HomeMy WebLinkAbout06-17-2020 Parks and Recreation CommissionIowa City
Parks and Recreation Commission
Wednesday, June 17, 2020
5 p.m.
Electronic Meeting — 5 p.m.
ZOOM MEETING PLATFORM
Electronic Meeting
(Pursuant to Iowa Code section 21.8)
An electronic meeting is being held because a meeting in person is
impossible or impractical due to concerns for the health and safety of
Commission members, staff and the public presented by COVID-19.
CcreaU[�i
You can participate in the meeting and can comment on an agenda item by going to
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via the internet to visit the Zoom meeting's registration page and submit the required
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If you have no computer or smartphone, or a computer without a microphone, you
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Once connected, you may dial *9 to "raise your hand," letting the meeting host know
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Iowa City
Parks and Recreation Commission
Wednesday, June 17, 2020
5 p.m.
Electronic Meeting — 5 p.m.
ZOOM MEETING PLATFORM
AGENDA
ITEM 1 CALL TO ORDER
ITEM 2 APPROVAL OF MARCH 11, 2020 MEETING MINUTES
ITEM 3 PUBLIC DISCUSSION OF ANY ITEMS NOT ON THE AGENDA
ITEM 4 COVID-19 DEPARTMENT RESPONSE UPDATE —JULI SEYDELL JOHNSON
ITEM 5 REPORT ON ITEMS FROM CITY STAFF
a) Parks & Recreation Director —Juli Seydell Johnson
b) Recreation Division Superintendent — Brad Barker
c) Parks Division Superintendent — Tyler Baird
d) Department Communications Updates — Morgan Gerdes
e) Farmers Market Updates — Tammy Neumann
f) Building Project and COVID-19 Operating Updates (Parks & Recreation
Facilities) — Kumi
ITEM 6 CHAIRS REPORT
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 tummy-neumann@iowa-
city.org. Early requests are strongly encouraged to allow sufficient time to meet your access needs.
PRELIMINARY
IOWA CITY PARKS & RECREATION COMMISSION
MINUTES MARCH 11, 2020
ROBERT A. LEE RECREATION CENTER — MTG ROOM B
Members Present: Stephen Bird, Alex Hachtman, Boniface Penandjo Lemoupa, Ben Russell, Melissa Serenda, Angie
Smith, Jamie Venzon, Brianna Wills, Blake Winter,
Members Absent: None
Staff Present: Brad Barker, Morgan Gerdes, Zac Hall, Juli Seydell Johnson
Others Present: None
CALL TO ORDER:
Chairman Bird 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 Smith, seconded by Hachtman, to approve the February 12, 2020 meeting minutes as written. Motion
passed 9-0.
PUBLIC DISCUSSION
None
CENSUS 2020 INFORMATION — ASHLEY MONROE, ASSISTANT CITY MANAGER
Ashley Monroe, Assistant City Manager, presented information to the Commission regarding the 2020 Census. She
directed commission members to the information that was included in their agenda packets. She explained that the United
States Census is a count of everyone who lives in the US and its territories and is completed every 10 years. It helps shape
determine hour federal fimds are distributed within a county. She noted that all households- will receive a mailing with
information in March. This will include the invite to participate in the census and will provide a census ID code that will
be necessary when responding. This is the first time that an online option is available_ Options to respond by mail or
telephone are also available. She asked Commission to assist in spreading the word and to help explain to community
members the importance of their response. She suggested that members share with them that there are billions of dollars at
stake within the state of Iowa and each year these funds are allocated to various programs including funds for education,
housing and food assistance, infiasuuchtre and more. Reiterate to them that all the amenities in the community depend on
census information. She pointed out that the City uses this information daily when requesting funding. This is especially
important for Iowa City with the large amount of growth in recent years.
Monroe shared that there is a large committee of volunteers who have been working together for over a year gathering
information and sharing it with elected officials, nonprofit organizations, churches, and many other entities that depend on
census information for their funding. The committee developed a packet of information so that a consistent message is
shared. The committee worked with partners to provide the information in different languages. She noted that one of the
challenges is getting information to apartment tenants. The bureau is reaching out to property owners and landlords. The
committee is attempting to employ individuals to assist in the process, although this has been a challenge. Applications
are still being accepted. She noted that these positions pay $21 per hour. Venzon asked if a student who is from Illinois
but living here while going to the University of Iowa would count themselves as part of the Iowa census. Monroe said
that they would and that their out of town parents have been instructed not to count them as part of their household.
Venzon then asked if getting students to complete the forms has been difficult in the past. Monroe said there are plans to
reach out to both on -campus and off -campus students as well as sending communications to the parents. Hall asked if the
gathering of info will subside at the end of April. Monroe said she believes reminders will be sent throughout the summer.
She suggested that when talking to members of the public, let them know that if they fill out the form and return right
away, they eliminate the need for someone coming to their door. Monroe offered commission members posters and
handouts that they may share with their networks. Wills asked if information has been included in Peachjar, the school
districts electronic communication tool. Monroe said that they have recently done so. Wills said she has not seen any
information on the electronic format yet. Bird thanked Monroe on behalf of the Commission for her presentation.
DEPARTMENT COMMUNICATION & MARKETING UPDATE — MORGAN GERDES
Seydell Johnson introduced Gerdes to the Commission reminding them that she was present at their January meeting
during an all -staff report.
Gerdes reintroduced herself to the Commission and shared some of her past work experience. She has experience in
project management, brand development, graphic design, database management and large-scale event planning. She also
has experience in multi -media marketing and promotion management.
Gerdes reports directly to Brad Barker and Juli Seydell Johnson while also working closely with the City Management
team and the Communications Department. She also works with at I the department supervisors in youth and adult sports,
social and cultural programs, aquatics and the departments inclusive programs as we] I as parks, forestry and the cemetery.
Gerdes said one of her goals is to establish a voice for the department through the City and department websites as well as
social platforms including Facebook, Instagram, Twitter and Next -door. She explained how each can be used in a
different way to provide information to the corn muruy. She said that the Instagram platform is a great place to add
photos_ For example, a photo of maintenance staff preparing City Park Pool for the summer, maintenance during the
season and then closing of the pool at the end of the summer. Photos such as these will help followers understand the time
and energy staff put in to provide that service from the start to the end of the season. She went on to explain that
Tnstagram followers are a bit different than Facebook in that Tnstagram followers are organic, meaning that they must find
you and like you. It doesn't offer the same tools as Facebook, i.e., the ability to invite individuals to like specific posts. On
Instagram you create ways for people to easily find content, engage and so on. Facebook is a place where people can go to
find information about parks, recreation programs, and events, as well as cancellations. She explained that followers
include those who have chosen to receive updates when a post is published; likes arc a person who has chosen to attach
their name to a page as a fan. Nextdoor and Twitter are shared accounts with the City's Communications Department.
These are specifically used to get urgent messaging out when there is a call to action. She said that getting to know who
your followers are will assist in meeting their needs. She will work to improve the main and subpages of the department
websites by reviewing layouts, updating photos- and videos and reviewing content for accuracy and relevance, while
keeping ADA guidelines in place.
She will look at making the layout of the department wcbsitc like the activity guide, thus giving the department a brand.
Gerdes is currently working with staff on the summer activity guide. She said that there will be changes in things like
program titles, layout and style. She will be using a similar graphics on both Facebook and in the activity guides, thereby
branding them.
Commission thanked Gerdes for a great presentation and corranended her on her enthusiasm
REPORT ON ITEMS FROM CITY STAFF:
Parks & Recreation — Juli Seydell Johnson:
Fanners Market: Seydell Johnson announced that Tammy Neumann, Department Secretary who coordinates the Fanners
Market, was recognized during a State meeting regarding the markets Double Up Food Bucks Progam. Iowa City
Farmers Market is the top distributor of these food bucks. Double Up Food Bucks is aptogram created by the Healthiest
State Initiative that allows recipients of SNAP to double their money up to $10 at each market. This program connects
low-income families with healthy food grown by Iowa farmers.
Deer Management: Seydell Johnson reported that 140 deer were eliminated in the second round of the deer management
program and 292 during the first round. The deer management company will continue for approximately another week or
until they see the deer numbers decline.
COVID-19: Seydell Johnson is a member of the COVID-19 command team. The team meets every morning. At this
point, all City departments remain open and operating as normal. Operationally the custodians are spending much of their
time ensuring that City facilities are clean and safe. The Senior Center has cancelled their classes. The Recreation Center
is not cancelling any of its programs yet; however, it has been noted that the Spring Break Program has approximately
half of the usual participants registered. She encouraged Conutrission to watch social media and the City websites, as well
as the Johnson County Department of Health sites for updates. She noted that the department has contingency plans in
place.
Creekside Park: Seydel I Johnson reminded Commission of a public meeting on Thursday, March 12 at the park. She
noted that the park is near completion with the orchard going in soon. There are funds that will allow for a small public art
piece. She will share concepts at the meeting on Thursday.
Recreation Division Superintendent —Brad Barker:
Staff: Barker reported that Recreation Staff are diligently working on the summer activity guide. Staff is focusing on
adding more special events that will encourage patrons to get out into the parks. One such program includes pop-up events
in neighborhood parks, similar to the Thursday evening Party in the Park program. Staff will fill the department event
trailer with equipment that will include activities for families to participate in. Equipment includes strider -bikes for
younger kids and pedal cars. The Iowa City Bike Library will bring some bicycles for participants to ride while offering
one-on-one attention helping individuals get comfortable on the bicycles as well as assist in improving their riding skills.
There will be events offered at the three splash pads where staff will promote the swim scholarship program offered
through the Parks and Recreation Foundation. There will be programs focusing on conservation, sustainability and the
environment. The department is planning a fire hydrant party in the Pheasant Ridge neighborhood. Other plans include a
sunrise to sundown swimathon event to raise awareness of the swim scholarship program.
The Big Splash: This event is to celebrate the 100-year anniversary of the University of Iowa's IIHR-Hydro science and
Engineering program. It will include an outdoor celebration with music, dance, circus arts and other activities and will
take place on the banks of the Iowa River. During the summer, the Iowa City Parks & Recreation Department will be
offering promotional programming at the pools, splash pads, Party in the Park events and other programs throughout the
season.
Community Gardens: The Community Garden leasing program will begin on April 1. Those who have rented in past
years will have the opportunity to re -enroll prior to this date.
Parks Division Superintendent — Zac Hall:
Garden Plots: Hall is working with Fred Meyer of Backyard Abundance, as well as Public Works staff, to redesign the
gardens. This was an initiative for which the City Council expressed interest. Chadek Green has been prepped and is ready
for fencing and design configuration. Tilling and staking of the Chadek Green garden plots has been complete. Hall also
announced that an additional ten garden plots are being added to the Kiwanis Park garden site.
Weather: With the increase in nice weather, staff have also seen an increase in inquiries regarding parks and forestry
operations. Staff is gearing up for summer by preparing equipment as well as hiring its seasonal staff.
Staff Conference: Parks, Foresuy, and Horticulture staff attended the annual Iowa State Shade Tree Conference in Ames
Hall attended the Iowa River Tree Council meeting in Des Moines where Lee planting initiatives were discussed for the
coming year.
CHAIRS REPORT
No Report
CO1MMISSION TIME/SUGGESTIONS FOR FUTURE AGENDA ITEMS:
Smith asked about the construction status of Benton Hill Park. Seydell Jenson noted that there will be one more layer of
playground surfacing laid soon and then plantings put in. City Park construction will also be underway soon including the
playground installation. Smith noted that her son is really enjoying playing basketball at Creekside Park and wondered if
there were any plans for lighting. Seydell Johnson said that due to the parks proximity to the neighborhood, lighting will
not be added.
Lemoupa inquired about what activities are offered through the Parks and Recreation Department for college aged
patrons. Seydell Johnson noted that many the activities that Barker previously mentioned are free and open to the public
and are appropriate for all ages. Gerdes also mentioned events being hosted by the Downtown District including the
Pedestrian Mall Party on May 2 to celebrate the grand reopening of the area. There will also be the annual Block Patty
and other Summer of the Arts events throughout the season.
ADJOURNMENT:
Moved by Russell, seconded by Hachtman, to adjourn the meetints at G p.m. Motion passed 9-0.
P & R commission attendance record
NAME
a
a
o
TERM
EXPIRES
Suzanne
12/3 1/20
O/E
X
LQ
X
X
LQ
X
X
O/E
Bentler
Steve Bird
12/31/21
X
X
LQ
O/E
X
LQ
O/E
X
X
X
X
X
Lucas
12/31/22
X
O/E
LQ
X
Foelsch
Alex
12/3 1/20
*
*
*
*
*
*
*
*
*
*
X
X
Hachtman
Cara
12/31/19
X
X
LQ
X
X
LQ
X
O/E
X
Hamann
Boniface
12/3 1/23
*
*
*
*
*
*
*
*
X
O/E
X
Penandjo
Lemou a
Ben Russell
12/31/21
X
X
LQ
X
X
LQ
X
X
X
O/E
X
X
Melissa
12/3 1/23
*
*
*
*
*
*
*
*
X
X
X
Serenda
Angie Smith
12/31/21
X
X
LQ
X
O/E
LQ
X
X
X
X
X
X
Jamie
12/31/20
O/E
O/E
LQ
X
O/E
LQ
X
X
X
X
X
X
Venzon
Brianna
12/31/22
X
X
LQ
X
O/E
LQ
X
X
X
O/E
X
X
Wills
Blake Winter
12/31/22
*
*
*
*
*
X
X
X
X
X
X
Joe Younker
12/31 /19
X
X
LQ
X
X
LQ
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 now
Iowa City Parks & Recreation Commission Packet
June 2020
Upcoming Events
• Small -group programming will begin in late June
• Party in the Park begins June 18
• Lap Swim at Mercer expected to begin June 15
Notable from Parks & Recreation Staff
Parks:
• Superintendent of Parks Zachary Hall has accepted a fulltime teaching position at Kirkwood Community
College in the Parks and Natural Resources program. Serving the city for 6 years his last day will be June
5th.
• Fulltime staff are back on a regular schedule and seasonal part-time staff are now fully scheduled.
• Horticulture staff installed 3,000 plants in the Iowa Ave median at Gilbert St and Iowa Ave.
• Forestry staff have been responding to tree damage calls due to seasonal storms.
• Athletic Facilities staff have been prepping ballfields and repairing broken irrigation from this winter.
Recreation:
• Full-time staff are back on a regular schedule; most hourly staff are now on furloughed status
• Full-time and several hourly Recreation Division staff continue to operate emergency day camp at
Mercer Park Aquatic Center for employees of the City, Johnson County, health clinics, hospitals and
long-term care centers. This camp will continue in its current format through June 12.
• Summer Camp in a more traditional format will begin on June 15. There will be two five -week sessions.
Field trips will not be a part of this camp and social distancing/small groups/frequent handwashing will
continue to be the standard.
• ICPRD youth sports programs in modified small -group formats will begin in late June.
• Small group youth enrichment/STEAM programs, and outdoor education/adventure programs for
youth/teens will begin in July.
• City Park Pool will be closed for the summer. Lap Swim is expected to be available at Mercer Park
Aquatic Center starting June 15.
• Farmers Market is currently in a virtual format and has been very successful. There have been 2,226
orders placed in the first five weeks
• Dog parks are open and staff is in regular rotation.
• All 273 garden plots were sold by May 1. There were 60 new plots available this year.
Cemetery:
City Channel 4 took some drone footage of the cemetery over Memorial weekend. Photo can be found
on S:\Communications&Special Events\Oakland Cemetery-Russ\2020\Memorial Day Drone Photos
0 Total Tree Care is scheduled to remove 3 large trees this month.
• The work on the prairie grass addition at the cemetery should start soon.
Facilities:
• All Government Buildings staff have returned to work, including those previously on COVID-19 leave.
• The Senior Center and Robert A. Lee Recreation Center continue to be closed.
• The Government Buildings teams from SC and RALRC are still at City Hall and Mercer to help with
sanitizing, deep cleaning, and maintenance during this time. Starting June 1', City Hall staff will begin
returning to the building.
• Mercer Aquatic Center Pool LED Lighting Project- Gerard Electric will be complete the week of June 1'.
Staff are working on cleaning tanks and prepping to fill and reopen. Mercer Maintenance painted the
Natatorium walls.
• Celtic Painting completed painting the concrete and steel T roof overhang structure at the Robert A. Lee
Recreation Center.
• The consultants for the Senior Center Building ADA Assessment and Master Plan Project, have started
their site visits to field verify the existing building plans. The project will involve an ADA audit and the
creation of a Master Plan to guide facility improvement for the Center.
• Bids were accepted for the City Hall Police Front Office Remodel. RoCon Construction was awarded the
project, a pre -bid meeting was held on June 1'.
• Maintenance Staff are working on spring startup of HVAC systems throughout our facilities. At City Hall
they have been working with the contractor on the challenges of integrating the new BAS system to all
the air handling units.
Top Staff Issues
Parks
• Playing catch-up with maintaining turf areas due to the season, rain and the delay of staff starts.
• The Prairie Establishment project has been adjusted due to public outcry and concerns.
Recreation
• Many summer recreational activities, facilities amenities and associated staffing have been modified to
fit current restrictions. Planning and staffing for activities will continue to adjust as circumstances
change.
• Planning for fall activities with many unknowns. Staff is designing programming for varied contingencies.
Cemetery
• Mowing and trimming is top priority for staff at this moment.
Staff has also been filling low spots and seeding.
Facilities
• Staff are prepping buildings for the reopening. Acrylic shields have been installed in customer service
areas throughout City Hall, RALRC, Mercer, Senior Center and other facilities. Social distancing signage
and hand sanitizer stations have been added throughout the buildings.
• Staff are continuing to procure the sanitizing and cleaning materials that are needed to keep our
facilities operational and safe. We have been finding shortages on wipes and particular equipment.
Government Buildings have also continued to help provide requested cleaning and sanitation materials,
and staff to various organizations in City Hall, including Police and Fire.
a City Hall maintenance staff are continuing to work with the contractor on wiring for the new BAS
systems in City Hall. The City received a MidAmerican Rebate incentive for the project,
in the
amount of
$11,905.00
City of Iowa City Facility Sustainability Projects
One of the seven Gty of Iowa Gty Strategic Goals: Promote
Environmental Sustainability
Con uttant/
Aoject Description Contractor
Cost Rebate
Stage
Metric/Payback
Nercer/Scanlon Boiler and HVAC Replacmant land Replaced 1988 Boilers and AHU, Shii"attery
Transfer lei/no
Punchlist'
ramily Restroom/shower remodel) JR4331 and see with high efficient condensing Inc.,/AAA
S882,387.00 rebate
retainage
Below] boilers and separate water Mechanical
construction
heaters.
cost/!"I.
Nercer/Scanlon Building Asrtomation Systems (BAS)
$1,936.00rebate
5.3yearpayback
R43321
for Scanlon Gym
w/out incentive for
Shrve•Hattery
S90,000.00 portion of BAS
Mercer; 3.8 year
Install BAS with Boilers/pool water Inc.,/Baker
incLintctal system 1519,196)
paybackfor
temp/minimal AHUs Group
costs above
Punchlist
Scanlon'
tobank Lee Recreation Center BAS(R43321
$91,330 $ 15,SOOstandard
Accepting
$3,679 annual cost
incentive and
savings; 4.2 years
Install BAS with Boilers/pool water Shin,"attery
S 1,839 bonus for a
for payback with
temp/minimal AHUs inc.,/Baker Group
total ofS17,339.00
incentive'
Nty Hall Boi ler Replacement and BAS project Install BAS to Boilers/pool water
S487,500 S11,905for BAS&
95%
$5,613 annual cost
R41291 temp/AHUs
total" boilers
complete
savings, 9.9 year
paybackw/out
incentive for City
Shiva•Hattery
Hill; 6.8 year with
Inc./pending
incentive'"
Nercer/Scanlon Esterior LED lighting Replacement Replace original hallide lightswith Shive-Hattery
Incentives pending
Contracts
incentives pending
LED Inc./pending
pending
pending
Nercer Aquatic Center Natatorium Lighting Replace original h allide lights with Shive-Hattery
S1S5,000 Incentives pending
Bidding
incentives pending,
teplacment LEDs Inc./pending
energy use from
Metal Halide to LED -
decreases by half.
sublic Works Maintoorc, Facility. UEED certified Neumann
Incentives pending
Under
wilding [P39S9] Monson/Merit
construction
Construction
pending
Public Wald Solo Project Potential PPASolor project on new
n/a
Pending RFP
Public Works Structure. Pending
pending
rarry Trueblood Recreation Area Solar Project
n/a
Pending RFP
Pending
pending
Oakland
Cemetery
FY 19 Revenue Report
** shaded areas represent previous Syr average
0
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
$3,810.00
$6,120.00
7
8.0
$3,380.00
$4,121.00
$7,190.00
$10,241.00
August
$1,652.50
$6182.50
4
8.8
$2,970.00
$4,732.50
$4,622.50
$10,915.00
Sept
$11,340.00
$7,193.75
6
8.0
$3,711.25
$4,665.50
$15,051.25
$11,859.25
Oct
$7,320.00
$8,535.00
5
6.2
$2,355.00
$3,543.00
$9,675.00
$12,078.00
Nov
$5,775.00
$4,320.00
3
6.4
$1,315.00
$3,033.00
$7,090.00
$7,353.00
Dec
$2,475.00
$3,061.00
5
6.8
$3,755.00
$3,563.00
$6,230.00
$6,624.00
Jan
$6,390.00
$4,175.00
4
3.4
$3,290.00
$2,243.00
$9,680.00
$6,418.00
Feb
$4,950.00
$3,665.00
2
3.2
$1,135.00
$1,890.69
$6,085.00
$5,555.69
March
$5,362.50
$6,341.00
5
6.0
$3,907.50
$4,342.00
$9,270.00
$10,683.00
April
$3,300.00
$5,240.00
2
7.0
$1,955.00
$4,466.50
$5,255.00
$9,706.50
May
$310.00
$5,565.50
4
5.4
$1,525.00
$2,995.71
$1,835.00
$8,561.21
June
Totals
$52,685.00
$59,398.75
44
69.2
$29,298.75
$39,595.90
$81,983.75
$99,994.65