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HomeMy WebLinkAbout05-13-2015 Parks and Recreation CommissionAGENDA PARKS AND RECREATION COMMISSION 5:00 p.m. WEDNESDAY, MAY 13, 2015 ROBERT A. LEE COMMUNITY RECREATION CENTER MEETING ROOM B 5:00 p.m. Call to order Approval of minutes from meeting of April 8, 2015 5:01 P.M. Public discussion of any item not on the agenda 5:03 p.m. Friends of Hickory Hill 5:10 p.m. JC DogPAC Discussion 5:30 p.m. Neighborhood Open Space Review 5:35 p.m. Recreation Division Report • Blue Zones Update • Summer Programming • Projects Update • Affiliate Update 5:45 p.m. Parks Division Report • New Hires for Parks Division o Horticultural Specialist o Horticultural Intern • Downtown Planting • TTRA Planting • Chadek Green Park (Gardens) • Weideman Walk • Forever Green Tree Planting • City Park Amusement Rides • New Trash Receptacles 6:00 p.m. Directors Report • Neighborhood Park Updates • Marina Contract Update ■ RAGBRAI • Fanners Market Update • Riverfront Crossings Update 6:15 p.m. Chairs Report 6:25 p.m. Commission Time/Suggestions for Future Agenda Items 6:35 p.m. Adjournment MINUTES DRAFT PARKS AND RECREATION COMMISSION APRIL 8, 2015 ROBERT A. LEE COMMUNITY RECREATION CENTER — MEETING ROOM B Members Present: Suzanne Bentler, Larry Brown, Clay Claussen, Cara Hamann, Katie Jones, Lucie Laurian, Joe Younker Members Absent: David Bourgeois, Maggie Elliott Staff Present: Mike Moran, Zac Hall Others Present: Stefanie Bowers, Karin Franklin, Shannon Greene, Del Holland, Elizabeth Kahler, Jennifer Selby, Karla Tonella 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: Del Holland, member of the audience and of the Iowa City Cohousing group, asked to change the text in the final paragraph on Page 2 of the February 2015 minutes. He asked that the word "therefore" be changed to "subsequently and for unrelated reasons" in the sentence that currently reads "Therefore, the group has revised their plan. Moved by Younker, seconded by Bentler to amend the minutes as requested by Del Holland. Motion passed 7-0 (Bourgeois and Elliott absent). PUBLIC DISCUSSION: Karla Tonella and Elizabeth Kahler were present from the public to talk about their concerns regarding the maintenance of Thornberry Off -Leash Dog Park. Tonella expressed that she does not approve of fees increasing but services decreasing, stating that the area is in need of reseeding. She further stated the sandy areas are taking over the grounds and that the pond is in bad shape. She asked if the pond is tested and if the results are posted. Moran noted that it is tested and that results are posted on a clipboard at the entrance to the pond. Tonella said that she has not seen the postings. She also discussed her concerns about snow removal being done poorly thereby making it necessary to park users to shovel themselves for safer walking paths. Tonella expressed her disapproval of David Bourgeois as a staff member for the dog park. Claussen suggested that she set up a meeting with staff to discuss her concerns, Kahler then spoke stating that she has been using the park since September 2014. She said that while it is a terrific park, that it needs to be maintained to stay that way. She also reiterated that it is in need of reseeding and that the sandy area is spreading. She said that she has attempted to set up a meeting with the parks superintendent but has not received a response to date. Hall was present at tonight's meeting and told Tonella and Kahler that he would set up a meeting with them. PARKS AND RECREATION COMMISSION April 6, 2015 Page 2 of 6 BLUE ZONES DISCUSSION: Shannon Greene, Community Program Manager, is working to take Iowa City from a Blue Zones demonstration site to an official registered Blue Zones Community. Iowa City was one of ten communities selected as a Blue Zone demonstration site. To become a Blue Zones Community there are set goals that need to be achieved in the following six sectors: • 20% of citizens sign the Blue Zones Personal Pledge and complete one action • 25% of public schools become Blue Zone Schools 50% of the top 20 employers become a Blue Zone Worksites • 25% of independently or locally owned restaurants become a Blue Zone Restaurants • 25% of grocery stores become a Blue Zone Grocery Stores Completion of the Blue Zones Community Policy Pledge Iowa City has to achieve 17 points to become a Blue Zones Community, although beyond 17 points is even better. The Blue Zones Representatives present tonight brought to the Commission two policies for the Commissions review. Jennifer Selby presented Commission with a draft neighborhood gardens policy. Selby is working to create this program that allows a person and their neighbors to choose a piece of City property to place a neighborhood garden. The idea is that the City would till up the area and then plow it over at the end of the season; however, the neighborhood would be responsible for all of the maintenance throughout the season. Moved by Younker, approved by Brown to approve the Neighborhood Garden Policy as written in an effort to take another step towards making Iowa City a Blue Zones Community. Passed 7-0 (Bourgeois and Elliott absent). Karin Franklin with Blue Zones then presented a draft resolution to the Commission that states that it be a practice in Iowa City to provide free drinking water access in public parks. The resolution states that when a new public park space is established within the city, water lines are extended and water fountains be provided if potable municipal water lines are within 300' of the space. In the case of existing parks, public water fountains will be provided at a ratio of 1 fountain per 10 acres or less. For the parks that are larger than 20 acres, public water fountains will be provided at each major entrance into the park. When implementing this policy in existing parks, this shall be done through an annual allocation of funds in the City's 5-year capital improvement plan. Moved by Laurian seconded by Bentler, to accept the resolution stating that water fountains will be provided in public parks of Iowa City where feasible as written. Passed 7-0 (Bourgeois and Elliott absent. INCREASING DIVERSITY ON CITY BOARDS & COMMISSIONS PRESENTATION: Stefanie Bowers, the Iowa City Human Rights/Civil Rights Coordinator, was present to discuss ways to increase diversity on boards and commissions within the city. She noted that in 2012 the City Council established the Ad -Hoc Diversity Committee to review issues relating to diversity within the City organization. This group "concluded that the City could improve its services, programs and operations as they relate to minority populations and developed a set of recommendations for the Council to consider." This group concluded that there is a lack of diversity within the boards and commissions. The City Council is in support of developing action plans to increase representation on boards and commissions, particularly persons of color. Bowers stated that it is important that boards and commissions represent everyone in the community. She said that there are many people in the community who are not informed PARKS AND RECREATION COMMISSION April 8, 2016 Page 3 of 6 of vacancies who are qualified to participate. She discussed plans for better communication of board vacancies. City staff is currently reviewing the applications that are used for board and commission positions in hopes to make a uniform application. The current application asks for occupation and place of employment. This is a question that has been determined not to play a role in a person's activity on a board. She noted that if a conflict of interest is a concern, it will be revealed in other questions throughout the application. While boards/commissions are discussing ways to advertise their vacancies she said to keep in mind that these ads need to include items such as the residency requirements along with the time and place of meetings. It is also important to let applicants know of the gender balance requirement. Bowers noted that some venues available for advertising vacancies include the library, city buses, Recreation Center, City Hall, Housing Authority, Senior Center, social media and news releases. She suggested that the Parks and Recreation vacancies be advertised in the departments activity guide. She also suggested that boards and commissions reach out to cultural institutions, places of worship, community events/fairs that they belong to. She noted in these discussions it is important to let others know why you joined, what your experiences have been and to share the benefits of being a member. City staff and boards/commissions will be required to present an annual equity/diversity report. The Parks and Recreation Commission will want to report what steps they are taking to encourage a more diverse board. RECREATION DIVISION REPORT Affiliate Update: Moran reported in Dyson's absence. Dyson and staff support the formation of a youth sports council advisory board. This council would assist with the formulation of a cost recovery plan. Dyson plans on creating this group in June or July. The sports council will present a final draft version of cost recovery plans to the Commission in September or October. The group will also discuss issues that include transportation challenges, low income/sponsorships for youth sports, grant applications, volunteers and more. PARKS DIVISION REPORT Garden Plots: Registration for community garden plots began on Monday, April 6. The City offers 110 plots at Wetherby Park and 36 at the new Chadek Green Park. All of the plots at Chadek Green Park have been leased. There are currently about one-third of the plots still available at Wetherby Park. Parks Equipment: The Parks Department is in the process of placing new trash receptacles in parks. The goal is to eventually replace all of the aluminum cans and the wooden crates that they sit in. These particular receptacles will not allow public to put in whole bags of trash. Hall noted that staff has already found trash bags of garbage left outside of the new containers. Bentler asked if staff will be adding more recycling containers. Hall said that it is in the current CIP and as of July 1 he will have the authority to start purchasing them. Park Shelters: Park shelters were opened for rentals this week. Staff has been in the process of turning on the water at these facilities. Black Hawk Mini Park: Hall announced that the Iowa City Public Art Advisory Committee selected London's Cecil Balmond to create a pedestrian mall signature art piece. Trail Clean -Up: Hall noted that there are a number of clean-up activities scheduled in April which include Kiwanis Park along the creek, Ralston Creek behind the Recreation Center, and other activities surrounding Earth Day on April 22. Brown noted that staff may want to take a look at the bike path by the old water treatment plant. PARKS AND RECREATION COMMISSION April 8, 2015 Page 4 of 6 DIRECTORS REPORT: Riverfront Crossings: Moran had hoped to have a design plan for Commission's review tonight; however, he did not receive in time for this meeting. He noted that the bids for the demolition came in lower than expected but the mercury abatement will cost more than expected. Once that process is going the next step is to remediate wetlands and do creek restoration. Once all of that is complete, then they can start focusing on the park. Moran will recommend phasing of this project similar to what was done for the TTRA project. Friends of Hickory Hill: Jace Werderitch, Eagle Scout, is creating a bridge design as his project. This will be in the northern portion of Hickory Hill Park. He hopes to have this complete in June. Moran has met with the Friends group to discuss the RFP process for other park updates. Neighborhood Park Updates: • Chadek Green Park Meeting: Moran announced that 65 people attended the Chadek Green Park meeting. They gave many good ideas which have been recorded. Staff will discuss the items on the list and determine which are feasible. Moran expects that there will be requests for more garden plots and will consider this for next year. There are still plots available at Wetherby Park • Reno Street: Moran will meet with the Reno Street Neighborhood on Monday at 6:30 p.m. at Horace Mann Elementary. There is a new shelter in the park and staff has moved some equipment to the front of the park. • Highland Park: Tom McInemy is leading this project. McInerny was the architect that did the work for the Ashton House and is also lives in this neighborhood. The shelter for this park is ready to be installed. • Hickory Trail Park: The shelter is ready to install. Still have some shades for the playground equipment coming. • Tower Court: The spray pad has been ordered and staff will be placing the order for the playground soon. Staff will be going to the Oaknoll Foundation to request the possible funding of some senior exercise equipment for the park. Park Signs: Four more signs will go up soon. These include signs for Chadek Green, Tower Court, Creekside and Willow Creek Parks. CHAIRS REPORT: Claussen asked if there will be a park adjacent to the South Sycamore Elementary School that will be opening this fall. Moran said that this is property owned by the school so will be up to them. He further noted that the Parks and Recreation Department will have a 28E use agreement with the school. Claussen noted that his daughter is the commissioner of the Iowa City Girls Softball T-Ball League. She said that numbers are down considerably (40 less than last year). She said that they lost 30 kids when Regina pulled out. He feels that the league will need some assistance in finding ways to increase the numbers and in cost recovery. COMMISSION TIME/SUGGESTIONS FOR FUTURE AGENDA ITEMS: PARKS AND RECREATION COMMISSION April 6, 2015 Page 5 of 6 Laurian asked if the City would create a pedestrian master plan similar to the trails master plan. Moran said that this is something that would be up to MPO staff. Laurian has assigned a project to her students to create a preliminary design for Chadek Green Park. She asked if Moran could send her the list of ideas gathered at the neighborhood meeting. She also noted she has a group of students doing the same for City Park. Laurian addressed her concern about the lack of participation of the Parks and Recreation Commission in the planning of the construction of The Chauncey and the affects this will have on Chauncey Swan Park. She has been researching policies that other cities have in regard to shadowing. She found that there are some policies with restrictions such as no shadow between 11 a.m. and 2 p.m. Others have policies that state if a building is slated to be over six stories high, there must be a detailed shade study done. She encourages the Commission to consider writing such a policy and offered to put together a draft. Claussen noted that there just isn't much information available to them to work from. Moran said he will find out where things stand. He may ask for City staff to schedule another presentation with the Commission. Bentler suggested that perhaps the Commission and staff think about assessing a fee for the loss of the park for two years. Younker agreed with Moran that another presentation may be necessary. Laurian hopes that there is still time for the Commission to have some input. Claussen also noted that Commission will want to keep in mind the affects this construction will have on the fanners market. ADJOURNMENT: Moved by Hamann, seconded by Younker to adjourn the meeting at 6:45 p.m. Motion passed 7-0 Bourgeois & Elliott absent). PARKS AND RECREATION COMMISSION April 8, 2015 Page 6 of 6 PARKS AND RECREATION ATTENDANCE RECORD NAME TERM N ° C o C 00 EXPIRE "' M in W r oo S Suzanne 1/1/17 X O/E X X X X X X X X X X X Bender David 1/1/15 X X X X X X X X X X X O/E O/E Bourgeois Larry Brown 1/1/18 X O/E X X X X X X X X O/E X X Clay 1/1/18 X X X X X X X X X X X X X Claussen Maggie 1/1/17 X O/E X X O/E X X X O/E X X X O/E Elliott Cara 1/1/16 X X X X X X X X X O/E X X X Hamann Katie Jones 1/1/18 X X X X X X X X X O/E X X X Lucie 1/1/15 X X X X OX X O/E X X X X X X Laurian Joe Younker 1/1/16 O/E X X X O/E X X X X X X X X 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: May 8, 2015 RE: April 2015 Monthly Report S.P.L The Special Olympics East Central Area Spring Games were held at Coe College in Cedar Rapids. The Recreation Division had 42 athletes who competed in track and field events. Many of the athletes earned first place in their events and will advance to the State Summer Games in Ames. (Master Plan: Enhance Program Development) Staff met with a University of Iowa representative of the newly established Sparkles cheerleading team. The Sparkle Effect is a national program that helps students across the country create inclusive cheerleading and dance teams. Staff discussed ways this program can be involved with the Recreation Division's Special Olympics Cheerleading program. (Master Plan: Enhance Program Development, Increase Awareness of Program Offerings, and Collaborate with Community Organizations and Businesses) To provide leadership, network with other professionals, and to learn about new trends in parks and recreation, staff attended the IPRA Spring Conference in Davenport. (Master Plan: Provide Staff with Education Development Opportunities) SPI programs beginning this month were Special Olympics Soccer with 32 registrations and the "Let's Do Lunch" cooking class had 30 registered. (Master Plan: Enhance Program Development) Staff attended the Iowa Therapeutic Recreation Association Annual Conference at UNI in Cedar Falls. In addition to the educational sessions, it was helpful to network with other therapeutic recreation professionals throughout the state who work primarily with special populations. (Master Plan: Provide Staff with Education Development Opportunities) PRESCHOOL/JR./SR. HIGH ACTIVITIES - SCANLON GYM • The Spring Youth Sports season began. Held coaches meeting for Volunteer and Paid Staff for Tot Soccer, Youth Football, Skateboarding, Youth Tennis, and Taekwondo. (Goal #1: Maximize the Planning Process). Able to secure 14 soccer volunteers and 3 flag football volunteers. Also received 2 soccer sponsorships. Created 2 additional teams this year in soccer. Goal 7: Assure Financial Sustainability / Goal 10: Plan for Continued Equitable Level of Service as Community Grows The ICRD hosted Friday Fun Night at the Mercer Aquatic Center Scanlon Gym on April 17. For $5 kids could participate in Roller Skating, Jump on Inflatables, Shoot hoops, swim or play in the game room. (Goal #10: Plan for Continued Equitable Level of Service as Community Grows.) I allowed volunteer coaches and families at no cost in appreciation for coaching. Recreation Division April 2015 Monthly Report Page 2 of 3 Continue to promote and advertise upcoming youth programs and special events on ICRD web page, ActiveNet, Facebook, Monitor production and school backpack. (Goal #6: Increase awareness of Program Offerings) Continue to conduct post on -rental evaluations. (Goal #5: Solicit Community Involvement and Feedback.) Continue to send out weekly updates to part time staff regarding policies and upcoming information. (Goal #1: Maximize the Planning Process) SPORTS/WELLNESS Winter volleyball and basketball leagues finished up last month. Final standings are available upon request. (Goal #2 — Track Performance Measures). All the equipment in the new fitness room is in working order at the RAL Recreation Center. (Goal #9 — Continue to Provide Equitable LOS in Existing Parks and Facilities). 26 participants signed up for the third session of youth gymnastics. (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 amusement park consignment ticket sales, National Learn to Row Day and the Farmers Market dates and times are just a few of the new ones. (Goal # 6 — Increase Awareness of Program Offerings). SOCIAL/CULTURAL Much of April was spent preparing for Summer Camp and other summer programs. Many interviews were held and new staff will now complete required certifications and paperwork. Training schedules have been organized and manuals are in the process of annual review and update. Preparations for the May 23 s opening day at the City Park Amusement Rides were, for the most part, completed this month. Several attendants are returning from last year and we are happy to welcome them back. The public will notice only a small change in ticket price as we will charge $1 per ride (instead of .75) or $8 for a 10 punch ticket (instead of $6). Still, what an incredible deal for this historic, well -loved activity in City Park? Plans are for a few special event days where we will reduce the fee and offer programming to lower income groups. (Master Plan: Pursue comprehensive service delivery by reaching out to those with financial need) We have submitted a grant to the State of Iowa through the Historical Resource Development Program requesting $50,000 towards the preservation of the Log Cabins at City Park. To date, we have received over $16,000 in private donations. We are truly hopeful that soon we will be moving forward in this project. (Master Plan: Pursue alternative funding) The Division participated in the CELEBRATION OF THE YOUNG CHILD at the Children's Museum on April 11. Well over 600 children and their parents attend this program each year. We promoted our many fine summer programs and provided a STEAM activity of LIGHT PAINTING done with a phone app and colored LED lights in a darkened space. The same activity was provided at the all city WELLNESS FAIR held here at the Recreation Center on May 1. We will forward a digital copy of some of the art produced. (Master Plan: Communicate department offerings to the general public, and collaborate with community organizations and businesses). Recreation Division April 2015 Monthly Report Page 3 of 3 Wellness fair light painting https://www.icloud.com/photostream/#A35n8hH4gcgsF Staff assisted BACKYARD ABUNCANCE with the submittal of a grant to the Department of Agriculture for and outdoor classroom to be developed at the Robert A Lee Recreation Center. (Collaborate with Community Organizations, and pursue alternate funding) Free Sunday YOGA FOR KIDS has been very successful and we have a nice following for moving into the fall. (Pursue comprehensive service delivery by reaching out to those with financial need) Winter/Spring programs are rolling to an end as we gear up pretty quickly for summer. Camps and art programs begin the week of June 8 and will be held through mid -August. (Master Plan: Don't panic! AQUATICS We are scheduling a 30 day shut of Mercer Park Aquatic Center this August, preliminary planning for this has began. This is a scheduled shut down; we attempt to close each indoor pool for at least 30 days for cleaning, painting/ tile work, and similar projects. This year we will be focusing on interior wall painting, dive stand refurbishment, tile cleaning and pool flex joint repair work. During this time both the Robert A. Lee Recreation Center and City Park Pool will remain open. City Park Pool is scheduled to open on Saturday May 23`'. We are currently prepping the facility for opening day. One of our major projects this season was painting the interior of the bath house. The updated color palate is attached. We will also be doing some landscape work outside the main entrance; this should dress the area up and provide a pleasant entry. ArerpeAundwe i •. d A9erpeAAee lme 4+ P afi of e� a9 �9 c� TM II Ten )§ r ` f2 m �} Co% f2 �k )§ )« 2 kR §k Cj k [ — ]Irn. g i \ u k Ln §§ LD $n §. .0\ B 0 2 ._ � 0 �,§■ ■ § IA W 5-�_— ----, E�k ° �!9%$ E \=]i k®2 a0.M ©� §�j&\ 2{7; .� .)#$k* �I\ §2§=�0 0 \ �§a� �k}\§\ /!�k\ T:wR:i Ir , ®oarIt � m a May 8, 2015 CITY OF IOWA CITY 410 East Washington Street Iowa City, Iowa 52240-1826 (319) 356-5000 (319) 356-5009 FAX www.icgov.org MONTHLY FACILITIES REPORT MONTH REPORTED: April 2015 PREPARED BY: Scott Justason, Facilities Manager May 8, 2015 Page 2 1. ENERGY PERFORMANCE TRENDS Electric Total Gas Total Total Calandar year2015 March 2015 Energy Profile: Mercer/Scanlon (Billing cycle is 1 month behind) Tohl Us eProfile Mercer Gas Usage Profile - thems Mercer I Electric Usage Profile -KWH Mercer Period Mer 18, 2015-April 16, 2015 Avg Cost rDa Period Days An Cost Avg Use er Da r Period Days Avg Cost Avg Use r rDa Average Temp=44' $3e6.25 I Mar -I ri 1 1 $195.39 1 323.76 1 Mar-151 29 1 2855.1 1.1 Electrical Usage: Facilities Total + Parks Total Total Calandar year 2015; + e-• + May 8, 2015 Page 3 Facilities Electric Charges Jan Feb Mar City Hall $4,494.29 $4,706.16 $4,403.29 RALRC $1,829.73 $2,137.61 $2,033.99 Mercer/Scanlon $4,733.55 $4,529.25 $4,376.35 TTRA-Lodge $354.53 $264.68 $289.13 TTRA-Manna $114.58 $109.19 $113.17 Fire Dept -station 42 $908.10 $869.01 $710.36 Fire Dept-Station#3 $213.93 $196.62 $195.65 Fire Dept -Station #4 $899.32 $927.70 $700.61 Seniorcenter $1,493.58 $1,495.19 $1,670.51 Ashton $77.07 $56.84 $47.22 Pa rk Shop $532.61 $476.81 $41.2.29 TOTAL $15,651.29 $15,769.06 $14,540.2.8 May 8, 2015 Page 4 City Hall RAL Recreation Center 3mm I aaoao 3som 3)hM 33)m E ■ 1 +1 1 3fiFp :.mq Sam _ � 9FN® _ T81N0 Ili IYRNI 33 �_ 38)!A N)M , I Ashton House Mercer/Scanlon 1W0 3NW mo A aeom Li TTRA Lodge Fire Station #2 smo � zmm .- mo mo w Li _u _ L1 36O ... F3'a . u— 215 J wo 36O a — 10.0 0 IYMNH (�8 3f55 3115 YRWN iFaR f5)19 ]0359 I Fire Station #3 Fire Station #4 I 3ma zoom 3om zmo lsmo , 3 zIm mo amoo ; I j+ Imo �.—...__. 6Lj. Sm lan � Fm MY lin FM � Mar i 1)I0 31156 '. Senior Center Park Shop 3VA 10000 zsmo— M100 jj`` zem � LI — zaao U U. zamo LI U xssm r Fen ,. MY lan F b 4 Mar IYawM MOD319m lamb [YCWHI ]8b6 55)4 Monthly Parks Electricity Charges sz mw sr.unoo S7.SMOD *10M.an SWO-w -A00 May 8, 2015 Page 6 Parks Blectuc Charges Jan Feb Mar W.Benton St Park $23.56 $23.43 $23.47 Napoleon Maintenance Garage $13.37 $12.22 $13.30 Napoleon B-FLD Light $27.24 $26.73 $94.10 Napoleon Concessions $24.76 $14.94 $26.23 RockyShore Dr $10.00 $10.00 $10.00 Green Mtn Dr Pheasant Hill $13.53 $13.47 $27.00 550 Greenwood Dr $28.58 $23.49 $23.88 City Park Pool $10.89 1 $10.56 $13.12 City Park Stage $65.52 $56.63 $84.05 City Park Boys mall WAS $11.59 $11.04 $14.77 City Park Boys B-ball Lights $10.00 $10.00 $23.80 City Park Boys B-ball Clubhouse $11.15 $10.76 $18.95 city Park Security Light $64.89 $64.48 $129.37 City Pa rk Cabins $10.00 $10.00 $10.00 City Park Flagpole $10.00 $10.00 $10.00 City Park Sheltergiz $15.22 1 $13.34 $19.12 CityPark Shekter#4 $10.00 $10.00 $10.00 CityPark Shelteras $10.00 $11.25 $10.00 City Park Shelter06 $14$7 $13.47 $14.52 City Park Sheltergg $19.50 $21.68 $18.16 City Park Grey Brick $16.01 $14.44 $21.11 City Park Red Brick $37.61 $3015 $24.50 CityPark Tennis Building $10.17 $10.00 $49.76 City Park Tennis Shed Lis $84.82 1 $94.04 $168-15 City Park Machine Shed $239.61 $159.27 $67.91 City Park Shop $73.85 $53.02 $56.09 City Park Pond $31.40 $2440 $10.00 Taylor Dr Light $65.62 $71.00 $59.80 Fa irchild St Lights $63.76 $39.94 $34.92 N Dubuque Terrell Mill Lts $124.50 $92.83 $94.73 Bloomington St Gazebo $10.71 $10.49 $10.52 Bloomington St Light $12.72 $19.43 1 $66.69 Harrison Hill Light $14.41 $14.28 1 $28.53 7th Ave Ct $19.81 $17.37 $18.08 Dover St Tennis Court $10.17 $71.15 $145.01 Dover St Storage $16.54 $13.82 $14.60 Dover St Light Mercer $20.72 $2734 $62.20 Dover St shelter $25.32 $25.11 $33.45 Dover St Pump $32.64 $27.66 $21.29 Dover St Dia monds 3 & 4 Us $10.97 1 $11.53 $90.48 Re no St shelter $11.76 $11.25 $11.38 Dodge St Light College Green $81.71 $62.19 $67.04 Brown St Shelter $10.72 $16.89 $55.76 Page St Security Light $13.60 $13.44 $26.86 Myrtle Ave Security Light $13.56 $13.47 $26.92 Court Hill Park Shelter#2 $10.44 $10.00 $10.95 Miami Dr Light $13.60 $13.441 $26.86 Conklin Ln Shelter $10.00 $10.00 $10.17 Ist Ave Peninsula Bridge $66.92 $53.17 $48.82 1117Teg Dr Shelter $27.95 $26.24 $26.31 TOTAL $1,596.19 $1,414.S5 $1,982.73 May 8, 2015 Page 7 1.2 Gas Consumption: Faci I ities Total Parks Total $42,214.65 Total Calandar year 2015 $43,354.33 FacIIltlesGas Charges Jan Feb Mar City Hail $2,043.60 $2,404.13 $1,283.75 RALRC $3,057.34 $3,396.57 $2,369.19 Mercer/Scanlon $7,361.28 $6,449.75 $5,664.86 TIRA-Lodge $214.05 $194.90 $84.34 Fire Dept -Station #2 $92.31 $63.97 $45.82 Fire Dept -Station #3 $350.64 $311.53 $86.09 Fire Dept -Station #4 $340.14 $371.88 $51.03 Senior Center $1,630.46 $1,633.86 $788.89 Ashton $273.74 $196.78 $118.86 Park Shop $713.52 $621.37 $205,82 TOTAL $16,077.08 $15,644,74 $10,492.83 (Note — Ashton House has shown no data for meter readings on invoices since September 2014.Thus there is no chart to indicate usage of therms. ITS continues investigating the cause.) liall IFFire Ss a! roil &2 Park Shop i� ni n rw RAL Recreation LenLe► TTRA Lodgr Fire Station 43 Srnior Center ri. May 8, 2015 Page 9 Parks Gas Charges Jan Feb Mar Lower city Park $263.41 $183.01 $70.51 City Park Sheiter88 $70.39 $46.75 $20.27 City Park Red Brick $117.61 $112.85 $32.69 City Park zoo $107.46 $77.18 $37.55 TOTAL $558.87 $419.79 $161,02 1.3 Water Usage: No readings for Calendar year 2015. The water Department has yet to send the meter readings. 1.4 Excessive water consumption: As water was turned on for the season at Mercer Park it was found that over 22, 000 gallons had leaked from the 2" main into the storm drains. The leak has been found and repaired. May 8, 2015 Page 10 :. BAS/FMCS (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 justification to bring the City of Iowa City BAS/EMCS systems up to modern standards. Upgrading the building automation systems will have a significant positive impact on energy consumption and conservation as well as make great strides in helping to reach city sustainability goals. Significant energy rebates are also available for many projects of this type. Steps have been taken to consolidate BAS systems so that the city uses one manufacturer for all BAS/EMCS systems city wide. With multi- departmental cooperation, this strategy has 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/EMCS Technology Plan/ Energy Strategy Master Plan: We have developed a BAS/EMCS Technology Plan/ Energy Strategy Master Plan. The plan along with a memorandum of introduction is located on the T drive. T:\REC\Facilities Manager. This plan will also be updated as BAS systems throughout the city are integrated to the Niagara platform. 2.2 BAS Operating Summary: City Hall — There are 3 separate systems controlling this facility. A Trane i racer 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 May 8, 2015 Page 11 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 — 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. A Honeywell Gateway device was installed by Affordable Heating and Cooling. This allows remote connectivity to the HVAC thermostats to control the building temperatures remotely. 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. This was completed in April. There are still some minor configuration issues to be resolved. 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. 2.3 BAS controlled Equipment Operating in a Manual, Operator, or Failure Mode: City Hall, RALRC, Mercer/Scanlon and Senior Center have several devices, valves and other equipment components operating manually. This is mainly due to equipment age and system capability. 2.4 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 excessive energy consumption. a ADDITIONAL SERVICES WORK 3.1 Contractor Service Calls: ATR tested RPZs at RALCRC. Paul is concerned of the devices on the main as they are getting closer to failing each year. We are waiting pricing to replace and install a bypass. 3.2 Contractor Service Contract Work: AAA Mechanical of Iowa City has been awarded a 3-year HVAC Preventive Maintenance service contract beginning in October 2014. May 8, 2015 Page 12 3.2a HVAC PM — 3.3 Project Requests: 3.3a Pool temperature control/automation — This project has been resurrected due to recent temperature control issues. Baker Group has been asked to resubmit their proposal. 3.3b Ashton House indoor stairwell handrail - Charlie's Welding fabricated and installed replacement. 3.3c RALCRC Pool HVAC Replacement — We are investigating costs and options to replace the failing aged HVAC system. 4. PROJECT STATUS REPORTS 2015 4.12014 City Hall HVAC Replacement Project: PH1 PD/FD RTU replacement has been completed PH2 North Court RTU replacement — the project remains behind substantial completion. There have been several delays mainly due to contractor scheduling and some due to equipment problems. We are considering assessing some liquidated damages since this is now over 2 months past expected completion. The contractors will need to return in the spring in order to start the air conditioning portion. Punch list items still remain. No update for March. 99% complete. 4.2 Animal Shelter — Construction began in fall 2014. We will need to watch controls contractors to insure they comply with the standards set in the BAS/EMCS Technology Plan/ Energy Strategy Master Plan. Met with Modern Controls during a construction meeting in April. They will contact us when ready to gain access to the system. Will also bring Brian Buhr in so he can become familiar with the layout of the building systems. 4.3 Robert A Lee Recreation Center Fitness Room Enclosure — Substantially complete. Punch list items remain. 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. May 8, 2015 Page 13 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. 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. Update: April 2015- Facilities Manager has re -taken the initiative in getting this up and operating. The Mercer MW schedule is completed. PM work orders and daily work schedules are ready to begin being created on an auto basis. Once the MW Pools schedule is completed, the Mercer staff will begin utilizing the software. This should be implemented for Mercer by mid - May. We will then begin the process of developing schedules and assignments for City Hall maintenance staff. 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 170 work orders completed. Normal daily maintenance/custodial routine = 97 Building occupant requests = 59 In-house maintenance repairs = 12 Service calls to contractors = 2 RALRC - There were 56 work orders completed. Normal daily maintenance/custodial routine = 31 Building occupant requests = 10 In-house maintenance repairs = 10 Service calls to contractors = 3 Aquatics = 2 Mercer/Scanlon - There were 78 work orders completed. Normal daily maintenance/custodial routine = 26 Building occupant requests = 0 In-house maintenance repairs = 12 Service calls to contractors = 6 Aquatics = 34 Other = 0 Other Aquatics Facilities - 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 Aquatics = 1 May 8, 2015 Page 14 TTRA There were work 3 orders completed. Normal daily maintenance/custodial routine = 3 Building occupant requests = 0 Service calls to contractors = 1 Ashton House - There were 2 work orders completed. Normal daily maintenance/custodial routine = 4 Building occupant requests = 0 Service calls to contractors = 1 Fire Stations - There were 4 work orders completed. Building occupant requests = In-house maintenance repairs = 2 Service calls to contractors 2 5.4 Staffing We are evaluating staff work structure at Mercer and plan to adjust the schedule to have the MWIII/Pools focus more on pools while the MWI will focus more on building related duties. This should raise performance and efficiency standards dramatically by separating the two employees and holding each more accountable for their respective responsibilities. Once evaluated, will be implemented in March. This is implemented and progress will be monitored. Work will be documented via Antero software once the schedule data is entered in the system. 5.5 Miscellaneous Working on a new pest control service contract with purchasing. 6. WATER TREATMENT LAB REPORI . Aqua Technologies pulled samples from the rD stations 2 and 4 in February. Some contamination was found. Recommendations to flush portions of the system have been forwarded to Battalion Chief Nurnberg. There has been no reply at this point. We are scheduled to begin draining and flushing the City Hall boiler loop due to bacteria contamination discovered in the fall of 2014. We decided to not perform this maintenance at that time and wait until spring due to the oncoming winter and the scope of work involved. We will begin in mid -May. May 8, 2015 Page 15 7. MAJOR MAINTENANCE REPORTS: 7.1 The RALRC pool leak has been addressed. 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. The plan is to replace in spring. 8. FACILITIES INSPECTIONS: None to report. 9. WARRANTY REPAIRS: City Hall RTU4 — N court AC startup still needs to be done. 10. LOST TIME ACCIDENTS, SAFETY PROBLEMS, OR HAZMAT INCIDENTS: No issues to report for April. 11. MAJOR EQUIPMENT OUT OF SERVICE: No issues to report for April. City of Iowa City PARKS AND RECREATION DEPARTMENT 220 S. Gilbert Street TO: Mike Moran, Director FROM: Joe Wagner, Turf Specialist DATE: May 61h 2014 RE: Athletic Facilities April Report 1. Events for April 2015 are at 1241 compared to 977 for April 2014. Weather this spring has allowed more events than previous years; it has been a warm spring with little or no rain to cause any cancellations, 2. Labor hours for April 2015 are at 1414.8 total hours compared to 1690 for April 2014. Staff was pushed hard to get fields ready for spring leagues. Weather conditions again allowed staff to have facilities ready for all groups. 3. Soccer events were at 434 for April 2015 compared to 408 for April 2014. Baseball had an increase from 559 in April 2015 compared to 322 for April 2014, Softball events for April 2015 with a total of 235 compared to 247 for April 2013. Iowa City Girls Softball started a week later compared to the previous year. 4. We have mowed 95 hours for April 2014 compared to 113.5 hours for April 2015. Grass is in growing season now more than past years. We have some damage to Grass from a cold winter with very little snow cover back in December acid November. 5. We finished seeding the Fair Meadows project at the end of April. May we are adding irrigation, laser grading and seeding in front of the Lodge at TTRA. We also need to seed and fix irrigation behind the contractor at the City Pool Project to finish that project out. We also need to improve soil and seed at Thornberry Dog Park in the large area. This entire project will be completed but weather will play a big roll on when staff can complete these. 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