedy High School in Cedar Rapids this year. The Recreation Division will The 85 athletes go on to compete in track R field, tennis, bocce, soccer and swimming at the State Summer Games in Ames. This is an increase of 21 athletes fionn last year. (Master Plan: Enhance Program Development) Staff attended the Iowa Therapeutic Recreation Association (ITRA) Annual Conference at UNI in Cedar Falls and the Iowa Park and Recreation Association (IPRA) Spring Conference in Cedar Rapids. Both had worthwhile education sessions and provided good opportunities to network with other recreation professionals from around the state. (Master Plan: Provide Staff with Education Development Opportunities) The SPI Heart Healthy Sweets cooking class began this month with 31 registrations. (Master Plan: Enhance Program Development) Staff met in preparation for the opening of the City Park Amusement rides. Ride attendants, supervisors and a coordinator are being hired, training sessions are planned and schedules are being assigned for the sumnner. (Master Plan: Enhance Program Development) Staff attended the Alice Training led by Iowa City Law Enforcement officers to learn what to do in a crisis situation. (Master Plan: Enhance Program Development) Staff gave a presentation about the Special Populations Involvement (SPI) program to the Ul Introduction to Therapeutic Recreation class. In addition, staff worked with another group of UI students to assist them in being matched with Special Olympics athletes as part of their class practicum experience. (Master Plan: Increase Awareness of Progrmn Offerings) PRESCHOOL/JR./SR. HIGH ACTIVITIES - SCANLON GYM i The Spring Youth Sports season began. Held coaches meeting for Volunteer and Paid Staff for Tot Soccer, Youth Football, Skateboarding, Running Club, Youth Tennis, Taekwondo, and Start Smart Baseball. (Goal 91: Maximize the Planning Process). Able to secure 12 soccer volunteers and 2 flag football volunteers. • The ICRD hosted Family Fun Night at the Mercer Aquatic Center Scanlon Gym on April 11. Families could participate in Roller Skating, Jump on Inflatables, Shoot hoops, or play in the game Recreation Division April 2014 Monthly Report Page 2 of 4 room at no fee. Swimming was reduced to $1 per person. (Goal # 10: Plan for Continued Equitable Level of Service as Community Grows.) • Hosted 31 birthday party packages the last 2 months (62 totals) between the Grant Wood Gym and Scanlon Gym. Parties included sports parties, tot play parties and roller-skating parties. (Goal 410: Plan for Continued Equitable Level of Service as Community Grows. Continue to do on line post rental evaluations for all rentals at the Mercer Aquatic Center Scanlon Gym. (Goal #5: Solicit Community Involvement and Feedback) • Submitted and received a grant through the USTA for equipment to start a summer youth tennis program on the west side of Iowa City utilizing the West High tennis courts. (Goal 7: Assure Financial Sustainability) • ht collaboration with the ICPD and SE Jr High, started an Intramural 3 on 3 basketball program tot - 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 SPORTS/WELLNESS All the equipment in the new fitness room is in working order at the RAL Recreation Center. We have been hearing many positive comments front the general public about the changes. (Goal #9 — Continue to Provide Equitable LOS in Existing Parks and Facilities). Winter volleyball and basketball leagues finished up last month. Final standings are available upon request. (Goal #2 —Track Performance Measures). Staff posted articles on the department's website and updated the website content regarding the summer program registrations and the upcoming facilities schedules. (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 National Learn to Row Day, our new Aqua Zumba class, and the Hershey Track & Field Meet 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). 7,698 people were recorded on the hourly attendance in the month of April at the RAL Recreation Center. (March 2014- 13,111, April 2013- 10,518) (Goal #2—Track Performance Measures). SOCIAL/CULTURAL A grant request in the amount of $50,000 was submitted to the State of Iowa through the Historical Resource Development Program to assist in the restoration of the CITY PARK LOG CABINS. Media interest has been high in relation to the cabins. The Press Citizen and the Daily Iowan have run three full page articles and several students are using the cabins as the topic of their multi-mediajournalism presentations as the school year rapidly catches up with them. (Master Plan: Pursue alternative funding) The Recreation Division was represented at the WEEK OF THE YOUNG CHILD event held at the Iowa Children's Museum. Well over 600 children and their parents came to check out the museum and what the vendors at this event have to offer. (Master Plan: Collaborate with Community Organizations and Business and increase awareness of Program Offerings) Recreation Division April 2014 Monthly Report Page 3 of 4 Our second PARENTS NIGI IT OUT, held in cooperation with the Downtown District was held on April 25. Forty children, 3-12 years in age, played games, made crafts and learned yoga while their parents enjoyed an evening downtown. We will hold one more event with a Mother's Day Carnival Theme May 9 and then we will take a break until fall. (Master Plan: Collaborate with Community Organizations and Enhance Program Development) Several meetings have been held to coordinate the opening of the City Park Amusement Rides. Opening Day is scheduled for May 24. (Master Plan: Enhance Program Development) GET OUT AND FISH, a family friendly event, was held at the Terry Trueblood Recreation Area in cooperation with the Department or Natural Resources. The DNR continues to stock the lake each spring before or during this event. (Master Plan: Collaborate with Community Organizations and Enhance Program Development) The BACKYARD ABUNDANCE PLANT SALE was held at month's end and was even a greater success than last year! Online pre orders were remarkable and the sale itself was most enjoyable. (Master Plan: Collaborate with Community Organizations and Enhance Program Development) Interview s for summer staff continued into April. Nearly all camp and playground positions are full but there does seem to be a shortage of qualified applicants this year for ail programs. AQUATICS Sumner registration is off and running and the preliminary numbers look very good. We are anticipating very large swim lesson numbers this summer. Our latest addition is the introduction of Saturday privates at The Robert A. Lee Recreation Center. We experimented with these over the winter and they were very well received. So far they are nearly 70% Fall, with the first session full and the second expected to do the same. Due to attrition and the nature of a young staff we have hired several new staff members. They are in the process of being trained and introduced to our system, and will be ready to stall working this month, In addition we are planning our annual lifeguard boot camp. This training is a one -day crash course in lifeguard skills, emergency action procedures and department policies. Every staff member is required to attend one of the two sessions provided. This year we are coordinating with the City's fire department to conduct a "live -action" 91 I -call. The scenario will give the staff a view of what an actual 911 emergency might look like, as well as give them the opportunity to practice hand-off procedures. City Park Pool continues to move along. The project as a whole is about a week to two weeks behind schedule. Considering the winter we experienced this is to be expected. We will be pushing to open on June 7"i, about a week behind schedule. The preparation process is very much weather dependent. As the weather warms we are able to accomplish more. As the project progresses we will be keeping the public up to speed. Recreation Division April 2014 Monthly Report Page 4 of 4 MPAC Monthly Avg I Average Attendance 180 ..... __. 160 a 14,0 c 120 � 100 y 80 9.0 4.0 2 4 2JJ .4 00 - 11,41 Tinge Rec Ctr. Monthly Avg. Average Attendance 120 10,0 80 ---- N 4,0 > 3.1 a 20 00 Tillie May 9, 2014— CITY OF IOWA CITY 410 East Washington Street Iowa City, Iowa 52240-1826 (319) 356-5000 (319) 356-5009 FAX www.1cgov.org MONTHLY FACILITIES REPORT MONTH REPORTED: April 2014 PREPARED BY: Scott Justason, Facilities Manager May 9, 2014 Page 2 1. ENERGY PERFORMANCE TRENDS 1.1 Electrical Usage: Electric Cha rges Jan Feb Mar Apr 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 $4,610.40 $4,496.95 TTRA-Lodge $323.40 $323,84 $284.22 TTRA- Marina $136.64 $132.42 $116.83 Fire Dept -Station N4 $1,348.25 $1,349.91 $1,200.46 $891.64 Senior Center $2,050.88 $2,037.78 Ashton $101.99 $96.66 $76.81 $53.86 May 9, 2014 Page 3 May 9, 2014 Page 4 Parks Electric Charges Jan Feb Mar Apr W.Benton St Park $24.19 $24.19 $24.20 $24.20 Napoleon Maintenance Garage $14.93 $14.40 $14.23 $15.19 Napoleon Concessions $54.81 $49.38 $49.99 $44.73 Rocky Shore Dr $11.07 $11.07 $11.07 $11.07 Green Mtn Dr Pheasant Hill $13.12 $13.12 $13.12 $13.13 550 Greenwood Dr $26.74 $28.60 $28.34 $27.20 City Park Pool $13.70 $12.65 $12.91 $16.15 City Park Stage $62.35 $52.88 $53.85 $78.04 City Park Boys B-ball Lot#8 $12.74 $12.21 $12.30 $12.38 City Park Boys B-ball Lights $30.88 $25.80 $25.77 $27.20 City Park Boys B-ball Clubhouse $23.08 $20.36 $20.54 $28.43 City Park Security Light $64.25 $64.27 $64.27 $64.27 City Pa rk Cabins $11.07 $11.07 $11.07 $11.07 City Park Flagpole $11.07 $11.07 $11.07 $11.07 City Park Shelter#2 $16.94 $15.63 $20.01 $15.45 City Park Shelter#4 $11.07 $11.07 $11.07 $11.33 City Park Shelter#5 $11.07 $11.07 $11.07 $11.07 City Park Shelter#6 $16.68 $15.72 $15.80 $16.15 City Pa rk Shelter#8 $24.57 $22.38 $21.06 $22.47 City Park Grey Brick $17.47 $16.15 $16.24 $40.79 City Pa rk Red Brick $55.16 $49.90 $44.03 $35.97 City Park Tennis Building $11.25 $11.25 $14.14 $154.83 City Park Tennis Shed Lts $83.78 $83.80 $83.81 $83.83 City Pa rk Machine Shed $264.41 $220.75 $215.76 $92.24 City Park Shop $97.15 $91.10 $82.60 $71.99 City Park Pond $135.02 $110.30 $24.13 $11.07 May 9, 2014 Page 5 Taylor Dr Light $146.02 $82.42 $80.50 $65.07 Fairchild St Lights $74.10 $52.18 $53.50 $42.63 N Dubuque Terrell Mill Lts $156.59 $121.08 $111.62 $114.25 Bloomington St Gazebo $11.07 $11.07 $11.07 $11.07 Bloomington St Light $33.44 $31.97 $32.14 $33.63 Harrison Hill Light $13.81 $13.81 $27.64 $13.82 7th Ave Ct $21.15 $19.92 $20.54 $20.10 Dover St Tennis Court $11.33 $11.25 $17.64 $54.72 DoverSt Storage $18.61 $22.29 $18.08 $26.32 Dover St Light Mercer $28.40 $18.08 $21.39 $38.92 Dover St Shelter $39.96 $37.18 $38.22 $46.90 Dover St Pump $42.10 $41.84 $37.63 $28.51 Dover St Diamonds 3&4Lts $12.03 $12.03 $11.95 $14.58 Reno St Shelter $21.94 $19.49 $13.52 $11.07 Dodge St Light College Green $104.52 $83.39 $77.95 $73.83 Brown St Shelter $32.68 $31.81 $32.08 $32.44 Page St Security Light $12.63 $25.27 $12.64 Myrtle Ave Security Light $13.12 $26.25 $13.13 Court Hill Park Shelter U2 $17.38 $32.57 $16.15 Miami Dr Light $12.63 $25.27 $12.64 Conklin Ln Shelter $11.07 $11.07 $11.42 $11.51 1st Ave Peninsula Bridge $57.35 $48.59 $45.61 $44.73 1117 Teg Dr Shelter $35.70 $33.34 $31.51 $30.99 May 9, 2014 Page 6 1.2 Gas Consumption: Facilities Gas Charges Jan Feb Mar Apr City Ha $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 $4,775.09 TTRA-Lodge $345.93 $396.22 $184.95 TTRA-Ma ri na(LP) $1,744.02 $487.10 $316.02 Fi re Dept-Station#4 $612.38 $1,030.18 $634.16 $100.96 Senior Center $2,922.05 $2,889.16 Ashton $561.89 $497.97 $499.71 $209.39 May 9, 2014 Page 7 Parks Gas Charges Jan Feb Mar Apr Lower City Park $426.36 $428.25 $384.32 $240.09 City Park Shelter#8 $100.28 $104.33 $93.12 $47.46 City Park Red Brick $157.15 $165.85 $153.20 $91.34 City Park Zoo $116.63 $128.94 $111.14 $52.80 May 9, 2014 Page S 1.3 Water Use: City Hall 1°000 I- emo <aoo mo )mo , Fee r Mar lu fM Mx Ashton House so ° �a - Mar IN f Mr •Gatrcu 1S5 3] 65 TTRA Lodge IN ftL Ma lan v Gaumsi_ Is°� no _ Fire Station#2 )�I l sm M feb — Mae M1 Fm M �Galb° )m 983 9)0 Senior Center low,j.---------- — )m° !I M Fen Mr _ _ M FM Mr �6)IN aI )SSD ]YO 6Xq FAIL Recreation Center smm ]mm � M Fen nir Mercer/Scanlon lomAxsnw 1 F& M iH Mae �GNMd 95m ]Im )40 TTRA Marina M FM a -- Ma IM fe0 Mae .Gavo�a_ sGw - Im ao Fire Station #4 IGm °J. b Mar •G.Ih'p gH 12 61d May 9, 2014 Page 9 1.3 .1 RALCRC excessive water consumption: Further investigation of this issue has shown that after the leak repairs to the surge tank the gallons used was reduced significantly during the following month (Approximately 50%). This was not significant enough of a reduction and consumption is still twice the considered normal amount. This excessive make-up water to the pool has created a problem with maintaining pool water temperature control. Currently this temperature is controlled by manipulating a manually operated butterfly valve located at the bottom of the tank with a 6-8 foot long valve stem reaching above the surface, field mounted to the valve handle. Due to excessive valve manipulation, the stem became loose and unreliable causing the valve to not function as needed. Aquatics requested we make repairs to or replace the now called "heat exchange" valve and also look into the cost associated to automate the pool water temperature controls. The "heat exchange" valve was replaced by Prime Mechanical. To accommodate this, the pool was closed and drained to a level to permit work to continue. It was discovered after the drain valve was closed that the pool water level continued to drop nearly 2 feet lower over an 18 hour period. This was due to the pool main drain valve leaking by, which is also operated via a 6-8 foot valve stem riser. The valve stem riser connection was loose and worn. The leaking drain valve was "forced closed" and we will further monitor water meter readings to determine if this has a significant impact on improving water waste. Prime Mechanical will fabricate a new stem and replace during a scheduled pool shutdown in August. A final determination will be made and a plan of action developed at that time. 2. BAS/EMCS (BUILDING AUTOMATION SYSTEM/ENERGY MANAGEMENT CONTROL SYSTEM) These systems control facility HVAC (Heating, Ventilation, and Air Conditioning) equipment along with the associated mechanical and electrical components. In some facilities the BAS will control lighting 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. May 9, 2014 Page 10 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. 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. RALCRC - 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. 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 system and troubleshoot on a somewhat limited basis until the existing controls can be upgraded. Mercer/Scanlon — This facility is currently using some of the oldest pneumatics controls in the state. 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. The same Barber Coleman DDC system as City Hall and RALCRC operates portions of the facility. There is also no remote connectivity. This is the 3`' 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. May 9, 2014 Page 11 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. 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. 2.3 Overrides to Sequences of Operations in Effect: Several pumps and fans are overridden "on" or "off' under various circumstances. In some cases, this has become the norm. This is primarily due to lack of functionality and age of BAS systems. It also causes energy waste. 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 April. They were also dispatched to Ashton House to reconnect the kitchen range and address condensate drain issues on the HVAC equipment installed in the attic. Advanced Electric was called to reinstall the electrical service to the range as well. 3.2 Contractor Service Contract Work: We are currently working with the Purchasing Department to develop an RFP for a new HVAC Preventive Maintenance contract. HVAC equipment lists are nearly completed for the entire city and the process continues to move forward. 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. MW staff has been given the opportunity to participate in a voluntary mechanical aptitude test with 4 staff members responding. The test will be taken next month. The results are expected to aid in forming staff training and development goals. 3.4 Project Requests: April 23, 2014 In response to a request by Matthew Eckhardt, I called Baker Group to review options and make a proposal to integrate automatic control to operate the RALCRC pool water temp via the BAS. It should be noted that the condition of the water -water heat exchanger is questionable. The end bell is leaking and needs replacement. When the heat exchanger is opened for repair, condition of the tube bundle can be determined. May 9, 2014 Page 12 The cost of the end bell is $891 plus shipping piping and labor. Cost to replace the entire heat exchanger is $6082.36 plus shipping piping and labor. Due to the age of the components, my recommendation is to replace the entire HX. 4. PROJECT STATUS REPORTS 4.1 City Hall HVAC Replacement Project: PHI PD/FD RTU replacement — Day Mechanical and sub -contractors started the project on April 28 and expect to be completed on schedule. The old RTUs were removed from the roof by crane and preparations being made to install the new equipment upon arrival. ITC # I addresses electrical wiring changes due to unit exhaust methods. This will be a credit to the project of $1492.46 ITC # 2 addresses inoperable control valves needing to be replaced, as well as access panel cutouts in ceiling needing modified to accommodate new equipment. This cost to the project is $3500.12. Modification to the PD humidifier dispersion tube to fit in the new ductwork is required. Some capacity may be lost but this should not be an issue as far as unit operation. This humidifier has not been in use for several years due to issues with building over humidification. It is only being reconnected in case some humidity control is needed in future. This is at no cost to the project. PH2 North Court RTU replacement — A design review meeting was held on April 18 at City Hall. PH2 will be scheduled for fall 2014 completion. 4.2 Project to Upgrade Building Automation System (BAS) to Connect Three Buildings. This project is underway. The software is installed and Baker Group is building graphics. Nearly 50% complete and expected to be 100% shortly. We may also be extending this project to include connectivity to Fire Stations 2 and 4 along with the Senior Center as mentioned in section 2.1 BAS Operating Summary. Costs should be minimal with details to follow. 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 productivity of maintenance workers. 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 — the CMMS database We have spent several months gathering equipment lists and other pertinent data to enter into the system. 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 May 9, 2014 Page 13 expected to take some time to enable the software to perform as we desire. April saw a good amount of data entered into the program and we continue to progress toward implementation. 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 151 work orders completed for the month of April. Normal daily maintenance/custodial routine = 78 Building occupant requests = 47 In-house maintenance repairs = 18 Service calls to contractors = 8 RALRC - There were 149 work orders completed. Normal daily maintenance/custodial routine = 46 Building occupant requests = 29 In-house maintenance repairs = 60 Service calls to contractors = 5 Aquatics = 9 Mercer/Scanlon - There were 83 work orders completed. Normal daily maintenance/custodial routine = 43 Building occupant requests = 0 In-house maintenance repairs = 20 Service calls to contractors = 2 Aquatics = 18 Other Aquatics Facilities - There were 6 work orders completed. Normal daily maintenance/custodial routine = 0 Building occupant requests = 0 In-house maintenance repairs =4 Service calls to contractors = 2 Aquatics = 0 TTRA - There were work 4 orders completed. Normal daily maintenance/custodial routine = 3 Building occupant requests = 1 Service calls to contractors = 0 Ashton House - There were 3 work orders completed. Normal daily maintenance/custodial routine = 1 Building occupant requests = 1 Service calls to contractors = 1 May 9, 2014 Page 14 Fire Stations — No summary available at this time. There were 0 work orders completed for the month of April. 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 April. Normal daily maintenance/custodial routine = 0 Building occupant requests = 0 In-house maintenance repairs = 0 Service calls to contractors = 0 5.4 Staffing An MW1 at Mercer has been placed on medical leave under the FMLA for a non -work related injury. This has left us shorthanded for an undetermined time. To cover this absence, a position announcement for a temporary custodian has been posted. 5.5 Miscellaneous Upon request of the fire department, we have taken the lead in monitoring and controlling fire stations 2 and 4 HVAC equipment. 6. WATER TREATMENT LAB REPORTS Boiler and Chiller water chemical levels were reported normal at last sample submitted to Aqua Technologies Inc., (AT[). 7. MAJOR MAINTENANCE REPORTS: 7.1 A plan to address pool leaks at RALRC is under development. 7.2 RALCRC Gilbert St handicap ramp has incurred some damage from the winter. Engineering will review for modifications to ensure ADA compliance. An initial cost estimate to replace the ramp is $8500 7.3 City Hall east step and walk concrete repairs needed. Pricing from Valucon is $1275. The work will be scheduled in June. May 9, 2014 Page 15 8. WARRANTY REPAIRS: 8.1 TTRA- Contractors have made modifications to the louvers in the great room to enable access to air conditioning units behind the wall. There was no means to access coils for service. The contractor made the slats removable rather than permanently affixed. 8.2 April 17- Ashton House water leaking through ceiling from furnace condensation. Prime Mechanical was called to address. Prime Mechanical found several issues with the drain system. They initially found the drain lines plugged in 3 areas. 2 were inside the furnaces at the combustion blower and 1 in the drain lines along the attic floor. Issues noted; 1. The existing drain lines that run across the floor have no slope to allow for proper drainage. 2. The overflow pan on the south unit is cracked where the fitting is connected. 3. Both of the water sensors for each furnace are connected but do not function. Due to the lines running across the floor not having proper slope, the water was circulating from the unit through the drain line to the plugged section and going back into the overflow pan. The overflow pan then leaked through the cracked section of the pan causing water to leak through the ceiling. Because the water sensors do not work, the furnace continued to run creating more and more water to accumulate. As a temporary repair, the technician disconnected the overflow pans from the drain lines, capped them and provided strategically placed access cleanouts in the drain lines in order to flush them out. To properly correct the problem, the furnaces must be raised a minimum of 4 inches. This would allow for enough pitch on the drain lines. It will also mean disconnecting the ductwork and adding transitions to reconnect, disconnecting and reconnecting the electrical wiring and conduit as well as the refrigerant lines for the AC. Prime Mechanical will submit a cost estimate to make these repairs. 9. LOST TIME ACCIDENTS, SAFETY PROBLEMS, OR HA MAT INCIDENTS: No issues to report for April. 10. MAJOR EQUIPMENT OUT OF SERVICE: City Hall PD and FD McQuay RTUs were disabled and removed from service on April 28 to be replaced with new units. 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NO 11111111111111 NO III N 1111111111 ON Hill 11 11 o' x ry �ri n o �i e m rri w 0 0 0 0 0 0 vi ryi �6 ri o �Mpri� F N w N L O ¢ � 0 of N U (O ❑ B © ❑ ❑ C 411 L V. @ m - N N U N= - N s '.00 [0 U co LL a Q ❑ ❑ ® ❑ B ❑ 9 n o i fD �_ 0 ON � LL N Y U N N U Sing N M Q LL April Week 1 Week 2 Week 3 Week 4 Week 5 Total Ground Litter CBD plaza- 16.5 60 47 50.5 32 206 CBD StScp 12.5 24 26 63 275 153 Parks 0 Hazardous Clean Up CBD 2,5 2 4.5 Parks 0 Designed Flower Bed Maintenance CBD 0 Parks 11 12 23 Planting CBD :.0 Parks 0 Watering CBD 0 Parks 0 Fertilizing CBD 0 Parks 0 Mulching CBD 0 Parks 0 Pruning CBD 1 1 Parks 0 Weeding CBD 43 24.5 52.75 25.5 145.75 Parks 1 0 Mow/Cord Trim CBD 11.5 11.5 Parks 0 Equip Repair & Maintenance CBD 33 20 5 16 2 76 Parks 0 Event Prep/Cleanup CBD 0 Parks 0 Graffiti Removal CBD 1 2 3 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 11 110 Parks Art Sculptures/Literary Plaques CBD 0 Parks 0 Ash Urns CBD 0 Parks 0 Benches CBD 4 12.5 16.5 Parks 0 Bike Racks/Bikes CBD 2 2 Parks 0 Drinking Fountains CBD 0 Parks 0 Light Poles/Outlets CBD 0 Parks 0 Posting Pillars/Kiosks CBD 0.5 12 24.5 37 Parks 0 Recycle Units CBD 2 2 Parks 0 Trash Receptacles CBD 1.5 1.5 Parks 0 Tree Grates CBD 35 24 59 Parks 0 Water Hydrants/Hose Bibs CBD 7 10 1.5 81 26.5 Parks 0 Landfill CBD 3 12 8 13.5 13 49.5 Parks 0 Cleaning/Organizing CBD 3.5 6.5 6.5 0,5 17 Parks 0 Snow Removal CBD 3 3 Parks 1 0 Holiday D6cor CBD 6 6 Parks 0 Administrative CBD 25 50 _ 40 13 23 151 Parks 0 Misc CBD 9 4.5 13.5 Parks 0 Monthly Total CBD 106 2281 1705 311.251 180.5 `' 99,6.25 Parks (rand Tnfal Parl 2% Mnnthhi Total a Grand Total CBD rd Grand Total Parks To: Mike Moran From: Russell Buffington Date: May 9, 2014 Re: Monthly Report for April 2014 I. OPERATING A. Interments ( 5 ) I . Infant Burial, Resident 1 ct $100.00 2. Adult Full Burial, Resident 1 ci $600.00 3. Youth Full Burial, Resident 1 cr $350.00 4. Cremation, Resident, Weekend I @ $300.00 5. Niche Cremation, Resident 1 @ $200.00 INCOME FROM INTERMENTS B. Lot Sales I. Resident, Infant Space I @ $200.00 2. Non -Resident, Monument Space 1 a� $1,050.00 3. Resident, Monument Space I @ $700.00 4. Resident, Columbarium Niche 2 @ $700.00 INCOME FROM LOT SALES TOTAL INCOME FROM INTERMENTS AND LOT SALES of cow, el-V n iron-yerfrettrnl care cemetery established in 1543 F.110 Uloom I $100.00 $600.00 $350.00 $300.00 $200.00 $1,550.00 $200.00 $1,050.00 $700.00 $1,400.00 $3,350.00 $4,900.00 Mailing Address: Phouc (319) 35G-5105 Location: 410 East tUashinVon Shut Far f319j , -41 9 1000 Arount Shea( Iowa (ahr. LA 5Z40-1826 louwCitq, to 5�2Jti II. CEMETERY MAINTENANCE HOURS A. Funerals 47.5 B. Grounds Maintenance 232.5 C. Equipment Repair & Maintenance 60 D. Building Maintenance 26.5 E. Cemetery plantings L5 F. Mow Cemetery 85 G. Trim Cemetery 58.5 TOTAL CEMETERY MAINTENANCE 511.5 HOURS III. BUDGETED & SPECIAL PROJECTS HOURS A. Lot Locating 14.5 B. Lot Sales 3 C. Meetings 6.5 I). Genealogy Requests 1 E. FuneralOT 4 F. Monument Repair I G. Grave Repair 4 H. Safety Training 6 "TOTAL BUDGETED & SPECIAL PROJECTS 40 HOURS IV. ADMINISTRATIVE & OFFICE DUTIES 178.5 HOURS V. OUTSIDE MAINTENANCE HOURS A. Mow Outside Cemetery 1 B. Trim Outside Cemetery 0 TOTAL OUTSIDE, MAINTENANCE I HOUR TOTAL CEMETERY HOURS 836 HOURS *total hours include the.1611m ping 1. Leaves with pay 2. Rest Periods 3. Supervisor x 1 4.PFTx2 5. Seasonal Full Time x 2 Mailing Ad'hess: Plume (319) 356-5105 Location: 10 Ea,t 1 %i751wrgtoo Sheet Fax (319) 341,179 10170 Brown Sh rot Iowa Gtil. IA 52?40-1326 Iowa City, IA 52230 ! o)|$q N' � / �' 11.1 2 0 � §g a- k \w aI )\« A| q®® ~ 2z�.� az�� $/§ ® M L 2E ! §U 10 w k CL< ? 0 Q H � | k c wz < �A $\ k2wU�, IR /)M� < In _}/ k/ U) � /°�! a