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HomeMy WebLinkAbout08-12-2015 Parks and Recreation CommissionAGENDA PARKS AND RECREATION COMMISSION 5:00 p.m. WEDNESDAY, AUGUST 12, 2015 ROBERT A. LEE COMMUNITY RECREATION CENTER MEETING ROOM B 5:00 P.M. Call to order 5:01 p.m. Introduction of new Commission Member (Paul Roesler) 5:05 p.m. Approval of minutes from meeting of July 8, 2015 5:06 p.m. Public discussion of any item not on the agenda 5:10 p.m. Johnson County DogPAC Discussion 5:15 p.m. Hickory Hill Park — Eagle Scout Service Project 5:25 p.m. Recreation Division Report • Youth Sports Council • Customer Engagement Program Supervisor Introduction (Amanda Opitz) • Fall Activity Guide • Project Update 5:35 p.m. Parks Division Report • Updates o Tower Court Park o Highland Park o Hickory Trail Park • Prairie Update • Iowa Initiative for Sustainable Communities (IISC) • Monthly Report Data/Items Discussion 5:45 p.m. Directors Report • RFP Updates • Park Tour • Budget/CIP • Transition • Staffing 6:05 p.m. Chairs Report 6:10 p.m. Commission Time/Suggestions for Future Agenda Items 6:30 p.m. Adjournment MINUTES PARKS AND RECREATION DRAFT JULY 8, 2015 ROBERT A. LEE COMMUNITY RECREATION CENTER — MEETING ROOM B Members Present: Suzanne Bentler, David Bourgeois, Larry Brown, Clay Claussen, Maggie Elliott, Katie Jones, .Toe Younker Members Absent: Cara Hamann, Lucie Laurian Staff Present: Mike Moran, Chad Dyson, Zac Hall Others Present: Del Holland CALL TO ORDER Chairman Claussen called the meeting to order at 5 p.m. RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action): None OTHER FORMAL ACTION: Changes noted for the June 2015 minutes as follows: Add Joe Younker to the members present list. Change the date to June 10, 2015. Moved by Bouraeois, seconded by Bentler, to approve the June 2015 minutes as amended. Passed 7- 0 (Hamann & Laurian absent). PUBLIC DISCUSSION: No public discussion. JOHNSON COUNTY DOGPAC DISCUSSION: Bourgeois noted that the Johnson County DogPAC has pledged $5000 towards the pond restoration at Thornberry Dog Park. Bourgeois noted that even though DogPAC is no longer an affiliate, he would prefer to still run larger projects before them. He feels it is important to maintain a good relationship with DogPAC. He noted that once the project to restore the pond begins, it will take approximately two weeks to complete. Claussen agreed that maintaining a good relationship with DogPAC is important. RECREATION DIVISION REPORT: Youth Sports Council: Dyson has scheduled an initial meeting forthe newly created Youth Sports Council on August 6. Claussen will serve as a commission representative on this council. The first meeting will include gathering background information as well as forming goals and objectives for the group. Subsequent meetings will build on those goals and work towards developing a cost recovery plan to support maintenance operations of the sports fields. Brown noted that he is interested in participating on this council as well. PARKS AND RECREATION COMMISSION July 8, 2015 Page 2 of 6 Recreation Program Supervisor— Customer Engagement Position: The position has been offered to and accepted by Amanda Opits. Opits will be in charge of all of the front line staff at recreation facilities for the City. She has experience working with the YWCA in Missoula, Montana. Fall Facility Projects: The pool at Mercer Park Aquatic Center will be shut down in August for maintenance, tile work, painting and cleaning. In December, staff will shut down the Recreation Center pool to replace a portion of the HVAC system as well as locker room painting. Hope to accomplish this between fall and winter swim lessons and during winter break. Staff will move forward with getting pricing for the installation of the cabanas at City Park Pool. Staff expects to begin construction this fall with them opening for rental in spring of 2016. PARKS DIVISION REPORT Parks Department Staffing: The Parks Division is undergoing some staff changes with the recent hiring of Tyler Baird, Horticulture Specialist, and Joe Green, Maintenance Worker II, Horticulture. Upcoming Park Projects: A new shelter has been installed at Hickory Hill Trail Park with new swings to be put in place soon as well. Planting List: Staff is developing a planting list of trees for the City. This list will include no more than 5% of trees with the same genus. This diversity will feed into our EAB plan when replacing ash trees. Staff has determined that almost 30% of the trees on Washington Street are of the same genus. This can be detrimental when a certain type of tree is diseased. Brown noted that at the south end of The Terry Trueblood Recreation Area there are hundreds of maple tree shoots. He asked Hall if these could be salvaged and replanted elsewhere. Hall said that the City is moving away from maple trees as they are suspected to be the next tree species hit with disease. DIRECTORS REPORT: Normandy Drive Restoration Project: The final phase of this project will consist of the trail project to Rocky Shore Dr. Project Green has done a great job with the landscaping at Ashton House. Park Signage: The department is moving ahead with replacing park signs with the new design. There have been approximately 20 of these signs put in place to date. They have been very well -received by the community. Dog Parks: Running water has been added to Rita's Ranch. Both Rita's and Thomber y now have running water that includes a drinking fountain for the dogs. The windmill project planned for the pond at Thornberry will not be tapping into a water source, but will be adding aeration to the existing water which will then recycle. The pond will be widened somewhat, made a little deeper and there will be a small beach area added for the dogs. Much of the cost for this project will be donated with just $5,000 to $15,000 paid by the City. Neighborhood Park Updates: Reno Street Park: This project is close to being complete. A new shelter is in place. The old playground has been removed with a new one coming in soon. PARKS AND RECREATION COMMISSION July 8. 2015 Page 3 of 6 Hickory Trail Park: This park is being funded with Neighborhood Open Space (NOS) fees. The developer was required to donate approximately 3.5 acres for open space to the City. Tower Court Park: This project is also being funded with NOS fees totaling approximately $75,000. Enhancements to this park include a spray pad and a new playground. Moran explained that a spray pad is more of a fountain, where a splash pad includes water features, is larger and more expensive. Highland Park: A PIN (Program for Improving Neighborhoods) grant was awarded in the amount of $5000 for park improvements. This along with $3000+ raised through fundraising efforts by the neighborhood, will provide them with a new park shelter, a new park sign and possibly a new playground. This project is to be complete by the Party in the Park event which is scheduled for Thursday, August 6 at 6:30 p.m. Pending RFP's: Willow Creek/Kiwanis Park Restoration: 'Ihe bid opening will take place on Friday, July 10. If the bids are favorable and awarded, this will then go before council at their meeting on July 15 for review and approval. Staff hopes to have this project started by August 3. Lower City Park: This project has been awarded to Confluence, an architectural/landscaping firm in Iowa City. Moran very recently received the contract which will now go to the City Manager for his signature. Moran explained that while most RFP's are brought before the Commission, as well as the neighborhood for comments prior to going out, this particular one did not as there is no planned money associated with this. While Confluence did include a secondary access road into City Park in their concept plan, the City Engineer says that there will no longer be a need for this road. Elliott asked if Riverside Theatre Staff would be included when making plans for the Shakespeare Festival Stage located in lower City Park. Moran said that they will be included. Mercer Park Playground: Moran stated that this RFP includes the removal of the playgrounds at Mercer. These playgrounds will either be repurposed or replaced. This project will also include the addition of a Fibar System surface. This will provide a safer playground surface. This project will run approximately $270,000. Staff hopes to have this project completed by fall. East Side Sports Complex: This RFP is to draft an East Side Sports Complex Master Plan. This contract will be $50,000. The complex would be built on 75 acres of city -owned land located east of Taft Ave. S.E. and about a quarter mile south of the site planned for the new Hoover Elementary School. If built, this project would be funded through CIP funds. This complex would include multiuse fields for baseball, soccer, rugby, or other sports. Hickory Hill Master Plan: This master plan is being created as a result of the Friends of Hickory Hill. They asked that the City look at a plan that was presented to them by Confluence, however, left them with some concerns. Therefore, the City is creating a Request for Proposal for a contractor to develop a plan that will include a new trail configuration, a new bridge and the placement of way -finding signs. This project is fully funded as the council approved $225,000 for park improvements over a three year time frame. Bourgeois noted that Animal Services asked if he could place one of his dog park staff members at Hickory Hill Park periodically to monitor for dogs not on a leash. He has a staff member that has been monitoring this without many violations being noted. PARKS AND RECREATION COMMISSION July 8, 2015 Page 4 of 6 28E Agreement -Alexander Elementary: It was the hopes of the school district to create a uniform 28F agreement for all schools in Iowa City, Coralville and North Liberty; however, they were unable to do so. Moran and Dyson have asked the City Attorney to go ahead and initiate a 28E Agreement for Alexander Elementary. Sand Lake: There is some increased algae growth in Sand Lake at TTRA. Because the water is shallow, the sun is able to reach the bottom and therefore, promote growth. The department is exploring other options before dredging as this process is quite expensive. Based on lab reports, the water is still fine with very low levels E. coli reported. Fin and Feather concession rentals and sales are going very well. Commission Applications: The deadline for the Parks and Recreation Commission vacancy left by the departure of Katie Jones, is July 21. An announcement of who will be appointed will be announced at the July 27 Council Meeting. Chauncey Swan Park: Hall will be meeting with the contractor (Rohrbach Associates) for the Chauncey Swan Park renovation process after the construction of The Chauncey. As this project progresses, plans for the park will be brought before this commission. The developers have pledged $500,000 for restoration of the park. Announcement: Moran announced his retirement from the City of Iowa City effective Friday, September 25. Moran has been with the department for 32 years. CHAIRS REPORT: Claussen commended Moran on a job well done over the many years he has been with the City. Moran encouraged commission members to look over the job description and also suggested that a commission member consider being a participant on the interview committee if allowed. August Meeting: The new appointee to the Commission should be in attendance at the August meeting. Member absences will include Younker and Laurian. COMMISSION TIME/SUGGESTIONS FOR FUTURE AGENDA ITEMS: Bentler was approached about boat storage at Crandic Park and asked Moran if he thought this was going to be a possibility. Moran noted that he is meeting with someone next week to further discuss this option. Community members were able to store their row boats at Beckwith Boathouse; however, this will no longer be an option. Moran will report back to Commission. Elliott congratulated Moran on his upcoming retirement. ADJOURNMENT: Moved by Bourgeois, seconded by Elliott to adjourn the meeting at 5:55 a.m. Motion passed 7-0 (Hamann and Laurian absent). PARKS AND RECREATION COMMISSION July 8, 2015 Page 5 of 6 PARKS AND RECREATION COMMISSION ATTENDANCE RECORD NAME TERM EXPIRE n c o a N d v S Suzanne 1/1/17 X X X X X X X X X X X O/E X Bentler David 1/1/15 X X X X X X X X O/E O/E X X X Bourgeois Larry Brown 1/1/18 X X X X X X X O/E X X X 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 X O/E X X X O/E X X X Elliott Cara 1/1/16 X X X X X X O/E X X X X X O/E Hamann Katie Jones 1/1/18 X X X X X X O/E X X X X X Lucie 1/1/15 X O/E X O/E X X X X X X X X O/E Laurian Joe Younker 1/1/16 X O/E X X X X X X X X OX X O/E 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: August 5, 2015 RE: July 2015 Monthly Report S.P.I. Participation numbers were good for Session II SPI Summer programs. The Top Ten Snack Time cooking class had 30 registrations and the Week -end Walkers program had 26. There were 48 registrations for the Special Olympics Soccer program. (Master Plan: Enhance Program Development) The Special Olympics Softball Skills Competition in Muscatine was rained out this year, but Recreation Division athletes did compete in the District Special Olympics Softball Tournament in Cedar Rapids. (Master Plan: Enhance Program Development) The SPI "Under the Stars" special event was well attended and was a fun evening of music and dancing. (Master Plan: Enhance Program Development) Information gathered from program participants, parents, and part-time staff was taken into consideration as new programs were designed for upcoming sessions to be included in the Recreation Division Fall Activity Guide. (Master Plan: Enhance Program Development, Maximize the Planning Process and Solicit Community Involvement and Feedback.) The SPI Pizza Party was very popular again this year with over 130 participants in attendance. The Knights of Columbus, along with Hy-Vee Food Stores, generously provided the meal for this event. Many enjoyed playing softball at the field next to the KC Family Center afterwards. (Master Plan: Collaborate with Community Organizations and Businesses and Enhance Program Development) PRESCHOOL/JR./SR. HIGH ACTIVITIES - SCANLON GYM • The summer youth sports season concluded. Met with ICRD coaches for each program regarding improvements for next summer. Conducted an online parent evaluation for all summer youth sports. (Goal #5: Solicit Community Involvement and Feedback) (Goal 2: Track Performance Measures) Held the 6s' Annual Youth Triathlon for youth ages 5-12 at Mercer Park. 54 kids participated. (Goal 3: Enhance Program Development). Worked with Goose town Racing Club to recruit volunteers. (Goal 7: Assure Financial Sustainability) (Goal 8: Collaborate with Community Organizations) Recreation Division July 2015 Monthly Report Page 2 of 4 ■ The MPACSG continues to host ARC of Johnson County Day Camp Monday —Friday 7 am — 5:30 pm. (Goal 8: Collaborate with Community Organizations) • Purchased and installed a larger refrigerator for the P&G Room. This will help accommodate rentals and sport tournaments. (Goal 10: Plan for Continued Equitable Level of Service as Community Grows) • Will be conducting fall youth sports registration 2 weeks earlier this year to help parent plan their fall schedules. Registration will begin Wednesday August 12. Flyers and information for ALL fall youth sports have been posted on the ICRD youth sport page. (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 Adult Softball is ongoing after a rough start to the season it appears all the leagues will now end in August. (Goal #6 — Increase Awareness of Program Offerings). Fall Softball is scheduled to start in the second half of August. (Goal #6 — Increase Awareness of Program Offerings). 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 changes in the pool schedules due to the closing of Mercer Park Pool for maintenance in August. (Goal # 6 — Increase Awareness of Program Offerings). Staff posted upcoming program information on the three slide -show monitors in the RAI, Recreation Center. Slides about our Fall softball programs, guitar lessons, and the Terry Trueblood Caner Walk are just a few of the new ones. (Goal # 6 — Increase Awareness of Program Offerings). SOCIAL/CULTURAL SUMMER CAMPERS have enjoyed the day to day theme activities, arts and crafts, games and swimming as well as field trips to Ushers Ferry, Niabi Zoo, Coral Ridge Ice Arena, the Iowa Gym Nest and the Cherry Hill Aquatic Center. (Master Plan: FUN) A contract was entered into with Marlin Ingalls, Office of the State Archaeologist, to provide plans and specifications for the CITY PARK LOG CABINS. All work detailed will be in compliance with the Secretary of the Interior's Standards for Rehabilitation. The document will be completed by December 1, 2015 at which time a committee will be formed to move forward with more aggressive fund raising. Sadly, the state has denied our request for REAP funds a second year. Consideration to apply again, perhaps submitting a plan to complete work in stages is now in discussion. (Master Plan: Pursue alternate funding, improve existing parks) Staff submitted the required annual report to the JOHNSON COUNTY COMMUNITY FOUNDATION for their donation to the Cabins in 2014/2015. We have applied for funding in Recreation Division July 2015 Monthly Report Page 3 of 4 the 2015/2016 round as well. (Master Plan: pursue alternate funding) The Summer PLAYGROUND PROGRAM, supported by the Grant Wood Neighborhood Association's PIN grant, opened July 6 and will be held through August 14. Although our registration numbers are fairly low, attendance is strong each day. Some children actually attend every day and leaders report a great need for these kids to have engaging activities. Supervisors also report that they are able to encourage many kids to participate but gathering actual registration information from a parent or guardian has been difficult as the children arrive without supervision and tell staff there is no one at home to complete the paperwork. These are challenging sites but we knew that when we agreed to run these two programs. (Master Plan: Collaborate with community organizations; reach out to those in financial need, assuring programming opportunities in all geographic sectors of the city) The Fall ACTIVITY GUIDE was submitted to the printer and will be available the week of August 17. Look for a near doubling of dance programs and several new art classes. (Master Plan: Enhance program development) A planning meeting was held for KIDS DAY AT THE MARKE'1 to be held in September 19, gam — Noon at Chauncey Swan Park. Many changes will be made in the activities offered and several new agencies have pledged involvement. Be sure to put it on your calendar! And speaking of Market; consider attending the TASTE OF MARKET on September 2, beginning at 5pm. (Master Plan: Enhance program development, Collaborate with community organizations and businesses) AQUATICS Facilities City Park Pool We are still working with the Renovation Project contractor to finalize the south lawn area. We have hired a third contractor to get the work done properly. It is our hope that the new contractor can permanently repair the previous work, properly grade the area and have it ready for opening next summer. The other areas are standing up well and our swimmers seem to be enjoying the increased deck size. The August schedule will be adjusted to accommodate an increased bather load due to the MPAC's pool being shut down. Mercer Park Aquatic Center MPAC's pool is scheduled to be shut down the entire month of August. We alternate closures of the two indoor pools to accommodate general maintenance and large projects. This year we will be detailing the deck, replacing expansion joints, and the largest project will be renovating the on -deck restrooms to create Family Changing Rooms. The projects should take about three weeks with a week of fill/ circulation time scheduled in. Robert A. Lee Recreation Center With the bi-annual closing of Mercer Park Aquatic Center we are adjusting the schedule at the RALCRC to accommodate more swimmers. We do not have any major projects scheduled at this time for the Robert A. Lee Recreation Center Pool. Recreation Division July 2015 Monthly Report Page 4 of 4 Golf Outing This year we are hosting the 2"d annual golf outing to raise funds for our swim lesson scholarship program. The event is scheduled for Friday September I I`h. We currently have several sponsors on board and are hoping for 80-100 golfers. The funds raised will be put towards a scholarship fund to provide free swim lessons for disadvantaged youth. ov laPV �s- /'00X To: Mike MoranF�C-6rmietery From: Russell Buffington Date: August 6, 2015 " C�ar� Re: Monthly Report for July 2015 a tron-perpetual rare cemetery established in 1843 I. OPERATING AMOUNT A. Interments (10 ) 1. Adult Full Burial, Resident 2 @ $700.00 $1,400.00 2. Infant Burial, Resident 2 infants, 1 burial @ $125.00 $125.00 3. Cremation, Non -Resident 1 @ $300.00 & 1 @ $450.00 $750.00 4. Cremation, Resident, Weekend 1 @ $300.00 $300.00 5. Cremation, Non -Resident, Weekend 1 @ $600.00 $600.00 6. Niche Cremation, Resident 1 @ $300.00 $300.00 7. Niche Cremation, Non -Resident, Weekend 1 @ $600.00 $600.00 INCOME FROM INTERMENTS $4,075.00 B. Lot Sales 1. Resident, Infant Space 1 @ $300 $300.00 2. Resident, Columbarium Niche 3 @ $800.00 $2,400.00 3. Resident, Monument Space 2 @ $800.00 $1,600.00 INCOME FROM LOT SALES $4,300.00 TOTAL INCOME FROM INTERMENTS & LOT SALES $8,375.00 MaslingArtdrss: Phmw (319) 356-5105 Location: 410 EastWashingtun Street Fax (319) 3414179 1000 Bimmi Street lmua City, IA 52240-1826 Imua City, LA 52240 H. CEMETERY MAINTENANCE A. Funerals B. Ground Maintenance C. Equipment Repair and Maintenance D. Building Maintenance E. Cemetery Plantings F. Mow Cemetery G. Trim Cemetery TOTAL CEMETERY MAINTENANCE III. BUDGETED & SPECIAL PROJECTS A. Lot Sales B. Lot Locating C. Meetings D. Genealogy Requests E. Funeral O.T. F. Monument Repair G. Grave Repair H. Safety Training TOTAL BUDGETED & SPECIAL PROJECTS IV. ADMINISTRATIVE & OFFICE DUTIES V. OUTSIDE MAINTENANCE. A. Mow Outside Cemetery B. Trim Outside Cemetery TOTAL OUTSIDE MAINTENANCE TOTAL CEMETERY HOURS *total hours include the following 1. Leaves with pay 2. Rest Periods 3. Supervisor x 1 4. PFT x 2 5. 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