HomeMy WebLinkAbout01-13-2016 Parks & Recreation CommissionAGENDA
PARKS AND RECREATION COMMISSION
5:00 P.M.
WEDNESDAY, JANUARY 13, 2016
THE CENTER
(Tire Senior Center)
ROOM 208 — SECOND FLOOR
5:00 p.m. Call to order
5:01 P.M. Staff Introduction
5:07 p.m. Approval of Minutes from Meeting of December 9, 2015
5:09 p.m. Public Discussion of any Item not on the Agenda
5:12 p.m. Recreation Division Report — Chad Dyson
• Robert A Lee Recreation Center Project Update
• Dog Park Update
• Eastside Sports Complex Update.
• Program Highlights
5:25 p.m. Parks Division Report — Zac Hall
• Willow Creek Kiwanis Park Project Update
• Mercer Playground Redesign Update
• Prairie Update
• Snow Removal
• Staffing
5:40 p.m. Directors Report — Juli Seydell Johnson
• Budget Update
• Ermna Harvat Park
6:00 p.m. Chairs Report — Clay Claussen
6:10 p.m. Commission Time/Suggestions for Future Agenda Items
6:20 p.m. Adjournment
MINUTES
PARKS AND RECREATION COMnMISSION
DRAFT
DECEMBER 9, 2015
ROBERT A. LEE COMMUNITY RECREATION CENTER — MEETING ROOM B
Members Present: Suzanne Bentler, Clay Claussen, Maggie Elliott, Cara Hamann, Lucie Laurian,
Paul Roesler, Joe Younker
Members Absent: David Bourgeois, Larry Brown
Staff Present: Geoff Fruin, Chad Dyson, Zac Hall, Tammy Neumann
Others Present: Dell Holland, Pauline Taylor
CALL TO ORDER
Chairman Claussen called the meeting to order at 5 p.m.
STAFF INTRODUCTION:
Fruin continued with monthly staff introductions. Tonight he introduced Earlis Stockman, the longest
standing City Employee, to the Commission. Fruin announced that Stockman will be retiring from the
City of December 31 after 46 years of employment. Stockman explained that he started his employment
after getting out of the Army in 1969. He said that at that time there were not many parks in the city and
that City Park was the main focus. There are now 42 parks in Iowa City. There was a zoo at City Park at
that time. He told the story of a day after there was a storm that the buffalo fi•orn the zoo had all escaped
their pen and were on the ball field. Stockman had to herd the buffalo back into their pen. He joked that
not many people could say that they had ever had to do that during thew tenures. He explained that his job
has changed from mostly mowing to building park shelters, clearing. snow, pruning branches, and
concrete work. His latest projects included installing playground equipment at Hickory Trail and a park
shelter at Highland Park. Hall praised Stockman for helping him transition into his job as Parks
Superintendent. Frain also praised Stockman for his years of employment and expressed the fact that it is
an amazing accomplishment to have worked in a position for that many years. He also noted that there is
an extreme annount of knowledge going out the cloor with Stockman. Claussen asked Stockman what his
retirement plans are. He stated that he enjoys gardening and canning. He will also be assisting his
brother, who retired from the City Streets Department two years prior, with his farm. Claussen, on behalf
of the commission, thanked Stockman for his years of employment and hard work. He said that he knows
that Stockman is held in the highest esteem and will be greatly missed. All wished him well upon his
retirement.
RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action):
Moved by Laurian, seconded by Bentler, to approve the Parks and Recreation proposed fees and
charges for FY17 as amended. Motion passed 7-0 Bourgeois and Brown absent).
PARKS AND RECREATION COMMISSION
December 9, 2016
Page 2 of 6
OTHER FORMAL ACTION:
Moved by Younker, seconded by Elliott, to approve the November 12, 2015 minutes as written.
Passed 7-0 (Bourgeois and Brown absent).
PUBLIC DISCUSSION
Claussen welcomed Pauline Taylor, newly elected council member, to tonight's commission meeting.
Claussen said that he and the commission are looking forward to working with her. Taylor commented
that she has read Commission minutes and commended them, as well as Parks and Recreation Staff, for
all of the work.
ELECTION OF OFFICERS:
Laurian nominated Clay Claussen to continue as Chairperson of the Parks and Recreation Commission.
Moved by Lau•ian, seconded by Elliott, to elect Clay Claussen as the Chairperson for the Parks
and Recreation Commission for 2016. Motion passed 7-0 Bourgeois & Brown absent).
Bentler nominated Joe Younker to continue as Vice -Chair of the Parks and Recreation Commission.
Moved by Bentler, seconded by Hamann, to elect Joe Younker as the Vice -Chair of the Parks and
Recreation Commission for 2016. Motion passed 7-0 Bourgeois & Brown absent).
RECREATION DIVISION REPORT:
Eastside Sports Complex: Dyson reported that Hitchcock Design Group met with possible stakeholders
to gather their input for the future Eastside Spouts Complex. Stakeholders include High school athletic
directors, affiliate groups, city staff, club sports teams, Iowa City Alliance and Kickers Soccer Clubs, Red
Zone Football, Diamond Dreams and Little Hawks. The public input meeting was held that evening.
While there were few participants in the public meeting, those that were present were able to provide
valuable feedback. There is also an online portal available for public input. Dyson hopes to have a report
to present to Commission after the holidays and will invite Hitchcock to present at a future commission
meeting.
Laurian inquired as to how this project came to be. Fruin explained that the city purchased this land in
2007/2008 with the thought that it would become an industrial park. This plan, however, never came to
fruition. City staff then turned to the parks system and started discussions about the increased demands
for sports fields, particular when there are flood issues within the city. Staff also sees this as an
opportunity to consider sports activities that we are currently unable to offer. Some of those include
cricket, lacrosse, rugby and other international type sports that are not currently offered in the region.
Laurian then asked if archery may be included. Hall said that it had not yet been discussed but that staff
would consider it.
Parks & Recreation Fees & Charges: Dyson explained to Commission that staff noted an error in the
fees and charges matrix that was presented to and approved by the Commission in October. Errors
included fees for The Park Lodge at the Terry Trueblood Recreation area and the omission of parties at
the dog parks. Dyson asked that Commission again to take action to approve the amended fees and
charges.
PARKS AND RECREATION COMMISSION
December 9, 2015
Page 3 of 6
Moved by Laurian, seconded by Bentler, to approve the Parks and Recreation proposed fees and
charges for FY17 as amended. Motion passed 7-0 Bourgeois and Brown absent).
Winter/Spring Programs: Dyson announced that the Parks & Recreation activity guide has been
distributed. He reported that the department has changed to a staggered registration system. They started
with youth spouts registration on December 2, swim lesson registration on December 9, and all other
classes on December 16. The department has also expanded the offering of custom private swim lessons.
So far there has been good response to these changes.
Robert A. Lee Community Recreation Center Closure Plans: Dyson announced that the recreation center
pool will be closed from December 23 through January 17 for maintenance. Saturday morning pool hours
will be added to Mercer to cover those displaced by the shutdown. The Recreation Building will also be
closed from January 4 through January 12 in order to allow for the replacement of the boiler. This
process necessitates shutting down the heat in the building. While winter is not an ideal time to replace a
boiler, the current system is on the verge of failing. Other projects during this shutdown will include
painting of the interior of the building including the locker roonns. Also of note, is that the January
commission meeting may need to be relocated. Commission members will be informed via email if this
is necessary.
PARKS DIVISION REPORT
Biodiversity Management Strategy: Hall reported that in the spring of 2015 several groups came together
to produce a biodiversity management strategy for Iowa City. The goal of this plan is to create and follow
a strategy which would include the following: "Update and improve the Sensitive Natural Areas
Ordinance; Transform the City's Forestry Department into a new Department (or Division) of
Biodiversity Services; increase biodiversity by devising an ecological network, and educate Iowa City
residents about what has been accomplished in other cities."
(littps://stistaiiiab i I ity.tiiowa.edii/climatenarrative/?p=2333)
Hall further explained that the desire is to expand the city's natural areas and plantings and increase the
pollinated population. He noted that the department is already making attempts to diversify tree species
when working on new projects, while also increasing the number of trees planting. Those have increased
by 30% between 2014 and 2015.
Fruin said it is pertinent to mention two areas that he sees as important during this process. They include
a focus on increasing the amount of land that can serve this purpose and also management of the land we
currently own. He said it is important to realize the full potential of that land and this is what will be
presented to the Council during their budget meetings. He said a natural areas inventory as well as a
ianagement plan will be suggested. He also said that regardless of what the department it named, it will
still continue forestry operations. Laurian suggested that perhaps a name change isn't necessary as long as
the biodiversity plan is practiced.
Laurian asked if the City currently fertilizers their turf. Hall said that they do not. He also noted that they
are looking at expanding the prairies but that many of these changes will take place with the next budget
process.
Laurian asked if there is a policy that states when property is being annexed that they have to dedicate a
percent of the land for parks and natural areas. Fruin said that currently the City does not have such a
policy in place. She also asked Hall if he is looking at a no mow policy. He responded that there is not a
policy written but they have begun the process in some areas.
PARKS AND RECREATION COMMISSION
December 9, 2015
Page 4 of 6
Hickory Hill Park: Hall announced that Snyder & Associates have been selected to proceed with the
master plan of trails and bridges for Hickory Hill Park. Staff met with them last week for a data gathering
session. They discussed the need for signage to include both way -finding inside and outside the park,
erosion issues, maintenance access needs and widening of trails and bridges. Staff and the contractor will
schedule a public meeting at the end of February.
Mercer Park Playground: ound: Hall participated in a conference call with the Dostal Construction Company
who was awarded the bid for the installation of the playground. This will be the largest playground that
this particular contractor installed. However, they are very familiar with this particular piece of
equipment.
Willow Creek/Kiwanis Park Update: Staff was on site today to conduct an inspection. The grading has
begun and some of the water that was holding in the area has receded. The trail is complete. The
contractor will likely start with the restrooms at Kiwanis Park after the first of the year.
Staff Training: Parks staff will be going through some training for prairie burns in the near ftrture.
DIRECTORS REPORT
Farmers Market: Fruin reminded commission that due to some staff changes and shifting of duties that
would have an effect on administrative staff time, the farmers market was outsourced to Avaeentre during
the 2015 season. By all accounts this relationship went very well. However, after looking at proposed
renewal numbers, and because of some of the expenses that would have to be assumed by Avacentre in
the 2016 season, it was necessary for them to increase the cost of their contract significantly. After
looking at the budget, it has been determined that the management of the farmers market will again be
done within the Parks and Recreation Department. Laurian noted that she had heard from the vendor
from Echollective farm who expressed his desire to have an ongoing winter market offered by the City.
Commission Lighting Continents from November Meeting: It was mentioned during the November
commission meeting that the lighting at Mercer Park along the walkway and to the parking lot is pretty
poor. Staff has looked at the situation and agree that this is an issue. As this will be a fah9y expensive
project, staff will put together a plan to consider in the future but will not be this winter.
Staff also looked at the lighting concern in upper City Park. During a Cyclocross event this fall,
participants mentioned that the lighting in upper City Park was pretty poor. It was determined that
because this lighting is in place mainly for the aquatic season, of which stays light later into the evening,
they will not address at this time.
Staff Report Feedback: As Juli Seydell Johnson (new Parks and Recreation Director), begins her
employment with the City, she will work with her to determine what is important from it management
standpoint. It is also hnportant that staff provides Continission members with packets that include reports
that they would like to see. Therefore, Fruin is putting together a survey for commission members to
determine what you would like to see. He will try to get this survey out prior to the holidays. Laurian said
she doesn't mind having too much information and that she enjoys reviewing the reports. However, she
also said that if it is placing too much of a burden on staff, she understands the need to make some
changes. Bentler suggested that perhaps it could be presented differently.
Cyclocross/Jingle Cross: Fruin shared that Jingle Cross started in Iowa City in 2004. It is a world-wide
recognized event that is now here in Iowa City. Organizers of the event put in a bid for a world cup event
PARKS AND RECREATION COMMISSION
December 9, 2015
Page 5 of 6
which would be quite large. The founder, Dr. John Meehan, is convinced that this race will take place in
lowa City next year. This is nationally televised across the world. The City will hear back in January.
CHAIRS REPORT:
Claussen reminded Commission that the new Parks and Recreation Director will be on board in January
and will be present at the nest commission meeting. He is happy that all will get to meet Juli Seydell
Johnson and he is looking forward to working with her.
Claussen and Frain have had some discussion about whether to resurrect the Parks and Recreation
Foundation or to start running fiords through the Community Foundation of Johnson County. They can
provide a better method when seeking contributions. They also can offer a 25% tax break for those who
donate. Frain noted that there is already a maintenance fund that has been set up through the community
foundation which currently has fiords available.
Claussen noted that he has really enjoyed working with Fruin who he said has accomplished a lot in a
short amount of time. He said the time he has spent with him has beer) a pleasure.
COMINUSSION TLNrE, /SUGGESTIONS FOR FUTURE AGENDA ITEMS:
Elliott thanked Claussen and Younker for serving as chair and vice -chair and their willingness to continue
in those roles.
ADJOURIN YIENT:
Moved by Hamann, seconded by Laurian, to adjourn the nneetine at 6:20 p.m. Motion passed 7-0
(Boiu•eeois and Brown absent).
PARKS AND RECREATION COMMISSION
December 9, 2015
Page 6 of 6
PARKS AND RECREATION COMMISSION
ATTENDANCE RECORD
NAME
TERM
N
v
140
EXPIRES
Suzanne
1/1/17
X
X
X
X
X
X
O/E
X
X
X
O/E
X
X
Bentler
David
1/1/15
X
X
X
O/E
O/E
X
X
X
X
X
X
X
O/E
Bourgeois
Larry Brown
1/1/18
X
X
O/E
X
X
X
X
X
X
X
O/E
X
O/E
Clay
1/1/18
X
X
X
X
X
X
X
X
X
X
X
X
X
Claussen
Maggie
1/1/17
O/E
X
X
X
O/E
X
X
X
X
X
X
X
X
Elliott
Cara
1/1/16
X
O/E
X
X
X
X
X
O/E
X
X
X
X
X
Hamann
Katie Jones
1/1/18
X
O/E
X
X
X
X
X
x
x
*
x
Lucie
1/1/15
X
X
X
X
X
X
X
O/E
O/E
X
X
X
X
Laurian
Paid Roesler
1/1/18
x
Y
x
x
x
*
X
X
X
X
X
Joe Younker
1/l/16
X
X
X
X
X
O/E
X
WE
O/E
X
X
X
X
KEY: X = Present O = Absent O/E = Absent/Excused
NNI = No meeting LQ = No meeting due to lack of quorum
Y = Not a member at this time
city of iowa city
PARKS AND RECREATION DEPARTMENT
220 S. Gilbert Street
TO: July Seydell Johnson
FROM: Chad Dyson
DATE: January 7, 2016
RE: December 2015 Monthly Report
S.P.I.
Staff members have been busy making plans for the Special Olympics Winter Games in Dubuque. Forty athletes
from the Recreation Division program are registered to compete in downhill and cross country skiing, and
snowshoe events.
Special Olympics Iowa will host the competitions at Sundown Ski Resort and the nearby Camp Albrecht Acres.
In addition, they will sponsor other special events for the athletes at the Grand Harbor Resort and Waterpark.
(Master Plan: Enhance Program Development)
The SPI "Visions of Sugar Plums" program had 40 participants transforming candy and food items into whimsical
holiday decorations and ornaments. (Master Plan: Enhance Program Development)
Forty two SPI participants had fan making unique holiday crafts using mostly natural materials in the "Tis the
Season" program. They crafted pinecone ornaments, yardstick stars and grapevine wreath snowmen.
(Master Plan: Enhance Program Development)
The December Candy Canes and Cocoa special event had 52 participants. They enjoyed hot cocoa and made
candy cane ornaments at this holiday gathering. (Master Plan: Enhance Program Development)
PRESCHOOL/JR./SR. HIGH ACTIVITIES - SCANLON GYM
The IC Parks and Rec 3 on 3 basketball program ended. 186 boys and girls, Preschool — 6"' grade
participated with 24 volunteers coaching. Registration for the 5 on 5 programs began December 2 and
ended December 30. The IC Parks and Rec added a week to the season so is moved the start date of
registration and practices up.
The moveable wall replacement project in the P&G Room at the MPACSG is finally complete. The
new wall looks and works great. The wall will provide better separation between the meeting room and
game room.
The Mercer Aquatic Center hosted a December record of 17 birthday party packages. The Mercer
Aquatic Center also hosted an ICE Swim meet in December, over 400 switntners participated.
The IC Parks and Rec continues to offer free roller-skating at the Grant Wood Gym on Fridays, 6-8 pm.
Numbers have increased from November to 20-25 participants per night.
SPORTS & WELLNESS
All the equipment in the fitness room is in working order at the RAL Recreation Center. (Goal #9—Continue to
Provide Equitable LOS in Existing Parks and Facilities).
i
Recreation Division
December 2015 Monthly Report
Page 2 of 3
Sports field rentals are already coming into our department for the Spring and Summer months including a couple
new tournaments. Our department will host the Iowa Amateur Softball Association state championships in U8
Coach Pitch, U 10 Fast Pitch A/B and U 12 Fast Pitch A/B June 10-12, 2016. (Goal 42 — Track Performance
Measures).
Staff posted upcoming program information on the department's web page. Staff also posted articles on the
department's website regarding the upcoming facility schedules. (Goal # 6 — Increase Awareness of Program
Offerings).
The fall volleyball leagues ended on Tuesday, December 8. Results available upon request. (Goal 42 — Track
Performance Measures).
SOCIAL/CULTURAL
WINTER BREAK CAMP was a great success! Art and STEM activities were very well thought out and they
were fresh and new; consequently fim and exciting for the participants. (Master Plan: Fun!)
Marlin Ingalls of the State Office of the Archaeologist submitted his report for the restoration of the CITY PARK
CABINS. A committee will meet shortly after the New Year to begin moving forward. The goal is to restore the
cabins before the winter season of 2016. (Master Plan: Enhance Program Development, Increase volunteer
opportunities, Build partnerships with Community Organizations)
A meeting was held with representatives of the Library, The Center and the Recreation Division with the purpose
of collaboration on programming as well as making best use of shared resources. (Master Plan: Pursue a dynamic
and mutually beneficial relationship with The Center (formerly the Senior Center)
Three introductory meetings were held this month with individuals planning to help in the implementation of our
new STEAM initiative, expected to roll out in the summer of 2016. STEAM (Science, Technology, Engineering,
Art and Math) activities focus on hands-on multi -disciplinary exploration. The plan will include setting up
stations in the Craft Room as well as bringing in traveling exhibits when possible. A concept design will be
completed by the end of January. (Master Plan: Enhance program Development by identifying trends, solicit
community involvement, build partnerships, and develop facilities for new trends)
The WINTER SOLSTICE event took place on Saturday, December 19, 2015. Several activities were available to
celebrate the solstice and mark the beginning of longer days. Crafts included paper lanterns with LED tea lights,
shakers and cinnamon bells for making music, and decorative twig stars and herbal sprigs. The estimated 100
participants then enjoyed music from the Yahoo Drummers while having apple cider and hot cocoa. Musical
instruments were available for kids and adults to join in on making some music. A collaborative art project was
set up allowing people to add a sun ray to a neural and reflect on ways they can help keep our planet healthy.
After the dnmmners finished performing, University of Iowa Professor Neal gave a demo on the Science behind
the Solstice. Lady Winter read a story on the Solstice and then the group proceeded to the art room to make
luminaries which were placed in the Discovery Garden for all to enjoy, fighting up the longest evening of the
year. (Master Plan: Enhance program development, reach out to those with financial need, and continue to
provide environmental education)
AQUATICS
Goal 42: Track Performance Measures
Establish service standards for all community services activities:
o Programs:
Recreation Division
December 2015 Monthly Report
Page 3 of 3
• We are currently tracking the percentage of swim lesson capacity vs. utilized/ filled, and
are working on more effective ways to keep each offering at full capacity. We are
experimenting with varied times to see what is most effective. We are finding that earlier
time slots are preferable. We have begun offering 5:00pm group lesson sessions. This
was received well; however we must maintain a balance of lap swim time and lesson
times.
• We have made a large push for increased communication between instructors and
parents. This seems to be working very well, establishing a relationship with oar
participants allows for constant feedback at the most front line level. The evaluations
distributed at the end of each session were very positive this round.
o Facilities
• We have assigned lifeguard staff to a set clean up time just before the start of evening
lessons. One of our largestcomplaints has been locker room/ shower room cleanliness.
This new assignment seems to be helping.
We took advantage the closures at the Ree Center to do some routine maintenance items.
These include; painting the wading pool, painting the entry area and touch up painting
around the deck. We also replaced safety placards, and depth markers.
MPAC Avg. Attendance
Amage Attendance
4020 _
G r37 t
t00 107 dtA i
� 3_$_-j
o s0
E0 E7
a0V 4o
¢' 70 ♦ 7
00 �
Rea Avg. Attendance
Average Atttndance
vi z
Vic' 3�`P
�
nmr
Monthly Report for December 2015
From: Russell Buffington
I. OPERATING
A. Interments ( 7 )
1. Adult Full Burial, Resident
2 @ $700.00
2. Cremation, Resident
2 n $300.00
3. Cremation, Non -Resident
1 @ $450.00
4. Cremation, Non -Resident, Weekend
1 @ $600.00
5. Niche Cremation, Resident
I @ $300.00
INCOME FROM INTERNMENTS
B. Lot Sales
1. Resident, Flush Monument Space
2 @ $700.00
2. Non -Resident, Monument Space
1 @ $1,200.00
INCOME FROM LOT SALES
Ov low,
Oak�l1 d ��'' C' etery
a 11011-perpetual care cemetery
established in 1343
AMOUNT
$1,400.00
$600.00
$450.00
$600.00
$300.00
$3,350.00
$1,400.00
$1,200.00
$2,600.00
TOTAL INCOME FROM INTERMENTS & LOT SALES
II. CEMETERY MAINTENANCE
A.
Funerals
B.
Ground Maintenance
C.
Equipment Repair & Maintenance
D.
Building Maintenance
E.
Cemetery Plantings
F.
Moxv/Mulch/Leaf Collection
G.
Trim Cemetery
TOTAL CEMETERY MAINTENANCE
$5,950.00
HOURS
34.5
20.5
36.5
55.5
0
2
0
149 HOURS
Mailing Address: Rhona (319) 356-5105 Location:
410 Fist Washington Shut Fax (319) 34114179 1000 Mown Sheet
I11. BUDGETED & SPECIAL PROJECTS
HOURS
A.
Lot Sales
1
B.
Lot Locating
6.5
C.
Meetings
2.5
D.
Genealogy Requests
2
E.
Funeral O.T.
0
F.
Monument Repair
0
G.
Grave Repair
1
H.
Safety Training
I
I.
Special projects ( painting shop)
27.5
J.
Cemetery Snow Removal
22
K.
Cemetery Snow Removal O.T.
0
TOTAL BUDGETED & SPECIAL PROJECTS 63.5 HOURS
IV. ADMINISTRATION & OFFICE HOURS 142 HOURS
V. OUTSIDE MAINTENANCE HOURS
A. Outside Cemetery Snow Route 9
B. Outside Cemetery Snow Route O.T. 0
TOTAL OUTSIDE MAINTENANCE 9 HOURS
TOTAL CEMETERY HOURS
*total hours include the following
1. Leaves with pay
2. Rest Periods
3. Supervisor x1
4.PFTx2
552.5 HOURS
NNaiting Ad her s: Phone (319) 356 5105 Location:
410 Past Mlashington Sheet Fex (319) 341-179 1000 Brown Strcot