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Home My WebLink About10-10-2018 Parks and Recreation CommissionIowa City Parks and Recreation Commission Wednesday, October 10, 2018 w 5 P.M. Robert A. Lee Community Recreation Center — Meeting Room B AGENDA ITEM 1 CALL TO ORDER ITEM 2 APPROVAL OF MINUTES, SEPTEMBER 12, 2018 ITEM 3 PUBLIC DISCUSSION OF ANY ITEMS NOT ON THE AGENDA ITEM 4 CITY PARK ADVENTURE PLAY AREA PRESENTATION — HITCHOCK DESIGN GROUP ITEM 5 REPORT ON ITEMS FROM CITY STAFF a) Parks & Recreation Director —Juli Seydell Johnson b) Parks Division Superintendent— Zac Hall ITEM 6 CHAIRS REPORT—JOE YOUNKER ITEM 7 COMMISSION TIME/SUGGESTIONS FOR FUTURE AGENDA ITEMS ITEM 8 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- neumann@iowa-city.org. Early requests are strongly encouraged to allow sufficient time to meet your access needs. IOWA CITY PARKS & RECREATION COMMISSION MINUTES PRELIMINARY SEPTEMBER 12, 2018 RECREATION CENTER — MEETING ROOM B Members Present: Suzanne Bentler, Steve Bird, Wayne Fett, Cara Hamann, Lucie Laurian, Ben Russell, Angie Smith, Jamie Venzon, Joe Younker Members Absent: None Staff Present: Zac Hall, Juh Seydell Johnson, Lyndsey Kent Others Present: Dave Moore, Ellen Sweet, John Thomas CALL TO ORDER Chairman Younker called the meeting to order at 5 p.m. RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action): None OTHER FORMAL ACTION: Moved by Bentler seconded by Fettto apurove the August 8 2018 minutes as written. Passed 9-0. STAFF INTRODUCTION — JULI SEYDELL JOHNSON: Seydell Johnson introduced Lyndsey Kent, new Parks and Recreation staff member, to the Commission. Kent fills the position of Program Supervisor for Communications and Special Event Planning. Kent was previously employed as Director of Sales for Think Iowa City Convention and Visitors Bureau. She is a 2014 University of Iowa graduate who is originally from northwest Iowa near Okoboji. Kent worked on several event committees including the Coralville and Iowa City RAGBRAI committees, Fryfest, other cycling events and large scale athletic events for the University of Iowa. Commission welcomed Kent to the department. PUBLIC DISCUSSION REVIEW CITY EAB RESPONSE PRESENTATION — JULI SEYDELL JOHNSON/ZAC HALL Seydell Johnson announced that she and Hall would be sharing the same presentation that was recently presented to the City Council. This presentation will include the basics of Emerald Ash Borer as well as the City's response plan. Seydell Johnson pointed out that staff will not be clear cutting ash trees from any Iowa City neighborhoods. The criteria for removing a tree include those that present a public safety hazard, those that show a decline in condition due to disease or infestation, those that have sustained storm damage, and those that need to be removed for public improvement projects. Hall gave a brief history explaining how tree species selection had been done in the past. He explained that it was commonplace to choose the same type of tree to provide a symmetrical shade canopy over urban PARKS AND RECREATION COMMISSION September 12, 2018 Page 2 of 5 streets. This process proved to be a mistake. He gave the example of planting only elm trees in urban areas prior to 1950. When Dutch Elm disease hit, millions of trees were wiped out by this infestation between 1950-1970. The ash tree then became the tree of choice. The same outcome is again occurring with the Emerald Ash Borer infestation. Seydell Johnson and Hall both expressed the importance of selecting a diverse species when replanting to prevent an overall desecration of so many trees. Hall explained how the Emerald ash borer is a green beetle that is native to northeastern Asia and feeds on all ash species. He further explained that the larvae burrow under a trees bark in the cambium layer which disrupts the delivery of nutrients to the tree. He noted that the EAB has no natural predators and that it is difficult to detect until it is too late. He said that infected trees will lose leaves outside of the fall season. He stated that a stressed tree will show new growth at the midlevel which causes much confusion. He showed many examples of infected trees in the urban areas of Iowa City. He went on to discuss treatment options. He said information from the Iowa State Extension Office states that chemicals can be used as a preventative treatment, however, an already infested tree will not recover with the use of chemical treatments. Therefore, it is the States recommendation that only those trees that are healthy be treated. Laurian asked if some of these trees that are in the photos that Hall shared in his presentation should have been treated a year ago. Seydell Johnson explained that with the everchanging research, staff didn't have the same treatment options a year ago. The plan to date has been to monitor and to take out the compromised trees and replace with another species. Hall said it is an overall agreement that treating ash trees only delays the process and it not a preventative measure. Staff has been directed by the City Council to take an inventory of specific neighborhoods in Iowa City that are heavily populated with ash trees to determine which trees are good candidates for treatment. Hall noted a tree inventory that was completed between 2016-2018 shows there to be approximately 3500 ash trees in Iowa City with 400 of those trees being healthy enough for treatment. This does not include trees in property owner's yards. Laurian asked why only 400. Hall explained that a tree needs to be between 9" — 35" in diameter to be approved for treatment. Trees larger than 35" in diameter are at the end of their lifecycle. He further explained that it is necessary for the chemicals to reach the tips of the branches and in a tree of this size, it will not happen. Hall shared that some concerns treating the trees include the use of city resources, the environmental impact on pollinators and other species, and treatment requires a long-term commitment as it must be done every two years. He also noted that the City of Iowa City currently has a "Limited Chemical Use in Parks" policy. Seydell Johnson explained the staff s notification policy when it becomes necessary to remove a tree. This process includes notifying the property owner (this does not include the rental occupant) prior to removal unless the tree is deemed a safety hazard in which case it must be removed immediately. Notification is done in person, by phone or by letter. A timeline for removal is shared with the property owner along with options for a replacement tree. Hall shared more information regarding the Iowa City tree inventory process and outcome. He explained that a tree inventory is the basis used for an urban tree management plan. Tree inventory data includes location, size, type of tree, environmental impact and a classification of condition based upon the tree condition on the day of the survey. He noted that a physical inventory of trees was done between November 2016 and July of 2018. There are 40,0000 existing trees in Iowa City with 5000 priority planting locations. Seydell Johnson stressed that staff understands the impact of removing trees, that they too find it an emotional outcome, and that a tree will always be replaced when possible. She also noted that while staff is very concerned about the effects of EAB, they are also concerned about other diseases expected to affect other tree species in the future. She noted that staff from the Iowa Department of Agriculture complemented Iowa City Staff for their awareness, education and proactive means to address current and future issues. PARKS AND RECREATION COMMISSION September 12, 2018 Page 3 of 5 Laurian asked if the tree inventory maps would be available online. Hall said they will be posted by the end of this year. Laurian noted that she has seen trees in other cities that are tagged for treatment or removal, and suggested that staff consider this as a way of notification in addition to the other means mentioned. Seydell Johnson stated that staff are currently in the process of looking at the 400 trees that are deemed appropriate for treatment. While the best time to treat would have been a few months ago, staff will move quickly to evaluate trees before they lose their leaves. Venzon asked when the ideal time is to treat the trees. Hall said that while treatment can be done in the fall, it is best done in spring. Staff will report their findings to City Council in October. Dave Moore, member of the audience, addressed the staff with questions. He asked if there is a cost calculator built into the tree inventory program that compares the cost of treating trees vs. cutting them down. Seydell Johnson explained that it is not always a matter of treatment vs. taking down a tree. Even with treatment, the tree will likely have to come down at some point. Moore asked if the City has yet treated any trees. Seydell Johnson said that no treatment has been done to date due to the City's chemical use policy. She further explained that the policy will have to be revised prior to any treatment. Moore pointed out that while new growth is a sign of infestation, that it could simply be a sign of an aging tree that is not infected. Laurian asked if more healthy trees beyond the 400 already identified are found, can staff add those to the list of trees to treat. Seydell Johnson said that it is possible. Moore addressed the comment earlier stated by Hall that treatment will only delay the necessity of taking down a tree, asking if there is any confirmation of that statement. Hall said it is an overall agreement of many tree experts. Moore suggested he speak with someone in Coralville as they may have a different opinion. Hall stated he will reach out to staff in Coralville. Moore also wanted to point out that there will be a cost to the City whether a tree is treated or removed. Moore asked if staff knew if the 3000 trees that were treated in Grand Rapids, were any of those treated. Hall is working to clarify that. FORMATION OF TREE COMMPPTEE — JULI SEYDELL JOHNSON Seydell Johnson announced that she has been directed by Council to form a subcommittee who will focus on the EAB issue. This committee will serve as an advisory board to the Parks & Recreation Commission and all meetings will be open to the public. The committee will follow open meeting laws. This committee will review the work plan of the Forestry Division, will track related metrics of the tree plan and climate action plan, as well as assist with educational efforts provided to residents. The committee will also assist in planning an Arbor Day celebration. A request was made to have two representatives from the Commission volunteer to be a part of this committee. Laurian and Bentler volunteered. PLAYGROUND SURFACES — ZAC HALL This topic has been tabled as staff is still waiting on information from the school district REPORT ON ITEMS FROM CITY STAFF Parks & Recreation Director — Juli Seydell Johnson: • Staffine: The interview process has begun to replace Chad Dyson in the Recreation Superintendent position. PARKS AND RECREATION COMMISSION September 12, 2018 Page 4 of 5 Proiects: Seydell Johnson reported that the Happy Hollow and Creekside park projects are moving forward. A planning meeting for the possible development of a park in the Camp Cardinal area is scheduled immediately following tonight's commission meeting. Preliminary meetings to discuss the Willow Creek playground and shelter will be scheduled soon. She also announced that Hitchcock Design Group will be present at the next Commission meeting to give an update on the City Park plan. Parks Division Superintendent — Zac Hall: • Hall noted that approximately two-thirds of the parks temporary staff have ended their seasonal employment. Staff continues to be quite busy with the growing season not yet over. CHAIRS REPORT: No report. COMMISSION TIME/SUGGESTIONS FOR FUTURE ATENDA rrEMS Laurian said she would like more information on how the tree treatment will affect the pollinator population. Bender thanked staff for tonight's presentation on EAB. She also stated that she loves the current no chemical use policy that the City has in place and suggested that the language be very specific when changing it to allow for ash tree treatment. Hamann asked if there are any updates to the Creekside Park timeline. Seydell Johnson said that American Concrete is on board to complete the project, however, they have not yet started. Hamann said she noticed that some of the playground equipment has been removed. Seydell Johnson said it was removed due to safety concerns. She also noted that the new equipment has been delivered and that installation will begin this fall with a completion date of early spring 2019. ADJOURNMENT: Moved by Hamann, seconded by Venzon, to adjourn the meeting at 6:24 P.m. Motion Passed 9-0. PARKS AND RECREATION COMMISSION September 12, 2018 Page 5 of 5 PARKS AND RECREATION COMMISSION ATTENDANCE RECORD KEY: X = Present O = Absent O/E = Absent/Excused NAME � .�\. � e e TERM ~ EXPIRES Suzanne 1/l/17 X X X O/E X X O/E NM X X X X Bentler Steve Bird 1/1/22 * * * X X O/E X NM X X X X Larry Brown 1/l/18 X X X Clay 1/1/18 X X X * * * * h * h Claussen Wayne Fett 1/l/19 X O/E X X O/E X X NM X O/E X X Cara 1/1/20 X O/E X X X X X NM X X O/E X Hamann Lucie 1/l/10 O/E O/E X X X O/E X NM X O/E O/E X Laurian Ben Russell 1/1/22 * * * X O/E X X NM X X X X Angle Smith 1/1/18 O/E X X X X O/E X NM X X O/E X Jamie 1/1/20 X Ox X Ox X OX X NM X X X Venzon AX Joe Younker 1/1/20 X X O/E X X X X NM X X X NM = No meeting LQ = No meeting due to lack of quorum * = Not a member at this time Iowa City Parks & Recreation Commission Packet October 10, 2018 Upcoming Events • Free Roller Skating: Friday evenings at Grant Wood & Saturdays at the Robert A. Lee Recreation Center through the month of October. Strider Bike race for youth ages 3-6 years old, Sunday, October 7 at Kiwanis Park • First ever Floating Pumpkin Patch, Saturday, October 20 at Mercer Park Aquatic Center. • Halloween Parade, Friday, October 26 at Mercer Park Aquatic Center Pumpkin Painting for Kids at the Iowa City Farmers Market, Saturday October 27, 2018 • SPI Halloween Party, Saturday, October 27 at Mercer Park Aquatic Center • Halloween Tot Monster Mash, Wednesday, October 31 at Mercer Park Aquatic Center Status — Previous Commission Items and Discussions April 2018 • Discussion of designated specific park spaces as off -leash dog areas. o To be added to a future agenda Notable from Parks & Recreation Staff Parks • Athletic Facilities staff presented their Million Gallon Challenge water usage reduction program at the 11t" Annual Growing Sustainable Communities Conference in Dubuque. • Maintenance Worker III Duane Coblentz retired this month after 35 years of service with the city. Duane spent most of his career in the Parks department working in both the Central Business District and Parks division. Recreation: • The City Park Amusement Rides: Rides closed on Sunday, October 1 and are currently available for sale on govdeals.com • Staff began working on social equity maps in ArcGIS for swim lessons. Results to come. • Staff is in the initially planning stage for winter/spring activities and special events. Information for upcoming Parks and Recreation Activity guide due on October 11. 0 Orientation and training started for the next Green Iowa AmeriCorps group. • Staff meeting with Library to begin an oral history program for the City Park Rides and the City Park cabins. These will be held at the Library as well as the State Historical Society. • Staff meeting with other agencies to discuss current offerings in environmental and outdoor education in Iowa City. • Program supervisors attended training provided by the City of Iowa City: Effective Communication in Challenging Situations. Cemetery: Facilities: • Government Buildings staff closed out splash pads and outdoor pools- blowing out lines and decommissioning equipment for the season. • Senior Center maintenance coordinating hearing assistant devices into the facilities AV system • RALRC, Mercer and City Hall staff working with Hawkeye Communications for Fire Alarm inspections. • Staff Safety Training- Blood borne pathogen training on 09/20 • A new scoreboard to be installed at Mercer pool that was purchased jointly by City High and Iowa City Eels. • A new automated chemical control system was installed at Robert A. Lee Recreation pool to help increase overall efficiencies in chemical tracking and introduction. Staff is also seeking increased run times between backwash procedures. The increased times would reduce water usage. Top Staff Issues Parks • Storm cleanups, rains and mild flooding have limited typical staff operations and have closed trail sections. • Slow starts to contracted project have delayed staffs portion of project completion. Recreation • Part-time facility staff scheduled to take Crisis Intervention training on Monday, November S. • Most position are full. Due to recent job fairs staffed by program supervisors, the department is receiving more experienced and qualified candidates. Cemetery • Cemetery staff welcomed the hiring of variable seasonal position. Staff is catching up on mowing and trimming and preparing equipment for leaf collection. Facilities: • Evening maintenance team managing storm issues and flooding in City Hall elevator pit. • Heritage Woodworks continues to make progress at cabins, chinking nearly complete • Scanlon Gym floor refinished and complete. Iowa City Parks and Recreation Commission Packet j City of Iowa City • Happy Hollow Park Project- Shelter slab replaced due to drainage issues, site grading and electrical work remaining. • Ashton House- water issue after a service line broke under the upstairs bathrooms sink. • Robert A. Lee Recreation Center Remodel Study phase II- schematic design meeting 10/09 • City Hall MPO office Remodeling Project- 95% design completion, package review 10/02 Iowa City Parks and Recreation Commission Packet I City of Iowa City Project Timellne Status Villa Park Playground Summer/Fall 2018 Construction late summer 2018. Creekside Park Redevelopment Summer 2018 Construction has started. City Park Cabin Restoration Construction Fall 2017 Project nearly complete. Happy Hollow Shelter & Restroom Upgrades Construction Fall 2017 Project nearly complete. Riverfront Crossing Park, Phase 1 Fall 2017—Spring 2018 (Phase 1 and Nature Play) Project nearly complete. Chauncey Swan Park TBD— Park rebuild at end of building project. Park construction 2018. Hickory Hill Trails, Signs & Bridges Construction Spring 2019 Project bid, but bids rejected. Plan to rebid winter 2018 Iowa City Parks and Recreation Commission Packet I City of Iowa City Oakland Cemetery FY 19 Revenue Report ** shaded areas represent previous Syr average Revenue from Lot Sales Lot Sale Syr Average # of Interments Interments Syravg. Revenue from Interments 5 year Avg. on Interments Total Revenue Syr Avg. on total revenue July $11,050.00 $4,510.00 9 6.4 $4,630.00 $3,315.00 $15,680.00 $7,825.00 August $3,712.50 $6,540.00 6 8.8 $3,747.50 $4,383.00 $7,460.00 $10,923.00 Sept $5,568.75 $7,580.00 10 7.8 $7,192.50 $3,887.00 $12,761.25 $11,467.00 Oct Nov Dec Jan Feb March April May June Totals $20,331.25 1 $18,630.00 25 23 $15,570.00 1 $11,585.00 1$35,901.25i $30,215.00 Iowa City Parks and Recreation Commission Packet I City of Iowa City