HomeMy WebLinkAbout08-10-2016 Parks & Recreation CommissionITEM 1.
ITEM 2.
ITEM 3.
Iowa City
Parks and Recreation Commission
Wednesday, August 10 — 4 p.m.
Robert A. Lee Recreation Center
Meeting Room B
220 S. Gilbert St.
CALL TO ORDER
APPROVAL OF MINUTES
PUBLIC DISCUSSION OF ANY ITEMS NOT ON THE AGENDA
ITEM 4. ADJOURN - COMMISSION DEPARTS FOR PARK TOUR
MINUTES DRAFT
PARKS AND RECREATION COMMISSION
JUNE S, 2016
RECREATION CENTER — MEETING ROOM B
Members Present: Suzanne Bentler, Larry Brown, Clay Claussen, Maggie Elliott, Wayne Fett, Cara
Hamann
Members Absent: Lucie Laurian, Paul Roesler, Joe Younker
Staff Present: Juli Seydell Johnson, Chad Dyson, Zac Hall, Jessica Lang, Parks & Recreation
Staff; Eleanor Dilkes, City Attorney
Others Present: Chris Coretsopoulos, Lynne Ikach, Jim Glasgow, Gretchen Schmuch
CALL TO ORDER
Chairman Claussen called the meeting to order at 5:00
OTHER FORMAL ACTION:
Moved by Fett, seconded by Elliott, to approve the May 11, 2016 minutes as written. Passed 5-0
(Hamann, Laurian, Roesler, Younker absent).
PUBLIC DISCUSSION
None
CHAUNCEY SWAN PARK PLAN — ELEANOR DILKES. CITY ATTORNEY:
In Laurian's absence, Claussen shared her notes regarding the Chauncey Swan Park Plan. First, she noted
that she is relieved that the construction cost of the stairs coming from The Chauncey into the park are not
part of the budget allocated for park reconstruction. Second, she is also grateful that the City will be able
to plant trees and shrubs above the geothermal system in the future if desired.
Laurian is concerned that Exhibit G states that all trees and bushes planted above the geothermal system
can be removed by the developer who will not be responsible for replacing those. At this point Attorney
Dilkes interjected that this is incorrect and that the developer will be required to either replace anything
that is disturbed within the park, such as trees or benches for example, or compensate the City for that
loss.
Laurian also noted that Exhibit G does not specify the boundaries or size of the easement allocated for the
geothermal system. She wrote that this is supposed to be included in Exhibit A which, according to the
City Attorney, has not yet been written or voted on. Therefore, she is recommending that the Commission
ask that when Exhibit A is written that is specify that the easement area for the geothermal system should
be composed of the eastern 75% of the site, thereby excluding the north -south strip along Gilbert Street.
She explained that this could allow for the planting of trees on the west side of the site and assure that
they would be able to mature. She further noted that it could also allow for the addition of a structure in
PARKS AND RECREATION COMMISSION
June 8, 2016
Page 2 of 6
the future. Attorney Dilkes commented that the agreement states that the entire park space will be
occupied by the geothermal system and that this agreement is final.
Fett asked about the timeline for the construction. Dilkes reported that it is slated for completion in 2019
and that the developers hope to begin construction this fall.
THORNBERRY OFF -LEASH DOG PARK POND UPDATE — DAVED BOURGEOIS
Claussen noted that Jim Glasgow has spent a lot of time and money in the construction of the pond at the
Thornberry Dog Park. While it has taken some time to complete, Claussen commended Glasgow for
doing a thorough job.
Dyson summarized the project stating that the previous pond, which was in place since the parks opening
in 2006, was in need of renovation. Jim Glasgow with Glasgow Construction agreed to donate the labor
and materials to install a new pond including a windmill aeration system to keep the water clean. J.C.
DogPAC contributed $5000 and the City contributed $10,000 toward the project as well. Construction
began in September of 2015 and the pond reopened on May 28, 2016.
Glasgow explained that part of the delay occurred when Jay Proffitt of Proffitt Construction began
digging out the pond they ran into sand. This was the reason for the pond not maintaining water. It
became necessary to line the pond with a foot of clay before moving forward. Since then the pond has
filled and held water well. Glasgow also reported that the grass around the pond and dock had been
growing well until the dogs returned. Many of them avoided the dock and took the shorter route into the
pond thereby creating a lot of mud and mess. Glasgow is working towards a solution for this and
suggests possibly using Grasscrete. Grasscrete is made of concrete forms that allow for either the planting
of grass plugs or may also be filled with gravel.
Brown asked Glasgow if the windmill is functional or just there for aesthetics. Glasgow answered that it
is functional in that it aerates the water. Brown noted that when riding his bike past there in the morning
there have been times that the windmill was not turning. Glasgow said that it does need wind to run,
however, he seldom finds it not to be running. He will follow-up.
Bourgeois noted that there are life-saving devices (buoy and shepherds hook) in place at the pond if
needed.
Bourgeois wanted to publically thank Glasgow for all his work on this project and for his generosity in
donating labor and material costs.
Claussen thanked Bourgeois for his time and effort in this project as well.
Moved by Elliott, seconded by Fett, to publically thank Jim Glasgow for his generosity in donating
his time and material costs to the pond restoration project at the Thornberry Off Leash Dog Park.
Motion passed 6-0 (Laurian, Roesler. Younker absent).
HICKORY HILL PARK MASTER PLAN:
Don Mamer with Snyder and Associates was present at tonight's meeting to update the Commission on
the status of the Hickory Hill Park Master Plan. He noted that he has been working with the Redesign
Advisory Committee for Hickory Hill Park which consists of city staff and four members of the Friends
PARKS AND RECREATION COMMISSION
June 6, 2016
Page 3 of 6
of Hickory Hill group. This committee has been working to create a redesign of the trails, bridges,
signage and amenities as well as programming of the park. During this process the group identified
project goals and objectives. Two public meetings were held and good input was received. Some
discussion also ensued with a mountain bike group. From these meetings and the information gathered a
master plan has been developed. Marner shared more specific information as follows.
Signage: There will be new signage, which will include way -finding signs, at the three main entrances of
the park which include Conklin Lane, First Ave. and the Bloomington Street entrances.
Trails & Bridges: Initially there had been an expressed interest of commuter type paved trails throughout
the park. However, it is shown as a granular surfaced secondary trail. Seydell Johnson reiterated that this
is still an open discussion and that if there is a demand and funding is available, there is a possibility that
a commuter bike trail could be added in the future. Marner also identified what bridges will need replaced
and which will need enhancements to include channel work to assure less erosion in the future. Marner
also explained that while there is a request for a single track mountain bike trail, this will not be included
in the master plan at this time. There are concerns to be addressed such as parking and emergency access
should someone get injured. The dialogue is continuing, however, it needs to be determined whether if
this is the right park for such a program. Elliott asked what type of material the trails are currently made
of. Marner explained that they are a mixture of paved, chip seal and some asphalt millings (a loose
granular surface) which holds up well to erosion. Marner is proposing a chip seal surface for the trails but
is still looking at cost and the longevity of this material. Claussen asked if there were any proposed
changes in the trail routes. Marner stated that there may be some realignment for the primitive trails but
not for the secondary. Marner also noted that there are two natural area playscapes included in the plan.
Chris Coretsopoulos, an audience member, asked for clarification as to whether the trail surface will be
replaced with something similar to what is there now or if it would it be more like true asphalt. He further
noted that as a runner, he prefers the limestone surface. Lynne Ikach, also an audience member, agreed
stating that she feels more anchored when running on crushed limestone vs. asphalt further noting that the
limestone melds into the surface and allows water to run off. Marner said that at this time a chip seal
granular surface is proposed.
Coretsopoulos also recommended that the playgrounds be placed on the edges of the park, rather than in
the middle of an open area. He feels this allows for pick-up soccer games, Frisbee, etc.
Marner said that a final plan will be presented to staff in June.
Commission members asked why a shorter route was not chosen for the bike commuter route through the
park. Marner answered that the shorter route would involve crossing three bridges what have no railings
as well as a ten foot drop-off. Therefore the longer route would actually be less expensive.
More discussion ensued about the mountain bike trail request. Marner explained that those type of tracks
have different levels, are placed in hilly areas with a number of trees. He again noted that parking and
emergency access is a concern. Manner stated that at this time it is important to keep the plan moving so
will not add to the current plan. Brown expressed his concern about the damage that mountain bikers have
done at the reservoir and noted is worried that the same could occur at Hickory Hill. Hamann said she
would not be concerned as, in her experience; mountain bikers have been very respectful. Fett said that if
a mountain bike trail is constructed correctly, it will withstand the use.
PARKS AND RECREATION COMMISSION
June 8, 2016
Page 4 of 6
Gretchen Schmuch, audience member, asked Marner to address any changes to winter activities within
the park. Marner said that there should be no changes. Hall agreed stating that the trails are not cleared of
snow so will still allow snow -shoeing, cross-country skiing, etc.
Bentler noted that she has heard from members of the public who have concerns about the park losing any
of his native natural features. She too is concerned that if the materials used on the trails are changed, that
it will affect this natural feel. Hamann asked if there is a cost -savings between the two surfaces. Marner
said while there isn't much of a cost difference, there is less maintenance with the chip seal surface.
REPORT ON ITEMS FROM CITY STAFF
Recreation Division Superintendent (Chad Dyson):
• Dyson reported that Memorial Day weekend is the opening of summer activities for the Parks and
Recreation Department. He said that while most went well, there were a few aquatic issues that
had to be addressed. Specifically, one of the splash pads was not able to be opened as scheduled.
Staff has been able to fix those problems since and all is now running smoothly.
• Summer programming is going well. Staff has seen an increase in both summer camp participants
and those signed up for swimming lessons. The new Youth Summer Fun program started this
week and while there were 30 kids registered, there were about 50 that showed up on the first
day. Staff is looking forward to this program taking off.
Parks Division Superintendent (Zac Hall):
• Hall also noted that there were some issues with the splash pads. His staff has taken measures to
address with long tern fixes, including having back-up parts on hand.
• Party in the Park began last week at Glendale Park with about 75 people attending. Tower Court
Party in the Park will run this week.
• Staff is wrapping up their work on the playground at Highland Park. Hall hopes to have all
improvements completed by July 4.
• Hall said that the public meeting regarding Happy Hollow Park restroom and shelter redesign
went well.
• The Riverside Shakespeare Festival has returned to the Riverside Stage at City Park. Staff has
been cleaning and making any necessary repairs.
• Claussen asked Hall when staff will begin with the tree inventory. Hall reported that he met with
the state forester and with DNR staff. }le has been researching other Cities that have done a
recent inventory. He is compiling the data to determine what parameters to use for Iowa City.
Money will become available in July to fund this process.
• Elliott asked why staff chose the colors that they did for the Highland Park playground. Hall
reported that the neighborhood wanted more natural scheme for this park.
Parks & Recreation Director (Juli Seydell Johnson):
• Seydell Johnson would like to schedule a tour for the July Commission. She will follow-up.
• Seydell Johnson announced that the August commission meeting maybe a joint meeting with
City Council. Council is not available on August 10 so she would like to move that meeting to
August 17. Tammy Neumann will send out a request for availability to commission members.
PARKS AND RECREATION COMMISSION
June 6, 2016
Page 5 of 6
CHAIRS REPORT — CLAY CLAUSSEN
Claussen said that his granddaughter recently attended a Girl Scout Camp at a location that included a
Gaga pit. They really enjoyed it and would like to see them at every park. This idea has been very well
received by kids.
Claussen noted that when attending a recent softball tournament at Napoleon he noticed that recycling
bins have been added. He thanked Seydell Johnson for her efforts in getting these in place.
Claussen said he would like to visit the new pond at Thornberry Dog Park during the July tour.
COMMISSION TIME/SUGGESTIONS FOR FUTURE AGENDA ITEMS:
Claussen attended a presentation for the Eastside Sports Complex. He said that it was mostly City staff
that was in attendance. He said it was exciting and visually great and thinks it will be a great addition to
the Parks and Recreation system. He also noted that there is a great need for an indoor facility for soccer,
baseball and softball.
Elliott noted that she heard Seydell Johnson on the Downtown Dish. She said that this is a great forum
and that a lot of people listen in.
Hamann said that she made the observation that we have a whole section of people that we don't seem to
tap into very well for input, and that is the public patrons of the parks. Discussion ensued about ways to
tap into those people. These included social media, possibly creating a campaign to get more people to
follow the local cable channels etc. Opitz said it is her priority to get these sites updated. Hamann said
that it is important to stay tuned into how people tune into the city park activities. Fett said that after
working on this topic for 8 years at the University, he learned that you are always going to miss someone.
Opitz mentioned that the department did a direct mail to 350 households regarding the public meeting for
the Hickory Hill Master Plan with 35 attending.
Claussen suggested inviting Alex Taylor to a future meeting. Taylor is a previous commission member
who is also a professor at the University of Iowa and owns his own business. He would be able to provide
a lot of good information about reaching out to the community. Fett also suggested Dave Collins who is
also a professor who teaches and works in developing marketing plans. Seydell Johnson will revisit this.
0-1XIIIIII 'MAIDI "
_Moved by Elliott, seconded by Hamann, to adjourn the meeting at 6:21 p.m. Motion passed 5-0
(Laurian, Roesler & Younker absent).
PARKS AND RECREATION COMMISSION
June 8, 2016
Page 6 of 6
PARKS AND RECREATION
ATTENDANCE RECORD
NAME
TERM
EXPIRE
°O
^�
^"
'"
'"
N
M
C
�
;'
S
Suzanne
1/1/17
O/E
X
X
X
O/E
X
X
X
X
X
X
X
X
Bentler
David
1/1115
X
X
X
X
X
X
O/E
Bourgeois
Larry Brown
1/1/18
X
X
X
X
O/E
X
O/E
X
X
O/E
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
X
X
X
X
X
X
X
X
X
O/E
X
X
Elliott
Wayne Fett
1/1/19
*
*
*
*
*
*
*
*
X
X
X
X
X
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
*
*
Lucie
1/1115
X
O/E
O/E
X
X
X
X
X
O/E
O/E
X
X
O/E
Laurian
Paul Roesler
1/1/18
*
*
X
X
X
X
X
O/E
O/E
X
X
X
O/E
Joe Younker
1/1/16
X
O/E
O/E
X
X
X
X
X
X
X
X
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
owa City Parks & Recreation Commission Packet
Upcoming Events
August
September
October
August 10, 2016
• August 11, Public input meeting for Pheasant Hill playground
• August 20-21, Iowa City Alliance Soccer Tournament at IC Kickers Park.
• August 20, UI Rugby Alumni vs ISU Rugby Alumni Game at Scott Park
• August 5, Fall Activity guide delivered.
• August 17, Fall registration begins.
• September 7, Taste of Market
• September 10, Saturday Night Roller Skating begins at RobertA. Lee
• September 17, Kids Day at Market/Fall Equinox Event at Edible Classroom
• September 22, Opening Celebration for Cyclocross Event at TTRA
• September 24, Dog Paddle at City Park Pool
• September 23, University of Iowa Deeded Body Program at Oakland Cemetery.
• October 21, Vh Annual Halloween Parade and Carnival at Robert A. Lee
Future Commission Items
September 6, 2016
• 5 p.m. Joint Meeting with City Council —City Hall
October 12, 2016
• Recycling in Parks and Facilities—JeniferJordan
• Policy for Memorial Trees, Benches, and Park Furnishings—Juli Seydell Johnson
Iowa City Parks and Recreation Commission Packet I City of Iowa City
Status — Previous Commission Items and Discussions
• May Commission Meeting
➢ Iowa City Parks & Recreation Foundation
Waiting for attorney review.
➢ Chauncey Swan Park
• Development Agreement distributed to commission members on 5-13-16.
• Preliminary design approved with recommendations and concerns from
Parks Commission. Final design and cost estimate requested from
developer.
➢ Eagle Scout Project — Gaga Pit
• Staff met with Eagle Scout on site at City Park. Determined 2-3 potential
locations. Utility locates have been requested to aid in determining final
site.
• June Commission Meeting
➢ Hickory Hill Park Master Plan
➢ Discussion of Marketing/Communication Plan
® Iowa City Parks and Recreation Commission Packet I City of Iowa City
Notable from Parks & Recreation Staff
Parks
• Nate Steele was hired as a fulltime Maintenance Worker I -Parks. Nate has a
background with the City of Iowa City as a temporary employee with CBD and
Forestry and as a fulltime employee with the Library. Nate is completing his AA
from Kirkwood Community College in Parks and Natural Resource Management and
has experience working in both state local park systems. He resides in West Branch
with his wife and two children.
• Staff completed the installation of a new drinking fountain at Highland Park and will
be installing fresh sod around shelter later this month.
Recreation
• Mercer Park Aquatic Center is closed the month of August for scheduled
maintenance.
• Summer Camp concluded for the season on Friday, August 5`"
• Youth from the Youth Summer Fun Program participated in friendly basketball and
soccer games with Iowa City Police officers. We had very positive response to these
events and will be working with the Iowa City Police to do these more often.
Cemetery:
• Cemetery had 9 funerals in July. We have had 6 funerals so far in August. Staff
working hard to stay ahead of the rapidly growing grass.
Facilities:
Administration
• Completed grant application for KABOOM! Play Everywhere Challenge. Concept to
add play areas throughout Iowa City that teach kids STEAM (Science, Technology,
Engineering, Arts & Math). Project title: "A Community Gathering STEAM.... Through
the Power of Play".
• Preparing for opening ceremonies/celebration of Cyclocross event. Fireworks, food
and entertainment to be offered at TTRA on Thursday, September 22ntl.
• Prepared Request for Proposals to solicit consultants for Park Master Plan and
Natural Area Management Plans.
Iowa City Parks and Recreation Commission Packet I City of Iowa City
Top Staff Issues
Parks
• Weather conditions continue to affect daily operations.
• Staffing levels will be adjusting this month as many temporary staff members will be
returning to college.
• Finding a vendor capable of pumping and cleaning the dog waste receptacles at
both dog parks continues to be a challenge.
Recreation
• Construction on Park Road has been a challenge for patrons and staff accessing City
Park Pool and Upper City Park for camp pick up.
• Hiring staff for fall is in full swing. Large turn over areas remain with customer
service and aquatics staff.
Cemetery
One of the two remaining seasonal staff will end his employment on August 10 in
order to return to school. Remaining seasonal will continue his employment
through October. The cemetery will look to hire another 25 hours/week seasonal.
Facilities
• Emergency replacement of shaft for HVAC unit to Mercer Aquatic Center
Natatorium
• Locker clean out on July 1, worked with Police Department and Legal
• City Park Pool ADA service counter complete
• Procured bids for sanding and finishing RALRC and Scanlon gym floors in September
Administration
• Working through Farmer's Market vendor concerns—primarilyvendor
generated concerns regarding other vendors.
® Iowa City Parks and Recreation Commission Packet I City of Iowa City
Project Master List
Project
Timeline
Status
Facilities - HVAC Control
Multi -year Implementation for all City
Staff preparing RFQ for consultant
Software
Buildings ($535,000 CIP)
selection process.
Admin: Park Master Plan Update
Project may begin July 1, 2016 ($75,000
Consultant Selection
Gen Fund)
Forestry: Tree Inventory
Project may begin July 1, 2016 ($75,000
RFP to be released in August
Gen Fund)
Ashton House - Project Green
Construction Summer/Fall 2016 ($155,000
Project being rebid with bids due at
Reap Grant)
end of August.
Frauenholtz Miller Park
Construction Spring 2017 ($150,000 CIP)
Consultant contract — Shive-Hattery
Cardigan Park Master Plan
Master Plan 2016 (Park Development
Consultant contract - Confluence
Funds)
City Park Cabin Restoration
Construction Fall 2016 ($200,000 CIP)
Consultant completing construction
Received $25,000 State REAP Grant
documents.
City Park Pool Cabana Shelters
Construction Summer 2016 ($65,000 CIP)
On hold — Completing ADA compliant
front counter first.
Pheasant Hill Park Renovation
Construction Fall 2016 ($60,862 CIP)
Neighborhood Meeting discuss
playground equipment —Aug 11
Happy Hollow Shelter &
Construction Summer/Fall 2016 ($150,000
Neighborhood meeting held.
Bathroom Upgrades
CIP)
Architect completing restroom &
shelter plans.
Willow Creek/Kiwanis Park,
Construction to be Completed Summer
Final walk through and punch list to
Phase 1
2016
be completed
Tennis Courts/Pickle Ball Court
($75,000 CIP, $25,000 Park Improvement
Consultant contract —Snyder &
Fund)
Associates
Riverfront Crossing Park, Phase 1
Wetlands construction & stream bank
Consultant contract — Confluence —
stabilization 2017 (Fed Grant)
Project team I' meeting —Aug 9th.
Chauncey Swan Park
TBD— Park rebuild at end of building
Preliminary design complete.
project.
Hickory Hill Bridge Replacement
Construction Fall 2016
Design/Engineering Being Completed
Iowa City Parks and Recreation Commission Packet I City of Iowa City
Oakland
Cemetery
FY 17 Revenue
Report
** shaded areas represent previous Syr
average
Revenue
from Lot
Sales
Lot Sale
Syr
Average
# of
Interment
s
Interment
sSyr avg.
Revenue
from
Interments
5 year Avg.
on
interments
Total
Revenue
Syr Avg. on total
revenue
July
$7,200.00
$4,790.00
9
6.0
$6,900.00
$2,632.00
$14,100.00
$7,422.00
August
$7,760.00
8.2
$4,228.00
$11,988.00
Sept
$5,810.00
7.6
$3,888.00
$9,698.00
Oct
$6,870.00
7.6
$3,822.26
$10,692.26
Nov
$6,170.00
5.8
$2,780.50
$8,950.50
Dec
$1,810.00
3.6
$1,500.00
$3,310.00
Jan
$4,020.00
2.8
$1,980.00
$6,000.00
Feb
$7,050.00
2.8
$1,577.00
$8,627.00
March
$5,140.00
6.0
$3,454.00
$8,594.00
April
$7,250.00
7.0
$3,294.00 -
$10,544.00
May
$5,530.00
7.8
$3,271.00
$8,801.00
June
$7,440.00
7.0
$3,156.59
$10,596.59
Totals
$7,200.00
$69,640.0
9
72.2
$6,900.00 1
$35,583.35 1
$14,100.00
$105,223.35
Iowa City Parks and Recreation Commission Packet I City of Iowa City