HomeMy WebLinkAbout09-09-2015 Parks and Recreation CommissionAGENDA
PARKS AND RECREATION COMMISSION
5:00 P.M.
WEDNESDAY, SEPTEMBER 9, 2015
ROBERT A. LEE COMMUNITY RECREATION CENTER
MEETING ROOM B
5:00 p.m. Call to order
5:01 p.m. Approval of minutes from meeting of August 12, 2015
5:02 p.m. Public discussion of any item not on the agenda
5:05 P.M. Lower City Park Master Plan - Confluence
5:30 p.m. September Park Tour
5:40 p.m. Recreation Division Report
• Staff training/scheduling
• Specia101ympics/ICCSD
• Youth Sports Council
• Swim Lesson Scholarship Golf Outing
5:55 p.m. Parks Division Report
• Updates
o Mercer Park
o Tower Court
o Highland Park
o Emerald Ash Borer
o Memorial Bench Program
6:10 p.m. Directors Report
• Cell Phone Tower Discussion
• Interim
• Budget
• CIP Process
6:30 p.m. Chairs Report
6:35 p.m. Commission Time/Suggestions for Future Agenda Items
6:40 p.m. Adjournment
MINUTES DRAFT
PARKS AND RECREATION COMMISSION
AUGUST 12, 2015
ROBERT A. LEE COMMUNITY RECREATION CENTER — MEETING ROOM B
Members Present: Suzanne Bentler, David Bourgeois, Larry Brown, Clay Claussen, Maggie Elliott,
Cara Hamann, Paul Roesler
Members Absent: Lucie Laurian, Joe Younker
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.
Claussen introduced newest commission member Paul Roesler to the Commission. Roesler stated that he
is a long-time Iowa City resident and is a graduate of the University of Iowa. He is currently the Event
Coordinator and Donations Leader for Scheels. Roesler replaces Katie Jones on the Commission who
resigned after accepting a new position in Des Moines. Roeslers term runs through January 2018.
Dyson introduced Amanda Opitz to the Commission. Opitz is the new Recreation Program
Supervisor/Customer Engagement employee. Opitz is originally from Montana. She has a background in
nonprofit work, communications, and most recently worked for the YWCA helping survivors of domestic
violence. Opitz noted that she is very happy to be a part of this department and is passionate about
working for Parks and Recreation.
Both were welcomed by commission members and staff.
RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action):
None
OTHER FORMAL ACTION:
Moved by Elliott, seconded by Bourgeois, to approve the July 8, 2015 minutes as written. Passed 7-0
(Laurian and Younker absent).
PUBLIC DISCUSSION:
Jim Glasgow with Glasgow Construction was present to give the commission an update on the pond
restoration at Thornberry Off -Leash Dog Park. He outlined the project as follows:
Will dig out the pond center if needed to a depth of 15'
Clean up and shape the east (shallow) side for rock placement
Rip rap the perimeter with 4" or larger stone
PARKS AND RECREATION COMMISSION
August 12, 2015
Page 2 of 6
• Make one zero entry ramp with finer stone or concrete
• Make two other ramps to blend with existing slope
• Install posts to allow for a dock forjumping dogs
• Install a water windmill that would feed into the pond.
Glasgow expects to have the pond rocked and ready to fill within two weeks of this meeting. At this
point they are working on placing the underground utilities. Glasgow noted that if the pond does not fill
back in on its own, they will pump water from the river after obtaining a permit from the DNR.
Commission members expressed their appreciation to Glasgow.
HICKORY HILL PARK — EAGLE SCOUT PROJECT:
Hall introduced Jace Werderitsch and his father Tom Werderitsch II, of Iowa City to commission and
staff. Jace Werderitsch approached the City several months ago with a proposal to construct a new bridge
in Hickory Hill Park, replacing the existing bridge that was deteriorating, as his Eagle Scout project.
After getting permission from staff, Werderitsch raised enough money to build a 5-foot-tall, 16-foot long
arched wooden bridge in the northeast corner of Hickory Hill Park. With the help of about 50 vendors
that supplied wood, nails, food and beverages, and over 1000 hours of volunteer help, he was able to
complete the project in six months. The bridge construction was originally estimated to cost $7,000,
however, it ended up costing $12,000. Hall said that this bridge is not only beautiful, but because it is
larger and more sturdy with a weight limit of 2800 lbs, parks staff will now be able to access the
northeast corner of the park with larger equipment. Moran presented Werderitsch a letter of appreciation
from Mayor Matt Hayek as well as a certificate of appreciation from the Parks and Recreation
Department. Moran noted that this Eagle Scout project was one of the best to date.
RECREATION DIVISION REPORT:
Youth Sports Council: Dyson reported that the Youth Sports Council met for the first time on August 6.
He said that the meeting was well attended, very productive and he feels they are off to a great start.
There were three representatives from Girls Softball, two from Kickers and two from Boys Baseball along
with Commissioners Brown and Claussen. They discussed the objectives of the council, primary cost
recovery ideas and current maintenance expenses. They also talked about numbers of participants and the
barriers that leagues are facing. All present noted their frustrations with getting communication out
through the school district. Dyson said that everyone came into the meeting with a very positive outlook.
Their next meeting is scheduled for Thursday, September 3 where they will discuss in more detail ideas
for additional funding, sponsorship and endowment possibilities to help raise funds to cover maintenance
costs.
Customer Engagement Program Supervisor: Dyson further explained Amanda Opitz role in the Parks and
Recreation Department. Opitz will oversee all customer service staff, will be in charge of
communications, print media and social media as well as work on the departments activity guide. She is
already scheduled to give a public service announcement on a local radio station to talk about programs
and services of the department in the near future.
Project Updates:
• Activity Guide: The Parks and Recreation fall activity guide is now available on-line with hard
copies being delivered next week. He noted that the cover of the fall guide highlights the Ashton
House.
PARKS AND RECREATION COMMISSION
August 12, 2015
Page 3 of 6
• Mercer Park Aquatic Center: The pool at Mercer is currently shut down for maintenance.
Demolition of the restroom just off of the pool deck will begin soon with this area being turned
into a family changing room.
• City Park Pool: Dyson noted that after two years this project is still not closed. Staff had some
concerns about the turf area and after not being resolved, has hired a new contractor to complete.
Staff is currently looking at pricing for two cabanas that will be available to rent for birthday
parties and other smaller parties, as well as serve as shade for the general public when not
reserved.
• ADA Projects: Dyson noted that there is funding in this year's capital improvement plan to
address some of the ADA projects for recreation facilities. The majority of this work will include
new door closers and other items to make for better accessibility.
Claussen commended Dyson for setting up the Youth Sports Council and felt that everyone came in with
a positive attitude.
PARKS DIVISION REPORT
Tower Court Park: Hall announced that the spray pad is installed and running. He noted that as soon as it
was turned on, kids were playing in it. The playground and swings have been installed on the east side of
the park.
Highland Park: A new shelter has been placed in Highland Park. Hall met with Thomas Mclnerny, an
Iowa City architect, who also lives in this neighborhood, to go over design plans following the shelter
placement. Some of the old play equipment from Mercer Park will be reclaimed and used in the Highland
Park.
Hickory Trail Park: The new swing set is in place. Staff is waiting for the safety surface material to
arrive to complete.
Reno Street Park: Hall said that staff has begun the planning for placement of the adult swings. Once
that has been determined they will install as they are currently in storage.
TTRA Prairie Update: It noted that the prairie is looking great and that Diana Horton has been able to
identify some plants that staff was not aware of Staff is looking at expanding prairies in other areas of
the city.
Monthly Report Data/Items Discussion: Hall asked for commissions input on what type of data they
would like to see in their monthly reports that are included within their packets. With recent staff changes,
Hall has not been able to get these reports to commission. He asked commission to let him know via
email or in -person what they would like to see in these reports.
Brown noted that there is no curb cut in the area where the blacktop comes out from the Ashton House.
Staff noted that the trail was placed over the sewer box which cracked the surface. They are working on
getting that replaced.
Brown also asked if the viaduct at the end of Park Road is city property. He said that you can't walk on
the sidewalk in this area due to the overgrown brush. Moran said he check on this.
PARKS AND RECREATION COMMISSION
August 12, 2016
Page 4 of 6
DIRECTORS REPORT:
RFP Updates
Lower City Park: Confluence, Landscape Designer, will be present at the September 9
commission meeting to share their draft plan for Lower City Park Master Plan. They will then
give a public presentation of the plan on Thursday, September 10. They will be looking for input
from commission, staff and the public. After incorporating some of those suggestions, they will
return to Commission in November to present a more finalized plan. Moran noted that there is
currently no money for this project other than funds that were budgeted for the secondary access
road which is no longer part of this plan. This will allow for about $270,000 for the first phase.
The rest will have to be requested through CIP funds and depending on the amount, may have to
be a phased project.
Mercer Playground: Staff will be meeting with the playground manufacturer tomorrow to choose
equipment prior to putting a plan together. The City received six bids on the project but was not
satisfied with those. Staff is going to meet with the company who received the most points
during the evaluation process and let them know that they would like to see something with more
pizazz. Because this is a public improvement project the installation of the playground will have
to be bid out. Moran is hopeful that this will be complete this fall.
Eastside Sports Complex: City will start interviews for a contractor on August 25 and 27 and
then one more the following week. Moran stated that the Eastside Sports Complex will have buy -
in for individual sport groups; it is not a plan to replace anything such as the soccer complex.
This is a proactive step for future needs. At this point there is only money available to develop a
plan. Additional funding will have to be requested through the capital improvement program.
Hickory Hill Park: Staff will interview for contractors the week of September 7 for this project.
Friends of Hickory Hill will play a large role in the selection process. The cost for this project is
estimated to total $700,000 with it being phased over 3 years with $250,000 budgeted per year.
Bud eg t/CIP: Staff will be looking at the budget and CIP's in September. Commission will be asked to
prioritize the list of items at their October or November meeting.
Moran noted that part of the budgeting process may include staffing rearrangements for the department.
He has asked the division heads to put proposals together showing how they would like to see their staff
laid out. City Manager has stated that FY17 will be a challenging budget year. If the City Manager
approves staff changes, Moran will handle before he retires on September 25. He said it appears that most
changes will occur within the Recreation Division.
Transition: Applications for the Parks and Recreation Director position will be accepted through
September 15. Claussen has requested to sit on the hiring committee for this position. Moran does not yet
know who will serve as acting director during the transition. He will share this information with
commission when available.
Park Tour: Moran noted that although the park tour has usually been scheduled for October, he would
really like to participate in one more park tour before his retirement. Commission agreed and therefore
scheduled the park tour for Monday, September 14. Participants will board a bus at 4 p.m. at the
Recreation Center. Dinner will be served on the bus.
PARKS AND RECREATION COMMISSION
August12,2015
Page 5 of 6
Marina Commissions: The rentals are going very well. Moran shared Fin and Feathers commissions to
date with the Commission.
Boards & Commissions: Council has been discussing and investigating ways to get more people to apply
for the City boards and commissions. There will be a discussion about the possibility of shortening terms
to no more than three years and with maximum term limit of four terms. If any members have feedback,
please feel free to share with Moran and he will forward to Council.
Directors Absence: Moran announced that he will be on vacation the week of August 25.
CHAIRS REPORT:
Claussen invited commission members to provide him with any input they may have regarding the
Director interview process.
COMMISSION TIME/SUGGESTIONS FOR FUTURE AGENDA ITEMS:
Elliott thanked Hall for responding so quickly when there was a report of graffiti on the Willow Creek
Trail.
Hamann noted that a couple of people from the public have asked her why there is no alcohol allowed on
city property, such as parks and park shelters. She said that Coralville charges a $15 fee to allow alcohol
use in their facilities. Moran noted that there were changes made to the City ordinance to allow alcohol at
our event facilities (Riverside Festival Stage, The Park Lodge and The Ashton House). However the now
alcohol allowed ordinance remains in place for all other facilities. Enforcement is a big concern, as there
are simply not enough police officers to monitor all of the facilities. Having alcohol available at the ball
diamonds has been an ongoing concern as well and therefore, is not allowed. Both Bourgeois and Brown
noted that they prefer it stay the way it is.
ADJOURNMENT:
Moved by Elliott, seconded by Bourgeois, to adjourn the meeting at 6:19 a.m. Motion passed 7-0
(Laurian & Younker absent).
PARKS AND RECREATION COMMISSION
August 12, 2016
Page 6 of 6
PARKS AND RECREATION COMMISSION
ATTENDANCE RECORD
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Suzanne
1/1/17
X
X
X
X
X
X
X
X
X
X
WE
X
X
Bentler
David
1/ 1/ 15
X
X
X
X
X
X
X
O/E
O/E
X
X
X
X
Bourgeois
Larry Brown
1/1/18
X
X
X
X
X
X
O/E
X
X
X
X
X
X
Clay
1/1/18
X
X
X
X
X
X
X
X
X
X
X
X
X
Claussen
Maggie
l/l/17
O/E
X
X
X
O/E
X
X
X
O/E
X
X
X
X
Elliott
Cara
1/1/16
X
X
X
X
X
O/E
X
X
X
X
X
O/E
X
Hamann
Katie Jones
1/l/18
X
X
X
X
X
O/E
X
X
X
X
X
*
X
Lucie
1/l/15
O/E
X
O/E
X
X
X
X
X
X
X
X
O/E
O/E
Laurian
Paul Roesler
1/1/18
*
*
*
*
*
*
*
*
*
*
*
*
X
Joe Younker
1/1/16
O/E
X
X
X
X
X
X
X
X
O/E
X
O/E
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
TO: Michael Moran
FROM: Chad Dyson
DATE: September 3, 2015
RE: August 2015 Monthly Report
S.P.I.
220 S. Gilbert Street
Staff attended the East Central Area Special Olympics Coaches meeting. Many of the new Special
Olympics Iowa program administration staff attended to introduce themselves to the area delegation
managers. Changes at the State level were presented along with updates to the Coaches Handbook, Entry
Forms and upcoming competitions.
(Master Plan: Enhance Program Development)
The Recreation Division has joined with Special Olympics Iowa in the FIT (Fitness Improvement
Training) program designed to improve fitness, overall heath, and quality of life for person with special
needs. This program will be implemented into many of the Special Olympics sports programs.
(Master Plan: Enhance Program Development)
The Fall Activity Guide was distributed to local agencies that serve persons with special needs.
(Master Plan: Increase Awareness of Program Offerings)
Staff met with the Iowa City Community School District's Director of Special Education to discuss
Special Olympics programming. The school district has had difficulty in implementing a Special
Olympics program in recent years, and with the resignation of their current coach they have asked if the
Recreation Division would expand the SPI program to include the school district's students who have
been participating in Special Olympics with them. The school district will continue to provide funding
for the students to participate and also contribute assistance with transportation to competitions, but not
be involved with the actual program implementation.
(Master Plan: Enhance Program Development, Increase Awareness of Program Offerings, and
Collaborate with Community Organizations and Businesses)
PRESCHOOL/JR./SR. HIGH ACTIVITIES - SCANLON GYM
• Offered fall youth sports registration 2 weeks earlier than last year. Updated ICP&RD youth sports
with ALL fall programs and offerings. (Goal 6: Increase Awareness of Program Offerings)
• Conducted Interviews for youth football and youth basketball supervisors. (Goal 3: Enhance Program
Development)
• Updated Mercer Aquatic Center Scanlon Gym facilities pass to include group and rental check in.
This will better assist attendance records. (Goal 2: Track Performance Measures)
• Sent youth sport sponsorship information to local businesses. (Goal 7: Assure Financial
Sustainability) (Goal 8: Collaborate with Community Organizations)
• Continue to do on line post rental evaluations for all rentals at the Mercer Aquatic Center Scanlon
Gym. (Goal #5: Solicit Community hivolvement and Feedback)
Recreation Division
August 2015 Monthly Report
Page 2 of 3
SPORTS & WELLNESS
Staff moved to the Park Shop in August to give the new Customer Engagement Supervisor the office
closest to the customer service desk in the RALCRC. (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 an article on
the department's website regarding the facilities hours during the Labor Day holiday. (Goal # 6 —
Increase Awareness of Program Offerings).
Staff is looking into buying a new upright bicycle for the RALCRC fitness room. All other equipment is
in working order. (Goal #9 — Continue to Provide Equitable LOS in Existing Parks and Facilities).
Fall softball registration ended August 14. There are 16 teams on Sunday, 14 on Monday, 4 on Tuesday,
and 11 on Wednesday. 2015 total: 44 teams 2014 total: 44 teams. (Goal # 6 — Increase Awareness of
Program Offerings and Goal #2 — Track Performance Measures).
Fall volleyball registration runs through September 18. (Goal # 6 — Increase Awareness of Program
Offerings and Goal #2 — Track Performance Measures).
SOCIAL/CULTURAL
Staff invited the new Children's Room Coordinator from the Iowa City Public Library to tour the
Recreation Center and to discuss past, present and future collaborations. Already we have a scheduled fi
story time to take place at the Log Cabins in City Park on Thursday, October 1. Children will also be
given the opportunity to make comhusk dolls and other Pioneer crafts. (Master Plan: Collaborate with
Community Organizations and Business)
Surveys were sent to all participants of Summer Camp, summer art classes and a few past special events.
Results to date have been interesting. For the most part the participants have been pleased and intend to
continue enrolling. Full results will be made available next month when the surveys come due.
(Master Plan: Solicit Community Involvement and Feedback)
The Recreation Division is pleased to have a full time inter and a part time practicum student this fall
semester. Both are involved in special events, classes and the general day to day operations of the
division. (Master Plan: Collaborate with Community Organizations)
The Activity Guides for fall were distributed to elementary schools the first week of classes. Registration
opened the last week of August. Enrollments appear to be about where they were last year at this time.
(Master Plan: Increase awareness of Program Offerings)
A grant has been submitted to Lowes for the restoration of the City Park cabins. Intern, Justin Hendrix
submitted the request for $50,000 the last week of August. Staff toured the cabins with Marlin Ingalls,
from the Office of the State Archaeologist and found them to be in much poorer condition. It will be
imperative that we find the resources to restore as expected by the Department of Interior very soon.
(Master Plan: Pursue alterative funding)
AQUATICS
August has proved to be a very successful month for aquatics. The hot weather and lack of rain has
increased attendance at the City Park pool substantially. Our main focus this month was Mercer Park
Pool. The pool was drained and closed to the public for the entire month. We thoroughly cleaned the
entire pool itself, acid washed the deck and contracted several small projects. Projects included painting,
Recreation Division
August 2015 Monthly Report
Page 3 of 3
removal and replacement of broken tile, starting block renovation and the largest was the installation of
two Family Changing Rooms. The entire process was completed on time and within budget.
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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:
August 2015
PREPARED BY:
Scott Justason, Facilities Manager
September 3, 2015
Page 2
1. ENERGY PERFORMANCE TRENDS
Electric Total T'
Gas Total
Total Caiandaryear 2015
May 2015 Energy Profile: Fire Station #4
(Billing cycle is 1 month behind)
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Facilities Total
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September 3, 2015
Page 3
Facilities electric Charges
Jan Feb Mar Apr May Jun Jul
City Ha li
$4,494.29
1$4,706.16
$4,403.29
$4,650.59
$8,392.07
$9,060.17
$9,998.40
RALRC
$1,829.73
$2,137.61
$2,033.99
$2,217.15
$3,764.91
$4,010.18
$4,524.86
Mercer/Scanlon
$4,733.55
$4,529.25
$4,376.35
$4,499.28
$7,820.06
$7,575.88
$7,358.57
7TRA-Lodge
$354.53
$264.68
$289.13
$398.97
$663.45
$595.32
$581.55
TrRA-Manna
$114.58
$1o9,29
$113.17
$120.92
$200.34
$2".70
$230.36
Fire Dept- Ste tion#2
$908.10
$869.01
$710.36
$902.13
$902.13
$942.01
$863.41
Fire Dept-Statlon#3
$213.93
$196.62
$195.65
$202.13
$326.91
1 $348.19
$360.42
Fire Dept-Station#4
$899.32
$927.70
$700.61
$625.97
$625.97
$763.74
$859.50
Senior Center
$1,493.58
$1,495.19
$1,670.51
$1,967.21
$3,339.44
$3,653.85
$4,247.87
Ashton
$77.07
$56.84
$47.22
$37.81
$233.00
$139.39
$96.91
Park Shop
$532.61
$476,81
$412.29
$321.68
$432.51
$479.27
$575.54
TQFAL
$15,651.29
$15,769.06
$14,540.28
$15,622.16
$26,700,79
$27,333.43
$29,111.85
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Page 4
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Page 5
Parks ElecMSChrges
Jan Feb Mar Apr May lun Jul
W.Benton St Park
$23.56
$23.56
$23.43
$23.47
$37.00
$22.13
$37.01
Napoleon Maintenance Garage
$13.37
$12.22
$13.30
$16.34
$23.81
$2516
$22.10
Napoleon B+LD Light
$2724
$26.73
$94.10
$108.47
$226.83
$226.83
$49.95
Napoleon Concessions
$24.76
$14.94
$2613
$168.71
$296.26
$290.50
$251.32
Rocky Shore Dr
$10.00
$10.00
$10.00
$10.00
$10.00
$10.00
$10.00
Green Mtn Dr Pheasant Hill
$13,53
$13.47
$27.00
$13.48
$27.01
$13.49
$27.01
550 Greenwood Dr
$28.58
$23.49
$23.88
$25.88
$30.70
$27.09
$25.74
City Pa rk Pool
$10.89
$10.56
$13,12
$14.52
$16.45
$16.45
$16.39
City Park Stage
$65.52
$56.63
$84.05
$8&05
$104.70
$91.46
$87.47
City Pa rk Bays B-ball Lot gB
$11.59
$11.04
$14.77
$16.68
$18.93
$17.75
$18.79
City Pa rk Boys B-ba II Lights
$10.00
$10.00
$23.80
$102.63
$151.21
$50.17
$19.57
City Pa rk Boys B-ba l l Clubhouse
$11.15
$10.76
$1&95
$136.51
$259.83
$193.64
$198.61
City Park Security Light
$64.89
$64.48
$129,37
$64.58
$MAO
$64.60
$129.40
City Park Cabins
$10.00
$10.00
$10.00
$10.00
$10.00
$10.00
$10.00
City Park Flagpole
$10.00
$10.00
$10.00
$10.00
$10.00
$10.00
$10.00
City Park Shelterg2
$15.22
$13.34
$19.12
$15,74
$1&48
$19.84
$1763
Cty Park ShelterN
$10.00
$10.00
$10.00
$11.92
$13.73
$10.00
$10.00
Clty Park ShelterR5
$10.00
$11.25
$10.00
$10.00
$10.00
$10.00
$10.00
Cry Park Shelter%
$14.87
$13.47
$14.52
$11.48
$17.48
$16.12
$16.39
City Park Shelter08
$19.50
$21.68
$18.16
$2728
$31.84
26.06
$22.31
Cry Park Grey Brick
$16.01
$14.44
$21.11
$29.71
$55.83
$42.70
$36.12
Cty Park Red Brick
$37,61
M15
$24.50
$24.50
$27.52
25.73
$47.66
City Park Tennis Building
$10.17
$10.00
$49.76
$90.14
$160.72
$127.45
$221.42
City Park Terris Shed Lt.
$84.82
$84.04
$16&15
$84,20
$169.00
$94.25
$168.90
City Park Machine Shed
$239.61
$159.27
$67.91
$53.41
$47.23
$33.09
$27.92
City Park Shop
$73.85
$53.02
$56.09
$49.33
$64.54
$60.80
$61.01
City Park Pond
$31.40
$2,4.10
$10.00
$10.00
$3.0.00
$10.00
$10.00
Taylor Dr Light
$65.62
$71.00
$59.80
$73.42
$134.22
$69.42
$69.36
Fa lrchild St Lights
$63.76
$39.94
$34.92
$2&32
$29.80
$27.42
$28.81
N Dubuque Terrell Mill Us
$124.50
$8283
M73
$89.88
$117.96
$11M77
$114.18
Bloomington St Gaaebo
$10.71
$10.49
$10.52
$10.35
$10.33
$10.33
$10.45
Bloomington St Light
$12.72
$19.43
$66.69
$45.99
$54,83
$36,27
$53.31
Harrison Hill Light
$14.41
$14.28
$28.53
$14.30
$28.66
$14.31
$2&61
7th Ave Ct
$19.81
$17.37
$18.08
$22.32
$2&66
$26.85
$26.31
Dover St Tennis Court
$10.17
$71.15
$145.01
$135.11
$62.96
$246.94
$82.79
DoeerStStonige
$16.54
$13.82
$14.60
$20.25
$26.52
$18.16
$16.27
DoverSt Light Mercer
$20.72
$27.34
$62.20
$117.76
$292.10
$360.00
$79.86
Dover St shelter
$25.32
$25.11
$33.45
$95.37
$222.17
$203-17
$172.30
Dover St Pump
$32.64
$27.66
$21.29
$18.51
$26.97
$29.46
$16.61
Diamonds 3&4 Lts
$10.97
$11.53
$90.48
$180.70
$270.25
$71.00
$11.36
helter
$11.76
$11.25
$11.38
$11.22
$11.58
$11.35
$10.00
Li htCollege Green
$81.71
$62.19
$67.04
$64.60
$82.07
$86.03
$93.26
shelter
$10.72
$16.89
$55.76
$33.40
$37.84
$17.32
$40.43
VD..rR
ecurity Light
$13.60
$13.44
$26.86
$13.47
$27.02
$13.48
$26.96
ve Security Light
$13.56
$13.47
$26.92
$13.48
$27.01
$13.49
$26.98
l PasrkShelterg2
$10.44
$10.00
$10.95
$14.34
$15.65
$15.43
$15.48
r Light
$13.60
$13.44
$26.86
$13.47
$27.02
$13.48
$26.96
Conklin Ln Shelter
$10.00
$10.00
$10.17
$11.04
$11.69
$12.27
$11.49
1st Ave Peninsula Bridge
$66.92
$53.17
$4&82
$46.73
$56.50
$52.99
$52.99
1117 Tag Dr shelter
$27.85
$26.24
$26-31
$34.34
$35.14
$48,78
$37.05
TOTAL
$1,586.19
$1,414.68
$1,982.69
$2,935.40
$3,615.45
$3,042.03
$2,604.54
September 3, 2015
Page 6
1.2 Gas Consumption:
Electric Total a
Gas Total
Total Calandaryear2015 t
Facilities Gas Charges
Jan Feb Mar Apr May Jun Jul
City Hall
$2,043.60
$2,404.13
$1,283.75
$735.08
$533.85
$788.99
$689.33
RALRC
$3,057.34
$3,396.57
$2,369.19
$1,506.90
$1,181.39
$1,038.76
$779.64
Mercer/Scanlon
$7,361.28
$6,449.75
$5,664.86
$4,335.62
$2,740.09
$653.84
$207.00
TrRA-Lodge
$214.05
$194.90
$84.34
$41.44
$30.67
$21.70
$19,12
Fire Dept -Station #2
$92.31
$63.97
$45.82
$32.63
$32.63
$24.20
$23.32
Fire Dept -Station #3
$350.64
$311.53
$86.09
$31.96=7312,�2634
0.68
$19.63
Fire Dept -Station #4
$340.14
$371.88
$51.03
$28.908.29
$28.30
SeniorCenter
$1,630.46
$1,633.86
$788.89
$440.107.76
$230.42
Ashton
$273.74
$196.78
$118.86
$24.212.12
$12.14
Park Shop
$713.52
$621.37
$205,82
$8436$14.07
$14.56
TOTAI
$16,077.08
$15,644.74
$10,492.83
$7,261.20926.34
- $2,008.90
(Note - Ashton House has shown no data formeter readings on invoices since September 2014. Thus there is no chart to indicate
usage of therms. ITS continues investigating the cause.)
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September 3, 2015
Page 8
Parks GasCharges
Jan Feb Mar Apr May Jun Jul
Lower City Park
$263.41
$183.01
$70.51
$24.85
$12.00
$11.53
$23.06
City Parkshelterx8
$70.39
$46.75
$20.27
$11.49
$10.00
$10.00
$10.00
Crty Park Red Brick
$117.61
$112.85
$32.69
$16.93
$10.00
$10.00
$10.00
City Park zoo
$107.46
$77.18
$37.55
$21.39
$10.00
$10.00
$10.00
TOTAL
$558.87
1 $419.79
$161.02
$74.66
$42.00
$41.53
$53.06
.11
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September 3, 2015
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. A water sample
was taken and it was determined to be pool water.
July - We can see water leaking into the drain pit from a pipe presumed to be coming
from the surge tank. We are unable to determine where the pipe is actually connected
without draining the pool again. We placed a test plug in the open pipe in an attempt
to see if the water will back up in another location. It has been several weeks and it
has not caused any issues, the plug remains in the line. It is most likely the line is a
September 3, 2015
Page 10
drain from the tank and a valve within the tank is not holding. There are no prints
available indicating the function of this pipe. The next quarterly water reading will
help us determine if we continue to loose water.
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 Trane Tracer system
installed around 1992 handles the North Court section of the building. There is a very old
pneumatic control system that is completely stand- alone and inefficient. Some of the
pneumatics have been converted to DDC via a Barber Coleman DMS system that has become
unreliable over the years. The conversion was never completed. Most of the issues with City
Hall BAS are in progress to be corrected with the project discussed in section 4.1 City Hall
HVAC Replacement Project and 4.2 Project to Upgrade Building Automation System
(BAS) to Connect Three Buildings. Some equipment will still remain under older controls and
will need to be addressed accordingly.
RALCRC - Old pneumatics are controlling approximately 50% of tield 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
September 3, 2015
Page 11
system is also not compatible with new computer software and cannot be accessed remotely.
Manual changes to valves and controllers must be made seasonally. The system is unreliable.
With the project discussed in section 4.2 Project to Upgrade Building Automation System
(BAS) to Connect Three Buildings, remote connectivity will be established making it possible
to access the system and troubleshoot on a somewhat limited basis until the existing controls
can be upgraded.
Mercer/Scanlon — This facility is currently using some of the oldest pneumatics controls in the
state. Serious consideration to upgrade the controls to this facility is urgently needed. As the
controls fail, upgrades will be required on an emergency basis. This makes repairs and
upgrades unnecessarily expensive. Field devices and controllers are obsolete and can't be
obtained. The same Barber Coleman DDC system as City Hall and RALCRC operates portions
of the facility. There is also no remote connectivity. This is the 3'" 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.
Animal Care and Adoption Center — This facility is operational as of August 2015. We have
taken over the new BAS system and responsibility for MEP and structure maintenance.
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.
September 3, 2015
Page 12
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 SERVICES WORK
3.1 Contractor Service Calls:
All Temp Refrigeration was called to Mercer for Air conditioning calls and found a failed
compressor on ACCU5. ATR also changed out the main building RPZ at RALCRC during a
scheduled shutdown August 31. Valucon demo'd the deteriorating Gilbert St handicap ramp and
prepared to replace with new.
3.2 Contractor Service Contract Work:
AAA Mechanical of Iowa City has been
service contract beginning in October 2014.
3.2a HVAC PM —
3.3 Project Requests:
awarded a 3-year HVAC Preventive Maintenance
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:
PH1 PD/FD RTU replacement has been completed.
PH2 North Court RTU replacement— Completed
4.2 Animal Shelter — Construction began in tall ZU14. 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 Modem 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.
September 3, 2015
Page 13
4.3 Robert A Lee Recreation Center Fitness Room Enclosure - Substantially complete.
Punch list items remain. Complete
5.1 CMMS (Computerized Maintenance Management Software)
This software maintains a database of information for maintenance operations. This information
is designed to enhance the productivity of maintenance workers. It also helps the management
team make informed decisions, such as calculating the cost of machine breakdown repair
versus preventive maintenance or outright replacement, which leads to better allocation of
resources. Any asset, be it equipment or personnel performance can easily be tracked and
adjusted accordingly.
5.2 Antero - the CMMS database
We have spent several months gathering equipment lists and other pertinent data to enter into
the system. A maintenance staff member is being trained on the system and assists with some
data entry duties to help expedite the process moving forward. 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: July 2015 - We've reached a point where we can use Antero to track work and
enter/complete work orders manually as a schedule is developed.
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
September 3, 2015
Page 14
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
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 2"d shift custodian Tony Lee resigned his position. The position has been filled. Juan
Capitan will start August 10. Juan quit within 3 days and the position was re -filled by another
interviewee. Kevin Washington filled the position and started August 31.
Tom Snyder MWIII/Pools resigned his position at Mercer. MWI Government Bldgs, Jim
Waumbacher has announced he will retire as of October 30. He will be taking several weeks
FMLA leave before retirement. We are taking this opportunity to restructure our staff to better fit
our working environment, and raise maintenance practices and cleaning of facilities to higher
standards.
We remain shorthanded and look forward to posting the needed positions ASAP
September 3, 2015
Page 15
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 Numberg. 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. Valu-Con will replace in late August/early September. Project is underway.
8. FACILITIES INSPECTIONS:
None to report.
9. WARRANTY REPAIRS:
No issues to report for Aug.
10. LOST TIME ACCIDENTS, SAFETY PROBLEMS, OR HAZMAT INCIDENTS:
No issues to report for Aug.
11. MAJOR EQUIPMENT OUT OF SERVICE:
No issues to report for Aug.
To: Mike Moran
From: Russell Buffington
Date: September 1, 2015
Re: Monthly Report for August 2015
oV low,,
a non -perpetual care cetnetery
established in 1843
I. OPERATING
AMOUNT
A. Interments ( 8 )
1.
Adult Full Burial, Resident
1 @ $700.00
$700.00
2.
Adult Full Burial, Resident, Weekend
3 @ $900.00
$2,700.00
3.
Adult Full Burial no vault, Non- Resident,
w/ lowering device and extra maintenance charge
1 @ $1,450.00
$1,450.00
4.
Adult Full Burial, Non -Resident, Weekend
1 @ $1,350
$1,350.00
5.
Niche Cremation, Resident
1 @ $300.00
$300.00
6.
Cremation, Resident, Weekend
1 @ $400.00
$400.00
INCOME FROM INTERMENTS $6,900.00
B. Lot Sales
1. Resident, Monument Space
7 @ $800.00
$5,600.00
2. Non -Resident, Monument Space
1 @ $1,200.00
$1,200.00
3. Resident, Flush Monument Space
2 @ $700.00
$1,400.00
4. Resident, Columbarium Niche
4 @ $800.00
$3,200.00
INCOME FROM LOT SALES $11,400.00
TOTAL INCOME FROM LOT SALES & INTERMENTS $18,300
Muting Address: Ptwne (319) 356-5105 Location:
410 East 11"iingtmi Sheet Fax (319) 3414179 1000 Brown Street
Imm City, L9 52240-1826 Iowa Cihj, IA 52240
IL 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 MAINTENA NCE
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. PFTx2
5. Seasonal Full Time x 1.5
HOURS
55
66
39
15
53
158.5
108
494.5 HOURS
HOURS
5
6
3
2
17
0
2.5
1
36.5 HOURS
143.5 HOURS
HOURS
1
I
751 HOURS
Ak ing Address: Plwne (319) 356-5105 Lo tion:
410 EastWasldngtmi Sheet Fax (319) 341-4179 1000 Brown Street
Iowa City, IA 52240-1826 Imua Cifg IA 52240
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City of Iowa City
PARKS AND RECREATION DEPARTMENT
220 S. Gilbert Street
TO: Mike Moran, Director
FROM: Joe Wagner, Turf Specialist
DATE: September 3' 2015
RE: Athletic Facilities August Report
1. Events for August 2015 are at 235 compared to 301 for August 2014. The difference
was in Soccer with 40 less Soccer events. Labor Day is not until September 71h this
year so Kickers youth program has a later start compared to last year,
2. Labor hours for August 2015 are at 1874.5 total hours compared to 2450 for August
2014. We are working with less staff this fall trying to reduce labor hours. Staff had
423.5 labor hours preparing for Super Sixies Soccer Tournament, this includes
painting and setup compared to 514 in August 2014.
3. Soccer events were at 54 for August 2015 compared to 94 for August 2014, Baseball
had an increase from 150 in August 2015 compared to 143 for August 2014. Softball
events for August 2015 with a total of 23 compared to 54 for August 2014.
4. We have mowed 304 hours for August 2015 compared to 272 hours for August
2015.Staff spent 48.5 hours seeding, 30 hours aerfying and 87 hours working on
irrigation in Athletic Fields. Staff also spent 83 total hours working on City Park Pool
Deck trying to close that project out.
5. Staff spent 64 total hours in August 2015 working on a Cross Country Track for
Regina High School. This includes mowing, layout and painting of the 3.1 mile track.
Regina's cross country meet will be held September 3`d at the Kickers Soccer
Complex.
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