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Home My WebLink About11-08-2017 Parks and Recreation CommissionIowa City Parks and Recreation Commission Wednesday, November 8, 2017 -- 5 p.m. Robert A. Lee Community Recreation Center— Meeting Room B 220 S. Gilbert St. REVISED AGENDA ITEM 1 CALL TO ORDER ITEM 2 APPROVAL OF MINUTES ITEM 3 PUBLIC DISCUSSION OF ANY ITEMS NOT ON THE AGENDA ITEM 4 PRESENTATION/BICYCLE SAFETY DISCUSSION — SARAH WALZ, METROPOLITAN PLANNING ORGANIZATION ITEM 5 CIP & OPERATING BUDGET UPDATE —JULI SEYDELL JOHNSON ITEM 6 ASHTON HOUSE USE —JULI SEYDELLJOHNSON ITEM 7 DRONES IN PARKS —CHAD DYSON ITEM 8 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 9 CHAIRS REPORT ITEM 10 COMMISSION TIME/SUGGESTIONS FOR FUTURE AGENDA ITEMS ITEM 11 ADJOURN If you will need disability -related accommodations in order to participate in this program/event, please contact Tammy Neumann, Iowa City Parks and Recreation Department at 3191356-5210 or tommy- neumonn@iowo-city.org. Early requests are strongly encouraged to allow sufficient time to meet your access needs. MINUTES PARKS AND RECREATION COMMISSION OCTOBER 12, 2017 ASHTON HOUSE Members Present: Suzanne Bentler, Larry Brown, Clay Claussen, Wayne Fett, Cara Hamann, Lucie Laurian, Angie Smith, Jamie Venzon, Joe Younker Members Absent: Lucie Laurian, Angie Smith Staff Present: Juli Seydell Johnson, Chad Dyson, Zac Hall Others Present: None CALL TO ORDER Chairman Claussen called the meeting to order at 5:00 p.m. RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action): None OTHER FORMAL ACTION: PUBLIC DISCUSSION None The Commission held a short meeting prior to the Ashton House ribbon cutting ceremony REAP GRANT AWARDED TO PARKS AND RECREATION DEPARTMENT: Seydell Johnson announced that the department has been awarded a $200,000 grant from the Iowa Department of Natural Resources, Resource Enhancement and Protection (REAP) program, to continue improvements at Hickory Hill Park. These improvements will include streambank restoration, prairie burns, as well as woodland invasive species removal to take place in 2018. PARKS & RECREATION POSITION UPDATES: Seydell Johnson announced that the Office Coordinator position that was left vacant in July will not be filled. Due to some recent payroll and personnel software changes, some of the duties that were included within this position have been lessened or eliminated. This will allow the position to be absorbed within the department. She also announced that the department has been approved to hire two additional forestry maintenance workers. This will allow the forestry division to keep up with current demands. PARKS AND RECREATION COMMISSION October 12, 2017 Page 2 of 3 BUDGET UPDATES Seydell Johnson said that budgets are going well and that she will update the Commission in November. RECREATION DIVISION SUPERINDENT — CHAD DYSON Dyson noted that staff continues working on budgets as well as fall programming. PARKS DIVISION SUPERINTEDENT — ZAC HALL Hall said that the Parks Division has recently filled a maintenance position and that he will now begin working on job descriptions and hiring for the two forestry positions. CHA IRS REPORT Claussen noted that he was approached about the possibility of putting in solar lighting at the dog park. He said that this will be further discussed at the November meeting. COMMISSION TIME/SUGGESTIONS FOR FUTURE AGENDA ITEMS: Bender asked if the Hickory Hill bike trail is still happening. Seydell Johnson said that while it is in the master plan, it has not been funded. She also noted that she will invite Sarah Walls, Assistant Transportation Planner with MPO, to come to the November meeting to update Commission on the bicycle master plan. Younker asked that the commission discuss ADA compliant playgrounds at a future meeting. This item will be added to a future agenda. Parks and Recreation Director — Juli Seydell Johnson Riverfrom Crossings Update: Seydell Johnson noted that much of the trail has been paved and that progress is being made every day. Work will soon begin on the nature play area for the park which will be complete by April 30 as per grant requirements. She also noted that the bridge is in at the park, however, approaches are currently not complete. ADJOURNMENT: Moved by Younker, seconded by Hamann, to adjourn the meeting at 5:15 p.m. Motion passed 7-0 (Laurian & Smith absent). PARKS AND RECREATION COMMISSION October 12, 2017 Page 3 of 3 PARKS AND RECREATION COMMISSION ATTENDANCE RECORD NAME 4 '. .. .. TERM O� � EXPIRES ~ '. Suzanne 1/1/17 X O/E X NM X X X . X X X X Bentler Larry Brown 1/1/18 X X X NM O/E X X LQ X O/E X X Clay 1/1/18 X X X NM X X X LQ X X X X Claussen Maggie 1/1/17 O/E X Elliott Wayne Fett 1/1/19 X X X NM X X X LQ X X X X Cara 1/1/20 X X O/E NM X X X LQ X X X X Hamann Lucie 1/1/10 X X X NM X X X LQ * O/E X O/E Laurian Paul Roesler 1/1/18 X O/E Angie Smith 1/1/18 * * * * O/E X X LQ X X X O/E Jamie 1/1/20 * * X NM X X X LQ X X X X Venzon Joe Younker 1/1/20 X X X NM O/E X X LQ X X 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 To: Parks & Recreation Commission Members From: Juli Seydell Johnson, Director of Parks & Recreation Amanda Opitz, Recreation Program Supervisor Tammy Neumann, Parks & Recreation Administrative Secretary Date: November 2, 2017 Re: Review of Ashton House Use & Marketing Plan Commission Role: Provide feedback regarding marketing and future use of the Ned Ashton House. Background • The Parks & Recreation Department opened the Ashton House for public reservations in March 2014. • Avacentre, an event management company out of Cedar Rapids and Solon, is contracted to manage the rental process and provide onsite management services during events. Their contract also states that they will promote the event facilities. • Prior to FY17 there was no paid advertising outside of the Avacentre contract to promote facility use. • Reservation numbers are lower than desired. • Ashton House expenses are higher than revenue. Project Timeline Feedback can be shared with staff at any time. Attachments: • Report of revenue, expense and reservation trends. • Current promotional activities for the Ashton House FY17. • Future promotion plan summary for the Ashton House. ASHTON HOUSE MONTHLY REVENUE & EXPENSES SINCE OPENING -MAR 2014-OCT 2017 2014 REVENUE EXPENSE NET 2015 REVENUE EXPENSE NET January 0 0 0 January 840 3123 -2283 February 0 0 0 February 1620 319 1300 March 4820 3200 1620 March 540 1700 -1160 April 2290 2554 -264 April 750 590 160 May 1487 3127 -1640 May 1130 1530 -400 June 1781 7241 -5460 June 11912 4104 7808 July 830 1089 -259 July 1539 386 1153 August 480 1566 -1086 August 2647 769 1878 September 1250 651 599 September 0 72 -72 October 0 4691 -4691 October 0 3159 -3159 November 250 1000 -750 November 2815 1074 1741 December 188 918 -730 December 1058 1202 -144 Total $ 13,376 $ 26,037 -$12,661 Total $24,851.0 $18,028.0 $6,822.0 2016 REVENUE EXPENSE NET 2017 REVENUE EXPENSE NET January 375 2348 -1973 January 375 1622 -1247 February 1500 925 575 February 120 276 -156 March 600 742 -142 March 1230 4126 -2896 April 1680 137 1543 April 1500 688 812 May 4025 238 3787 May 1980 2603 -623 June 1105 1298 -193 June 1187 5746 -4559 July 1230 176 1054 July 3171 380 2791 August 60 341 -281 August 1770 4846 -3076 September 750 125 625 September 0 845 -845 October 750 6883 -6133 October 750 2523 -1773 November 0 1566 -1566 November 0 0 0 December 810 1458 -648 December 0 0 0 Total $12,885 $16,237 -$3,352 Total $12,083 $23,655 -$11,572 Notes: Numbers not available Jan/Feb 2014. Reservations began in March of 2014. Numbers not yet available for Nov/Dec of 2017. Began sharing Avacentre costs between Ashton House and TTRA Lodge accounts in October 2016. Total paid to Avacenter for Event Management Services = $22,674.00 Other expenses include (not detailed here) lawn care & snow removal services, telephone service, refuse collection, pest control services, cleaning supplies, other maintenance Total Revenue 2014-2017 $63,195.00 Total Expenses 2014-2017 $83,957.00 Total Loss 2014-2017-$20,762.00 RESERVATIONS AT ASHTON HOUSE MARCH 2O14 - OCTOBER 2017 YEAR WEDDING MEETINGS GRADUATIONS CEL OF LIFE CITY OF I.C. U OF I MISC TOTAL 2014 7 6 0 0 6 4 3 26 2015 11 4 2 4 10 5 4 40 2016 6 4 5 0 0 6 5 26 2017 to date 6 8 4 1 12 1 4 36 Ned Ashton House Marketing FY 17 Paid advertising summary: Publication Ad/Cost Readership Bread and Buttered. Back Cover; full page Frequency: 1 x/year (Little Village Magazine) $2100 Distribution: 600locations from Cedar (rate with $1175 discount) Rapids to Iowa City Print Readership: 138,000+/issue Corridor Wedding Guide Y page hard copy+web listings 7,000 copies distributed in the Cedar $1080 Rapids, Iowa City, and surrounding areas. Ad purchase includes website listings for all event facilities; social media highlights; blog feature; inclusion in monthly newsletter to brides; exposure at bridal expos Facebook Ad for Parade of Historic "Boosted post" set to budget of $20 People Reached: 3,136 Homes Post Engagements: 292 Total: $3200 of $5000 total advertising budget General advertising budget info: Total budget includes paid advertising, plus: stock photo credits ($39), public meeting postcards to neighbors ($216.30) Other paid media included two small ads: one for the Foundation in the Corridor Giving Guide ($250) and one in the Gazette for Summer Camp listings ($538), and a handful of boosted social posts for large special events ($73). Unpaid advertising: • Listings in Iowa City/Coralville Area Convention & Visitors Bureau • Corridor Business Journal listing • Highlighted in Activity Guides x3/year since Fall 2015 • City Website • Non -boosted Social Media posts • Direct email campaigns including press release and newsletter FY18 Planned Paid Advertising Publication Ad/Cost Readership Bread and Buttered. Back Cover; full page Frequency: 1 x/year (Little Village Magazine) $2100 Distribution: 600locations from Cedar (rate with $1175 discount) Rapids to Iowa City Print Readership: 138,000+/issue Corridor Wedding Guide Y page hard copy+web listings 7,000 copies distributed in the Cedar $1080 Rapids, Iowa City, and surrounding areas. Ad purchase includes website listings for all event facilities; social media highlights; blogfeature; inclusion in monthly newsletter to brides; exposure at bridal expos Facebook Ads "Boosted posy' set to budget of $1000 Additional digital advertising opportunities exist with local news outlets. Ned Ashton House Marketing Current marketing strategy Use both digital and traditional marketing tactics to establish the Ned Ashton House as the perfect event venue for meetings, reunions, parties, weddings, and receptions. Monitor current marketing efforts and adjust for impact. Key Message (What makes Ned Ashton House Special): • "Unique. Affordable. Memorable." • Proximity to Iowa River • Intimate gatherings • Available kitchen Target Audience • Newly engaged couples looking for rehearsal dinner, wedding and/or reception venues • Local and regional businesses looking for space for corporate events • Local area trainers and consultants looking for space to hold workshops/seminars • Other "life event' demographic targeting: baby showers, graduations, family reunions, anniversaries Imagery: Neutral tones to mimic focus on parks and natural spaces as offering unique beauty and elegance. Bold, readable, sans sarif fonts to maximize accessibility. Social Media post example R}verslde festivol Stage �� ,fie hon City 01 1 U W A CITY Unique. ARwdabla. Memomble. Full -page, back cover for Bread & Butter Corridor Wedding Guide '/< page ad 2'txa 0 THE NED ASHTON HOUSE 820 W. ^4fiK 3D The Ned Ashton house is a Modern Movement design, built in 1947 by renowned Iowa bridge engineer Edward L. (Ned) Ashton and located adjacent to the Iowa River. The structure has a unique internal support structure of reinforced concrete that is designed to float on the flood plain. The house also features casement windows, Prairie School style roof lines, a curved house plan with obtuse wide angles, and a ranch -style arrangement with all bedrooms and living areas on a single floor. The ground floor served as Ashton's engineering headquarters from 1949 to his retirement in 1974. The Ashton House was listed on the National Register of Historic Places on Jan. 26, 2001. In October 2011, the City of Iowa City purchased the home through the CDBG Acquisition Program for public use. As part of the requirements for purchasing this home, the City agreed to develop a plan that would preserve the historic nature of the home and help protect it from future flooding. F Y ASHTON HOUSE HAS BEEN PLACED ON THE _ NATIONAL REGISTER OF HISTORIC TLACES BY THE UNITED STATES DEPARTMENT OF THE INTERIOR BUILT" 1947 RENTTHE NED ASHTON HOUSE The Ashton House accommodates up to 100 people for meetings, reunions, parties, weddings, and receptions. The facility is available for rentals Monday through Sunday from 7 a.m. to midnight. The Ashton House offers two floors of space (upper level 2644 square feet; lower level 2564 square feet), which can accommodate 50 people on each floor. Available amenities include tables and chairs, a fully equipped kitchen including stove, refrigerator and microwave. The 2017 rental fees are $601hour for rentals 5 hours or less, Monday through Thursday. Rentals for 5-hours or more on those days have a fixed day -rate of $375. Rates on Fridays, Saturdays, Sundays and holidays are $120/hour for 5 hours or less. Rentals of 5-hours or more have a fixed day -rate of $750. For more information about renting this space, please visit our website at rTr= =91 Tlr, or contact the ICPR event facility coordinator at 402-677-1821 or email EventFacilities@iowa-city.org. Iowa City Parks & Recreation Commission Packet November 8, 2017 Upcoming Events • Winter Solstice, December 16`h —location TBD • Holiday Farmers Markets — November 11 & December 10 — R. A. Lee Recreation Center Future Commission Items December 13, 2017 • Natural Areas Plan Review —AES Status— Previous Commission Items and Discussions • January 2017 Commission Meeting ➢ Tobacco Free Parks Policy Recommendation • Council passed Ordinance change. • July 2017 Commission Meeting ➢ Discussion of Ashton House Rentals and Use • November Agenda • September 2017 ➢ Discussion of Promoting Rules for Safe Bicycling on Trails • MPO —Creating and promoting a series of short videos. • November Agenda ➢ Discussion of Pet Rules —Dog Leash rules. — • Will be placed on December or January agenda • October 2017 ➢ Request to Discuss Playground Accessibility • Will be placed on December or January agenda Iowa City Parks and Recreation Commission Packet I City of Iowa City Staff Presentations Date Facilitator Topic Audience # Attendants 7/12/17 Jul! Seydell Johnson Park Project Updates Noon Optimist Club 15 8/1/17 RaQuishia Harrington Teen Dynamics Community 150 Volunteering Opportunity 8/16/17 RaQuishia Harrington Mental Health & Community 200 Wellness 8/24/17 RaQuishia Harrington Empowered Professional Men & 100 Professionals Women from the Corridor 8/24/17 Juli Seydell Johnson Riverfront Crossings Iowa Storm Water 50 Park Management Conference 8/25/17 1uliSeydell Johnson Parks & Recreation Apple Tree Preschool 20 Programs 8/26/17 Joyce Carroll, Nancey Water quality using Children all ages and 1500 Pope, Melody Hines, water table parents Katie Healy, Andrea Oestriche 8/26/17 Nancey Pope, Joyce Creating a stream Forever Green Fun 1200 Carroll system Fair 9/7/17 Chad Dyson Recreation Center Transitions Program 20 Tour 9/24/17 Tyler Baird Monarch Festival Community 350 9/30/17 Tyler Baird Establishing Native Backyard Forest 60 Backyards Invasive Species Field Day 9/30/17 Zac Hall Invasive Species Private Land Owners 50 Workshop 10/11/17 JuliSeydell Johnson Park Project Updates Johnson County Area 20 Women's Network 10/13/17 Zachary Hall Parks & Natural Kirkwood — Parks & 15 Resource Natural Resources Management industry Mgmt Freshmen Class insight Iowa City Parks and Recreation Commission Packet I City of Iowa City Notable from Parks & Recreation Staff Parks • As part of implementation of the Lower City Park Master Plan staff have removed the recreational ballfields A, B, and C and temporarily seeded the area. • Staff installed 32 concrete pads at the disc golf tee boxes in Peninsula Park in preparation for the installation of new benches previously not available at the disc golf course. • The department received a nice kudos voicemail from a resident regarding the work done at Pheasant Hill Park. Recreation: • The first annual Dog Health Fair was held on October 22"d at Thornberry Dog Park. Despite the poor weather we had over 100 attendees. • The 71't annual Halloween Parade and Carnival was held on October 27th with and estimated 600 kids with parents. This was a great turn out despite the location being changed from RAL to MPAC due to construction. • We hosted our first swim meet for the non-competitive swim team that was implemented this fall. This program is designed to bridge lesson participants that are interested in competitive swim programs but may not be ready for the commitment. • The 451n season of the Iowa City Farmers Market ended on October 28. Cemetery: The gate at the Center Street entrance was broken on Halloween night. It appears someone drove right through it. Staff was able to repair the gate at no cost. Facilities: • Robert A. Lee Recreation Center Remodeling Project- Tricon General Construction has started completed the electrical, mechanical and plumbing rough -in, new walls are in place and painting will be complete by the week of November 6th for the single-family restrooms. The Administration area is in progress, demolition for the general area is complete as is the Director's office. The stairwell demolition work will begin December 11tn • RALRC STEAM mural — Mural is installed, the UI team is tweaking the river lighting. Pending Ribbon Cutting in January. • Mercer STEAM mural- Jo Meyer -Walker's and her team's mural is installed. The ribbon cutting was on October 20" during the tot time. The mural was a hit with our younger patrons. • City of Iowa City Building Automation Upgrades and Improvement Projects 2017- The project is before city council, we have set a public hearing for November 211t. • City Park Cabin Restoration Project- is progressing, the architect is working to organize a visit to Heritage Woodworking workshop in late February/early March. Iowa City Parks and Recreation Commission Packet I City of Iowa City • Mercer/Scanlon HVAC and Boiler Replacement Project- 95% plans are to be submitted to the City by November 7". The planned schedule is to receive bids by and award by January 16" • A new ADA self -actuating chair lift was purchased and is in place at Mercer Aquatic Center. Top Staff Issues Parks • Staff is transitioning to fall/winter maintenance activities such as leaf mulching, invasive species removal, vegetation removal along trails. • Seasonal illnesses and vacationing for hunting and crop harvesting has limited staff numbers. Recreation • Working around the RAL construction and December closure has been challenging for staff. • Budget submittals and reviews. Fees and charges will be next in the planning process. Cemetery • Staff busy with leaf mulching/collection. • Staff shut down and drained all water lines on the grounds. Facilities • RALRC staff continues to assist in the remodeling, moving furniture and coordinating and assisting the sub -contractors in mechanical, electrical and plumbing shut -offs. • City Hall maintenance staff have been painting areas of the Police Department on the first floor and lower level. • A new custodian has been hired to fill our evening position at RALRC, Jeff Davis, will be joining the government buildings team from the Parks Division. Iowa City Parks and Recreation Commission Packet � City of Iowa City Project Timeline Status Facilities - HVAC Control Software Multi -year Implementation for all City Buildings ($535,000 CIP) Project out to bid. Mercer—HVAC Summer/Fall 2017 Delayed due to expanded scope of HVAC & Boiler work. RALRC— Lobby Renovations Fall 2017/Winter 2018 Project Underway Admin: Natural Areas Plan October 2016 — December 2017 Staff has reviewed draft plan. Final in Dec. Forestry: Tree Inventory 2017 Tree inventory 80%complete. City Park Cabin Restoration Construction Fall 2017 Contract to North Construction. Cabins moved off site. Happy Hollow Shelter & Restroom Upgrades Construction Fall 2017 Bids rejected. Plan to rebid in winter. Riverfront Crossing Park, Phase 1 Fall 2017—Spring 2018 (Phase 1 and Nature Play) Work began on 6-26-17. Chauncey Swan Park TBD — Park rebuild at end of building project. Park construction 2018. Hickory Hill Trails, Signs & Bridges Construction Spring 2017 Design underway—RDG/HBK. Bid in winter 2017-18. Work in Spring 18. 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 Interments Interments Syr avg. Revenue from Interments 5 year Avg. on Interments Total Revenue Syr Avg. on total revenue July $2,800.00 $5,490.00 4 6.6 $2,500.00 $3,312.00 $5,300.00 $8,802.00 August $8,400.00 $4,900.00 8 8 $3,720.00 $4,099.00 $12,120.00 $8,999.00 Sept $14,950.00 $5,080.00 8 6.8 $3,625.00 $3,432.26. $18,575.00 $8,512.00 Oct $18,100.00 $6,770.00 2 8 $1,600.00 $4,342.26 $19,700.001 $11,112.26 Nov Dec Jan Feb March April May June Totals $44,250.00 $22,240.00 22 29.4 $11,445.00 $15,185.52 1$55,695.00 $37,425.26 Iowa City Parks and Recreation Commission Packet I City of Iowa City