HomeMy WebLinkAbout01-11-2017 Parks & Recreation CommissionIowa City
Parks and Recreation Commission
Wednesday, January 11, 2017 — 5 p.m. wA , ,,.
Robert A. Lee Community Recreation Center — Meeting Room B
220 S. Gilbert St.
ITEM 1. CALL TO ORDER
ITEM 2. STAFF INTRODUCTION —AMANDA OPITZ, PROGRAM SUPERVISOR
ITEM 3. APPROVAL OF MINUTES
ITEM 4. PUBLIC DISCUSSION OF ANY ITEMS NOT ON THE AGENDA
ITEM S. EAGLE SCOUT PROJECT PRESENTATION — ZAC HALL & MAX OTOADESE
ITEM 6. DISCUSSION OF COMMUNICATIONS PLAN —JULI SEYDELL JOHNSON &
AMANDA OPITZ
ITEM 7. JOHNSON COUNTY PUBLIC HEALTH —SMOKE FREE PARKS INITIATIVE —
SUSAN VILETA
ITEM 8, TREE INVENTORY UPDATE/DEMONSTRATION — ZAC HALL
ITEM 9. REPORT ON ITEMS FROM CITY STAFF
a) Recreation Division Superintendent — Chad Dyson
b) Parks Division Superintendent —Zac Hall
c) Parks and Recreation Director —Juli Seydell Johnson
ITEM 10. CHAIRS REPORT — CLAY CLAUSSEN
ITEM 11. COMMISSION TIME/SUGGESTIONS FOR FUTURE AGENDA ITEMS
ITEM 12. ADJOURN
MINUTES
DRAFT
PARKS AND RECREATION
COMMISSION
DECEMBER 14, 2016
RECREATION CENTER
— MEETING ROOM B
Members Present:
Larry Brown, Clay Claussen, Maggie Elliott, Wayne Fett, Cara Hamann, Lucie
Laurian, Joe Younker
Members Absent:
Suzanne Bentler, Paul Roesler
Staff Present:
Juli Seydell Johnson, Chad Dyson, Zac Hall
Others Present:
Patrick Alvord, Dell Holland
CALL TO ORDER
Chairman Claussen called the meeting to order at 5:00
RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action):
Moved by Fett, seconded by Elliott, to approve the Parks and Recreation proposed fees and charges
for FYI as proposed. Motion passed 7-0 (Bentler and Roesler absent).
OTHER FORMAL ACTION:
It was noted by Younker that there was an error in his commission tern dates on the attendance record
vv .h:r them Lutes. H� nn also noted the ,,. .. true for..c.. Neu..,u,,,, will check all tern date.,
within the chart and make necessary corrections.
Moved by Younker, seconded by Fett, to approve the November 9, 2016 minutes as amended.
Passed 7-0 (Bentler and Roesler absent).
PUBLIC DISCUSSION
None
COMMISSION OFFICER ELECTIONS - JULI SEYDELL JOHNSON:
Brown nominated Clay Claussen to continue as Chairperson of the Parks and Recreation Commission.
Moved by Brown, seconded by Felt, to re-elect Clav Claussen as the Chairperson for the Parks and
Recreation Commission for 2017, Motion passed 7-0 (Bentler and Roesler absent).
Elliott nominated Cara Hamann as Vice -Chair of the Parks and Recreation Commission.
Moved by Felt, seconded by Younker, to elect Cara Hamann as the Vice -Chair of the Parks and
Recreation Commission for 2017. Motion passed 7-0 (Bentler and Roesler absent),
PARKS AND RECREATION COMMISSION
December 14, 2016
Page 2 of 6
2017 PARKS & RECREATION FEES AND CHARGES — CHAD DYSON
Dyson reminded Commission that each year the City Code requires the Parks and Recreation Department
to submit a schedule of fees and charges for approval by City Council. These are presented to the Parks
and Recreation Commission for review prior to submitting to Council.
While Dyson included a full matrix of all fees and charges to the Commission, he gave a summary of
those changes. Essentially all program fees are proposed to increase by 3% to cover increased staff and
materials fees. Other recommended increases, also by 3%, include park shelter rental fees, garden plot
fees and meeting room fees. The daily pool admission price will remain the same based on fees in other
facilities in the area. Laurian asked if the department offers a low income discount. Dyson explained that
the department does offer such a discount which is noted in the activity guide as well as the web site. He
also noted that nonprofit groups and the school district are aware of the program. Younker asked if there
is a strong participation in the low income program. Dyson said that while there hasn't been a report done
recently, the previous report showed there to be $25,000 in discounted funds. Younker said he would be
interested in seeing an updated report. Dyson said he will provide that information in the January
commission packet. Claussen asked if the department goes out further than one year when projecting fees.
Dyson said that the department projects fees one year at a time.
Moved by Fett, seconded by Elliott, to approve the Parks and Recreation proposed fees and charges
for FYI as aronosed. Motion passed 7-0 (Bentler and Roesler absent).
RIVERFRONT CROSSINGS PARK, PHASE 1 DESIGN REVIEW-PATRICK ALVORD,
CONFLUENCE
Patrick Alvord of Confluence presented preliminary designs for Phase 1 of Riverfront Crossing Park for
commission review. Alvord first reviewed the 2015 Riverfront Crossings Master Plan completed by
RDG. Current design of the park is respectful of the 2015 Master Plan but updated based on current
conditions and additional public input. Phase 1 of the project includes wetland creation, creek bank
restoration, trail connections and site grading on the land currently owned by the City. Funding for Phase
1 is largely from State Flood Mitigations funds. This agreement for this funding included the requirement
of wetland creation on the site.
Commission member Laurian asked if road work was included in the park project. Alvord responded that
no roadwork is included. Laurian asked if there were changes with the Pleasant Valley nursery property.
Alvord responded no, other than a trail connection along Highway 6 from Gilbert Street to the park.
Property to the east of Ralston Creek is private development and not included in the park project. Brown
asked if bike path connections are included. Alvord said they were and more information would be
included later in the presentation.
Alvord showed the commission a rendering of an updated Master Plan for the entire park. The full master
plan was updated in order to guide the grading and trail connections included in Phase 1. Phase 1 does
not include the driveway; parking area, artist plaza, Sabin Arches feature, artful rainwater feature,
restrooms or any other park structures. The park design features opportunities for people to engage with
Ralston Creek, the wetlands and the Iowa River. Seydell Johnson added that these are themes that were
suggested by residents during the early input stages of the overall Park Master Plan. She also added that
there is a strong possibility that a kayak and/or boat launch included in a future phase will be designated
PARKS AND RECREATION COMMISSION
December 14, 2016
Page 3 of 6
as part of the larger Iowa River Trail. Brown asked if it was possible to float from this access to Terry
Trueblood Park. Seydell Johnson said that it is possible to do this.
Future phases of the park design include a vehicular entrance from Kirkwood Avenue with a circle drive
around literary plaza space and parking lot for 46 cars. A space suitable for large concerts/events will be
g aded into the site as well as a smaller amphitheater and kayak launch on the western edge. A third
bridge will eventually cross Ralston Creek to increase connectivity to the rest of the Riverfront Crossing
neighborhoods.
There was considerable discussion by the commission regarding the one way circle drive, plaza space and
parking area. Seydell .Johnson pointed out that the hard surface areas are designed to support large events
in the park by allowing for sound trucks, stages, food trucks and vendors. The parking would be closed to
the public during these events with all hard surface spaces contributing the event services and atmosphere.
Ak,ord described the new entrance as being sited so as too makes the entrance a functioning four way
crossing. Laurian expressed concerns about having a park space in the middle of the circle drive. Alvord
presented additional photos of similar circles from other cities. The intent is that the center space would
serve as a plaza for either a literary element, public art and/or re -use of the Sabin school archways. Final
design of this area is not included in Phase I of the project. Laurian expressed concerns about the speed
of cars going around the plaza space. Alvord explained that the cars would be in a parking lot and
moving at a slow speed. Ile also offered that the western side of the loop could potentially be closed to
traffic during daily park operations.
Laurian asked if there was a major play/water feature included in the design. Seydell Johnson answered
that an Artful Rainwater Feature has been requested for a future phase of the project. Alvord pointed to a
space intended for this south of the proposed parking area. He also pointed out the slope planned for
Ralston Creek between the northern boundary of the park and the 2°a Street Bridge. This slope is planned
to be gradual in order to invite the public to access and explore Ralston Creek.
Elliott asked about the location of the trail along Gilbert St. Alvord pointed out that the new development
along Gilbert would include a trail along the eastern edge of Ralston Creek. This portion of trail is not
part of the park project.
Alvord next explained some of the hydrology that was studied and considered in the wetland design. The
new wetland area will have water entering from Ralston Creek as well as baekflow during high water
events from the Iowa River. Alvord stated that this makes the design of the wetland unique. Stone
outcropping features constructed within the creek bed will allow water to run over them, cascade down
rock, continue downstream to a second feature which will regulate the water flow. There will be a
separate channel available to divert flash flood waters away from the wetlands. A separate riffle structure
on the southern end will act as backstop to the river. Laurian asked how the water will reach the wetland.
Alvord explained the series of riffle structures which will direct the flow from Ralston Creek. Laurian
commented that wetlands are slow moving water and felt it was a good thing that the design slows the
water.
Alvord explained that the wetland boardwalk included in the 2015 Master Plan was not possible as
planned due to the hydrology of the creek and river. An alternate was explored, but is not included in
Phase 1 of the project since it would not provide a low -land experience in the wetland and would not be a
PARKS AND RECREATION COMMISSION
December 14, 2016
Page 4 of 6
part of a primary trail connection. There will be natural surface trails in the wetland area and potentially
an overlook to provide an experience similar to the original boardwalk proposal.
Alvord next explained the bike trail connections through the park. Currently the Iowa River Corridor trail
travels through the park crossing river on Benton. Proposed trail system in phase I that follows along
wetland and up along east side of traffic circle and west of Ralston creek. An alternate is being consider
along the west side of the park and will be constructed if the budget allows.
Seydell Johnson emphasized that Phase 1 of the project includes the wetland creation, Ralston Creel:
improvements, site grading and trail connections. This will provide a nicely sculpted park with basic nail
connections and the wetland required by the project funding. There wilt not be shelters, restrooms,
parking or other park amenities in Phase 1. Construction is planned for late summer through early fall of
2017.
Laurian asked for clarification regarding the berm elevations and view within the park. Alvord explained
the various areas and views from several sites within the park. Laurian next expressed concerns about the
circular driveway with plaza in the middle. She was concerned that the plaza space would not be suitable
for children due to vehicular traffic. Seydell Johnson explained that the area would likely be an artist or
literary plaza and that the areas of the park with natural play areas and access from the creek would be
away from the parking area. She also mentioned that the design received positive feedback during the
public open house. Alvord discussed other potential options for the parking area explaining that the
circular design seemed to provide best for the large event space planned for the a future phase as well as
provide a location for the artist/literary plaza. The final design for the entrance and parking area would be
completed with design for a future phase of the park. Younker expressed his approval of the concept
drawing for the park, including the circular drive and plaza area. He said that he felt that the circle
concept used throughout the design would draw people into the park and add to the overall experience.
Fett and Elliott also made note that they liked the parking area and circle chive as presented.
Fett asked additional questions regarding changes to Kirkwood Avenue. Hamann asked about the width
of the circular parking entrance adding concerns for pedestrian safety. Alvord explained that it would be
20 feet wide specifically to allow for vendor tents and pedestrian traffic during festival -type events. It
would be designed to slow vehicular traffic while encouraging bicycles and pedestrians. Claussen
inquired if there were other options for the items placed in the plaza. Laurian suggested that it be a place
for art, and not a place for people to actively spend time. Laurian inquired if anything was known about
the future of the City Carton property. Seydell Johnson said that the property was in private ownership
with no date set for future development.
Alvord then explained that the bridges being used for the park would be similar the nail bridge just south
of the park. Seydell Johnson mentioned that an old railroad bridge which currently crosses Ralston Creek
was evaluated but not chosen for future use. The railroad bridge will be removed as part of the project.
Seydell Johnson reminded the commission that project updates and renderings are available on the project
website at: w,ass.riverfrontcrossing_spark.com
PARKS AND RECREATION COMMISSION
December 14, 2016
Page 5 of 6
EAGLE SCOUT PROJECT REOUEST POLICY AND PROCEDURE — JULI SEYDELL
JOHNSON:
Seydell Johnson reported that the Parks and Recreation Department receives a number of requests from
Eagle Scout candidates to place projects within the parks. Staff would like to update the policy and
procedures used for such projects in order to streamline the process and ensure better service to the
requesting parties. This policy will be written to also include girl scouts working towards their Silver and
Gold Awards. She presented a draft of the policy to commission for their review and comments. This
policy will provide parameters and guidelines. The scout will be asked to complete an application and
staff will review to assure that it fits within the department plans for that particular location. The scout
will then be required to give a presentation to Commission. Younker suggested that the policy include a
completion timeline. Laurian expressed her approval of the projects that have been done by scouts to date
and believes that this policy and application process will encourage more scouts to approach the
department when planning their projects. Claussen asked what the status was of the gaga pit proposal that
was presented earlier this year by a boy scorn. Hall said that he will be contacting the scout about that
project soon to find out his future plans. Seydell Johnson mentioned that while the department has some
idea of what is needed in the parks, the park inventory process during the master planning pro jcot will
help a great deal when reviewing these applications.
REPORT ON ITEMS FROM CITY STAFF:
Recreation Division Superintendent — Chad Dyson: Dyson reported that the Activity Guide for winter
spring programs is available and were delivered to schools on December 6.
Dyson also noted that Mercer Park Pool was shut down due to a chemical delivery issue. It was reopened
on December 5.
Parks Division superintendent —Zae Hall: Hall noted that the most recent Eagle Scout project included
the constructions of a 40' osprey nesting tower and platform at Terry Trueblood Recreation Area. Iowa
City High School student Max Otaoadese worked with MidAmerican Energy to erect the platform. Max
will be at the January Commission meeting to give his report.
Hall announced that a consultant from Plan-Lt-GEO from Arvada, CO. has begun the tree inventory
process for the City. The arborist will be present now through the holidays and then will return again in
the spring to continue. 1n just four days, one arborist counted and collected information on 1,200 trees.
They hope to have the project wrapped up in mid to late summer. Laurian asked about whether it is better
to do the inventory with leaves on or off of the trees. The contractor said that you will get a better sense of
the structure of the tree without leaves while trees with the leaves give you a better look at the health of
the tree based on the upper canopy. With their schedule, they will be able to look at both.
Hall noted that the staff from the Horticulture Division have been busy putting in some new plantings
around City Hall and Terry Trueblood Recreation Area. They have removed bushes and other plant
material on the Gilbert Street side of the Recreation Center as well. Hall said that Tyler Baird, the city
horticulturist, has some very exciting plans for City Hall, as well as around the Recreation Center and the
area east of the Chauncey Swan ramp. His plan will include some type of screening around the
transformer that is in this area. Laurian suggested that there are some clever ideas to do so.
Parks & Recreation Director — Juli Sevdell Johnson: Seydell Johnson thanked Maggie Elliott for her time
and dedication to the Parks Commission, announcing that tonight is her last commission meeting as a
board member. She also announced that Suzanne Bentler has been reappointed to the commission and a
new member, Jamie Venzon, will start her term in January. Seydell Johnson announced that due to
PARKS AND RECREATION COMMISSION
December 14, 2016
Page 6 of 6
obligations of his recent school board appointment, Paul Roesler has resigned from the commission.
Applications are coming in now for that vacancy.
Seydell Johnson announced that Cindy Coffin, the Parks and Recreation Special Populations Supervisor,
is retiring ou December 16. Coffin has worked in this capacity for 35 years. All members are invited to
her reception from 1 to 4 p.m. on that same day. The department received 70 applications for the position
which have been narrowed down to 8. The interview process is complete and staff plans to extend an
offer soon.
Seydell Johnson said that RDG, the consultant who is creating a master plan for the department, held a
stakeholder workshop a week ago which was well attended and where a lot of valuable input was shared.
Then on Saturday, December 10, RDG held an open house for the public which was very well attended
and once again, provided them with great feedback.
Seydell Johnson announced that the Parks and Recreation Department is very busy with a number of
projects which include the following: City Park Cabin Restoration, Ashton House Project Green
landscaping, Frauenholtz Miller Park Constriction, Mercer Tennis Courts/Pickle Ball Court
improvements, Wetherby Park Sport Court project, and Hickory Hill Bridge Replacement. She referred
commission to the project master list within their packet for a more projects.
Hamann asked who the consultant is for the Bicycle Master Plan. Seydell Johnson said RDG is working
with Alta Planning & Design out of Kansas City.
CHAIRS REPORT — CLAY CLAUSSEN:
Clausen thanked Elliott for her service on the commission and expressed his appreciation for her
dedication.
Claussen noted that he believes that much of the public have the idea that The Chauncey will be taking
over the Chauncey Swan Park. This is not the case. He also said that he believes the park will be a
welcomed change, will be much more appreciated and will generate more activity for this area of
downtown. Laurian asked how many stories The Chauncey will include. Seydell Johnson said it will be
15 stories. She also mentioned that there has been some confusion recently regarding another building in
downtown that was to be 14 stories and has been reduced to 7. This is not the Chauncey.
COMMISSION TIME/SUGGESTIONS FOR FUTURE AGENDA ITEMS:
Elliott said that she has appreciated her time on the commission and has enjoyed getting to know
everyone. She has liked the feeling of being involved and knowing what's planned for the City of Iowa
City.
Other members of commission expressed their gratitude to Elliott for her time and dedication to the
commission over the years.
ADJOURNMENT:
Moved by Elliott, seconded by Brown, to adjourn the mectina at 6:29 p.m. Motion passed 7-0
(Bender and Roesler absent).
PARKS AND RECREATION COMMISSION
December14,2016
Page 7 of 6
PARKS AND RECREATION COMMISSION
ATTENDANCE RECORD
NAME
TERM
EXPIRES
`c
Suzanne
1/1117
X
X
X
X
X
X
X
X
X
X
X
O/E
Bender
David
111/15
O/E
*
*
*
*
*
x
Bourgeois
Larry Brown
1/1/is
O/E
X
X
O/E
X
X
X
X
X
X
X
X
Clay
1/1/18
X
X
X
X
X
X
X
X
X
X
X
X
Claussen
Maggie
1/ 1/ 17
X
X
X
X
O/E
X
O/E
X
X
X
WE
X
Elliott
Wayne Fett
1/1119
*
X
X
X
X
X
O/
X
O/E
X
X
E
Cara
1/1/20
X
O/E
X
X
X
X
X
X
X
X
X
X
Hamann
Lucie
1/1/10
X
X
O/E
WE
X
X
O/E
O/
X
X
X
X
Laurian
E
Paul Roesler
1/1/18
X
O/E
O/E
X
X
X
X
X
O/E
X
X
O/E
Joe Younker
1/1/20
X
X
X
X
X
X
WE
X
X
O/E
X
X
KEY: X = Present O = Absent O/E = Absent/Excused
NM = No meeting LQ = No meeting due to lack of quorum
* = Not a member at this time
Date: January 3, 2017
To: Parks Commission
From: Juli Seydell Johnson, Director of Parks and Recreation
Re: Department Communications Plan Discussion and Draft
CITY OF I O W A CITY
Commission Role:
• Provide consideration and recommendation to staff regarding communication and
marketing efforts to increase citizen awareness of department services, facilities and
programs.
Background:
• Commission members asked staff for information regarding efforts to reach all members
of the Iowa City community with announcements, marketing and other communications
efforts.
• Amanda Opitz, Recreation Program Supervisor— Communications will provide a brief
presentation and summary of current communication efforts. She will be available to
answer any questions Commission members may have about current and planned
communication efforts.
Attachments:
• Draft "Iowa City Parks & Recreation Communication Plan"
220 S. Gilbert Street • Iowa City, Iowa 52240-1632 • (319) 356-5100 • FAX (319) 356-5487
Examples of department promotion process
On -going facilities information
• Permanent pool and building hours
Permanent listing on the right side of home page of website
• Pool hours listed on "General Pool' page, as well as on "Pools and Splash
pads'
page under each facility
• Known holiday hours and closures are listed on the pool hours
.Pdf files, which are switched out seasonally
• Building hours also listed on "Recreation" home page
Pool and building hours are listed in Activity Guide (hard copy and website)
Building hours are listed on permanent signs at the entrances of the facilities
Permanent hours are listed on Social Media "about" sections
Permanent building hours are listed under Google business listings
Special hours, maintenance closures, holiday schedules
Notifications are posted at the top of the website.
If applicable, a press release is sent out through GovDelivery and posted to the
"News" section of the website.
If applicable, a notice will be sent through Activenet to participants and/or pass
holders.
Changes are published to Facebook, Twitter, and Nextdoor.
Changes are published to Rainout Line.
• Rainout line can be accessed through the City website by navigating to
"Event Cancellations" in the right side navigation or through the short link
wwwicgov.org/rainoutline. Patrons can elect to access through phone
app, call -in, or receive text or email alerts.
Hours are posted in Park Bench Newsletter, if known in advance.
Hard copy signs are placed at the facility.
On -going programs
On -going seasonal programs
s Activity Guide and program registration information on the home page of website
(changed seasonally).
• Information also available on sub -page including: "Activity Guide,"
"Registration for activities," and "Recreation" home page.
Press releases announcing guide release and highlighting new programs are sent out
through GovDelivery each season (two weeks in advance of guide release, and one
week before registration opens) and posted to the "News" section of the website.
Social media posts begin two weeks prior to activity guide publication and/or
registration (multiple posts made, depending on post schedule).
Channel 4 contacted for preview, if applicable.
Activity guide and registration information included in Park Bench Newsletter
Activenet email sent out to past program participants and facility pass holders
(about a week in advance of guide release).
• Schedule changes, class cancellations, weather delays, holiday schedules
(unless otherwise noted, notifications are made as soon as possible; weather delays or
cancellations are made by 4 p.m. for evening activities)
Depending on the program or class, individual program supervisors and/or
instructors call or email through the Activenet system to notify participants of
program changes
Notifications are posted at the top of the website
Changes are published to Rainout Line, Facebook, and Twitter.
y Changes may be included Park Bench Newsletter, if known in advance.
Hard copy signs are placed at the facility.
Promotion for seasonal facility opening
• Initial opening and closing
If applicable, permanent listing on the right side of home page of website changed
• Facility web page and sub -pages also changed
• Known holiday hours and closures are listed
If known in advance, opening dates are included in Activity Guide (hard copy and
online)
If known in advance, opening dates are included in Park Bench Newsletter
Facility hours are listed on signs at the entrances of the facilities
If applicable, hours are listed under Google business listings
A press release is sent (if exact dates are known, release is sent two weeks in
advance) and posted to the "News' section of the website
Changes are published to Facebook, and Twitter.
> Changes are published to Rainout Line.
• Rainout line can be accessed through the City website by navigating to
"Event Cancellations" in the right side navigation or through the short link
wwwicgov.org/rairoutline. Patrons can elect to access through phone
app, call -in, or receive text or email alerts.
• Schedule changes, weather closures, holiday schedules
(unless otherwise noted, notifications are made as soon as possible)
Notifications are posted at the top of the website (exception, outdoor skating)
Changes are published to Rainout Line, Facebook, and Twitter.
Changes may be included Park Bench Newsletter, if known in advance.
Hard copy signs are placed at the facility.
Promotion of special event or public meeting (earned advertising)
• If known far enough in advance, dates are included in Activity Guide (hard copy and
online)
• One month before event
Postings are sent to community calendars: Community calendars: Iowa
City/Coralville Convention and Visitors Bureau, Iowa City Kids Calendar, Corridor
Parents, Press Citizen, Gazette, Downtown District
Postings are sent to radio station calendars: KRUI, KXIC, Iowa Public Radio, KCJJ,
KKRQ
> Post is put up on City website event calendar
Flyers are designed for distribution in public areas, if applicable
• If applicable, flyers are used in community calendar postings, and sent out
to parents through
the Iowa City School District "virtual backpack"
• If applicable, flyers sent out to Iowa City Transit and Cambus
• If applicable, flyers will be placed at parks and or in neighborhoods via "H"
frame
> Event is included in monthly Park Bench Newsletter
> Event pages are created on Facebook
If applicable, emails are sent out to neighborhood lists via Neighborhood Outreach
Coordinator.
If applicable, information may be added to water bill insert
• Two weeks in advance
> A press release is sent out via GovDelivery and posted to the "news" section of the
website (sent two weeks in advance)
Event is promoted through Facebook, Twitter and Nextdoor (multiple posts leading
up to event)
> If applicable, reminder emails will be sent out through Activenet to past participants
• Event changes or cancellations
Notifications are posted at the top of the website
> Changes are published to Rainout Line.
• Rainout line can be accessed through the City website by navigating to
"Event Cancellations" in the right side navigation or through the short link
wwwicgov.org/rainoutline. Patrons can elect to access through phone
app, call -in, or receive text or email alerts.
> If applicable, a press release will be sent through GovDelivery
> If applicable, an email may be sent out through Activenet to participants
Current paid advertising
• Farmers Market
> Edible Iowa
> Bread and Butter (Little Village Special Edition)
> Iowa Source
> Iowa Public Radio
> Radish Magazine (special events only)
• Ned Ashton House, Terry Trueblood Lodge, and Riverside Festival Stage
Bread and Butter (Little Village Special Edition)
Corridor Wedding Guide
• Gather Here Park Master Plan
Facebook ads
> Bumper stickers
• Smaller individual park master plans
> Postcard printing and mailing to addresses in adjoining neighborhoods
• Iowa City Parks and Recreation Activity Guide
Printed 3 times throughout the year
• Special event signs
Feather banners purchased for special events including "Welcome" and
"Information" banners plus a set of mile -marker banners for x-country meets.
CITY OF IOWA CITY
Communications Plan
January 2017
Table �Contents
° � �
"��o���o v~K��^���s
Introduction....................................................................................................................................................
3
External communications
Alertsand Notifications ........................................................... ..... .................................................................
ActivityGuides and Brochures ....................................................................................................................................
4
Citylogo usage ............................................................ ...................................................................................
4
Dnupbox...........................................................................................................................................................
4
Emergency Procedures and Notifications .................................................................................................
..... 4
|CgnvXpreo......................................... ...........................................................................................................
S
Internal Communications
Businesscards .................................................................................................................................................
6
CableProject Requests ... ................................................................................................................................
6
Copywritingand Graphic Design .................................... ................................................................................
6
[noai|stoAll Staff .................... ...................................................................................................
................... 6
EmployeeInformation ....................................................................................................................................
h
Graphicdesign ............................................................................ ....................................................................
5
InformationDesk ... .........................................................................................................................................
5
Intranet.................................. ....... ...... ................ ....... .... ...........................................................................
Language Support and Translation .................................................................................................................
LaserOche....... ................................................................ ..................................................................
............ 8
Lettersand Mailings ................................................................ —... .................................................................
8
Marketingand Promotions .............................................................................................................................
8
MediaReleases ...............................................................................................................................................
8
Media releases —errors and corrections ........................................................................................................
9
Newsletters— .... .............................................................................................................................................
9
Photography........... ......................................................................................................................................
lO
Premiums/ swag ...........................................................................................................................................
10
PrintingProjects ............................................................................................................................................
1O
Promotions: ...................................................................................................................................................
1O
Proofreading............................................................... .................................................................................
lO
PublicEvents .................................................................................................................................................
lU
Iignage..........................................................................................................................................................
10
SocialMedia ..................................................................................................................................................
ll
Surveys..........................................................................................................................................................
11
TransitFlyers .................................................................................................................................................
11
UtilityBill Inserts ...........................................................................................................................................
11
VVcbdtr—City nfIowa City .................................................... ......................................................................
1Z
Video..............................................................................................................................................................................
S
AppendixA,Social Media Policy ..............................................................................................................................
13
Appendix8,Links Policy ...........................................................................................................................................
17
Appendix C,Calendar ufannual media releases ...................................................................................................
18
Appendix L\Examples ofpromotion process .......................................................................................................
1
2
Overview
The role of the Program Supervisor for Customer Engagement is to manage communication with Iowa
City residents and other audiences.
• Develops Parks and Recreation Department brand and ensures the public is aware of services,
facilities, programs and benefits provided by the Department.
• Develops and sustains community relationships and identifies potential new users to increase
program participation and support.
• Responds to inquiries and special requests from public or other City employees regarding
Parks and Recreation Department programs and activities.
• Responds to complaints.
• Coordinates with other Recreation Program Supervisors to create marketing strategies aimed
at increasing participation of programs and facility usage.
• Updates websites; posts weather cancellations, media releases and headlines.
• Verifies program information and uploads to website.
• Provides assistance to citizens who have problems with website and online registration.
• Oversees creation of Parks and Recreation activity guides through design, edits and
distribution.
• Designs and produces informational brochures, press releases, and other marketing materials.
• Manages dissemination of public announcements and promotional activities.
• Performs related media and public relations tasks.
The Program Supervisor for Customer Engagement works in tandem with the City of Iowa City
Communications Office, part of the City Manager's Office, which was created in 2012 to handle external
communications with Iowa City residents and other audiences, as well as internal communications with
staff. In this role, the Communications Office staff offers expertise in marketing, promotions,
writing/editing, graphic design, event planning, and media production for distribution through print,
broadcast, and social media.
The purpose of this plan is to guide staff in their communications -related efforts, including how to
work with the Program Supervisor for Customer Engagement to communicate with the public, and
the variety of communications resources that are available to City staff.
For ease of use, this document has been divided into two segments: External Communications and
Internal Communications, with services in each area listed alphabetically.
External communications
Alerts and Notifications
Iowa City Parks and Recreation provide various service notices to the public through our website such as
holiday hours, activity cancellations, and facility closures.
Activity Guides and Brochures
Iowa City Parks and Recreation produce 3 different activity guides each year. The Program Supervisor for
Customer Engagement manages the design, content, printing, and distribution of the guides as well as
the production of other informational brochures such as the Farmer's Market EBT Guide, Planting in the
Right -of -Way brochure, the memorial tree and bench program brochure, etc.
City Logo Usage
The Customer Engagement Supervisor can provide vendors with our official logo and make sure that it
meets the criteria for use. Groups outside of the City who are requesting use of our logo on their
documents, should first receive approval from the Customer Engagement Supervisor. The logo can be
used for City -sponsored events and at the City's discretion. Questions of appropriate usage will be
reviewed by the Communications Office and, if necessary, the Legal department. Please contact the
Customer Engagement Supervisor to obtain a current logo file and permission for logo use for outside
entities. Below is a copy of the official City logo.
ecrc',�r Icon
official logo
Dropbox — file sharing software
The City has a Dropbox account to share large files with customers (CityoflowaCityGovernment). Contact
the CommunicationsTeam@iowa-city.org for assistance.
Emergency Procedures and Notifications
Weather -related public safety, and other emergencies: The Customer Engagement Supervisor works
with the Iowa City Communications Coordinator and the Johnson County Emergency Communications
Center (JECC) to gather and relay information to residents and staff in the case of weather -related,
public safety, or other emergencies.
For more information, call 319-356-5058. For after-hours assistance, holidays, and weekends, contact the
Communications Coordinator Shannon McMahon at 319-530-4754 or the Digital Communications
Specialist Katie Linder at 563-508-9273.
Snow emergencies: The Iowa City Communications Office is part of the team of City employees that
coordinates procedures for City -mandated snow emergencies. Media releases, website notifications,
alerts, signage, and other communications efforts for snow emergencies are handled by the
Communications Office. For more information, call the Communications Coordinator at 319-356-5058.
Program Cancellations and Facility Closures
Rainout Line
Rainout Line is the cancellation notification system used by the City of Iowa City's Parks and Recreation
Department. This service offers a variety of way to receive alerts through email, text or the mobile app.
Access to the Rainout Line is available on the City's website at httos://www.icgov.org/pr on the right hand
side under Event Cancellations. Patrons may also navigate directly to the page at
http://www.icgov.org/rainoutline.
Notification options:
o Free Mobile App- Download the Rainout Line app for free from the App Store or Android
Market on your phone or tablet. Once downloaded search for Iowa City Parks and
Recreation.
o Email- Create your free login, then add your email address to the email alert list for real
time alerts
o Text Message- Create your free login and then add your phone number to the text
message alert list.
o Phone Menu- Call in to listen and listen to an automated list of facilities and their status.
ICgovXpress
The City Communications Coordinator oversees the ICgovXpress (GoRequest) customer service reporting
app, the platform in which the City receives complaints and comments from the public and staff. These
complaints and comments may be sent directly to departments from the public or can be redirected
within the system to the department that can best assist. Employees who utilize the system should
receive an overview of how the system works and expectations for follow-up by Communications staff.
ICgovXpress provides useful analytical tools to help your office manage these complaints and comments
and also helps provide prompt and effective customer service to the public. Staff who receive a request
for assistance through ICgovXpress are expected to follow-up using the application software and to
provide timely and professional responses to inquiries. If you are unable to assist with an issue, it is your
responsibility to find the correct resource and route the request accordingly.
Internal communications
Activenet
The Program Supervisor for Customer engagement can assist program supervisors with drafting and
sending emails to past activity participants and/or facility pass holders regarding program changes,
cancelations, and holiday hours.
Business Cards
The Communications Office can assist with business card orders, name badges, and similar projects. For
business cards, our office has a ready-made template with our approved City logo that includes the
UNESCO City of Literature tagline. Providing camera-ready artwork eliminates set-up fees charged by
printers. The cards are outsourced to a local vendor who has provided us with low pricing, quality
service and free delivery. Send requests to Comm unicationsTeamPiowa-citv.org.
Cable Project Requests
The Communications Office includes Cable staff who operate City Channel 4, offering local programming
and community information to the Iowa City area, as well as a wide variety of additional communication
services —writing, video and photography. The Cable Office's mission is to enforce cable franchise
requirements and recommend new policies; to inform the community about civic and public events,
issues and political activities of area governments and community organizations; to support cable
subscribers in resolution of service problems; to provide audiovisual support to the City and to facilitate
other local channel's efforts to provide community programs to Iowa City residents.
Parks and Recreation staff should reach out to the Program Supervisor for Customer Engagement to
establish requests for video -related projects, script writing, photography, and other services must be
submitted online to https://citychannel4.com/event-recluest.html. Once your request has been
received, it will be evaluated by staff to make sure it fits into the schedule that you have requested,
reaches the audience you intend to reach and is an effective use of resources.
Copywriting and Graphic Design
The Program Supervisor for Customer Engagement works with the Iowa City Communications Office to
provide professional copy writing and graphic design assistance for brochures, flyers, posters, signage,
banners, invitations and other print materials. Requests should be made well in advance so projects can
be scheduled and to ensure the Communications team has adequate time to work on it or assist you in
finding another resource. For projects that we are unable to fit into our production schedule, we can
make recommendations for outsourcing the work. Send requests to the Program Supervisor for
Customer Engagement.
Emails to All City Staff
If you need to send an email to the "All City Employees' or "All City Hall Employees" email groups, you
will need to work through the Communications Office. We are careful not to overwhelm staff inboxes
with large files and redundant messaging. To send messages to all staff, contact
Comm u n ications-rea m @ iowa-citv.orz.
Graphic Design: See "Copywriting and graphic design"
Information Desk (Robert A. Lee Community Recreation Center & Mercer Park Aquatic Center)
The information desks at the two recreation centers are the first point of contact for customers. If
members of your staff are out of the office, it is helpful to advise the information desk so that customers
are not sent to an empty office and phone calls can be redirected to another person.
Services provided at the Information Desk include:
• Reservation and Registration tasks: Customer service staff registers patrons for activities as well as
reserve park shelter and meeting rooms on their behalf. Answering phones and directing patrons.
• Activenet Assistance: Customer service staff assists patrons with accessing and using Activenet
registration software, as well as respond to online questions and complaints as delegated by their
supervisor.
• Recreation Center Policy Enforcement: Manage and supervise facility activities and users with the
aim of keeping patrons and equipment safe. Customer service staff communicates general
information and enforce Department policy and procedures.
• Equipment Rental: Customer service staff checks out and maintains recreation equipment.
• Clerical support: Sometimes, the Information Desk employees are available to assist program staff
with office tasks —data entry, labeling, collating, preparing mailers, etc. Please send your request
for assistance to the Customer Service supervisor to get your request approved.
• FedEx UPS: Fed Ex/UPS packages are received at the Information desks.
Intranet
The Intranet, which is the City's in-house internal communications tool for staff, is available to most
departments and divisions. It serves a variety of functions by providing employee information, forms
and templates, staff news, Customer Service Spotlight recognition, internal phone list, and more.
The Communications Office updates the Intranet's content and employee database with information
received from the City Manager's Office, Human Resources and ITS. Departments are responsible for
providing updated documents and content (such as staff title changes, phone extension changes, etc.) to
Communications staff. To request intranet updates, visit the online work request form at
http://www.civic.iowa-city.org/?id=1061.
Short articles of interest to City employees, such as upcoming City -sponsored events, Wellness
Committee activities, retirement parties, departmental awards and other news are posted to the
Intranet. To request an Intranet posting, send your information to the CommunicationsTeam@iowa-
city.org.
Language Support and Translation
The City provides immediate access to multiple languages through a contract with Language Line Express
Translation Service. Language Line is an easy -to -use and effective way to communicate with customers
when interpretation assistance is needed. This service is available for use by any City division and is
billed on an as -used basis and charged back to the division using the service.
The Human Resources Department has Language Line promotional materials available (counter -top
displays and full-size posters) to make non-English speaking customers aware of the service. To assist
staff in the process, HR also has quick reference cards for work stations, with step-by-step instructions on
how to access the service, and language identification cards to assist in identifying the language to be
interpreted. Divisions with a high level of customer traffic are encouraged to display materials advertising
the availability of the service. Contact Human Resources at 319-356-5020 to request any materials or to
answer any questions about using the service.
For in -person translation service, the Communications Office currently employs two bilingual staff
members at the Information Desk who are happy to assist you in communicating with Spanish-speaking
customers. Please make sure that you do not ask them to leave their station until a replacement
employee can take their place at the Information Desk.
• Document translation. If you need assistance with translation of documents from English to
another language, please contact the Communications Coordinator at ext. 5058. Requests for
translated documents are reviewed on a case -by -case, and after a cost estimate for the service
has been received.
Laserfiche
Laserfiche is the software that the City uses to archive documents for internal storage and public viewing.
Our website links to these documents to provide public access to documents 24/7. Staff who manage
departmental web pages should receive Laserfiche training, account access, as well as report any
technical issues, by contacting websu000rt@iowa-city.org.
Letters and Mailings
The content of any external group mailings (written or electronic) should be reviewed by Program
Supervisor for Customer Engagement before it is sent. The Program Supervisor for Customer
Engagement can help develop content for a mailing that you are sending to residents by viewing it from
a resident's perspective to see if information is sufficiently clear and easy to understand, and whether
any additional information maybe needed.
For information about assistance with mass mailings, see "Print Projects."
Marketing and Promotions
The Program Supervisor for Customer Engagement can assist with marketing and promotion of your
programs and events. Please send complete information or set up a meeting well in advance of your
program launch or event, so that a marketing plan, as well as any marketing or promotional materials
that are needed can be created.
Media Releases
Media releases should be written and/or reviewed by the Program Supervisor for Customer
Engagement to maintain a consistent and professional messaging style. Media releases are sent out
through the GovDelivery media release system, and residents are able to opt in to several different
mailing lists based on their interests.
The Program Supervisor for Customer Engagement should provide the City Communications Office
with a test email through the GovDelivery system to review and edit material before it is released to
the public.
You can find a calendar of annual media releases that are issued by the Communications Office under
Appendix B of this document. This is a fluid list, with updates made throughout the year.
All Communications staff including the Program Supervisor for Customer Engagement follow the AP
Stylebook for style guidelines, but also adhere to some basic standards regarding headlines, formatting
and screen reader accessibility. Here are some standard style guidelines that staff should follow:
• Headlines: Only the first word in the headline should be capitalized — all others should be lower
case, unless the word is a proper noun. Try to keep headlines short and to the point.
• Capitalization: Avoid using all caps in headlines and body text unless you are typing an acronym.
Screen readers, which are used by people with visual impairments, are unable to correctly
process words typed in all caps.
• Dates: Unless the name of the month is short (such as May), abbreviate it. For example, Monday,
March 28, 2016; or Monday, Feb. 20, 2016. Also, when listing dates, avoid using "th" or "nd." For
example, the meeting is scheduled Jan. 7 — not Jan. 7th.
• Hours: Avoid using military time —the time should be listed as "5 p.m." rather than "1700." Also,
use periods after "a.m," and "p.m."
• Phone numbers: Always use an area code when listing a phone number. Also, write it with
dashes — 319-356-5000 — rather than with slashes or periods.
• Minimize use of exclamation points. The news may be exciting, but too many exclamation points
often trivializes the information. And for professional presentation, never, ever use more than
one (such as, "We won the award!!!") at the close of a sentence.
• One space between sentences: Use only one space between sentences — not two. While you may
have been taught to use two spaces in typing classes you have taken, it results in spacing
problems in printed documents and print media.
• Please and thank you: Though these words are polite in conversation and informal
communications, they should not be a part of a City media release.
• Weblinks within an article: Before you issue a release containing weblinks, check the links to
verify the web page you are referring to has already been updated.
Here's an example of a media release, utilizing appropriate style guidelines:
Holiday Market this Saturday, Nov. 19
Looking for the perfect holiday gift for a friend or family member? Stop by the Iowa City Holiday Market this
Saturday, Nov. 19, 2016 from 8 a.m. to 1 p.m. at the Robert A. Lee Recreation Center, 220 S. Gilbert Street.
The market will be held in the Recreation Center's gym on first floor and Social Hall on second floor, so be
sure to visit both areas to shop for the full selection of items. Many of your favorite Farmers Market vendors
and other artists and crafters from the area will participate, and your purchases of homemade, handcrafted
gifts and foods will help support their work.
Can't make it this weekend? A second Holiday Market will be held Saturday, Dec. 10 from 8 a.m. to 1 p.m. at
the Robert A. Lee Recreation Center.
For more information, contact Tammy Neumann with the Iowa City Parks and Recreation Department at
319-356-5210 or e-mail tammy-neumann@iowa-city.org.
Media Releases — Errors and Corrections
On occasion, an error in a media release will be found after it has been issued. Before resending the
release, make sure that the reason for the reissue is stated at the top of the new release. This will help
readers quickly determine what has changed from the previous article and help to avoid confusion.
Newsletter
The Park Bench Newsletter, a function of the GovDelievery media release system, is sent out monthly. The
Program Supervisor for Customer Engagement manages the writing, designing and distributing of this
newsletter. Program staff should submit items for consideration for the newsletter before the last week of
the month.
Photography
If you need photos located or taken for a special project, or photos taken during an event the Program
Supervisor for Customer Engagement can assist. In addition to taking photos, the PSCE can provide
photo editing, including cropping, lightening, etc. Also, staff members who have taken photos of parks,
recreation programs, City -sponsored events, etc. that could be used in other Department projects or
presentations are encouraged to email them to the Program Supervisor for Customer Engagement so
we can keep them in our photo files for future projects.
City staff should never use photos or clip art that we do not have permission to use, as this violates
copyright laws. We subscribe to a clip art service whose images you may freely use. Do not download or
use images from Google or other internet sites without knowing whether they are in the "public domain,"
and therefore, not protected by copyright laws. Any questions about whether a work is in the "public
domain" should be directed to the City Attorney's Office,
Premiums/Swag
If you'd like to offer some giveaways at an event you are hosting, or if you would like to order some
materials for general promotion of your department, and need help with design services or other
production help please contact the Program Supervisor for Customer Engagement.
Printing Projects
The Program Supervisor for Customer Engagement can assist with recommendations for your printing
and/or mass mailing projects, including local printers, materials on which to print (paper, cardstock,
coated plastic, vinyl, etc.), and competitive rates.
Promotions: See "Marketing and Promotions"
Proofreading
If you have a document or project that you'd like to have proofread before you send it out, contact the
Program Supervisor for Customer Engagement for assistance.
Public Events
The Program Supervisor for Customer Engagement can assist with the planning of special events,
including groundbreaking ceremonies, open houses, information booths or tables, and other activities.
We can also help you prepare a marketing plan to ensure success of these events. Send requests to the
Program Supervisor for Customer Engagement well in advance of your event to ensure adequate time to
prepare.
Signage
• City Hall Digital signage: The Communications Office oversees the digital signage in the lobby of
City Hall. That sign is available for use by City departments, and can be customized for various
functions. Costs involved would include hardware (monitor and an Intel stick) and installation, if
applicable. If departments would like to request slides to promote programming and events in
the front lobby, or ask about how to establish digital signage in other locations, contact the
CommunicationsTeam(@iowa-city.org.
• Recreation Center Digital signage: The tv monitors throughout the recreation centers are owned
by Monitor Productions, an advertising company that also sells ad space on the monitors. The
Program Supervisor for Customer Engagement oversees the rotation of internal content on the
slides. Monitor Productions promises up to 30 slides for internal content each month.
• Printed signage: The Program Supervisor for Customer Engagement can help with design and
printing of yard signs, banners, posters and flyers. Assistance with permanent signage for
buildings and City facilities (internal and external) should be requested from the Facilities
Manager at kumi-morris@iowa-citv.org.
Social Media
Social media platforms that the Parks and Recreation Department currently uses include Facebook,
Twitter, Instagram, and Nextdoor. Social media options are ever -changing, so we will evaluate and add
options as outreach opportunities grow. City social media accounts are monitored by the Program
Supervisor for Customer Engagement. The City Office of Communications oversees all City social media
and can be contacted if the Program Supervisor for Customer Engagement is not available.
To be most successful, new posts are made on a frequent basis — at least a couple times a week. Social
media accounts are reviewed daily by the Program Supervisory for Customer Engagement to make sure
that questions from readers are being addressed in a timely manner and policies are being followed.
Decisions regarding social media use are based on communications goals, audience, the best
communications tools to reach them, and which social media platforms would be beneficial.
The City's social media policy, which can be found in Appendix A of this document, or online at
https://www.icgov.org/social-media-policy. The Program Supervisor for Customer Engagement will
contact the Communications Office if there is a comment that appears to violate the social media policy.
Before action is taken to remove or hide a post, the Communications team will weigh in on next steps. In
order to follow all legal obligations the Communications team may seek the advice of the City's Legal
Department prior to moving forward with blocking, hiding or deleting posts.
The Program Supervisor for Customer Engagement is responsible for creating social media content and for
answering questions that are received from the public in a timely manner —generally within 24 hours. All
departmental social media accounts require that a Communications Office staff member is listed as an
additional administrator on the account. This will allow us to assist if any issues arise with the account.
Surveys
The Communications Office has a Survey Monkey account. Please contact us to assist in setting up your
survey and discuss how to distribute the final product in order to reach the audiences you need to reach.
Transit Flyers
The Program Supervisor for Customer Engagement can create flyers for submission to the Iowa City Transit
Dept. and University of Iowa Cambus for placement on buses.
Utility Bill Inserts
Monthly inserts: Inserts in monthly utility bills are handled by the Communications Office and will be
brokered through the Program Supervisor for Customer Engagement. Contact the Program Supervisor for
Customer Engagement if you are interested in promoting an event or providing information to the public
via a buckslip (1/3 page flyer), a postcard, or a full -page flyer inserted in utility bills. While one side of a
buckslip may occasionally be available at no charge, each department or division is responsible for print
fees for postcards or full page inserts in utility bills. Prices quotes are available prior to printing.
Annual calendar: In December, the City issues an annual calendar which includes a list of popular City
phone numbers with utility bills. Extra copies are printed for distribution at the Revenue Desk, Information
Desk in the City Hall Lobby, the Library, and other City locations. Changes to this list should be directed to
ComrnunicationsTeam@iowa-city.org
Website — Parks and Recreation Department
The Program Supervisor for Customer Engagement oversees the City's website at www,icgov.org/pr and
maintains the home page, department sub -pages, alerts, news and media sections, and event calendar
listings. The City Communications Office oversees the overall website homepage www.icgov.org, e-
subscriptions lists, City staff contact information, as well as the website's overall function and design.
The Program Supervisor for Customer Engagement is responsible for making sure Parks and Recreation
Department pages are up-to-date with current information and that outdated documents are removed or
replaced.
As requested by the Office of Communications. Staff should not procure new websites outside of the City
of Iowa City's website for special projects, events or other purposes unless prior approval from the
Communications Office has been received.
We receive many requests from private businesses and organizations to share their links on our website.
We use our Links policy, www.icgov.org/links-policy, to determine the appropriate response. Our Links
Policy can also be found in Appendix B of this document. Please forward all such requests to
CommunicationsTeam(@iowa-city.org.
To report an issue with the website or document retrieval access (Laserfiche), email websupport(a@iowa-
city.org.
Video: See "Cable Project Requests
Appendix A
Social media policy
Purpose
This policy sets forth guidelines for the establishment and use by the City of Iowa City of social media
sites as a means of conveying City of Iowa City information to the public. The intended purpose behind
the use of City of Iowa City social media sites is to disseminate information from the City, about the City,
to the public in a civil and unbiased manner.
The City of Iowa City has an overriding interest and expectation in deciding what is "spoken" on behalf of
the City on City social media sites. For the purposes of this policy, social media means any facility for
online publication and commentary, including without limitation blogs, wilds, content hosting sites such
as Flickr and YouTube, and social networking sites such as Facebook, Linkedln, and Twitter. This policy is
in addition to and complements any existing or future City of Iowa City policies regarding the use of
technology, computers, smart phones, e-mail and the internet.
General policy
1. The establishment and use by any City department of City social media sites are subject to approval by
the City Manager or his/her designees. All City of Iowa City social media sites shall be administered by
the Department Director or his/her designees.
2. City social media sites shall make clear that they are maintained by the City of Iowa City and that they
follow the City of Iowa City Communications Policy. The City logo or branding shall be used on all social
media accounts to confirm authenticity of the site. City social media accounts will only join a group or
become a fan of a page if it is related to official City business, services, and events.
3. Wherever possible, City social media sites should link back to the official City of Iowa City website
for forms, documents, online services and other information necessary to conduct business with
the City of Iowa City.
4. The Department Director or his/her designees will monitor content on City social media sitesto ensure
adherence to both the City of Iowa City Communications Policy and the interest and goals of the City of
Iowa City.
5. Users of all City social media shall adhere to applicable federal, state and local laws, regulations and
policies.
6. The City reserves the right to restrict or remove any content that is deemed in violation of the City of
Iowa City Communications Policy or any applicable law. Any content removed based on these
guidelines must be retained by the Department Director or his/her designees for a reasonable period
of time, including the time, date and identity of the poster, when available.
7. The City of Iowa City's website at http://www.icgov.org will remain the City's primary and
predominant Internet presence.
8. Freedom of Information Act and e-discovery laws and policies apply to social media content and
therefore content must be able to be managed, stored and retrieved to comply with these laws.
9. City of Iowa City social media sites are subject to State of Iowa public records laws. Any content
maintained in a social media format that is related to City business, including a list of subscribers and
posted communication, is a public record. The Department maintaining the site is responsible for
responding completely and accurately to any public records request for public records on social media.
Content related to City business shall be maintained in an accessible format pursuant to City policy and
practice so that it can be produced in response toa
request. Wherever possible, such sites shall clearly indicate that any articles and any other content
posted or submitted for posting are subject to public disclosure.
10. Employees representing the City of Iowa City via social media accounts must conduct themselves at all
times as representative of the City of Iowa City. Employees that fail to conduct themselves in an
appropriate manner shall be subject to the Disciplinary Action Procedures outlined in the Personnel
Policy Manual.
Comment policy
Although the City of Iowa City encourages posts and comments on the social media sites managed by
the City, the sites are limited public forums and are moderated by City staff. The City reserves the right
to deactivate the comment feature on City -affiliated social media sites, where applicable, at any time
without prior notice.
1. A comment posted by a member of the public on any City of Iowa City social media site is the opinion
of the commentator or poster only, and publication of a comment does not imply endorsement of, or
agreement by, the City of Iowa City, nor do such comments necessarily reflect the opinions or policies
of the City of Iowa City.
2. Comments containing any of the following inappropriate forms of content shall not be permitted on City
of Iowa City social media sites and are subject to removal and/or restriction by the Department Director
or his/her designees after consultation with the Communications Office:
Profane, vulgar, or obscene comments;
b. Sexual content or links to sexual content;
c. Comments not related to the original topic;
d. Content that promotes, fosters or perpetuates discrimination on the basis of race, creed, color,
sex, national origin, religion, age, sexual orientation, gender identity, marital status or mental
or physical disability;
e. Defamatory or personal attacks;
f. Threats to any person or organization;
g. Comments in support of, or in opposition to, any political campaigns or ballot measures;
h. Solicitation of commerce, including but not limited to advertising of any business or product for
sale;
i. Conduct in violation of any federal, state or local law;
j. Encouragement of illegal activity;
k. Information that may tend to compromise the safety or security of the public or public systems; or
I. Content that violates a legal ownership interest, such as a copyright, of any party.
3. Comments that contain the following protected information should be immediately removed after
consulting with the Communications Office. Protected information includes thefollowing:
a. Social security numbers
b. Financial account numbers
c. Dates of birth.
d. Names of minor children.
e. Individual taxpayer identification numbers.
f. Personal identification numbers.
g. Other unique identifying numbers.
4. The City of Iowa City reserves the right to deny access to City of Iowa City social media sites for any
individual who violates the City of Iowa City Communications Policy, at any time and without prior
notice. The City reserves the right to restrict or remove any content that is deemed in violation of
this social media policy or any applicable law.
5. The following verbiage can be used to warn individuals about their content: "Your recent post is in
violation of the City of Iowa City Communications Policy. Please refrain from posting
1
inappropriate content in the future. If you do not refrain from posting such content, we will block
you from this forum. Thank you for understanding."
6. Departments shall monitor their social media sites for comments requesting responses fromthe City and
for usage in violation of this policy.
7. Department Directors or their designees, shall determine how employees must identify
themselves when participating in the social media forum.
The social media policy must be displayed to users on the social media site or the site must contain
information for users about where they may find the social media policy.
Appendix B
Links policy
This website is an information and service channel provided for the use of and paid for by the citizens of
Iowa City, Iowa. It is not a public forum. Links to other sites from this site are provided solely at the
discretion of the City of Iowa City. Links are provided solely as a convenience for users of this site and
generally must be to other sites that support the vision and mission of the City of Iowa City. Links to
commercial sites will not generally be established, except as noted in this policy.
Categories
Links are provided to the following categories of external sites, and must meet the criteria established
herein:
1. Other government entities, including local, state and federal government sites, or sites operated by
agencies of any of those entities;
2. Sites operated by nonprofit (501 C.3.) or not -for profit agencies with which the City has an
established statutory, participative or supportive relationship;
3. Sites operated by established elementary, secondary and college institutions;
4. Sites operated by nonprofit, not -for -profit or for -profit agencies who provide community -based services
including health care, child care, elder care or other social services;
5. Commercial sites that the City determines may be of interest to site visitors who may be visiting Iowa
City, who may be planning a trip to Iowa City, or who may be considering relocating to Iowa City.
6. Commercial sites operated by entities that are official sponsors of City of Iowa City events or
programs.
Location
The location of any link established within this site will be entirely at the discretion of the City of Iowa
City. Links from the home page of this site will not generally be established. Links will be established in
the most appropriate section of the site.
Reciprocity
The City does not require that reciprocal links be established by the requesting entity. However, internet
etiquette encourages such reciprocal linking.
Requesting links
Links may be requested by contacting the Comm unicationsTearngiowa-city.org. The request should
describe the services provided by the requesting site, along with the required URL.
Appendix C
Calendar of annual media releases
This is a schedule of media releases that are typically issued annually by the Communications Office (with
the exception of those listed for Parks & Recreation, which has now hired its own communications
specialist). This is a fluid document and does not include media releases for new programs, events,
awards, recognitions, announcements or other newly released or late -breaking City information.
It also does not include media releases issued by the Library, which has its own Public Relations staff
person, those that may be released each year by staff members in other departments, or additional
media releases that may be sent by the Parks & Recreation Communications staff.
January
• Winter recreational opportunities at City parks: ice skating (City Park Pond, TTRA lake), cross- country,
snowshoeing, sledding, etc.
• Time to reserve special event facilities for weddings, receptions, reunions,etc.
• Registration begins for winter/spring activities
• FreezeFest (January or February)
Farmers Market vendor registration opens
February
• Farmers Market: vendor registration (February or March)
• Spring Break Camp info
• Classes / programs / sports / events in February
March
• Spring Break Camps - still time to register
• Registration / info packets available for Summer Camps
• Garden plot leasing (March or April)
• Track and Field Games - registration opens
• Golf outing fundraiser for swimming lesson scholarships: appeal tosponsors
• Reserve park shelters and special event facilities for reunions, graduation parties, summer events
• Classes / programs / sports / events in March
p
• Farmers Market season begins in May: announcements of new vendors, programs, events
• 02 canoe, kayak rentals open for season at Terry Trueblood Recreation Area
• Garden plots available for lease (March or April)
• Backyard Abundance Plant Sale at Rec Center
• Summer Activities Guides released; registration underway
• Adult Softball League sign-ups
• Tee -ball registration gets underway
• Youth sports team sponsors needed
• Sign up for swimming lessons; importance of learning to swim
• Arbor Day: Any Parks events? Tree planting information to share?
• Classes / programs / sports / events in April
In
Mav
• Farmers Market opens: foods at the market in May; newvendors
• City Park Pool, splash pads, City Park Carnival Rides open
• Cemetery grave decorations / Memorial Day service / Avenue of Flags
• Summer classes / program registration begins
• Improvements scheduled over the summer for parkfacilities
• Party in the Park schedule overview (overview, then weekly media releases)
• Mother's Day ideas: gift certificates for classes, hike or bike ride on trails, picnic, etc.
• Rainout Line sign-up reminder for parents
• Bicycle Rodeo
• Track & Field Day
• Classes / programs / sports / events in May
June
• Summer Camps - registration still open
• Father's Day ideas: hike or bike ride on trails, barbecue in park, fishing at TTRA, etc.
• Party in the Park - weekly media releases
• Farmers Market: Market Music schedule, Art in the Park, foods at the market inJune
• Free fishing (DNR)
• Summer Playgrounds Program
• Stories in the Park program (Parks/ Libraryjointproject)
• Youth Triathlon
• World's Largest Swimming Lesson
• Classes / programs / sports / events in June
July
• National Park & Recreation Month
• Golf Fundraiser- seeking sponsors and golfers
• Classes / programs / sports / events in July
• Girls Fall Softball - team registration
• Summer Playgrounds Program
• Party in the Park (weekly media releases)
• Farmers Market: Foods at the market in July, Market Musicschedule
August
• Farmers Market: Kids Day and Taste of Market (August or September), Market Music schedule
• Fall Activity Guide released / fall registration begins
• Party in the Park (weekly media releases)
• Golf tournament fundraiser for swimming- registration open
• Classes / programs / sports / events in August
September
• Annual Golf Fundraiser to fund swim lessons
• End -of -summer closures of City Park Pool, splash pads, City Park rides, Downtown fountain, etc.
19
• Annual Dog Paddle at City Park Pool (joint with Animal Center)
• Fall classes / program registration begins
• Wrap-up: park/ playground improvements completedoverthesummer
• Farmers Market: Kids' Day or Taste of Market (August or September), foods available in
September, Market Music schedule
• Party in the Park (weekly media releases)
• Rollerskating program gets underway at Robert A. Lee (Saturday night)
• Classes / programs / sports / events in September
October
• Halloween: City's trick or treat dates & hours; Halloween Parade & Carnival; Tot Monster Mash at Mercer
/ Scanlon
• Farmers Market: what foods are available in October; end of season announcement; Holiday Market
announcement; Harvest Party?
• Time to clear leased garden plots
• Pioneer Fall Festival at City Park?
• Zombie Run at City Park?
• Edible Forest fall projects
• Trout stocking / fishing at Terry Trueblood
• Friday Night Roller Skating resumes at Grant Wood Gym
• Classes / programs / sports / events in October
November
• Oakland Cemetery: Regulations for decorations for Veterans Day, holidays
• Holiday markets (November and December)
• Winter Break Camps: registration opens
• Classes / programs / sports / events in November
December
• Winter Break Camps
• Winter Solstice Festival
• Holiday Market (November & December)
• Park areas and trails that are closed for winter; ice skating updates
• Winter Spring Activity Guides released; registration gets underway
• Classes / programs / sports / events in December
20
Date: January 3, 2017
To: Parks Commission
From: Juli Seydell Johnson, Director of Parks and Recreation
Re: Consideration of Tobacco and Nicotine Free Parks
CITY OF i O W A CITY
Commission Role:
• Provide consideration and recommendation to City Council regarding policies for
Tobacco and Nicotine Free Parks
Background:
• Susan Vileta from Johnson County Public Health will make a presentation regarding
efforts to designate all parks within Johnson County as Tobacco and Nicotine Free.
Attachments:
• Tobacco Free Parks One Page Information Sheet
• Tobacco Free Parks Iowa Department of Public Health Information
• Smoke Free Air Act Fact Sheet
• Johnson County Parks Survey Results
• Sample Tobacco -Free 1 Nicotine -Free Parks Policy
220 S. Gilbert Street • Iowa City, Iowa 52240-1632 • (319) 356-5100 • FAX (319) 356-5487
Why tobacco -free parks?
f Parks promote healthy activities.
The purpose of parks is to promote exercise
and relaxation while enjoying the beauty of
the outdoors.
Tobacco -free policies reinforce this purpose.
* There is no safe level of secondhand
smoke.
Secondhand smoke concentrations in outdoor
locations can reach levels comparable to indoor
concentrations.
For the
health
of our
community
THIS IS A
TSB PARK CO -FREE
=> The dangerous chemicals in smoke are the same — indoors or outdoors.
Exposure has immediate health consequences such as asthma attacks and
other respiratory problems.
To learn more about adopting a tobacco -free parks policy lolmison
and the FREE resources available, �.bUnty
Contact Johnson County Public Health
JCPublicHealth@co.johnson.ia.us or (319) 3,16-6040
www.johnson-county.com/health
Public Health
Produced with funding from the Iowa Department of Public Health. Division of Tobacco Use Preventlon and Control, 2/15
I:\028\01bjective\Outdoor Policies\Parks\Tobfree Parks One-pager.pub
Iowa's Smoke Free Air Act requires enclosed facilities within
parks to be smoke free, however this does not apply to
playground areas, athletic fields, trails, green spaces, or
parking lots. It also does not prohibit the use of smokeless
tobacco. To ensure children and adult park visitors are
protected from exposure to tobacco and nicotine, communitie
can implement a tobacco and nicotine free parks and
trails policy.
Reasons to Implement a Tobacco and Nicotine
Free Parks and Trails Policy
Protect Health
• Adults, families, and children visit parks to enjoy fresh air, play, relax,
and exercise. Exposure to secondhand smoke and tobacco product
litter reduces the enjoyment of parks and greenspaces.
• Secondhand smoke harms everyone and there is no safe level of
exposure to secondhand smoke, even in outdoor environments.
Role Model
• Communities can emphasize youth role modeling by not allowing
tobacco or nicotine use at parks.
• The use of e-cigarettes and other Electronic Smoking Devices (ESDi
has the potential to re -normalize smoking behavior.
Protect the Environment
• Waste from tobacco products, such as packaging, is often littered
and unsightly.
• The potential for ingestion of toxic tobacco product litter by toddlers,
pets and wildlife is very dangerous.
For more information, resources, or assistance please contact:
Name: Susan Vileta Phone: 319-688-5910
Organization: Johnson County Email: svileta@co.johnson.ia. ,,,
Public Health
• IDPH
roe» oerwrunenr
er rusir� ueann
This was produced with fund ingfrom the Iowa Department of Public Health Division of Tobacco Use Prevention & Control, October 2016.
The Smokefree Air Act restricts smoking in certain areas of state,
county and city parks and recreational facilities. The Smokefree Air Act
does not apply to Federal parks.
• Smoking is prohibited in all enclosed buildings or shelters on park property.
• Smoking is not regulated in private residences located on park property,
unless any portion of the private residence is open to the public.
• Smoking is prohibited on the grounds* of public buildings"* located within
parks.
* "Grounds" are defined as "an outdoor area of a public building that is used in connection
with the building... or any other outdoor area as designated by the person having custody
or control of the public building." (See the Fact Sheet titled "Grounds of Public Buildings.")
**'Public building" is an enclosed area owned, leased, or operated by or under the control
of the state government or its political subdivisions.
• Outdoor areas where smoking may be allowed include: a parking lot, the
course of play at a golf course, a hiking trail, locations of an individual
campsite or campfire, or a lake, river, or other body of water, or
• Nothing in the law prohibits any person having custody or control of the
park from declaring the entire area or property a nonsmoking place.
• "No smoking" signs which meet the requirements of the Smokefree Air Act
must be clearly posted at every entrance to an enclosed building or shelter
and at "commonly understood points of entry and exit to and from an
outdoor area." (See the Fact Sheet titled, "Signage.")
NOTE: The information provided in this document is not intended to be legal advice. Please consult state statutes or contact an attorney for additional
information about the Smokefree Air Act (Iowa Code 142D)_
Iowa Department of Public Health, Division of Tobacco Use Prevention & Control 1 1-888-944-2247 (Updated September 2, 2009)
Iowa Department of Public Health
• IDPH Promoting and Protecting the Health of Iowans
Tobacco-Free/Nicotine-Free Policy guidelines for use with
Parks
Fact and Purpose:
The City of (namejfinds that:
a) Tobacco/nicotine use in the proximity of children and adults engaging in or watching
outdoor activities is detrimental to their health and can be dangerous to those using such
grounds; and
b) The City has a unique opportunity to create and sustain an environment that supports a
non -tobacco and non -nicotine norm through a tobacco-free/nicotine-free policy, rule
enforcement, and adult -peer role modeling on City -owned park grounds; and
c) Parents, leaders, and officials involved in recreation are role models for youth and can
have a positive effect on the lifestyle choices they make; and
d) The tobacco industry advertises at and sponsors events to foster a connection between
tobacco use and recreation; and
e) Tobacco products (extends to all types of tobacco, nicotine and electronic smoking
device (ESD) products), once consumed in public spaces, are often discarded on the
ground requiring additional maintenance expenses, diminish the beauty of outdoor
grounds, and pose a risk to toddlers, pets and wildlife due to ingestion; and
f) The prohibition of tobacco and nicotine use at all times will serve to protect the health,
safety and welfare of the citizens of our City.
Policy:
Tobacco and nicotine use, including but not limited to cigarettes, cigars, chewing tobacco, snuff,
pipes, snus, Electronic Smoking Devices (ESD) and nicotine products that are not Food and Drug
Administration (FDA) approved for tobacco cessation, is prohibited at all times on park grounds.
No person shall use any form of tobacco, nicotine or ESD product at or on any City -owned or
operated park grounds. This tobacco/nicotine/ESD policyapplies to all employees, independent
contractors, board members, participants in events, and the general public while on park grounds.
Enforcement:
a) Appropriate signs shall be posted in appropriate areas.
b) The community, especially users and staff of park grounds, will be notified about this
policy.
c) City officials, city employees, parents, coaches, volunteers and citizens of the community
are asked to help enforce compliance with this policy.
d) Any person found violating this policy will be asked to refrain from tobacco, nicotine or
ESD use or risk immediate ejection from the grounds.
e) If the violator refuses to leave, the staff may contact local authorities.
Effective Date:
This policy statement is effective immediately upon the date of adoption.
Appropriate Official
Date
`This publication was originally created by the Tobacco -Free Youth Recreation program in Minnesota. www.tobaccofreeoarksorg"
Adapted for use by Iowa Department of Public Health, Division of Tobacco Use Prevention and Control, March 2014
For more information on this policy contact 515-281-6225.
......................................................................................................................
To ensure the park has a strong tobacco-free/nicotine-free policy, and to cualifv
for free outdoor signaae, the policy must explicitly include all of the following:
✓ Policy must include 100% tobacco-free/nicotine-free grounds, at all
times
✓ Policy must extend to all types of tobacco, nicotine and ESD products
(i.e. not only cigarettes; include all tobacco, ESDs and nicotine products
not approved by the FDA for cessation.)
✓ There should not be any designated smoking areas
✓ Policy must include persons responsible for enforcement
CO�m�m�u�n 6t1 �To'b=acc�o1Free.- Far�k�s GLr� y �Rresu�ltls�Y
84% strongly agreed or agreed that tobacco use in parks/playgrounds/
trails can have a negative impact on kids and the environment.
.................................................................................................................................................
Strongly Agree/Agree — Tobacco use should be prohibited
in the following places:
Playgrounds 89%
Sports fields 82%
Skate parks 78%
Beaches 77%
Parks 74%
Trails 74%
Golf courses 64%
Campgrounds 59%
.................................................................................................................................................
81% of respondents classified themselves as park and trail users.
29% of respondents were current or former tobacco users.
908 total respondents (436 from Iowa City).
.................................................................................................................................................
855 South Dubuque Street - Suite 217 1 Iowa City, IA 52240 1 (319) 356 - 6040
www.John son -County. corn/Health
Created 1/17
CTTY OF T O NVA CITY
Date: December 22, 2016
To: Juli Seydell Johnson, Director of Parks & Recreation
From: Zachary Hall, Superintendent of Parks and Forestry
Re: Tree Inventory Update
Commission Role:
Provide comments or questions regarding the Tree Inventory.
Introduction:
The purpose of this memo is to update the Parks and Recreation Commission on the progress
of the Forestry division's tree inventory project.
History/Background:
In early 2016 City Council allocated funds to be used for a comprehensive tree inventory. This
allocation coupled with funds from the existing Emerald Ash Borer Management Plan CIP
allowed the city to post a Request for Proposal (RFP) for tree inventory data collection. In
November, the RFP review committee selected Plan It GEO, a Colorado based geospatial
forestry firm, to conduct the comprehensive tree inventory and data collection. Plan It GEO
began the inventory in early December and will complete the project by September 2017.
The tree inventory will database information for each tree such as: genus, species, condition,
maintenance recommendations, site conditions and location. Plan It Geo is contracted to collect
data for 50,000 tree points. Prioritization of data collection will begin with city owned
street/right-of-way trees, then parks and will continue with other city -owned properties until
50,000 tree points is reached.
As part of the contract the Forestry division has a three year subscription to Plan it GEO's Tree
Plotter program. This program is an ArcGIS based platform that allows the city staff to
reference each tree and its data on an interactive aerial map of Iowa City. The Tree Plotter
program will give the Forestry division better ability to plan for tree maintenance, tree plantings
and management of pest and disease infestations.
The tree inventory as a whole will provide valuable information regarding the health of the urban
forest, its ecosystem service benefits and the city's overall tree canopy coverage. The tree
inventory will be an invaluable tool that will aid in planning how best to manage our urban forest
for generations.
220 S. Gilbert Street • Iowa City, Iowa 52240-1632 • (319) 356-5100 • FAX (319) 356-5487
CITY OF I O W A CITY
Date: January 5, 2017
To: Juli Seydell Johnson, Director of Parks & Recreation
From: Chad Dyson, Superintendent of Recreation
Re: Low Income Policy Review
Commission Role:
Information update requested by Commission at December 2016 meeting.
Background:
• The Parks and Recreation department established a low income discount program in
1991. The program is available to Iowa City residents and allows for a 50% discount on
allowable programs and services. Non -eligible programs and services include: Adult
and High School sport team fees, daily admissions to pools, darkroom and potter's
studio, room and shelter reservations/rentals, athletic field rentals, garden plots, farmer's
market, trips, and vending/concession/locker rentals. Eligibility is determined based on
income. The income level for eligibility is the same as the requirement for the free
school lunch program, 130% of the FY17 Federal Poverty guidelines based on gross
income.
• Five year summary of low income discounts:
FY11
FY12
FY13
FY14
FY15
Aquatics
$4,965.75
$4,656.25
$3,668.00
$2,674.47
$2,422.50
Youth Sports
$2,952.25
$1,552.25
$1,574.02
$613.39
$1,124.76
Social/Cultural
$4,707.00
$4,844.50
$2,571.00
$7,628.50
$6,184.50
SPI
$823.00
$484.00
$558.25
$574.00
$335.50
Adult Sports
$140.00
$32.50
$117.00
$37.48
_ $59.98
Dog park
$20.00
$20.00
$30.00
$0.00
$52.50
Total
$13,608.00
$11,589.50
$8,518.27
$11,527.84
$10,179.74
• We currently promote the program through our registration webpage, activity guide, and
specific camp program press releases. Additional promotional avenues to consider
include social media, school district releases/virtual backpack, direct signage at
registration counters, and direct outreach with social service agencies (NCJC, MYEP,
UAY, etc.).
220 S. Gilbert Street • Iowa City, Iowa 52240-1632 • (319) 356-5100 • FAX (319) 356-5487
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Iowa City Parks & Recreation Commission Packet
Upcoming Events
January
February
March
January 11, 2016
• January 3-4, Winter Break STEAM Camp concludes, Robert A. Lee
• January 9-11, Special Olympics Winter Games, Dubuque, IA
• January 16, Youth Basketball, Alexander Elementary
• January 18, High School Basketball league, Alexander Elementary
• February 18, Freeze Fest Terry Trueblood Recration Area
• March 29, Summer Camp registration opens
Future Commission Items
February 8, 2017
• Happy Hollow Restroom & Shelter Design - HBK
March 8, 2017
Iowa City Parks and Recreation Commission Packet I City of Iowa City
Status — Previous Commission Items and Discussions
• May Commission Meeting
➢ 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.
• November Commission Meeting
➢ Discussion of Recycling Options in Parks—Zac Hall to provide periodic updates.
➢ Memorial Tree & Bench Guidelines— New brochure completed.
• December Commission Meeting
➢ Question regarding use of Scholarship Funds — Chad Dyson to provide
Information
Scout Project Guidelines— New brochure completed.
Iowa City Parks and Recreation Commission Packet I City of Iowa City
Notable from Parks & Recreation Staff
Parks
• The tree inventory consultants Plan It GEO have started the tree inventory project
with data collection in the old town area.
• Staff participated in a cycling in Johnson County roundtable hosted by the
Convention and Visitors Bureau.
Recreation
• SJRE (Social Justice and Racial Equity) grant was completed and submitted for a
youth summer trail program.
• Twenty-eight athletes competing at the Special Olympics Winter Games in
Dubuque. Events include snow shoeing, downhill skiing, and cross country skiing.
• Our new Recreation Program Supervisor — Special and Underserved Populations,
RaQuishia Harrington, will start January 23`d
• Awarded $18,000 REAP Conservation Education Grant to develop curriculum and
provide hands-on experiences in Water Education.
Cemetery:
• Eleven funerals in December
• Black Squirrel Urban Forestry to remove two large oak trees in cemetery ( oak wilt )
in January.
Facilities:
• Pre -bid meeting for City Park Cabin Restoration Project on January 17th, take bids on
February 2""
• Happy Hallow Park Kick off meeting January 5"'
Administration:
• Park & Recreation Foundation Funds moved to Johnson County Community
Foundation in December.
Iowa City Parks and Recreation Commission Packet I City of Iowa City
Top Staff Issues
Parks
• Staff is working on honeysuckle and other invasive species removals at TTRA.
• The trash compactor truck has been having issues due to low temperatures. Staff
have been hauling trash with dump trucks.
Recreation
• Spring programs starting week of January 16.
• Temp staffing and hiring continues to be an issue for program supervisors.
Cemetery
• Staff is hauling leaves and limb debris from fall clean up to landfill.
Facilities
• Replaced bearings in AHU2 shaft in City Hall
• Back up Boiler requires replacement in City Hall
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
Software
Buildings ($535,000 CIP)
Admin: Park Master Plan Update
October 2016—June 2017
Public Meetings held in December.
(RDG/HBK)
Admin: Natural Areas Plan
October 2016—December 2017
Kick off meeting and aerial mapping
assessment complete (AES )
Admin: Bicycle Master Plan
October 2016 -
Steering Committee kick off meeting
scheduled for January 12, 2017.
(Alta/RDG)
Forestry: Tree Inventory
Project may begin July 1, 2016 ($75,000
Tree inventory has begun. Work to
Gen Fund)
continue through 2017. (Plan It GEO)
Ashton House - Project Green
Construction Summer/Fall 2016 ($155,000
Project being rebid for a 3rd time
Reap Grant)
with bids due this winter. (Hawks
Design)
Frauenholtz Miller Park
Construction Spring 2017 ($150,000 CIP)
December bids rejected. Project to
be rebid in Jan -Feb. (Shive-Hattery)
City Park Cabin Restoration
Construction Fall 2016 ($200,000 CIP)
Bids due February 2, 2017.
Received $25,000 State REAP Grant
Pheasant Hill Park Renovation
Construction Spring 2017 ($60,862 CIP)
Playground purchased. Installation
spring 2017.
Happy Hollow Shelter &
Construction Spring 2017 ($150,000 CIP)
Kick off meeting in January 2017.
Restroom Upgrades
(HBK)
Mercer Tennis Courts/Pickle Ball
($75,000 CIP, $25,000 Park Improvement
Bids due January 11, 2017. (Snyder)
Court & Wetherby Sport Court
Fund) (Weatherby - $75,000 Grant)
Riverfront Crossing Park, Phase 1
Wetlands construction & stream bank
Phase 1 work to bid in Spring 2017.
stabilization 2017 (Fed Grant)
(Confluence/HR Green)
Chauncey Swan Park
TED — Park rebuild at end of building
Building construction began 11-
project.
2016. Park construction 2018.
Hickory Hill Bridge Replacement
Construction Spring 2017
Bids due February, 2017. (Shoemake-
Haaland)
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
Interments
5yravg.
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
$3,900.00
$7,760.00
9
8.2
$3,915.00
$4,228.00
$7,815.00
$11,988.00
Sept
$2,900.00
'$5,810.00
9
7.6
$4,320.00
$3,888.00
$7,120.00
$9,698.00
Oct
$5,100.00
'$6,870.00
7
7.6
$4,250.00
$3,822.26
$9,350.00
$10,692.26
Nov
$4,200.00
$6,170.00
7
5.8
$2,215.00
$2,790.50
$6,415.00
$8,950.50
Dec
$2,400.00
$1,810.00
11
3.6
$5,700.00
$1,500.00
$8,100.00
$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
$25,600.00
$69,640.0
52
72.2
$27,300.00
$35,583.35
$52,900.00
$105,223.35
owa City Parks and Recreation Commission Packet I City of Iowa City