HomeMy WebLinkAbout07-09-2014 Parks and Recreation CommissionAGENDA
PARKS AND RECREATION COMMISSION
5:00 p.m.
WEDNESDAY, JULY 99 2014
MEETING ROOM B
5:00 p.m. Call to order
Approval of minutes from meeting of June 11, 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. Iowa River Restoration/Burlington Street Dam Mitigation &
Riverfront Crossings Park Planning Process
Karen Howard, Urban Planning & Steve Long, Dept. of Neighborhood &
Development Services
5:40 p.m. Willow Creek/Kiwanis Park Planning & Timeline, Brian Boelk, HBK Consulting
6:00 p.m. Neighborhood Open Space Review
6:05 p.m. Recreation Division Report
6:15 p.m. Parks Division Report
6:25 p.m. Directors Report
• Flood Update
• Emerald Ash Borer Update
• Staffing
6:40 p.m. Chairs Report
6:45 p.m. Commission Time/Suggestions for Future Agenda Items
7:00 p.m. Adjournment
MINUTES
PARKS AND RECREATION COMMISSION
DRAFT
JUNE 11, 2014
ROBERT A. LEE COMMUNITY RECREATION CENTER — MEETING ROOM B
Members Present: Suzanne Bentler, David Bourgeois, Larry Brown, Clay Claussen, Cara
Hamann, Katie Jones
Members Absent: Maggie Elliott, Lucie Laurian, Joe Younker
Staff Present: Mike Moran, Chad Dyson, Zac Hall
Others Present: Temple Hiatt, Susan Bryant
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 Brown to approve the May 13, 2014 minutes as
written. Motion passed 6-0 (Elliott, Laurian & Younker absent).
PUBLIC DISCUSSION:
Temple Hiatt, past president of Iowa City Girls Softball, was present to address a comment that
was made by Chad Dyson in a previous commission meeting regarding the amount of
scholarships offered by the organization. She stated that Girls Softball offer a 100% scholarship
as well as gloves and other equipment to those in need. Hiatt said that they have given out 64
scholarships. Dyson had mistakenly said that they offer a 50% reduction.
Brown asked how Girls Softball communicates this scholarship program to the schools. Hiatt
stated that they no longer have a good way to communicate through the schools due to their
regulations. They are able to have fliers approved for the schools but it is up to each individual
school as to whether they want to promote the program. Brown asked what equipment is
required for participants of the Girls Softball program. Hiatt stated that the only requirement is
that they have a glove. Hiatt agreed with Commission, as discussed at a previous meeting, that
transportation is an issue.
TRANSPORTATION SERVICES DIRECTOR —CHRIS O'BRIEN:
Chris O'Brien, Director of Transportation Services, was welcomed to the meeting by
Commission members. O'Brien has worked for the City for 16 years and has held his current
position since 2008. O'Brien was invited to this meeting to address concerns regarding access
of transportation for kids that want to participate in recreation programs. Brown started the
PARKS AND RECREATION COMMISSION
June 11,2014
Page 2 of 7
conversation by asking if all bus routes have to meet downtown. He proposed that perhaps
some meet at Mercer, Southeast Junior High or the Library. O'Brien stated that Iowa City uses a
"hub and spoke system" for transportation. The hub refers to the location where all busses
meet and the spoke refers to the route. Cambus, Coralville Transit and Iowa City buses all
meet downtown which has proved to be the most efficient to date. O'Brien noted that there
needs to be a good number of people riding a specific bus route to warrant an addition. At this
time if you are south of the highway, you have to take a bus to downtown and then transfer to
another bus that will take you to your destination. Brown noted that when he visited with various
schools about the lack of participation in programs, it always comes down to lack of
transportation. Moran asked what it takes to add more routes. O'Brien said it all has to do with
capacities. They must be careful to not get into a charter business. FTA regulations prevent
them from taking business away from charter services. He also noted that it is very difficult to
discontinue a route once it is started. Brown proposed that perhaps kids could be given free
bus passes to use during recreation camps etc. The kids would bring a pass, get it stamped and
that would allow them to come back the next day on the bus at no charge. O'Brien noted that
the library has a program currently that allows kids with a library card to ride the bus for free
during the summer on weekdays between 9 a.m. and 3 p.m. twice a week. Moran noted that
perhaps Recreation could offer a similar program using the ID badge system that the
department has in place. He further mentioned that it would be necessary for Coralville Transit
to agree to this arrangement as well. O'Brien suggested that perhaps a pilot program be offered
during fall/winter breaks, suggesting that it is too late to get something going this summer. This
would allow staff time to communicate to the schools/students/parents. Dyson, Moran and
O'Brien will meet to discuss further and will report at the August meeting. O'Brien noted that the
City is currently looking at bus service to the Aldi/Wal-Mart area as these are high density areas.
O'Brien went on to explain that the Transportation Department is funded through property taxes
(.950/$1000) and a third of their revenue comes from the fare box. It currently costs
approximately $100 per hour to cover the service they provide. Iowa City averages 2 million
riders per year and the community as a whole (Iowa City, Cambus and Coralville) 7 million. The
City increased but fares in 2013. The last time fares were raised was in 1991. The Commission
expressed their appreciation to O'Brien for all of this information and will look forward to hearing
back from him and staff in August.
FRIENDS OF HICKORY HILL PARK REPORT:
Moran announced that K.D. Labadie has moved so is no longer on the Friends of Hickory Hill
Board so will not be present at the Commission meetings. Zac Hall, Superintendent of Parks
will start attending their meetings.
DogPAC REPORT:
Vicki Norris was present tonight to present a proposal to the Commission to construct a dog
wash at the Thornberry Off -Leash Dog Park. Norris handed out her business proposal and gave
a PowerPoint presentation to the Commission. Vicki and her husband Brian Norris are the
owners of Greyhurst Holdings, LLC. They propose to provide customers with a dog wash that
would consist of two bays. The dog wash would be ADA compliant and handicap accessible.
They would provide a dog wash attendant onsite during the busiest dog washing hours. This
person will assist customers in selecting the proper wash, the aspects of the wash etc. They will
focus on high performance and eco-friendly washing. The dog bays will have two options for
washing a dog. There will be a tub for those comfortable with tub bathing or a mat for those
PARKS AND RECREATION COMMISSION
June 11,2014
Page 3 of 7
dogs that are not comfortable in a tub. The dog wash will accept dollar bills and credit/debit
cards. There will also be a small vending machine inside the dog wash that will have dog treats,
aprons and disposable brushes. While the dog park patrons will be their main customer, other
dog owners are welcome as well. All of the costs for the construction as well as maintenance
would be up to the Norris'. They will donate back 10% of sales to the Dog Park or to DogPAC.
Norris will present this proposal to DogPAC at their next board meeting.
NEIGHBORHOOD OPEN SPACE REVIEW
►6S1LA
RECREATION DIVISION REPORT:
Affiliate Groups: Dyson put together an affiliate group cost analysis and distributed this to
commission members. He reminded members that in 2009 they approved an affiliate group
usage policy. That existing policy was included in their packets for tonight's meeting. This policy
was established in an attempt to help with cost recovery. To date there has been no money
collected from these groups. Many of them had given donations over the years; therefore, it was
difficult to come to terms on what exactly they should be charged. In light of the City's pending
budget cuts, staff is recommending that the Commission revisit the policy and engage the
affiliate groups in discussion with the goal of re -implementing the existing policy. The
department's goal is to recover 50% of their costs. Dyson report shows that the department is
well short of that goal. The revenue currently brought in has been from non -affiliate groups
(tournaments, U-trip teams, soccer leagues). Dyson noted that Iowa City EELS Swim Club will
be handled separately as they currently pay a rental fee; however, that fee has not ever been
increased.
City Park Pool: The pool will open on Saturday, June 14. Staff had hoped to open sooner;
however, a leak in a main pipe was discovered. That has been repaired and staff began filling
the pool last week. They are now working on filtering and chemical balancing. There will be a
free swim period for patrons on opening day.
PARKS DIVISION REPORT:
Moran and Hall are reviewing the mowing routes, obligations and standards for the department.
The goal is to determine which properties are not actually the department's obligation and either
cut them from the route or work on some type of a cooperative agreement with the land owners.
Discussion will also take place regarding snow removal routes.
Hickory Hill Trail Plavground/Shelter Update: The playground has been installed. The
hardware for the shelter was delivered today so will begin construction on that very soon.
Riverside Festival Stage Maintenance/Upgrades: Hall noted that staff has made many minor
repairs to the stage and stage area. Hall recently met with Ron Clark of Riverside Theatre who
PARKS AND RECREATION COMMISSION
June 11, 2014
Page 4 of 7
gave him a list of some items that need repair. Repairs have included some fixes to the south
stage and the eaves, light fixture repairs, weather stripping of stage doors, damaged concrete
etc.
City Park Information Sign: The sign at the entrance to City Park has been removed. This sign
will be redesigned and replaced in the near future.
Maintenance Update of Various Parks/Fields: Joe Wagner, Sr. Maintenance Worker for Parks
and his crew are mulching and weeding ball fields/soccer fields etc. Parks staff are installing
some painted murals on the inside ceiling of the shelter at Mercer Park. Benches have been
placed at Wetherby Park near the splash pad.
Claussen noted that he went to the Party in the Park event at Terry Trueblood Recreation Area
and noted that it was very nice. He recommended some healthier snacks be offered.
DIRECTORS REPORT:
Ashton House Report: The handicap ramp will be delivered next week and will then take about
two weeks for installation. Project GREEN is currently working on the landscaping around the
house. Phase 3 will go to bid in July. This will include trail connections and more landscaping
of the Normandy Drive area.
TTRA Report: Rentals at the marina are going extremely well. Fin & Feather have purchased
more equipment to keep up with rental demands. Two docks will be extended in length to
provide space to lock down the additional equipment.
Staffing: Moran reported that staffing has been very challenging this summer. He doesn't have
an explanation for the decline in interest. The department uses many outlets for advertising
these job openings.
Mobile Vending: City Council passed a new initiative allowing mobile vendors to set up in
various areas of the city. For example, vendors may be setting up in Chauncey Swan Park on
Thursday and Friday evenings and near the City Park rides. Other locations may be added if the
City receives numerous applications. Vendors will be charged $15 per day (same as the
Farmers Market daily vendor fee).
Ryerson's Woods Park: This park has been designated a state preserve. We hope to have the
governor present in July.
Pedestrian Mall Playground: Moran passed out some renderings of the soon to be updated
playground on the Pedestrian Mall. This project went to bid yesterday and those are due on
June 20. This project will be done in August after library programs end and before school starts.
Murals: Murals will be placed at the College St. Bridge, Mercer Park and Fairmeadows Park.
Emerald Ash Borer: A gentleman in Iowa City has found what has been confirmed as Emerald
Ash Borer. After removing some branches from this tree and looking at other trees within a ten
PARKS AND RECREATION COMMISSION
June 11,2014
Page 5 of 7
minute walk of his property, no others were found. A news release will go out next week. Iowa
City has not yet been declared as infested. This is good as staff will not need to grind trees
down prior to taking to the landfill.
CHAIRS REPORT:
None
COMMISSION TIME/SUGGESTIONS FOR FUTURE AGENDA ITEMS:
Hamann noted that there is a drinking fountain located at the Court Hill Trail near the football
field that would allow for the addition of a dog drinking fountain as well. She would like to see
that added if possible, as well as others at places where these types of fountains currently exist.
She would also suggest that this type of fountain be used when any are being replaced or new
ones are being installed.
Jones asked if there was anything Commission should be doing regarding Blue Zone projects.
Dyson said there is a lot of planning going on right now and will likely have some things starting
in September.
ADJOURNMENT:
Moved by Jones seconded by Brown to adiourn the meeting at 7:10 p.m. Motion passed
9-0.
PARKS AND RECREATION COMMISSION
June 11,2014
Page 6 of 7
PARKS AND RECREATION COMMISSION
ATTENDANCE RECORD
NAME
M
M
r
r
M
a
v
v
v
v
TERM
4
.'
EXPIRES
Suzanne
1/1/17
*
X
X
X
NM
X
X
X
O/E
X
X
X
Bentler
David
1/1/15
LQ
X
X
X
X
NM
X
X
X
X
X
X
X
Bourgeois
Larry
1/1/18
"
'
*
'
'
X
X
O/E
X
X
X
Brown
Clay
1/1/14
LQ
X
X
X
X
NM
X
X
X
X
X
X
X
Claussen
Maggie
1/1/13
LQ
X
X
X
X
NM
X
X
X
O/E
X
X
O/E
Elliott
Allison
1/1/14
LQ
X
O/E
O/E
X
NM
X
Gnade
Cara
1/1/16
LQ
X
X
X
X
NM
X
X
X
X
X
X
X
Hamann
Katie
1/1/18
X
X
X
X
X
X
Jones
Lucie
1/1/15
LQ
O/E
O/E
X
X
NM
X
OIE
X
X
X
X
O/E
Laurian
John
1/1114
LQ
X
X
X
X
NM
X
*
*
X
Westefeld
Joe
1/1/16
LQ
X
X
X
O/E
NM
X
X
OIE
X
X
X
O/E
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 Moran
FROM: Chad Dyson
DATE: July 3, 2014
RE: June 2014 Monthly Report
S.P.I.
SPI Summer Session I programs began with 46 participants in Special Olympics (SO) Softball,
74 in SO Track & Field, 80 in SO Bocce and 32 in the Adapted Aquatics programs.
(Master Plan: Enhance Program Development)
Zinnia Miller, a University of Iowa student, began an internship with the Recreation Division.
She is a therapeutic recreation major and will be working primarily with the SPI programs.
(Master Plan: Collaborate with Community Organizations and Businesses and Expand
Department Volunteer Opportunities)
Staff attended a City of Iowa City sponsored Diversity and Inclusion Training session.
(Master Plan: Enhance Program Development)
Three Special Olympics athletes and a coach from the Recreation Division attended the 2014
Special Olympics National Games in New Jersey. The athletes did well in their competitions
and enjoyed the many Special Olympics sponsored events and activities.
(Master Plan: Enhance Program Development)
The SPI Bowling Tournament was a large event again this year with 80 bowlers registered. At
the Awards Banquet, the top 3 bowlers in 4 Divisions were recognized with trophies and all of
the bowlers received participation awards.
(Master Plan: Enhance Program Development)
PRESCHOOL/JR./SR. HIGH ACTIVITIES - SCANLON GYM
Summer youth sports began: Tee Ball, Skateboarding, Taekwondo, and Youth/Adult Tennis.
Changes from summer 2014 include: additionally tee ball location at Mercer Park and
adding tennis lessons at West High. (Goal 3: Enhance Program Development and Goal 10:
Plan for Continued Equitable Level of Service as Community Grows
• The Mercer Aquatic Center Scanlon gym hosts the ARC of Johnson County Day Camp
Monday —Friday 7 am — 5 pm. The Grant Wood Gym hosts Grant Wood Day camp Monday -
Friday 7 am — 5:30 pm and Grant Wood Neighborhood association roller-skating on
Mondays 5:30-8 pm. (Goal 8: Collaborate with Community Organizations)
Recreation Division
June 2014 Monthly Report
Page 2 of 4
• Began tweeting daily the Scanlon Gym open hours. (Goal 6: Increase Awareness of Program
Offerings)
• Continued promotion of upcoming youth sports through "youth sports page" on ICRD
website, ActiveNet and flyers. (Goal 6: Increase Awareness of Program Offerings) 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)
SPORTS/WELLNESS
All equipment in the fitness room is in working order. (Goal #9 — Continue to Provide Equitable
LOS in Existing Parks and Facilities).
Staff posted upcoming program information on the department's web page. Staff also posted
articles on the department's website regarding the Independence Day facility schedules/closures.
(Goal # 6 — Increase Awareness of Program Offerings).
6,130 people were recorded on the hourly attendance in the month of June at the RAL Recreation
Center. Attendance is now taken from 3:30pm until closing. (May 2014- 8,420. June 2013-
12,612) (Goal #2 — Track Performance Measures).
Staff posted upcoming program information on the three slide -show monitors in the RAL
Recreation Center. Slides about our Adopt -A -Park program, guitar lessons, and the Youth
Triathlon are just a few of the new ones. (Goal # 6 —Increase Awareness of Program Offerings).
SOCIAL/CULTURAL
The Optimist Chub of Iowa City graciously donated $500.00 again this year to make the ART IN
THE PARK program at Farmer's market possible. (Master Plan: pursue alternate funding )
CITY PARK RIDES opened Memorial Day weekend. It was great fun to sit and sell tickets to so
many people that say they anticipate opening day each year because it signals the beginning of
summer to them. Staff spent several days reviewing past procedures, developing a manual,
training staff and selecting new reporting procedures. Other than stormy days, the rides
experienced steady and often busy attendance. Sadly, the rides were moved out of the lower park
on Tuesday, July 1 due to the impending flooding of lower City Park. (Master Plan: Create
service standards and track performance )
SUMMER CAMP opened June 9 after a week-long staff training. Almost every week of camp
sees at least 80 youth enrolled. Most popular by far is the Harry Potter Week coming in July with
Imaginative Inventors running a close second in August. All Art Camps have filled to capacity.
SUMMER CAMP has experienced a large increase in the numbers of children with more critical
special needs enrolling for many sessions. We have held several pre camp conferences with
parents and made necessary accommodations in order to assure a successful summer for
everyone. (Master Plan: Enhance program development)
Staff attended the unveiling of the HERKY at Terry Trueblood Recreation Area
Recreation Division
June 2014 Monthly Report
Page 3 of 4
Another PARENTS NIGHT OUT was held in May. 17 youth attended. The Downtown District
and Parks and Recreation have learned a lot these past 6 months in regard to these events. We
plan to continue this collaboration in December to encourage shopping in the downtown. (Master
Plan: Collaborate with community businesses)
Staff joined a BLUE ZONES Moia Committee and have attended the orientation meetings. Soon
these groups will be rolling up their sleeves to help Iowa City citizens "Live Longer Better."
(Master Plan: collaborate with Community organizations and businesses/enhance program
development)
Staff attended the showing of Plight of the Monarch at the East Side Recycling Center.
Our own MONARCH WAYSTATIONS at Hickory Hill Park, Wetherby and Hunters Run are
complete in planting and will soon have their signs up. (Master Plan: collaborate with
Community Organizations)
Conversation was held with Johnson County Conservation to discuss FISHING EVENTS and
the stocking of Terry Trueblood Recreation Area. It was decided that the department will
continue to offer some kind of fishing event near the time of the stocking but will be sensitive to
the events already offered in the area. (Master Plan: Collaborate with organizations and
businesses)
The Fall DANCE PROGRAM will take on a bit of a new look this year. Check out the new
classes to be offered beginning in September.
PARTIES IN THE PARK continue to draw large crowds. The first event, held at Terry
Trueblood Recreation Area, near the Playground, drew a surprising 125 people! Once the school
year headed into overtime to make up school days we thought for sure a school night would
tamper with the numbers. THIS is when it's nice to be wrong. What a great way to start the
summer!
Staff attended the Neighborhood Center of Johnson County SUMMER FAIR at Wetherby Park
to distribute our guides and other summer materials. (Master Plan: Communicate department
offerings to the public)
In addition to the regular policy and procedure orientations, staff was trained in Child Abuse
Identification and Mandatory Reporter, First Aid and CPR and ALICE (active shooter). (Master
Plan: create service standards)
The DISCOVERY GARDEN was given recertification by Nature Explore in June. Please visit
www.natureexplore.org and visit certified classrooms. Better yet? Visit our garden on the north
side of the Recreation Center. (Master Plan: assure programming opportunities are available to
all geographic sectors of the city)
MARKET MUSIC AND ART IN THE PARK are all underway and receiving grand reception
again this year.
(Master Plan: FUN!)
Recreation Division
June 2014 Monthly Report
Page 4 of 4
After 2 years of weather, the Parks and Recreation Department sponsored GEOCACHES have
all been restored.
And finally, believe it or not....calls for fall program and classes have been sent. The FALL
ACTIVITY GUIDE should be available the week of August 18.
AQUATICS
Programs
We currently are entering our second session of swim lessons at Mercer Park and The Robert A.
Lee Recreation Center and the first session at City Park Pool. We are experiencing a rapid
increase in the popularity of private swim lessons. As we approach/ coordinate the Fall season
we will look for ways to capitalize on this. June has been a month of growth and development
for our instructor staff. The systems that have been established since last year are starting to pay
dividends. Training, detailed lesson plans, and clear expectations have allowed the overall
quality of our lessons to vastly improve. I truly feel our lesson program is one of the best in area.
To confirm this I will be scheduling site visits for Coralville, North Liberty and the University of
Iowa; the overall goal is to see what areas we can develop further.
Facilities
We are gearing up for the August shut down of Robert A. Lee Recreation Center. Our plan is to
do some minor tank maintenance to include; flex joint repair, re -caulking, and tile repair. The
pool shell itself will be painted. The painting will be the largest project we take on but the other
minor projects are necessary.
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July 3, 2014—
CITY OF IOWA CITY
410 East Washington Street
Iowa City, Iowa 52240-1826
(319) 356-5000
(319) 356-5009 FAX
Www.lcgov.org
MONTHLY FACILITIES REPORT
MONTH REPORTED:
June 2014
PREPARED BY:
Scott Justason, Facilities Manager
July 3, 2014
Page 2
1. ENERGY PERFORMANCE TRENDS
The Energy Data is unavailable for the month of June at the time of this report.
This includes electrical, gas and water. The data will be updated in next month
report.
1.1 Electrical Usage:
Facilities Electric Charges Jan Feb Mar Apr
City Hall
$5,348.54
$5,099.39
$4,906.87
$4,923.86
RALRC
$2,707.53
$2,599.24
$2,558.89
$2,478.20
Mercer/Scanlon
$4,783.33
$4,535.49
$4,610.40
$4,496.95
TTRA- Lodge
$323.40
$323.84
$284.22
$352.51
TTRA-Marina
$136.64
$132.42
$116.83
$114.99
Fire Dept -Station #2
$1,124.53
$1,107.49
$958.25
$793.60
Fire Dept -Station#3
$310.44
$294.33
$263.18
$250.85
Fire Dept -Station 44
$1,348.25
$1,349.91
$1,200.46
$891.64
Se n i o r Center
$2,050.88
$2,037.78
$1,893.74
$2,345.50
Ashton
$101.99
$86.66
$76.81
$53.86
TOTAL
$18,235.53
$17,566.55
$16,869.65
$16,701.96
July 3, 2014
Page 3
RAL Recreation Center
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July 3, 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 Park 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 Park Shelter#8
$24.57
$22.38
$21.06
$22.47
City Pa rk Grey Brick
$17.47
$16.15
$16.24
$40.79
City Park 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 Park 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
July 3, 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
Dover St 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 & 4 Lts
$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 M2
$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
TOTAL
$2,072.23
$1,739.12
$1,794.80
$1,999.54
July 3, 2014
Page 6
1.2 Gas Consumption:
Facilities Gas Charges Jan Feb Mar Apr
City Hall
$3,871.39
$4,103.29
$3,829.63
$1,651.91
RALRC
$5,274.54
$5,861.75
$5,574.98
$4,138.68
Mercer/Scanlon
$6,938.92
$6,673.31
$4,775.09
$5,905.52
TTRA-Lodge
$345.93
$396.22
$184.95
$162.94
TTRA- Marina (LP)
$1,744.02
$487.10
$316.02
Fire Dept -Station #2
$118.54
$136.06
$103.68
$65.70
Fire Dept -Station #3
$473.41
$560.98
$290.67
$100.52
Fire Dept -Station #4
$612.38
$1,030.18
$634.16
$100.96
Senior Center
$2,922.05
$2,889.16
$1,892.66
$1,220.73
Ashton
$561.89
$497.97
$499.71
$209.39
TOTAL
$21,119.05
$23,892.94
$18,272.63
$13,872.37
Monthly Facilities Gas Charges
$25,000.00
$20,000.00
$15,000.00
$10,000.00
$5,000.00
$0.00
Jan
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City Hall
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July 3, 2014
Page 8
Parks Gas Charges Jan Feb Mar Apr
Lower City Park
$426.36
$428.25
$384.32
$240.09
City Park Shelter MB
$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
TOTAL
$800.42
$827.37
$741.78
$431.69
July 3, 2014
Page 9
1.3 Water Use:
City Hall
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July 3, 2014
Page 10
Ashton House
Fire Station N2
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Senior Center
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1.3 .1 RALCRC excessive water consumption:
Mercer/Scanlon
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TTRA Marina
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Water readings are received quarterly. The next set of readings will help to determine the next
course of action.
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.
July 3, 2014
Page 11
Upgrading the BAS system would have a significant positive impact on energy consumption and
conservation as well as reduce unnecessary controls and equipment failures. Many of our city
facilities are using newer BAS controls (2-10yrs) that may or may not require simple software
upgrades in order to maintain system compatibility with ITS servers. Energy rebates are also
available for many projects of this type.
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. There is a very old
pneumatic control system that is completely stand- alone and inefficient. 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 accordingly.
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. As the
controls fail, upgrades will be required on an emergency basis. This makes repairs and
upgrades unnecessarily expensive. 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`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.
July 3, 2014
Page 12
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.
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 was called to various sites for plumbing service issues.
Advanced electric was called to various sites for electrical service issues.
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. Pre bid conferences and bid openings are scheduled in July.
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. A Quality
Assessment Survey was distributed to City employees in an effort to gain insight to internal
customer needs from a maintenance and custodial standpoint. Initial feedback has been good.
Follow up will take place in late July or early August.
July 3, 2014
Page 13
3.4 Project Requests:
3.4a
Pool temperature control/automation — a new heat exchanger has been
scheduled for installation during the next pool shutdown period.
A proposal for the automation portion came in at $11,391. We are looking
reduce the cost. Automating the pool control will have a significant energy
reduce operating costs long term. No update for June.
ordered and will be
at other options to
saving impact and
3.4b
Technology Plan — We are working with contractors and technicians in developing a
Technology Plan that will outline a long term course of action to upgrade and retrofit BAS/EMCS
systems city-wide. The 5year plan is intended to aide in requesting capital for CIP funding to
bring the City of Iowa City energy management, building HVAC, lighting and other equipment to
modern standards. The Vt phase of the plan has started with the projects outlined in section 4
of this report. Budget pricing is expected by mid -July.
4. PROJECT STATUS REPORTS
4.1 City Hall HVAC Replacement Project:
PH1 PD/FD RTU replacement —Punch list items were nearly completed in June. Controls
training is yet to be scheduled.
PH2 North Court RTU replacement — Council approved June 17. Pre bid conference was held
June 26. Bid opening is scheduled for July 10.
4.2 Project to Upgrade Building Automation System (BAS) to Connect Three Buildings.
Completed with the exception of system operator training. We will 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
July 3, 2014
Page 14
data entry duties to help expedite the process moving forward. We are nearly ready to run a test
batch of recurring work orders for auto generation. We are excited to be having this software
very close to 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 154 work orders completed.
Normal daily maintenance/custodial routine = 81
Building occupant requests = 64
In-house maintenance repairs = 7
Service calls to contractors = 2
RALRC - There were 96 work orders completed.
Normal daily maintenance/custodial routine = 31
Building occupant requests = 18
In-house maintenance repairs = 28
Service calls to contractors = 0
Aquatics = 19
Mercer/Scanlon - There were 70 work orders completed.
Normal daily maintenance/custodial routine = 41
Building occupant requests = 0
In-house maintenance repairs = 10
Service calls to contractors = 2
Aquatics = 17
Other Aquatics Facilities - There were 25 work orders completed.
Normal daily maintenance/custodial routine = 8
Building occupant requests = 0
In-house maintenance repairs =16
Service calls to contractors = 1
Aquatics = 0
TTRA - There were work 4 orders completed.
Normal daily maintenance/custodial routine = 4
Building occupant requests = 0
Service calls to contractors = 0
Ashton House - There were 1 work orders completed.
Normal daily maintenance/custodial routine = 1
Building occupant requests = 1
Service calls to contractors = 0
Fire Stations - There were 0 work orders completed.
Building occupant requests = 0
July 3, 2014
Page 15
In-house maintenance repairs = 0
Service calls to contractors = 0
The Center — There were 0 work orders completed.
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. A temporary custodian position has been posted to fill in while short-handed.
Jarod Tylee resigned from his position as MW1/Pools as of June 26. A staffing plan is under
development. Focus will be future needs with other staff retiring this summer/fall.
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.
Boiler and Chiller water chemical levels were reported normal at last sample submitted to Aqua
Technologies Inc., (ATI).
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. Ron Knocke will review some other projects of this scope to determine if this
proposal is in line.
July 3, 2014
Page 16
8.1 TTRA- Installing contractor called to make leak repairs to the west great room AC system.
8.2 Ashton House — Affordable Cooling, the sub -contractor was on site to complete startup of
AC systems.
No issues to report for June.
0 M YA on M_ M IN
_
Contractors excavating on the sidewalk damaged the main power lines feeding RALRC. The
building was shut down for repairs on June 30 for most of the day. The company refuses to take
responsibility for damages at this time. The matter has been turned over to legal. Advanced
Electric made the repairs upon my request and an incident report was submitted to finance.
C I'rY O F I ONV A CI I %I
Date: July 3, 2014
To: Michael Moran, Director
From: Zac Hall, Superintendent
Re: Parks Monthly Report - June 2014
I. GENERAL OPERATIONS
HOURS
a.
Mowing
899.75
b.
Cleaning
355.8
c.
Equipment Repair
221
d.
Construction
209.5
e.
Garbage
194.5
f.
Facility Repair
115.5
g.
Ground Repair
90.5
h.
Miscellaneous
86.25
i.
Plumbing/Electrical Repair
83
j.
Weed Eating/Mulching
77.5
k.
Playground Repair
70
1.
Carnival
54
m.
Hauling
21
n.
Pickup/Drop off Materials
20
o.
Meetings/Office Work
19
p.
Spraying
13
q.
Vandalism Removal
9
220 S. Gilbert Street • Iowa City, Iowa 52240-1632 • (319) 356-5100 • FAX (319) 356-5487
CITY U 1= IOWA CITY
Date: July 3, 2014
To: Michael Moran, Director
From: Rae Lynn Schepers, Sr. MW — Forestry
RE: Forestry Monthly Report —June 2014
I. FIELD OPERATION / SERVICE REQUESTS HOURS
a. SERVICE REQUESTS: 48, Trees Pruned = 23, Trees Removed = 25 221
Includes posting "No Parking" signs — 8 hours
Includes EAB Requests — 46.5 hours
b. STORM DAMAGE —Streets 15
c. PARKS & SPECIAL REQUESTS: 2, Trees Pruned = 1, Trees Removed = 6 36.5
d. TRANSIT: 1, Trees Pruned = i
e. PUBLIC WORKS: 1, Trees Pruned = 3
.5
0
II. FIELD OPERATIONS / GENERAL
a. ROUTINE STREET MAINT: Trees Pruned = 241, Trees Removed = 20 219.5
Includes watering street trees —19 hours
Includes EAB Prep —53 hours
b. ROUTINE PARK MAINT: Trees Pruned = 104, Trees Removed = 2 91.5
c. TRAIL MAINTENANCE: 51
All vegetation removal — see attached
d. SPECIAL PROJECTS: 7
Shakespeare Theater light repair
e. TRANSPLANTING/HANDPLANTING: 5
Assisted IC Landscaping to replace rejected tree at 4 S. Linn St
f. TREES REMOVED: CLASS I = 30, CLASS 11 = 19, CLASS III = 9
III. MAINTENANCE OPERATIONS
a. CHAINSAW/HAND TOOL MAINTENANCE
Saws & Chains
30.5
Hand Tools
6.5
b. EQUIPMENT TRANSFER/MAINTENANCE
Transfers
1
Maintenance
23.5
c. SHOPTIME
Cleaning
1
Errands
.5
d. DUMP CHIPS/FUEL TRUCKS
6.5
IV. ADMINISTRATION
a. Meetings
2.5
b. Contract Prep/Checking
18.5
c. Service Requests
33
d. Planting Prep
3.5
e. Office Work
3.5
f. Logs
9.5
FORESTY WORK COMPLETED IN VARIOUS PARKS TRAILS RIGHT OF WAYS AND GREEN SPACES
Location
Trim
Removal Class
Work Hours
Other
TTRA
38
9.5
Willow Creek Park
-
2
Chipping
Villa Park
2
6
Wetherby Park
1
III
9
Scott Park
2
3
Lower City Park
43
18
Oak Grove Park
-
2
Chipping
Walden Woods
Green Space
5
8
Hunters Run Park
10
2
Mercer Park
3
7
Ashton House
-
2
Hauling Debris
North Market
Square Park
-
1
19.5
TOTAL
104
2 — III
88 Hours
Hickory Hill Trail
-
_
4
Vegetation
Removal
Napoleon Trail
-
_
3
Vegetation
Removal
Creekside Trail
-
-
6
Vegetation
Removal
Scott Park Trail
-
-
3
Vegetation
Removal
Windsor Ridge
Vegetation
Trail
18
Removal
Hwy #6Trail
III
11
Vegetation
Removal
West High Trail
6
Vegetation
Removal
TOTAL
1— 111
51 Hours
Grand Total
Pa
n
Monthlv Total
ra Grand Total CBP
w Grand Total Parks
To: Mike Moran
From: Russell Buffington
Date: July 2, 2014
Re: Monthly Report for June 2014
,J®FIOwl9„
ry
a non -perpetual care cemetery
established in 1843
L OPERATING
AMOUNT
A. Interments ( 9 )
1.
Cremation, Resident
1 @ $200.00
$200.00
2.
Cremation, Resident, w/ tent & chairs
1 @ $280.00
$280.00
3.
Cremation, Resident, weekend
2 @ $300.00
$600.00
4.
Cremation, Non -Resident
1 @ $300.00
$300.00
5.
Niche Cremation, Res., weekend w/ tent & chairs
1 @ $460.00
$460.00
6.
Adult Full Burial, Resident
1 @ $600.00
$600.00
7.
Adult Full Burial, Resident, w/ O.T. Charge
1 @ $702.97
$702.97
8.
Adult Full Burial, Non -Resident
1 @ $900.00
$900.00
INCOME FROM INTERMENTS
$4,042.97
B. Lot Sales
1. Resident, Adult Monument Space
6 @ $700.00 $4,200.00
2. Non -Resident, Adult Monument Space
2 @ $1,050.00 $2,100.00
3. Non -Resident, Flush Cremation Space
2 @ $450.00 $900.00
INCOME FROM LOT SALES $7,200.00
TOTAL INCOME FROM INTERMENTS & LOT SALES $11,242.97
Mailing Address: Plwne (319) 356-5105 Location:
410 East Washington Street Fax (319) 341-4179 1000 Brown Street
Iowa City, IA 52240-1826 Iowa Cihj, IA 52240
II. CEMETERY MAINTENANCE
HOURS
A.
Funerals
42
B.
Grounds Maintenance
100.5
C.
Equipment Repair & Maintenance
62
D.
Building Maintenance
16
E.
Cemetery Plantings
17
F.
Mow Cemetery
179
G.
Trim Cemetery
140
TOTAL CEMETERY MAINTENANCE
556.5 HRS
III. BUDGETED & SPECIAL PROJECTS
HOURS
A.
Lot Locating
14
B.
Lot Sales
6
C.
Meetings
2
D.
Genealogy Requests
2
E.
Funeral O.T.
4
F.
Monument Repair
0
G.
Grave Repair
0
H.
Safety Training
4
TOTAL BUDGETED & SPECIAL PROJECTS 32 HRS
IV. ADMINISTRATION & OFFICE DUTIES 119.5 HOURS
V. OUTSIDE MAINTENANCE HOURS
A. Mow outside cemetery 4
B. Trim outside cemetery 4
TOTAL OUTSIDE MAINTENANCE 8 HRS
TOTAL CEMETERY HOURS 809.5 HOURS
*total hours include the folloii,iug
1. Leaves with pay
2. Rest Periods
3. Supervisor x 1
4.PFTx2
5. Seasonal Full Time x 2
Mailing Address: Phone (319) 356-5105 Location:
410 East Washington Sheet Fax (319) 341-4179 1000 Brom Street
Imoa Cihj, IA 52240-1826 Imoa City, IA 52240