HomeMy WebLinkAbout07-08-2015 Parks and Recreation CommissionAGENDA
PARKS AND RECREATION COMMISSION
5:00 p.m.
WEDNESDAY, JULY 89 2015
ROBERT A. LEE COMMUNITY RECREATION CENTER
MEETING ROOM B
5:00 p.m. Call to order
Approval of minutes from meeting of June 10, 2015
5:01 p.m. Public discussion of any item not on the agenda
5:03 p.m. Neighborhood Open Space Review
5:07 p.m. Johnson County DogPAC Discussion
5:30 p.m. Recreation Division Report
• Youth Sports Council
• Program Supervisor— Customer Engagement
• Fall Facility Projects
5:40 p.m. Parks Division Report
• Parks Department Staffing
• Upcoming Projects
• Planting List
5:50 p.m. Directors Report
• Neighborhood Park Updates
• TTRA Lake
• RFP Updates
6:05 p.m. Chairs Report
6:10 p.m. Commission Time/Suggestions for Future Agenda Items
6:30 p.m. Adjournment
MINUTES
DRAFT
PARKS AND RECREATION COMMISSION
MAY 13, 2015
ROBERT A. LEE COMMUNITY RECREATION CENTER — MEETING ROOM B
Members Present: David Bourgeois, Larry Brown, Clay Claussen, Maggie Elliott, Cara Hamann,
Katie Jones, Lucie Laurian,
Members Absent: Suzanne Bentler
Staff Present: Mike Moran, Chad Dyson, Zac Hall
Others Present: None
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:
Claussen noted that in the May 2015 minutes there were motions approved 8-1 with Younker being
absent. Those should have been approved 8-0 with Younker being absent.
Moved by Younker, approved by Brown to approve the May 2015 minutes as amended Motion
passed 8-0 (Bentler absent)
PUBLIC DISCUSSION:
No public discussion.
RIVERFRONT CROSSINGS PARK PLAN UPDATE:
Karen Howard, with Urban Planning, returned to tonight's meeting to give an update on the Riverfront
Crossings project. In summary, after much flooding along the Iowa River in past years, the City secured
funding through the Iowa Flood Mitigation Program to decommission and demolish the City's North
Wastewater Treatment Plant and convert the area into a new riverfront park. A draft of the park master
plan was presented to the public in January 2015. The consulting team received many comments and the
final plan was modified to address many of the public's suggestions. Howard presented a power point
presentation with more details of the Concept Design Report which has been attached to the May
Commission packet online.
RECREATION DIVISION REPORT
Summer Program Updates: All summer programs have begun with summer camp starting this week.
Camp enrollment is down by about 10% this year. However, in the past the department sees continuous
enrollment throughout the summer so he hopes to see these numbers improve.
PARKS AND RECREATION COMMISSION
June 10,2015
Page 2 of 6
The department has received a PIN grant to reopen two of its playground programs. These will be hosted
at Fairmeadows and Wetherby Parks.
Summer Events: The Johnson County Juneteenth Committee is hosting a family fun day from noon to 6
p.m. on Saturday June 27 at the Robert A. Lee Recreation Center. This year the Juneteenth event will
celebrate the 150`" anniversary of the end of slavery. This free event will include free food, live music, a
theatrical performance, games and activities. The department is very excited to partner with this group.
The Parks and Recreation Department is hosting an ASA Softball Tournament on June 20-21 at
the Napoleon Softball Complex. This tournament is open to all Iowa ASA 8U coach -pitch
teams.
Recreation Program Supervisor— Customer Engagement Position: The department will begin
interviewing for this new position on June 22. This position brought in 122 applications. Chad Dyson,
Zac Hall, Mike Moran and Shannon McMahon, City of Iowa City Communications Coordinator, will
conduct the interviews. This position will oversee all customer service operations for the department. In
the past our facility staff were supervised by several different people. This new position will supervisor
all staff in those positions. We hope that this will improve on communication, streamline information
going out and allow us to expand our services. We will be able to extend our registration hours to any
time a facility is open.
Facility/Project Update: All seasonal operations opened Memorial Day weekend. That included
Fairmeadows and Wetherby splash pads, City Park Pool, and City Park Rides.
Mercer Park Aquatic Center will be converting a restroom on the pool deck to family changing rooms.
Also at Mercer/Scanlon, we will be replacing the partition in the P&G meeting room.
There was an article in the newspaper about the creation of the Youth Sports Council. Dyson is drafting
letters now to send to affiliates. He hopes to hold their first meeting in July to set guidelines, goals and
objectives.
PARKS DIVISION REPORT
Hickory Trail Park Additions: Last year a new playground was added to this park. This week staff was
able to install the park shelter. There have been a couple of benches added to this park as well. Next staff
will be installing adult/kid swings and a shade structure for the park shelter.
Tower Court Spray Pad: This is the City's first spray pad. Spray pads differ from splash pads in that they
are less expensive, they use less equipment and are smaller in size. There will be six spray heads in this
that will cycle with 3 sprayers running at a time. Staff will be installing the playground soon. They will
also add a new drinking fountain that will include a fountain for pets. This meets Blue Zone standards.
Hickory Hill Park Bridge: The bridge is near completion. Jace Werderich and his family and friends and
Boy Scout troop members have done a great job over the last five months working on the bridge. By far
this is one of the most intricate bridges in any of our parks. Hamann noted that the trail looks really nice
with the addition of some new benches. Moran will schedule a grand opening in the near future.
TTRA: Hall noted that they have had success in their efforts with the prairie over the winter. They have
cut down the prairie along Gilbert St. They will cut this again in the fall and in January will over -seed the
PARKS AND RECREATION COMMISSION
June 10,2015
Page 3 of 6
area. Staff will continue this process and at some point will do a burn. Staff planted 100 sapling
dogwoods and 100 more tree saplings that were donated to the department by the DNR.
DIRECTORS REPORT:
Neighborhood Park Updates:
Highland Park: There is a large stump to be removed. Installation of the new sign and shelter will
be done soon. The neighborhood has a meeting scheduled at the end of August so staff will work
towards having everything complete by that time.
Park Signs: New park signs have been placed at Chadek Green, Creekside, and Willow Creek
Parks. Staff is currently waiting on Highland and Tower Court Park signs.
Reno St. Park: Will be adding a swing set to this park. Shelter added last year.
City Park: Moran noted that the RFP's for lower city park have been evaluated and staff will be
interviewing three of the companies that submitted an RFP. These include Snyder & Associates,
RDG and Confluence. Moran will have a report for the Commission in September.
Mercer Park: The RFPs for the new playground at Mercer Park are in July. He mentioned that it
may be one group that sells the equipment and another company will install. The City has to do
an RFP for the company to pick the design and then will publically bid the installation. This
project is scheduled to be complete by the end of October.
Ashton House: There has been an increase in the number of rentals for the Ashton House. The new
railing has been installed. Project Green continues working diligently on landscaping. Approximately
150 people attended Project Green's open house. The trail project is proceeding which will connect
Rocky Shore Dr. trail onto the Normandy Drive sidewalk.
Jones noted that the residents of the mobile home parks along Highway 6 have no access to sidewalks or
crosswalks. She feels this community is completely isolated. It seems to her that with the trail so close
that it would seem to make sense to connect. Moran noted that the mobile home park is outside of the city
limits and they have not agreed to annex.
Neighborhood Community Gardens: Gardens have been added to Creekside and Hunter's Run through
the Blue Zones neighborhood gardens initiative.
DogPAC: Sue Dulek, Assistant City Attorney, has drafted a letter to send to DogPAC regarding the
balance of funds in the DogPAC account that were assumed to be earmarked for Iowa City dog parks.
Moran distributed the letter for commission to review. Moran also shared the letter with Anne Burnside
and Barb Meredith who presented their concern at the May commission meeting. In summary, Moran
reported that while DogPAC should not exclude Iowa City when spending these funds, they are not
restricted to just Iowa City. Hamann asked if the $80,000+ balance was all collected from dog park fees.
Moran reported that it is a combination of fees and donations. He also noted that DogPAC has been very
generous in giving the City money for fencing, shelters etc. Bourgeois is going to be requesting money
from them for the windmill that is to be placed in the pond at Thomberry.
PARKS AND RECREATION COMMISSION
June 10, 2015
Page 4 of 6
Benton St Project: This group is moving forward with their co -housing plan. They are proposing that
this development be built on the two acres of land below Benton Hill Park. This will go before P & Z
Commission tomorrow. The neighborhood has expressed concerns about congestion. This project will
not come before this commission.
Seasonal Employment Moran stated that this has been the most challenging season to date when it
comes to hiring new staff. Therefore, the Parks division is short staffed. Hall noted that he is working at
getting creative with scheduling to cover all necessary shifts. He noted that no one wants to work
weekends. Moran noted that the Aquatics division is having the same issue. While some applicants are
eliminated based on their background check, Hall noted that any of his applicants that have been
eliminated have been due to suspended drivers licenses.
Hall noted that he neglected to mention during his report that he and Dyson met with the Wetherby
Neighborhood with police officers in attendance. There have been a number of incidents in the evenings
at the park reported to police and the department. There seems to be two groups of kids who frequent the
park and are pushing out other users. There has been vandalism at the shelter and there seems to be more
attempts at starting fires in the restrooms this year. Police are patrolling the park more frequently. The
department has worked towards more programming in the park making it less attractive to these groups.
These programs include the edible gardens, Frisbee golf and the splash pad. They have discussed putting
a flag football league together as well. While the Police Chief is not fond of arresting youth, he has asked
his department to take the teens to the PD and call in the parents. There will be cameras added to the
shelter facing the restrooms where there seems to be an increased amount of vandalism.
RAGBRAI: Moran announced that RAGBRAI will be riding through Iowa City on Saturday, July 25.
Several current market vendors will set up on Iowa Avenue that day. The riders will go by the market via
Gilbert St. Dyson is working with the Senior Center to hold a fundraiser at TTRA where riders will pass
the park as they head out of town. There will also be a water stop in Chauncey Swan Park.
Farmers Market Update: Moran noted that the transition to the Avacentre management of the market has
gone very smoothly. Hall has added bike racks and seating to the market as well.
Laurian asked what the next step was for The Chauncey. Moran noted that the original budget for
renovation of the park was $250,000 but has been raised to $500,000. The stairs that were initially
coming off the building on the north side will not run onto the park but stop in the alley way. The
department and Commission will take part in the design concept. It is expected that this construction will
begin in approximately one year and will be complete by December 2018.
CHAIRS REPORT:
Claussen expressed his frustration with an article that was recently published in the Press Citizen
regarding Iowa City Girls Softball. He reminded commission that Steve Schuette was present at the May
meeting and there was much discussion about them submitting a budget. He noted that staff/commission
has only received resistance from ICGS. He said that there are claims within the article that are not true.
The article indicates that the department is taking money away from ICGS and putting it into general city
funds. In fact, Claussen reported, the department is trying to recover expenses incurred. Claussen said
that they refer to this as their own park when it is, in fact, a public facility. He noted, on a personal level,
that ICGS schedules a lot of games but not much instruction for the kids and he sees people dropping out
of the program because of the lack of instruction. Elliott asked if the commission should respond to ICGS
regarding the article. Claussen noted that he has been debating whether to do so. He is concerned with
their refusal to submit a budget to the commission and staff. While they say that they are in the red, it is
PARKS AND RECREATION COMMISSION
June 10, 2015
Page 5 of 6
difficult to know by how much when they don't have a budget. Moran said he would like to see how
Dyson's first Youth Sports Council meeting goes before taking any steps. This will give an idea if other
affiliate groups are upset about these fees as well. Younker stated that he is not too concerned about the
Press Citizen article. He said that if there are a lot of statements of confusion, it would be appropriate
after the Youth Sports Council to send a letter from the commission to ICGS. Claussen communicated
with Temple Hyatt that he would like to attend the next ICGS board meeting.
COMMISSION TIME/SUGGESTIONS FOR FUTURE AGENDA ITEMS:
The DogPAC Agreement/Letter to be added to the July agenda.
Laurian noted that she will be absent from the July and August meetings.
ADJOURNMENT:
Moved by Elliott, seconded by Jones to adjourn the meeting at 6.45 p.m. Motion passed S 0
(gentler absent).
PARKS AND RECREATION COMMISSION
June 10, 2015
Page 6 of 6
PARKS AND RECREATION COMMISSION
ATTENDANCE RECORD
NAME
'
�.
TERM
-
v
.�
o
agoEXPIRE
c
I/�
V
S
Suzanne
Bentley
1/1/17
X
X
X
X
X
X
X
X
X
X
X
X
O/E
David
Bourgeois
1/1/15
X
X
X
X
X
X
X
X
X
O/E
O/E
X
X
Larry Brown
1/1/18
X
X
X
X
X
X
X
X
O/E
X
X
X
X
Clay
1/1/18
X
X
X
X
X
X
X
X
X
X
X
X
X
Claussen
Maggie
Elliott
1/1/17
X
X
O/E
X
X
X
O/E
X
X
X
O/E
X
X
Cara
Hamann
1/1/16
X
X
X
X
X
X
X
O/E
X
X
X
X
X
Katie Jones
1/1/18
X
X
X
X
X
X
X
O/E
X
X
X
X
X
Lucie
Laurian
1/1/15
X
X
O/E
X
O/E
X
X
X
X
X
X
X
X
Toe Younker
1/1/16
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
TO: Michael Moran
FROM: Chad Dyson
DATE: July 2, 2015
RE: June 2015 Monthly Report
S.P.I.
220 S. Gilbert Street
SPI Summer Session I programs began with 36 participants in Special Olympics (SO) Track & Field, 46
in SO Bocce and 29 in the Adapted Aquatics programs. The SPI "Into the Wind" art class had 32
participants.
(Master Plan: Enhance Program Development)
The Recreation Division received a grant from the Missouri Valley USTA which game Special Olympics
at the opportunity to participate in the USTA Fred Johnson All Stars Tennis Program in Overland
Park, KS.
(Master Plan: Enhance Program Development)
The Special Olympics Softball program began practices for upcoming competitions in Cedar Rapids,
Muscatine and Ankeny. There are 26 athletes competing in team softball and 21 in softball skills this
year.
(Master Plan: Enhance Program Development)
The SPI Bowling Tournament was a large event again this year with 85 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. Due to
increased enrollment, the ICRD added another team at Willow Creek and Mercer Park. Due to lower
enrollment, the ICRD is only offering Tuesday/ Thursday morning or afternoon tennis. The
Monday/Wednesday program is cancelled. Goal 3: Enhance Program Development and Goal 10: Plan
for Continued Equitable Level of Service as Community Grows
• New this summer, the ICRD has teamed up with the IC Junior Roller Derby team to offer youth
roller-skating lessons at the Grant Wood Gym. Program is held Monday nights for 6 weeks.
Protective equipment and skates are provided. (Goal 8: Collaborate with Community Organizations)
• Again this summer, the Mercer Aquatic Center Scanlon gym hosts the ARC of Johnson County Day
Camp Monday —Friday 7 am — 5 pm. (Goal 8: Collaborate with Community Organizations)
• 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) }j
Recreation Division
June 2015Monthly Report
Page 2 of 3
SOCIAUCULTURAL
The Discovery Garden was recertified this month as a Nature Explore destination. We have also begun to
swing around the front of the Recreation Center with some edible plantings.
Grant Wood Elementary School second graders toured the Recreation Center as their end of year field
trip. In the garden they explored plants and in the Craft Room they made their own sprouting necklaces.
(Master Plan: increase awareness of Department offerings)
Market Music, Party in the Park and Art in the park programs all started this month and all continue in
popularity. (Master Plan: Provide equitable level of service, reach out to those in financial need)
Many calls were received regarding the cutting of the Summer Playground Program. The Grant
Wood/Wetherby Neighborhood Association requested, and was awarded, a PIN grant for a Playground
program to be held at Fairmeadows and Wetherby. Recreation staff have been hired to supervise the
program, planning and leading activities in sports, games, arts and crafts, nature and theatre. See the
attached flier for more information. (Master Plan: Reach out to those in financial need, Enhance program
delivery and assure programs are available in all geographic sectors of the city)
Summer Camp Staff trainings included programs in policy, First Aid/CPR, and Child Abuse
Identification and Reporting. The police department also came to visit about safety issues.
Summer Camp opened early month and will continue for 9 weeks.
The Department was not awarded a grant from the State of Iowa Historical Resource Development
Program for the restoration of the City Park Log Cabins. Follow-up comments and rankings will be sent
soon at which time we can consider reapplying next year. In the meantime, staff will review alternative
funding venues. (Master Plan: research potential funding opportunities and seek alternate funding)
AQUATICS
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 the Mercer Park Aquatic Center. Our plan is to do some
minor tank maintenance to include; flex joint repair, re -caulking, and tile repair. The largest of these
projects will be the creation of a Family Changing Room on deck. This has been an on -going concern of
ours due to the diverse usage of the facility. We are hoping this addition will alleviate the mixed -sex
locker room usage.
Recreation Division
June 2015Monthly Report
Page 3 of 3
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Supervised fun for kids!
Monday - Friday 1- July 6 -August 14, 2015
Students must have completed kindergarten through 6th grade in 2015 to
participate. Younger children may join in if an adult participates with them.
& crafts!
activities!
Fairmea[i�ws F)ark I Wet.heublY park
2500 Miami Drive 2400Taylor Drive
9:30 - 1 1:30 am weekdays I - 3 pm weekdays
Sponsored by the Grant Wood ! Wetherby Neighborhood Associatiorj and the City of iowa City
To restister:
Parents or guardians must register their child onsite the first
time he or she attends the Playground Program. In case of rain or
inclement weather, the program will be cancelled for the day. Sign
up at www.icgovorg/rainoutline to receive cancellation notices.
For more information, call 319-356-5100.
CITY OF IOWA CITY
i r
July 1, 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:
June 2015
PREPARED BY.•
Scott Justason, Facilities Manager
July 1, 2015
Page 2
1. ENERGY PERFORMANCE TRENDS
Electric Total
Gas Total
Total Calandaryear20150
May 2015 Energy Profile: City Hall
(Billing cycle is 1 month behind)
Total Usage Profile ltv Hall
Gas Usage Profile
THERMS
Elctr,c Usa pronle KWH
May 13-June 12, 2015
Avg Cost
Period Days
Avg Cost Avg Use Avg
Period Days Avg Cost
Avg Use
Penod Days
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1.1 Electrical Usage:
Facilities Total
Parks Total -
Total Calandar year 2015
July 1, 2015
Page 3
Electric Charges
Jan
Feb
Mar
Apr
May
all
$4,494.29
$4,706.16
$4,403.29
$4,650.59
$8,392.07
C
$1,829.73
$2,137.61
$2,033.99
$2,217.15
$3,764.91
er/Scanlon
$4,733.55
$4,529.25
$4,376.35
$4,499.28
$7,820.06
-Lodge
$354.53
$264.68
$289.13
$398.97
$663.45
Meties
Marina
$11458
$109-19
$113.17
$120.92
$200ept-Station#2
$_ .10
$869.01
$710.36
$902.13
$902ept-station#3
$213.93
$196.62
$195.65
$202.13
$326ept-station#4
$899.32
$
Center
$1,9358
$1n
hop
$532.61 1
$476,811
$412.29
$321.68
$432.51
TOTAL
$25,651.29
$15,769.06 1
$14,540.28
$15,622.16
$26,700.79
City Hall
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July 1, 2015
Page 6
1.2 Gas Consumption:
Electric Total F
Gas T=f
Total Calandaryear 2015
Facilities Gas Charges
Jan Feb Mar Apr May
City Hall
$2,043.60
$2,404.13
$1,283.75R$4�335.62
533.85
RALRC
$3,057.34
$3,396.57
$2,369.19
181.39
Mercer/Scanlon
$7,361.28
$6,449.75
$5,664.86
740.09TTRA-Lodge
$214.05
$194.90
$84.34$30.67Fire
Dept-station#2
$92.31
$63.97
$45.8232.63
Fire Dept -station##
$350.64
$311.53
$86.09
$31.96
$22.79
Fire Dept-station84
$340.14
$371.88
$51.03
$28.90
$28.90
seniorcenter
$1,630.46
$1,633.86
$788.89
$440.10
$371.21
Ashton
$273.74
$196.78
$118.86
$24.21
$14.20
Park Shop
$713,52
$621.37
$205.82
$84.36
$20.83
TOTAL
$16,077,08
$15,644,74
$10,492.83
$7,261.20
$4,955.73
(Note — Ashton House has shown no data for meter readings on invoices since September 2o14. Thus there is no chart to indicate
usage of therms. ITS continues investigating the cause.)
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July 1, 2015
Page 8
=Cha7rgesrges
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Jan
$263.41
$70.39
Feb
$183.01
$46.75
Mar
$70.51
$20.27
Apr
$24.85
$11.49
May
$12.00
$10.00
Brick
$117.61
$107.46
$112.85
$77.18
$32.69
$37.55
$16.93
$21.39
$10.00
$10.00
TOTAL
$558.87
$419.79
$161.02
$74-66
$42.00
1.3 Water Usage:
City Hall
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Page 9
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1.4 Excessive water consumption:
We appear to be experiencing further excessive consumption from the RALCRC pool
system draining directly into the main drain pit. May 2015 shows 70,000 gallons used,
May 2014 we used 17,000 gallons. We are investigating the cause.
July 1, 2015
Page 10
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
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 Trans 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 Feld 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.
July 1 2015
Page 11
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 — 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.
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.
3 ADDITIONAL SERVoc:tS WORK
3.1 Contractor Service Calls:
Changed exterior locks on Ashton House, Don's Lock and Safe
3.2 Contractor Service Contract Work:
July 1, 2015
Page 12
AAA Mechanical of Iowa City has been awarded a 3-year HVAC Preventive Maintenance
service contract beginning in October 2014.
3.2a HVAC PM —
3.3 Project Requests:
3.3a Pool temperature control/automation —
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. Initial cost
came in high. It was determined that we will replace components of the existing system to get
us through a few more years before making possible facility remodeling.
4. PROJECT STATUS REPORTS 2015
4.12014 City Hall HVAC Replacement Project:
PHI PD/FD RTU replacement has been completed.
PH2 North Court RTU replacement — Completed
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.
5.2 Antero — the CMMS database
July 1, 2015
Page 13
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
July 1, 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
City Hall 2ntl shift custodian Tony Lee resigned his position. The open position has been posted
and will be refilled.
5.5 Miscellaneous
6. WATER TREATMENT LAB REPORTS
Aqua Technologies pulled samples from the FD 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.
Pulled a sample from City Hall to be tested. This is from after the system flush.
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.
July 1, 2015
Page 15
8. FACILITIES INSPECTIONS:
None to report.
9. WARRANTY REPAIRS:
No issues to report for June.
10. LOST TIME ACCIDENTS, SAFETY PROBLEMS, OR HAZMAT INCIDENTS:
No issues to report for June
11. MAJOR EQUIPMENT OUT OF SERVICE:
No issues to report for June.
To: Mike Moran
From: Russell Buffington
Date: July 1, 2015
Oakfand,f - Cemetery
Re: Monthly Report for June 2015
a rrorr perpetual care cemetenf
established in 1843
I. OPERATING
AMOUNT
A. Interments ( 11 )
1. Niche Cremation, Resident
2 @ $200.00
$400.00
2. Niche Cremation, Resident, Weekend
1 @ $300.00
$300.00
3. Niche Cremation, Non -Resident
1 @ $300.00
$300.00
4. Cremation, Resident
2 @ $200.00
$400.00
5. Cremation, Resident, Weekend
1 @ $300.00
$300.00
6. Cremation, Non -Resident
1 @ $300.00
$300.00
7. Adult Full Burial, Weekend
1 @ $800.00
$800.00
8. Adult Full Burial, Non -Resident
2 @ $900.00
$1,800.00
INCOME FROM INTERMENTS
$4,600.00
B. Lot Sales
1. Resident, Columbarium Niche
2 @ $700.00 $1,400.00
2. Resident, Flush Monument Space
1 @ $600.00 $600.00
3. Resident, Monument Space
12 @ $700.00 $8,400.00
INCOME FROM LOT SALES $10,400.00
TOTAL INCOME FROM INTERMENTS & LOT SALES $15,000
Mailing Address: Phone (319) 356-5105 Location:
410 East Washington sheet Fax (319) 341-4179 1000 Brvmn Street
10-wa City, L9 52240-1926 Io:oa City,1A 52240
II. CEMETERY MAINTENANCE
HOURS
A.
Funerals
46
B.
Ground Maintenance
143
C.
Equipment Repair and Maintenance
35
D.
Building Maintenance
21.5
E.
Cemetery Plantings
85.5
F.
Mow Cemetery
229.5
G.
Trim Cemetery
207.5
TOTAL CEMETERY MAINTENANCE 768 HOURS
III. BUDGETED & SPECIAL PROJECTS
HOURS
A.
Lot Sales
2
B.
Lot Locating
8
C.
Meetings
1
D.
Genealogy Requests
E.
Funeral O.T.
7.5
F.
Monument Repair
3
G.
Grave Repair
10
H.
Safety Training
6
I.
Special Project ( Bench installation / cement pads)
19
TOTAL BUDGETED & SPECIAL PROJECTS 57.5 HOURS
IV. ADMINISTRATIVE & OFFICE DUTIES 112 HOURS
V. OUTSIDE MAINTENANCE HOURS
A. Mow outside cemetery 4
B. Trim outside cemetery 3
TOTAL OUTSIDE MAINTENANCE 7 HOURS
TOTAL CEMETERY HOURS 1,061 HOURS
*total hours include the following
1. Leaves with pay
2. Rest periods
3. Supervisor x 1
4.PFTx2
5. Seasonal Full Time x 3
Mailing Address: Phmie (319) 356-5105 LAxwtion.
410 East Was)ssngton Street Fax (319) 3414179 1000 Brorma Street
Iowa City, iA 52240-1826 Iowa City, iA 52240
City of Iowa City
PARKS AND RECREATION DEPARTMENT
220 S. Gilbert Street
TO: Mike Moran, Director
FROM: Joe Wagner, Turf Specialist
DATE: June 30'h 2015
R> : Athletic Facilities April Report
1, Events for June 2015 was at 684 and for June 2014 was at 801,The biggest change
was Soccer, In June of 2014 we had 167 events while June of 2015 we had only 93.
Rain is the factor; we have several weekends cancelled due to rain.
2. Labor hours for June 2015 are at 2921 total hours compared to 2780 for June 2014.
The biggest increase was Baseball, 798 for June 2015 while June of 2014 was at
532.5. Soccer was at 133 for June 2015 while in June 2014 we had 193, again rain
was a factor. The reason Baseball went up was removing water from fields after rain
events for evening play, rain seems to end around 3:30 pm each day. Softball was at
551.4 for June 2015 while in June of 2014 we had 368.5 hours, The reason was a
State 8U ASA Tournament which had a total of 89 total man hours for a one clay
Tournament. Staff had to install the proper base anchors needed for an 8U age group
which was a total of 48 man hours. We also had to remove water off of the infields
after rain events as we did for Baseball.
3. Athletic Field hours was at 1829 for June 2015 while June of 2014 was at 1412,5, this
covers mowing, irrigation, aerification, seeding, trash, weed eating and other tasks
needed in Athletic Complex's. Due to Rain irrigation man hours was down with 104
in June 2014 while June of 2015 was at 50. Aerif ication hours was up with 93 in June
of 2015 while June of 2014 was at 45, again with rain we needed to aerify more to try
to have fields more playable.
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