HomeMy WebLinkAbout03-08-2017 Parks & Recreation CommissionIowa City
Parks and Recreation Commission
Wednesday, March 8, 2017 — 5 p.m.
Robert A. Lee Community Recreation Center— Meeting Room B
220 S. Gilbert St.
ITEM 1. CALL TO ORDER
ITEM 2. NEW COMMISSION MEMBER INTRODUCTION —ANGIE SMITH
ITEM 3. STAFF INTRODUCTION — RAQUISHIA HARRINGTON, PROGRAM
SUPERVISOR
ITEM 4. APPROVAL OF MINUTES
ITEM 5. PUBLIC DISCUSSION OF ANY ITEMS NOT ON THE AGENDA
ITEM 6. EAGLE SCOUT PRESENTATION — SAMUEL TOMEK, BAT HOUSES AT TERRY
TRUEBLOOD RECREATION AREA
ITEM 7. HAPPY HOLLOWPARK PROJECT PRESENTATION — HBK STAFF
ITEM 8. COMMISSION VISIONING DISCUSSION — CLAY CLAUSSEN
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
JANUARY 11, 2017
RECREATION CENTER — MEETING ROOM B
Members Present: Suzanne Bentler, Larry Brown, Clay Claussen, Wayne Fett, Lucie Laurian, Jamie
Venzon, Joe Younker
Members Absent: Cara Hamann
Staff Present: Juli Seydell Johnson, Chad Dyson, Zac Hall
Others Present: Del Holland, Jim Walters, Max Otoadese, Claudia Corwin
CALL TO ORDER
Chairman Claussen called the meeting to order at 5:00 p.m.
Claussen introduced and welcomed new Commission Member Jamie Venzon to the board.
RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action):
None
OTHER FORMAL ACTION:
Moved by Fett, seconded by Younker, to approve the December 14, 2016 minutes as written.
Passed 7-0 (Hamann absent).
PUBLIC DISCUSSION
None
JOHNSON COUNTY PUBLIC HEALTH -SMOKE FREE PARKS INITIATIVE, SUSAN
VILETA:
Susan Vileta with Johnson County Public Health gave a presentation regarding efforts to designate all
parks within Johnson County as tobacco and nicotine free. She believes that making this a blanket policy
will alleviate confusion, as well as provide the health benefits. She encouraged the Commission to ask
the City Council to consider adopting such a policy for the Iowa City Parks. She pointed out that adults,
children and families visit the parks to enjoy the fresh air, play, relax and exercise and that exposure to
secondhand smoke and tobacco product litter reduces that experience. Vileta said that Iowa City led the
charge to add electronic smoking devices to the list of items banned from non-smoking areas. Park areas
that are already designated no tobacco/nicotine spaces include the baseball fields at City Park, softball
fields at Napoleon Park, the skateboard park, Thornbeny and Rita's Ranch Dog Parks, and tennis courts
within City and Mercer Parks. Laurian suggested that the signs designating areas as tobacco/nicotine free
also include information on where to turn for those who would like to quit smoking.
PARKS AND RECREATION COMMISSION
January 11, 2017
Page 2 of 6
Moved by Fett, seconded by Brown, to, with the assistance of Vileta, draft a letter on behalf of the
Commission to the City Council suggesting that they designate all city narks as tobacco and
nicotine free.
EAGLE SCOUT PROJECT PRESENTATION — ZAC HALL & MAX OTOADESE:
Hall introduced Eagle Scout Max Otoadese to the Commission who was invited to give a presentation on
his recent Eagle Scout project. This project included the construction of an osprey platform that was
attached to a tower and placed at the east side of The Terry Trueblood Recreation Area. He further
explained that this location was chosen as osprey tend to nest near bodies of water. Otoadese said that his
biggest challenge was how he was going to manage putting up the tower. He had been working with bird
expert, Jim Walters, who was able to contact MidAmerican Energy. They not only agreed to help put up
the pole, but also donated their time, materials and labor. Otoadese and eight other scouts constructed the
platform for which the total price was $130. Commission asked if there had been a nest built on the
platform as of yet. Otoadese said not so far as osprey generally begin nesting in the spring. Younker
asked if there might be a potential for webcam placement in the future. Otoadese said that while it wasn't
a part of his project, he agreed it would be a great addition. Commission expressed their praise and thanks
to Otoadese. Otoadese expressed his appreciation for the help of Zac Hall and Jim Walters, stating that
the project would not have been possible without their help
COMMUNICATION PLAN:
Seydell Johnson introduced Amanda Opitz, Recreation Program Supervisor, to the Commission. She
explained that Opitz has been with the department for one and a half years and was initially serving a dual
role as Customer Service Supervisor and Marketing/Advertising Manager for Parks and Recreation.
However, as the department has acquired more projects and, therefore, the need for public input,
advertising and marketing of these projects, it also became obvious that more of Opitz' attention needed
to focus on the public relations part of the position.
Opitz has recently written a Communications Plan for the department. She pointed out that this is a
communication plan only, not a marketing plan. This document will be referred to by Parks and
Recreation Staff to determine what tools are already in place and available to them when reaching out to
the community. Prior to creating this document, most department communication was offered through the
Parks and Recreation Activity Guide. This document will also be helpful for anyone who may step into
the position in the future. Opitz explained that part of her role is to also assist staff in using social media
in the most efficient way. Bender noted that she often shares items that are placed on the Parks and
Recreation Facebook page to her own page. She encouraged other commission members to consider
doing the same. Bentler also commented that while attending the Master Planning workshop, several of
the small groups came up with the idea of developing a parks and recreation app (a software program that
can be downloaded to a mobile device). Opitz noted that while at a recent National Parks and Recreation
conference, she learned that there are several apps available and she will continue researching this
avenue. Opitz also noted that for the first time, the department activity guide includes a comprehensive
map of all of the Iowa City parks.
Laurian asked if there had been any more discussion on how information can be communicated through
the school district. Opitz recognizes this as an ongoing concern and said that some items are distributed
through the Virtual Backpack. The department is currently discussing a redesign of the activity guide. For
example, making a smaller booklet available that can be mailed directly to the residents of Iowa City.
Venzon asked how often the guides are distributed. Opitz reported that the guides are distributed three
times a year. The Winter/Spring guide includes programs that run from January through May, the
PARKS AND RECREATION COMMISSION
January 11, 2017
Page 3 of 6
Summer guide includes June, July and August, and the Fall guide includes September through December
program schedules. Opitz said that the department continues to work towards finding better ways to reach
more people.
TREE INVENTORY UPDATE/DEMONSTRATION — ZAC HALL
In 2016 City Council allocated funds to be used for a comprehensive tree inventory. These funds, along
with existing funds designated for the creation of an Emerald Ash Borer Management Plan, allowed the
city to post an RFP for tree inventory data collection. Plan It GEO, a Colorado based geospatial forestry
firm, was selected to conduct the tree inventory and data collection. This database will provide
information for each tree including genus, species, condition, maintenance recommendations, site
conditions and locations. TJ Woods with Plan It Geo walks street to street taking inventory of as many as
300 trees per day. The data collected will give Forestry staff better ability to plan for tree maintenance,
tree plantings and management of pest and disease infestations. Hall said that the contract with the
company runs through September. The limit of trees assessed was set at 50,000. This will allow the
company to assess the approximately 20,000 street trees and still be able to include park trees. Hall
presented and reviewed the program with Commission members. Laurian asked if the program would
allow staff to look at specs for a particular species, such as ash trees. Hall reported that the program does
allow the viewer to filter for just one species. Venzon asked if a representative from Plan It GEO would
have to return in the future to update the data. Hall answered that while the City has a three year contract
with them, it will be up to staff to update after the contract ends. Laurian was impressed with the program
and said that this puts Iowa City up there with London, New York and other cities of greater size.
Commission and staff agreed that this program will be an invaluable tool that will aid in planning how
best to manage the urban forest of Iowa City for generations.
REPORT ON ITEMS FROM CITY STAFF:
Recreation Division Superintendent — Chad Dyson• Dyson reported that the department recently applied
for a Social Justice and Racial Equity grant. The City Council approved $25,000 for this grant for fiscal
year 2017. According to the Iowa City web site (htips://www.ic og v_or news/city-iowa-city-offers-social-
justice-and-racial-equity-sjre-erants), "The purpose of the grant is to encourage, empower and engage
social justice and racial equity initiated by funding programs, activities, initiative and educational
outreach that has impacts on eliminating inequities in the community. The SJRE grant lists six priority
service areas: Education, Building Community, Housing, Criminal Justice, Health and Employment."
The Parks and Recreation Department proposes to use this grant to assist with programming for the
underserved population of Iowa City. The desire is to offer a trail program for youth, getting them
familiar with the trails in Iowa City by offering a trail ride weekly. Dyson further noted that this will tie
in to the transportation barrier concerns that the commission and staff have discussed. The department
will know in mid -May whether there request has been approved. Dyson will keep the Commission
informed.
Dyson reported that the Winter Games concluded for Special Olympics this week in Dubuque. He said
that 28 athletes attended and by all reports it went very well. The Winter Games include snowshoeing,
downhill skiing and cross country skiing competitions. As noted at the past meeting, Cindy Coffin, the
departments Program Supervisor for Special Populations retired in December. Dyson has been managing
the program since her departure. The department hired RaQuishia Harrington to fill the vacancy. She has
a therapeutic recreation background and has worked for several years with the Neighborhood Centers of
Johnson County. Along with working with persons with special needs, she will also include
programming for the underserved population as well as local food initiatives including community garden
programs. She will begin on January 23 and will be in attendance at the February Commission meeting.
PARKS AND RECREATION COMMISSION
January 11, 2017
Page 4 of 6
At the December Commission meeting, members asked about the departments low income policy and
how it is advertised to the public. Dyson provided Commission with a memo that included a five year
report of the dollar amount given within each program category per year. He explained that the
department currently promotes the program through the registration web page, the activity guide and
specific camp program press releases. He noted that further avenues that will be added in the future will
include social media, school district releasesNirtual Backpack, direct signage at registration counters and
outreach to social service agencies.
Parks Division Superintendent — Zac Hall: Hall updated Commission on recycling efforts in parks and on
trails. He noted that the Big Bellies, like what are used downtown, were purchased as part of a redesign
contract. Since that time the company has gone to a subscription based model. One unit is $206 per month
plus an additional $150 in freight expenses for each unit. There had been discussion about looking at
Terry Trueblood Recreation Area as a pilot area. Hall reported that current costs for refuse pick up there
for two dumpsters is $140/month. To swap one of those out for a recycling unit as well as adding units
for composting would double the monthly fee. If the department were to put in place a program that
included compost, recycling, and a Big Belly unit, it would cost approximately $600 per month. The staff
has fabricated some lids labeled for specific uses and will place three of these as a trial run. Hall will
continue researching recycling options for the department.
Parks and Recreation Director — Juli Seydell Johnson: Seydell Johnson announced that she and Tammy
Neumann worked to transfer all of the Iowa City Parks and Recreation Foundation funds from accounts at
Hills Bank to the Community Foundation of Johnson County. These fonds were divided into a Charitable
Giving Fund (in and out funds) and the Parks and Recreation Endowment Fund that was previously set up
by Dee Vanderhoe£ She will have a full accounting report to present to Commission at the February
meeting.
Seydell Johnson noted that budget hearings have begun for both capital and department projects. The
department is budgeting for programs that go along with City Council strategic goals and include
community gardens, local food initiatives and servicing underserved populations in the community.
Seydell Johnson reported that she recently presented the department proposed capital projects to the
Council who had very few comments or questions.
Seydell Johnson updated the Commission on the following projects:
• Frauenholtz-Miller Park: The bids for this project came in well above estimates so will go back to
the project designers to make some adjustments and rebid in February. She still hopes to
complete next summer.
Mercer Park Pickle Ball/Tennis Courts: Bids came in a little over estimate. Will complete this
spring/summer.
• Wetherby Sport Court: The department has received CDBG funds for this project. At this time,
the project is on hold due to an environmental review required for federal funding.
■ Recreation Center Lobby Remodel: Four local architect firms have submitted requests for
qualifications for this project. Interviews with these firms will begin soon.
PARKS AND RECREATION COMMISSION
January 11, 2017
Page 5 of 6
CHAMS REPORT — CLAY CLAUSSEN:
Claussen noted that while on an NRPA website recently, he read that some cities are doing an initiative
where they are trying to recapture green spaces from vacant lots as well as reestablishing wetlands in their
communities. He talked of a small tributary of land near Ralston Creek and Rochester Avenue. He spoke
with the owner, Doug Alberhasky, to see if he may be interested in donating that property to the City.
Seydell Johnson said that one of the components of the natural areas master plan is to look at areas that
are currently connected to natural areas. This will likely create a good list of potential acquisitions.
Laurian suggested that this be well communication to members of the community as there may be more
that can be identified.
COMMISSION TIME/SUGGESTIONS FOR FUTURE AGENDA ITEMS:
All commission members introduced themselves to new commission member Jamie Venzon and
welcomed her to the Commission.
ADJOURNMENT:
Moved by Bentler, seconded by Fett to adjourn the meeting at 6.36 p.m. Motion passed 7-0
(Hamann absent).
PARKS AND RECREATION COMMISSION
January 11, 2017
Page 6 of 6
PARKS AND RECREATION
ATTENDANCE RECORD
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Larry Brown
1/1/18
X
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1/1/18
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Maggie
1/1/17
X
X
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X
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X
X
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Wayne Fett
1/1/19
X
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1/1/20
X
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1/1/10
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1/1/18
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1/1/20
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CITY OF I O W A CITY
To: Parks & Recreation Commission Members
From: Juli Seydell Johnson, Director of Parks & Recreation
Date: March 3, 2017
Re: Happy Hollow Park Restroom and Shelter Project Review
Commission Role:
Provide recommendations to the City Council for approval, approval
with changes, or continue work on the plan as presented.
Background:
• Parks and Recreation staff have been working with a design team
from HBK to create a design for a restroom and shelter to replace
existing structures at Happy Hollow Park, 800 Brown Street.
• A public meeting was held at the park on May 25, 2016.
Approximately 15 residents attended and provide feedback for the
park design.
Project Timeline:
This project is for restroom and shelter only. The project is scheduled
to be bid in May with construction during the summer/fall of 2017
Attachment:
None
220 S. Gilbert Street • Iowa City, Iowa 52240-1632 • (319) 356-5100 • FAX (319) 356-5487
Iowa City Parks & Recreation Commission Packet
Upcoming Events
March
April
March 8, 2017
• March 11. Special Olympics Mid -Winter Tournament, Iowa City
• March 13-17, K-6 Spring Break Camp, Robert A. Lee Rec Center
• March 19, Forest Bathing Event, Hickory Hill
• March 29, Summer Camp registration opens
• April 1, Outdoor sports fields open
• April 3, Community Garden Plot Registration begins
• April 29, Backyard Abundance Plant Sale, Robert A. Lee Rec Center
May
• May 3, 4e Season of the Iowa City Farmers Market begins.
May 19, Live Healthy Iowa Kids Track Championships, City High
• May 27, City Park Pool opens
Future Commission Items
April 12, 2017
• Hickory Hill Park —Trail & Bridge Construction Update
Iowa City Parks and Recreation Commission Packet I City of Iowa City
Status — Previous Commission Items and Discussions
May 2016 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.
• January 2017 Commission Meeting
➢ Tobacco Free Parks Policy Recommendation
• Recommendation to be sent to Council.
Iowa City Parks and Recreation Commission Packet I City of Iowa City
Notable from Parks & Recreation Staff
Parks
• Four staff members from Parks and Recreation attended an Iowa parks and
Recreation Association (IPRA) Regional Rendezvous workshop at Ushers Ferry in
Cedar Rapids. The workshop covered highlights from Iowa's County Conservation
system, playground safety information from the University of Northern Iowa and Fat
bike information form Vinton Parks and Recreation.
• Six staff members from Forestry, Parks and Horticulture attended the 61�` Annual
Shade Tree Short Course conference at Iowa State. The conference covers new
trends and research in the fields of forestry, horticulture and landscaping.
• The start of the hiring season for temporary and seasonal staff began with staff
attending the Kirkwood Community College Horticulture and Natural Resources job
fair. Applications are slowly coming in and are expected to increase after the City of
Iowa City Job Fair in March.
• In collaboration with the Streets department staff has been performing vegetation
cleanup along Hwy 6 across from the VA Hospital.
Recreation:
• Staff is working with NDS and PD on Youth Bicycling program. The program is being
funded through the Human Rights Commissions Social Justice Racial Equity grant
program. The program will run for 8 weeks starting in June. Participants will have
bike safety, maintenance, and mapping training. They will then receive refurbished
bikes and enjoy group rides through the community.
Special Olympic Athletes competed in the regional basketball tournament in Cedar
Rapids. Two teams will move on to the Mid -Winter tournament on March 11`h
being held in Iowa City.
• The Mercer Park Tennis/Pickle Ball project will start the beginning of April and
should be completed by the end of June. The project includes the service repair of
existing courts and the removal of three tennis courts to be replaced by 8 pickle ball
courts.
• ICCSD has retired the "Virtual Backpack" communications tools and will no longer be
using it. They have introduced a new system that allows for groups to post eflyers
directly to parent lists and school websites. There is cost associated with each flyer
posted.
Cemetery:
Iowa City Parks and Recreation Commission Packet I City of Iowa City
Facilities:
• The staff and architects met and spoke with contractors about the lack of submitted
bids. The City Park Cabin project will be repackaged for bidding with extended
timelines for construction work. This will be rebid this spring.
• STEAM Wall Mural- RALRC, the Public Art Committee selected the mural finalist for
RALRC, a six member team from the University of Iowa! Pending final agreements
design work will be starting in March and this installation may be moved to the wall
area outside of the Social Hall.
• STEAM Wall Mural- Part /11 The staff was so excited to receive such wonderful,
smart and whimsical proposals, that we are looking into an opportunity to work
with one of the other artists for another STEAM Wall mural installation at our
Mercer Scanlon Facility. More information forth coming this spring!
• Four Iowa engineering companies responded to the RFP for the HVAC Study and
B.A.S Design Project for City Hall, RALRC and Mercer Aquatic Center. With
additional funding approved by City Council earlier in February for HVAC and Boiler
Replacement work at Mercer/Scanlon, the City is also requesting a supplementary
proposal to add this HVAC/Boiler scope into the consultant contract.
• A pilot Food Truck program will be kicking off at the Robert A. Lee Recreation Center
parking lot on the evening of March 31n. The pilot will run through June 24`h. The
location for the food trucks will be on the east side of the parking lot and will
accommodate up to six permitted vendors. The food trucks will be allowed to vend
from 10pm-2am on designated Friday and Saturday nights during the pilot.
Iowa City Parks and Recreation Commission Packet I City of Iowa City
Too Staff Issues
Parks
• Warm weather has been a help and a hindrance as staff has been able to work on
vegetation cleanup projects when the ground has been frozen.
Recreation
• Hiring of temp employees continues to be a challenge. We have modified some
hiring practices to accommodate the time needed to complete background checks.
Cemetery
Facilities
• With a recent retirement of a maintenance staff in a MW-I Government Buildings
position, the staff will be making a recommendation to Council to modify the job
duties of the former position to a MW-I Pools designation; this change in
classification will provide an opportunity for another maintenance position for our
aquatics team.
Iowa City Parks and Recreation Commission Packet 1. City of Iowa City
Project
Timeline
Status
Facilities - HVAC Control
Multi -year Implementation for all City
Consultant selection underway.
Software
Buildings ($535,000 CIP)
Mercer— HVAC & Tuckpointing
Summer/Fall 2017
Consultant selection underway.
RALRC — Lobby Renovations
Fall 2017
Consultant selection udnderway.
Admin: Park Master Plan Update
October 2016 —June 2017
Staff Draft Plan Review. (RDG/HBK )
Admin: Natural Areas Plan
October 2016 — December 2017
Kickoff meeting held (AES )
Admin: Bicycle Master Plan
October 2016 -
(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
Contract to Carew. (Hawks Design)
Frauenholtz Miller Park
Construction Spring 2017 ($150,000 CIP)
December bids rejected. Project to
be rebid in March. (Shive-Hattery)
City Park Cabin Restoration
Construction Fall 2016 ($200,000 CIP)
Feb bids rejected. Rebid in April.
Pheasant Hill Park Renovation
Construction Spring 2017 ($60,862 CIP)
Playground purchased. Installation
spring 2017.
Happy Hollow Shelter &
Construction Spring 2017 ($150,000 CIP)
Kickoff meeting held. (HBK)
Restroom Upgrades
Mercer Tennis Courts/Pickle Ball
($75,000 CIP, $25,000 Park Improvement
Construction contract awarded for
Court & Wetherby Sport Court
Fund) (Weatherby - $75,000 Grant)
Mercer to TRICON. Wetherby on
hold due to Federal Funding
MTPB construction to begin in April 2017
requirements.
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
TBD— Park rebuild at end of building
Building construction began 11-
project.
2016. Park construction 2018.
Iowa City Parks and Recreation Commission Packet I City of Iowa City
Hickory Hill Bridge Replacement
Construction Spring 2017
Contract awarded, summer 2017.
Hickory Hill Trails, Signs & Bridges
Construction Fall 2017
Design underway— RDG/HBK
Oakland
Cemetery
FY 17 Revenue
Report
** shaded areas represent previous Syr
average
Revenue
from Lot
Sales
Lot Sale
Syr
Average
# of
Interment
s
Interments
Syr avg.
Revenue
from
Interments
5 year Avg.
on
Interments
Total
Revenue
Syr Avg. on total
revenue
July
$7,200.00
$4,790.00
9
6.0
$6,900.00
$2,632.00
$14,100.00
$7,422.00
August
$3,900.00
$7,760.00
9
8.2
$3,915.00
$4,228.00
$7,815.00
$11,988.00
Sept
$2,800.00
$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
$2,780.50
$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
$4,500.00
$4,020.00
3
2.8
$2,300.00
$1,980.00
$6,800.00
$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
$30,100.00
$69,640.0
55
72.2
$29,600.00
$35,583.35
$59,700.00
$105,223.35
Iowa City Parks and Recreation Commission Packet I City of Iowa City