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HomeMy WebLinkAbout03-08-2023 Parks & Recreation CommissionTammy Neumann From: Gabriel Gotera Sent: Thursday, March 9, 2023 8:17 AM To: *City Clerk's Office Subject: P&R Commission Meeting Canceled Last night Good Morning City Clerk's Office, Just letting you all know that the Parks & Recreation Commission Meeting last night was canceled due to a lack of quorum. One of the our commissioners that RSVP'd didn't show. As such there are no approved Minutes for the February 8, 2023 Meeting that I can forward to your office. Some follow-up questions, - Do I need to do anything more on my end to announce that the meeting was canceled? - Can I still send Recommendations to Council that would've been approved in the Feb 8, 2023 Minutes, or do I need to wait for the minutes to be approved in the April meeting? Thank you, IOWA CITY Gabe Gotera (he/him/his) A UNESCO CITY € F LITERATURE Parks&Recreation - Administrative Coordinator p: 319-356-5210 WWW.ICGOV.ORG 220 South Gilbert Street 4 (DO Iowa City, IA 52240 Iowa City Parks and Recreation Commission Wednesday, March 08, 2023 5:00 p.m. IIN "I Terry Trueblood Recreational Area — Terry Trueblood Lodge 579 McCollister Blvd, Iowa City, IA 52240 Public Comment for each item will be limited to 3 minutes for each person and a total for no more than 30 minutes per item. Written comments submitted to parksondrecreation@iowa-city.org, prior to 5 p.m. on Monday, March 06, 2023 will be distributed to the Commission via email in advance of the meeting. Written Comments submitted at meeting will be included in following month's packet. AGENDA ITEM 1 CALL TO ORDER ITEM 2 APPROVAL OF FEBRUARY 08, 2023 MINUTES ITEM 3 PUBLIC COMMENT ON ANY ITEMS NOT ON THE AGENDA ITEM 4 MERCER PARK ATHLETIC FIELDS PROJECT— Eric Hornig; Hitchcock Design ITEM 5 HAPPY HOLLOW PARK PLAYGROUND SELECTION — Parks and Recreation Director Juli Seydell Johnson ITEM 6 REVIEW OF REQUEST FOR QUALIFICATION FOR CITY PARK POOL PROJECT TEAM — Parks and Recreation Director Juli Seydell Johnson ITEM 7 CONSIDER RECOMMEDATION TO REMOVE PARKS & RECREATION COMMISSIONER MEMBER DUE TO UNEXPLAINED ABSENCES — Parks and Recreation Commission Chair ITEM 8 ELECTION OF COMMISSION VICE CHAIR — Parks and Recreation Commission Chair ITEM 9 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 ITEM 9 CHAIRS REPORT ITEM 10 COMMISSION TIME/SUGGESTIONS FOR FUTURE AGENDA ITEMS ITEM 11 ADJOURN If you will need disability -related accommodations to participate in this program/event, please contact Gabe Gotera, Iowa City Parks and Recreation Department at 319-356-5210 or ggotero@iowa-city.org. Early requests are strongly encouraged to allow sufficient time to meet your access needs. IOWA CITY PARKS & RECREATION COMMISSION PRELIMINARY MINUTES OF FEBRUARY 08, 2023 ROBERT A. LEE RECREATION CENTER — MEETING ROOM B Members Present: Alex Hachtman, Brian Morelli, Melissa Serenda, Connie Moore, Rachel McPherson, Doloris Mixon Members Absent: Boniface Penandjo Lemoupa, Missie Forbes, Chris Odinet Staff Present: Juli Seydell Johnson, Brad Barker, Kumi Morris, Malory Smysor, Gabe Gotera Others Present: Justin Fishbaugh, Jill Fishbaugh, Carin Crain, Tommy Gianola, Billy Gianola, Mitzi Read, Mark Cannon CALL TO ORDER: Chairman Hachtman called the meeting to order at 5:00 p.m. RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action): Moved by Mixon, seconded by Serenda to recommend moving forward with the Mercer Park Aquatic Center & Scanlon Gym Exterior Accessibility and Lighting Improvement Project as proposed. Motion passed 6-0 (Penandio Lemoupa, Forbes, & Odinet absent). OTHER FORMAL ACTION: Moved by Morelli, seconded by Moore, to approve the February 8, 2023 minutes as written. Motion passed 6-0 (Penandio Lemoupa, Forbes, & Odinet absent). PUBLIC DISCUSSION OF ANY ITEMS NOT ON THE AGENDA: Justin Fishbaugh gives out a handout showing a comparison of pool use data. Fishbaugh asks if the handout will be included in the meeting minutes, to which Director Juli Seydell Johnson says that handouts sent to the commission prior to the meeting will be included in the correspondence sent out to Commission members, but that since this was included during the meeting, it would have to be included as correspondence with the April meeting packet. Fishbaugh prepared the handout to help with the review of pool use data that is provided by the Parks and Recreation Department each month. Fishbaugh describes his goal as finding accurate pool use counts so that informed decisions can be made about the future of the aquatic's centers. Fishbaugh details that pool users are not counted multiple times, as the provided data is not cumulative but is just a count of the pool every 30 minutes. Fishbaugh found there to be gross errors at time in the counts reported from the department. Fishbaugh refers to Dec 9, in which there were 0 reported scans from 1 lam to Ipro, when citizens counted 13 pool users. Using his handout, Fishbaugh says that when equivalent pool hours are compared between Robert A Lee and Mercer pools and normalized with a large difference in size between the two pools so that there is an apples -to -apples comparison, RAL pool use is 1.5x more than Mercer pool for the fourth quarter of 2022. PARKS AND RECREATION COMMISSION February 8, 2023 Page 2 of 8 Carin Crain gives a handout of emails from Coralville Recreation. Crain suggest that to boost RAL pool use, staff should use marketing to advertise the pool. Crain says she gets emails from Coralville advertising aquacise and swimming lessons, with information provided showing when where and how much the class is. Crain says that she has never received promotional material for RAL pool and details that people can't come to the pool when they don't know it's around. Crain says that on Sundays, there are frequently families that aren't strong swimmers, but that to find out about swimming lessons you have to go online as there is no indication of swim lessons offered at RAL pool. Crain says that the process to register needs to be less cumbersome to allow a more accessible route into swim lessons. MERCER PARK AQUATIC CENTER/SCANLON GYM ADA ENTRYWAY & LED LIGHTS — Facility Mana¢er Kumi Morris: Facility Manager Kumi Morris presents the attached PowerPoint presentation. Moms shows that this project would focus on making the pavement and sidewalk, especially around the entryway to have a consistently higher quality existence that follows ADA guidelines to a greater extent. Moms explains that the project would also have some of the bike racks and all the outdoor lighting removed. Replacement LED lamps would be installed that would be vandal resistant while also being made of replaceable aluminum parts for ease of maintenance by staff. Morris details how the concrete plaza outside the front entrance will be replaced with green space and the current crosswalk will be moved further down the street closer to the parking lot. Morris notes the importance of better sightlines for cars leading up to the cross walk. Chairman Hachtman asks how tall the proposed lighting options would be. Facility Manager Kumi Morris says that the LED bollard lights would be approximately 4 ft tall while the larger LED Radean Post Top would be approximately 10 ft tall. Commissioner Morelli asks if the traffic flow around the bend outside MPAC was inspected at all, describing the area as a bottle neck during some parts of the day. Director Juli Seydell Johnson explains that in the last year, the 1-way street through Mercer Park has been converted into a 2-way street, which helped to decongest the area. Facility Manager Kumi Moms confirms that civil engineer did look over the area and explains how there is still a lot of activity happening on the comer outside of MPAC, of which can include loading from staff, parking for patrons, and junior high students. Kumi says that to help reduce the amount things happening all at once, the crosswalk was moved down the street, to be perpendicular to the street. This puts the crosswalk in a much safer for people to use. Commissioner Serenda asks about the removal of the bike racks in the plan. Facility Manager Kumi Morris explains that there is still the PLAY bike rack just to the east of the facility that the public is encouraged to use. Morris said that most of the time, when bikes were left at the northern bike rack, they would just be left there and in the way of travel paths. The removal of the bike racks was to allow an increase in allowed movement towards ADA compliance. Director Juli Seydell Johnson makes the distinction that due to this project; Mercer Park Aquatic Center & Scanlon Gymnasium will be likely be closed to the public for the first few weeks of September 2023. Seydell Johnson explains that this timeframe was chosen due to the low use trend seen from past years during September. Seydell Johnson details discussion with the school district to allow swim teams to still use the pool, via a different entrance. Seydell Johnson adds that staff will take the opportunity to also resurface the gym flooring. PARKS AND RECREATION COMMISSION February 8, 2023 Page 3 of 8 Moved by Mixon, seconded by Serenda to recommend movine forward with the Mercer Park Aquatic Center & Scanlon Gym Exterior Accessibility and Liehtine Improvement Project as proposed. Motion passed 6-0 (Penandio Lemoupa. Forbes, & Odinet absent). ADAPTIVE AND INCLUSIVE PROGRAMMING AND OUTREACH — Recreation Program Supervisor Malory Smvsor: Recreation Program Supervisor Malory Smysor speaks about her work overseeing the Adaptive and Inclusive Recreation (AIR) programing and how youth in AIR can be better served in the community. Smysor talks about current youth programs for children with disabilities of which include new Cooking Classes, one-time events for crafts/fitness, and trying to build on family opportunities. Smysor Explains that the difficulty with youth participants that have disabilities is that it can require a lot more staffing dependent on the needs of the participant. Smysor continues, that as staff get to know the population, then programming can become more specified towards the children, but that until then, family programming is offered that would allow the option for participants to bring their family and can get more comfortable with staff in a safe environment. Smysor describes a recent event, for participants to build junk robots out of recyclable material. The event was very well received and the parents of participated chose to stay and help. Malory Smysor is looking at summer camp opportunities in the area for youth with disabilities. Smysor is working with the school district to see what is being offered as education and how staff can compliment that. As an example, Smysor describes how if a school chooses to have a half -day education event, then AIR staff would want to use the other half of the day for camp opportunities. Malory Smysor talks about the effort to create achievable goals for partisans to work towards during programming. Smysor refers to the Cooking Classes, and how the activity description shows that the program will work on cooking skills, fine motor skills, social skills, and leisure skills. Smysor is hopefully that people will find interesting in the programs where they really want to focus on achieving said goals. Malory Smysor talks about wanting to provide more small one-time events. These events could focus on culturally holidays. Smysor describes the upcoming `Quilts of the Underground Railroad' event that would be hosted for Black History Month and would show what secrets were hidden in the quilt designs. Smysor mentions that there will be an event for Woman's History Month, Therapeutic Recreation Month, and an event focused on the history of disability civil rights. Commissioner Moore asks what Smysor means when saying "Inclusive". Malory Smysor says that staff are working to create more of an inclusive environment as Smysor recognized that there were no 1-on-1 opportunities provided to assist in other "typical" programs, such as Summer Camps. Smysor refers to the last released Program Activity Guide that included blurbs in each section that talks about inclusion and how patrons can reach out for modifications or adaptions to participate in activities. Smysor lists examples of modifications/adaptations of which include, larger print activity guides, providing an actual human to help the patron through the activity 1-on-1, or adaptive equipment. Smysor states that if this kind of inclusion is provided, then programs would be able to reach more families that are not getting services yet. Moore appreciates the effort to bring rec leisure to the kids involved, and stresses how important it can be for the kids to make friends in a community. PARKS AND RECREATION COMMISSION February 8, 2023 Page 4 of 8 Commissioner Moore asks what the target age demographic is for the cooking classes. Malory Smysor responds that the youth cooking classes range from 6-16 years old. Moore follows up, asking if any disability is allowed, to which Smysor responds yes. Commissioner McPherson says that it would be a great opportunity for the Quilting Underground Railroad activities to include some of the stops that were part of the railroad that are in Iowa City, specifically a house on Dubuque Street. Malory Smysor responds that the idea sounds good, and more research will be done on it. Chairman Hachtman asks if there are other things that the Commission, as community members can do to help Malory Smysor and her programs. Smysor responds that the best way to help would be marketing, elaborating that there are not a lot of similar programming in surrounding cities, meaning that area could be a hub for such programs. Smysor says that word of mouth is always a great resource for getting the word out of there. REPORT ON ITEMS FROM CITY STAFF Parks & Recreation Director — Juli Sevdell Johnson Topics from Last Meeting: Director Seydell Johnson answers several questions asked at the previous, Feb 8 Meeting. Seydell Johnson explains that the house by Happy Hollow Park has been checked by Neighborhood Services staff. Seydell Johnson points out where in the agenda packet, the commissioners can find both the contract amount for the Rec Masterplan and the list of parks still left to be renovated. Seydell Johnson adds that the commission will take a tour around some of the parks in a future meeting to see what is still to be renovated in person. Swim Counts: Director Seydell Johnson explains that whenever the Save RAL Pool group brings forward to staff a time where their accounts don't match with the departments', staff are taking it seriously, looking back, verifying and correcting the count, if needed. Seydell Johnson clarifies that not every difference is found to be an error. Seydell Johnson says that now that the swim counts have been underway for 6 months, trends will soon start to appear to show which direction the pool will move in. Commissioner McPherson asks how staff correct a count. Director Seydell Johnson explains how the llam— 1pm counts were sometimes off by I or 2 people, which led staff to find that counters were counting exactly from 11 am — 1pm but that some patrons would check into the pool as early as 10:45pm. Seydell Johnson adds that the data is still in the ActiveNet system, it just wasn't being pulled at the time, which would allow staff to go back and retroactively add the 10:30am — I lam time slot to past monthly pool counts. Seydell Johnson says that sometimes camera videos are used to verify counts, but that the videos can only be looked back 14 days and that it does not show the entirety of the pool. McPherson brings up just seeing a member of customer service staff miss counting 2 people who were entering the pool, asking if the young staff are taking the number recording accurate. Seydell Johnson explains that at if this happened just before the meeting, then it was likely for swim lessons which are counted separately from the daily admissions at the front desk. Seydell Johnson adds that there have been additional staff assigned at the back hallway, with spot checks to double check that everyone entering the locker rooms are checked in, instead of going down the stairs and past the staff desk. Seydell Johnson says that staff have found the different in pool counts to not be significantly different, but that if something is found to be missed, it will be corrected. Seydell Johnson notes the overall trends of the counts should be similar and will show how pool use data has moved one way or another. PARKS AND RECREATION COMMISSION February 8, 2023 Page 5 of 8 Commissioner McPherson asks about the possibility of extending pool hours at RAL pool. Director Seydell Johnson responds that current attendance numbers don't support extending the pool hours. McPherson asks for clarification that if more people were to swim in the mornings, then there would be a reason to expand hours in the afternoon. Seydell Johnson confirms this. Commissioner Morelli asks for comment on email marketing and what can be done for further outreach. Director Seydell Johnson responds that this will be discussed during the Recreation Staff Report. Commissioner Moore asks if when the Commission tours the remaining parks to be renovated, if there will be an opportunity to make suggestions on design, such as focusing on inclusion and accessibility. Director Seydell Johnson confirms this thought, saying that it would be an appropriate time to make such suggestions. Seydell Johnson adds that there are parks throughout the city that have wheel -chair accessible playground equipment and structures. Items for Next Meeting: Director Seydell Johnson says that staff are waiting to hear back from proposals on Happy Hollow Park, with data and options being prepared for the March 8 Commission meeting. Seydell Johnson adds that the Mercer Park Athletic Fields project presentation will also be during the March 8 Commission meeting. State Budget: Director Seydell Johnson talks about recent state legislature that will affect City budgets, which has been rolled back due to an accounting error last fall which resulted in several million dollars less in revenue for Iowa City operating budgets. Seydell Johnsons clarifies that this affects not only Parks & Rec but the entire city. Johnson says that because the budget had already been approved, staff may have to go back to determine how costs can be trimmed to save money. Future Meeting Focuses: Director Seydell Johnson says that the next Commission meeting will likely have a Recreation focus, looking over staff goals from the Masterplan process. Director Johnson adds that, later in the spring, Commissioners will be invited to attend and take part in a tree planting at McPherson Park. This meeting will have a forestry focus, with attention on the division's new trucks and equipment. Parks: In the absence of Parks Division Superintendent Tyler Baird, Director Seydell Johnson announces that the Chadek Green Park Playground Equipment is expected to arrive in the next few days. Seydell Johnson says that that this will be one of the first installs of year once weather conditions improve. Recreation Division Superintendent — Brad Barker 5:49 Superintendent Barker addresses the earlier question regarding communications for different programs and events. Barker explains how in recent years, staff had created an event classification guide with the goal to streamline how the Recreation division would promote programing in a consistent manner. Barker says that events are typically advertised through social media, while programming such as water fitness or youth sports can't all be promoted in social media the same way. Barker explains that Program Supervisors try to use social media with intention so as to not fill the feed with every program available. Barker continues, that due to this reason, there's more responsibility for program supervisors to utilize ActiveNet, the recreation registration software system. Barker explains that over almost 10 years, a robust database of patron ages and contact information have been collected, with patrons' specific program history helping to filter who should be targeted for specific program marketing. Commissioner Serenda refers to the ActiveNet database of patron info, asking what outreach is being done to bring in new people who might be interested in swim lessons. Superintendent Barker responds that primarily, new names are from people that are signing up for the programs. Barker says that PARKS AND RECREATION COMMISSION February 8, 2023 Page 6 of 8 recreation program supervisors are discussing on Recreation goals for the Rec Masterplan and that a common talking point, is how to extend the sphere of engagement and accessibility to those who are not already involved with programming. Barker explains that this is done by hiring multilingual staff that can be welcoming to more people, or through more traditional communications, like mid -season newsletters or focused emails. Barker adds that this will be gone into more detail at a future meeting when Recreation goals are discussed. Director Seydell Johnson adds that there might not be much advertising seen for swimming lessons, because Swimming lessons are already filling to capacity and have waiting list within days of opening for registration. Seydell Johnson continues that advertising for programs are typically used for newer programs that are trying to grow, but also to avoid frustration of patrons that would see marketing for such programs before finding that it is already full. Superintendent Barker adds that one of the biggest problems facing the RecAssist, ,Rec-and-Ride, and Swim Scholarship programs is that people don't know that they exist. To combat this, Recreation has worked with the Communication department to create a video showing how the public can utilize such programs. Barker explains that this video would be shared on social media to not only promote the programs but also to show how it can be used. Commissioner McPherson asks about the considering of posters that could be shown in high traffic areas such as Prairie Lights, Oasis, or the Public Library. McPherson say that while posters may be considered old-fashioned, these areas see lots of people coming through that could bring increased attendance to programming and events such as roller skating. Commissioner Morelli refers to the City's larger use of `Next Door' to bring information to specific neighborhoods and asks if Recreation could make use of Next Door to help with spreading awareness for programming. Barker explains that staff try to use Next Door sparingly to not overwhelm. Barker says that events typically advertised using Next Door are Party in the Park during the summer, to let neighborhoods know when Party in the Park will be in their neighborhood. Event Turnout: Superintendent Barker details several events that have taken place since the last Commission meeting. Barker says that the MLK Day Service Event had great turn out, with many people attending the march or working on craftsman service projects. Barker brings up that Commissioner Mixon gave a wonderful presentation for the attendees. Barker talks about the STEAM and Technology Open House which showed off robotics, microscopes, drones, among other equipment. Barker talks about the recent Freeze Fest that had smores, hot chocolates, and speakers from the Raptor Center and the Iowa AmeriCorps. Barker says that in the future, Freeze Fest would be a target for program growth and marketing. CHAIRS REPORT: None Commissioner Mixon asks if there is any kind of team sport such as softball, baseball, or football that are played between different recreation centers in the area. Director Seydell Johnson says that youth baseball PARKS AND RECREATION COMMISSION February 8, 2023 Page 7 of 8 and softball teams are provided locally by the Youth Sports Association, who provide teachers, while the Recreation Division provides the fields. Mixon asks specifically about adult sports provided. Johnson responds that adult softball is no longer offered. Johnson explains that in the past, the department would rent fields from the University of Iowa for adult softball, but player attendance dwindled to the extent that there were not enough teams to even have a real season. Johnson continues that Coralville would typically have enough players to reach maximum capacity, which is where teams that still wanted to play would go. Commissioner Morris asks if the local soccer league is provided through the City? Director Johnson explains that while Iowa City Kickers is supported and associated with the Recreation Division, it is its own separate entity. Chairman Hachtman adjourns the meeting at 6:03 p.m. PARKS AND RECREATION COMMISSION ATTENDANCE RECORD PARKS AND RECREATION COMMISSION February 8, 2023 Page 8 of 8 NAME N N N N N N N N N N N N N N N N N N N N M N M N ON Oh M M M O 'IT N ON 7 rl 0000 TERM EXPIRES Missie 12/31/25 NM X X O/E X X X X X NM X O/E Forbes Alex 12/31/24 NM X X X X X X X X NM X X Hachtman Rachel 12/31/26 * * * * * * * * * * X X McPherson Doloris 12/31/26 * * * * * * * * * * X X Mixon Connie 12/31/25 * * * * * X X X X NM X X Moore Brian 12/31/25 NM O/E X X X O/E X X X NM X X Morelli Christopher 12/31/24 NM X O/E X O/E X O/E O/E O/E NM X O/E Odinet Boniface 12/31/23 NM X O O/E O O/E O/E O O NM O O Penandjo Lemou a Melissa 12/31/23 NM X X X X X X X X NM X X Serenda KEY: X = Present O = Absent O/E = Absent/Excused NM = No meeting LQ = No meeting due to lack of quorum * = Not a member during this meeting Mercer Aquatic Center & Scanlon Gym Exterior Accessibility and Lighting Improvements Project PROJECT REVIEW WITH THE PARKS AND RECREATION COMMISSION FEBRUARY 8. 2023 or,dfnra w Bradford o. EXISTING SITE Google map view ADA paths Paved area and sidewalks considered for replacement and repairs Overlay on sitemap Red line on left signifies SEJH property r - , Cracks and tripping hazards that resurface with heave and thaw Areas of spa II in sidewalks and cracks, chips between the paved panels. Panels have been ground down in the past to extend life of the paving. Damaged ' sidewalks and original 1988 exterior building in ground Halide lighting need replacing, ballasts no longer available 3/3/2023 7 r-T -.— •—� - - K f if n Slide 8 KM1 Kumi Morris, 2/6/2023 71 i uaazz Fes - View of sloped paved area in front of building Present path and paving is not ADA I compliant View of Parking area in front of building, slopes and present spaces do not meet ADA for parking. J Parking does not meet ADA requirements for van spaces, curb cuts, aisle widths, paving markings and signage 0111 MOM AW a Road condition- view from southwest approach. F r c .eak Present paved area in front of entrance Existing paved areas and sidewalks. Creating more green space around entrance. Dotted area signifies sod Southwest sidewalk to be removed from Mercer Park. The crossing at the corner will be removed. A new crossing will be installed closer the south parking lot. The change is to instigate a safer crossing with better sightlines for both drivers and pedestrians, with ADA accessible curb cuts and markings. Updated and compliant ADA parking, neighboring building and in south lot will be installed. New lighting plan New fixtures will be neighboring walking paths • LED fixtures • Design Lighting Consortium (DLC) verified high level of energy efficiency • Meets local lighting codes • MidAmerican Energy rebate req • 5-year warranty • Vandal resistant • Quality cast fixtures • Ease of maintenance • Finish- aluminum • Parts easily available Replacing exterior building lights with LED r vandal resistant bollards 3/3/2023 21 a. Project Scbetlule— Final Plans llascziptlon Data Notes Chach Plan Design Review Meeting with City 112111 compl.m Final Island Daalgn Submit o City 211p23 plan ena in— eesgerumdeb"CAry wak Reslew MCWng Mh CRy 2i22 3 ex w.rn.e,l, wri Ceti ill Farwn or varied? glgglllg Flnelcw<ognlan". .Cwn[nlase sly vzaza ax w.uemu to e.o ey?nm. Fdn.l.len.e yl.n. aw un m. by vnn. Cocoa Mostai WM SHPuhec Meaning IorYH?J Counts!Meednq: Public He.. wim IC^y and NPDEg Lenlrp inul Mensi rich Award! Pmiect i S. Neat Steps A. Incorporate Check comments to Final and work to complete Final Random ahead of subsequent City submittal. 22 11 CITY OF I O W A CITY Items Submitted during Public Comment at the February 8, 2023 Parks and Recreation Commission Meeting, Parks & Rec Pool Data Review Summary— Friends of Robert A. Lee Pool 2022-4" Quarter (October, November, December) • Citizen volunteers reviewed Parks & Rec monthly RAL and MPAC pool count reports for the 4th quarter of 2022 and provided detailed comments to Parks & Rec management each month to encourage the reporting of a complete, accurate, and transparent accounting of all pool use. • Citizen counts quantify pool occupancy of individual pool users at regular intervals or for a specified period of time. They do NOT count pool users "2-3 times" as erroneously described to the Parks & Rec Commission by Director Seydell Johnson on 01/11/2023. They are NOT used to determine cumulative attendance. • Citizen counts identify a portion of omissions in pass scan data as illustrated by the following select examples from RAL: 0 10/23/2022 -Citizens verify Spool users at 6:30pm; Parks & Rec reports zero pass scans for the 5pm-8pm session. 0 11/01/2022 -Citizens verify 11 pool users at 12:30pm; Parks & Rec reports 3 pass scans for the 11am-1pm session. 0 12/05/2022 -Citizens verify 14 pool users at 11:30am; Parks & Rec reports 3 pass scans for the 11am-1pm session. 0 12/09/2022 —Citizens verify 13 pool users for the 11am-1pm session; Parks & Rec reports zero pass scans. • Citizen counts are further informed through data gathered via public information requests and confirm that Parks & Rec reports continue to omit pool use, despite possession of tools and resources to validate the accuracy of pass scan data. Is When factors of pool size and hours are made equal, ALL Parks & Rec 4dt quarter 2022 totals and averages for RAL exceed those of MPAC. In fact, RAL pool use is 1'% times that of MPAC. These results confirm the robust use of the RAL pool that citizens have consistently described. Parks & Rec Pool Counts Matching RAL Hours, Scaled for Pool Size 4th Quarter 2022 (Parks & Rec Reported Data +Citizen Identified Omissions') 0 • RAL Monthly Grand TOG) (Citizen Identified Omissions Atltl<d) I SCG 23a2 RAL Monthly Grand Total(PaAsl Req vel LSL" 67n -' 1398 • MPAC Monthly Grand Total Matching RAL Hours (Citizen 1289 1216 3241 Idendfled Omissions Added) Scaled far Pool Size I qcO - 327 MPAC Monthly Grand Total MatchingLHours (Parks &Req Scaled for Pool re s� n �1282IIl �1332 a Values scaled to allow direct c0q,2.rifum f ft th t u RAL Pool's 37%the size of MPAC, October November December Octobe. Narember Decemba •� 'Citizen identified pool users ns nthlyp porn OurTotal =66681 MPAC 3746 Our Total =he, from omitted from Parks Parks rat pool count rations (verified Rec... Is1 (RAL Usaee lsl l/2timesthat of MPAC ) 2at2 (MPACUseaee is 2/3that of MLl CUs of c and byci[iien volunteer<ounters and Public information requestsl. Parks & Rec Pool Daily Averages Matching RAL Hours, Scaled for Pool Size 4th Quarter 2022 (Parks & Rec Reported Data + Citizen Identified Omissions*) 90 80 • PAL Daily Average for the Month (Citizen Identified Omissions Added) 70 6.6 57.5 PAL Daily Avenge for the Month )Parks & fteq 60 50 qp 45.0 • MPAC Daily Average forthe Month Matching RAL Hours , 91.6 605 90p (Citizen identified Omissions Added) Soled for Pool Size 40 2.8 14 MPAC Daily Average for [he Month Mat[hing RAL Hours 309.] Scaled for Pool Size 20 10.4 Values scaled to allow direct comparison reflectingth t 10 RAL pool is 37%the size of MPAC 0 October November December October November December 'Citizen Identified Omissions include individual pool users RAL MPAC (4th QtrTotal=18391 Oth QtrTotal=12211 omitted from Parks & Rec monthly pool count reports ti )verified )RAL Usage is 1112 times that of MPAC 2022 IM PAC Usage L) is 2/3 that of RA by citizen volunteer counters and public information requests). (See page 2 forsame charts in larger format.) V W O o c i a me b r C b C W O H N S V N » N S W Y tp Y » W 3 c y N n n l » Y N W Y p m N o0 VI Ro o a � N Ro R0 m O n n y A V O N _ < N N n � � Y p m S P MMIF N a» O S N m p n e d 3 Y d C J N 9 Nn3 m u dND m. -i3 < SEEP 2N0 o N CL c v � O W � N N vo A C to a OX ■ ■ FL3 n A !1 Si 0 3 0 a 4 c W m w m: vz N 00, y 3 M O 3 O N N N G o N 0, S R �• C A- 'l N -1 O. y O y n O N` O, N �a — 'n n A 10 c m w m a 3 ^ ». o oO m n N ^. D O �1 O O N O H j N S 0 0= u N n ^ N Crain, Carin N From: ActiveNet@active.com on behalf of Coralville Parks & Recreation <Coralvil IePa rks&Recreatio nDepanment@active.com> Sent: Monday, November 14, 2022 5:08 PM To: Crain, Carin N Subject: [External) Aquacise Aquacise Don't miss your chance, limited space left for December classes) This is a fun, dynamic and diverse class. Aquacise utilizes the natural resistance and buoyancy of the water to help tone, strengthen and maintain muscle mass and stability. When: December 2-21st Time: 7:45 AM - 8:30 AM (Monday/Wednesday/Friday) Where: Coralville Recreation Center Residents Price: $45/Non-Coralville Residence $56.25 0 Coralville Parks and Recreation 1506 8th Street Coralville, IA 52241 If you believe you have received this message in error or wish to be removed from all our all subscription lists, you can unsubscribe by clicking Unsubscribe link Crain, Caain N From: Active Net@active.com on behalf of Coralville Parks & Recreation <Coralvil IeParks&RecreationDepartment@active.com> Sent: Wednesday, January 18, 2023 2:48 PM To: Crain, Carin N Subject: [External] Swim Lessons still available Swim Lesson Openings still available Still looking for your little one to get those last minute swimming skills in before summer? We still have openings for all levels of swim lessons. Ages ranging from 6 months and up. Classes are available Monday or Wednesday evenings, or Saturday mornings. To register call the Coralville Recreation Center at 319-248-1750 or stop by and see us at 1506 Sth Street, Coralville, Iowa, Coralville Community Aquatic Center 1513 7th Street Coralville, IA 52241 Please note that this is a one-time, non -promotional email. It was not sent as a result of any mailing list to which you may be subscribed to, If you believe you have received this message in error or wish to be removed from all our all subscription lists, you can unsubscribe by clicking Unsubscribe link CIT), of lolvA Crl ), TO: Parks & Recreation Commission FROM: Juli Seydell Johnson, Director of Parks & Recreation DATE: March 3, 2023 RE: Agenda Item 4 Mercer Park Athletic Fields, Mercer Park Tennis/Pickleball Courts and City Park Tennis Court Renovation Project. This item asks the Commission to review concept plans for this summer/fall 2023 project. Eric Hornig from Hitchcock Design will present concept designs and answer questions. His presentation is included in the packet for review. The project includes renovations to the Mercer Baseball Complex, replacement of the Mercer Pickleball/Tennis Courts, and renovations of the City Park Tennis Courts. Renovations focus on increasing ADA access and safety in common areas, new energy efficient lighting on baseball field #1, drainage improvements to fields #1 and #4, replacement/renovations of the court areas. Staff from the Iowa City Community School District as well as representatives from baseball and pickleball groups have been involved in the project design meetings. 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'II W k?5donI 3dry`pppµ'NI ! IPµr�p ,�yn +f dy d ina?A f{7'351h� 11 FIWW II' {(I n�G���'IIRGk JLl a+.I d'I I . �I '1'•; _ 7L��re? . 1�1.9 �!3 i 1JIL�v»_I .c�.:1411 C. 9N 1JIL aar laM : '11994 AI AI c V ' —AMr 1I sll,=l to11ill, _Ik`j i';,111sill;n.ml Ilo11ii9;[ `I 1If1m1 1 IIA III ,v IIII } V) i +-' N LA M +-+ O �O N V O Q O z L. < u Ln E N N V N 0 Q) Q (3)+mj Ln U � � m 2 a a t _i EW 5 I >V (e W 4 5 I CIT), of lolvA Crl ), TO: Parks & Recreation Commission FROM: Juli Seydell Johnson, Director of Parks & Recreation DATE: March 3, 2023 RE: Agenda Item 5 Selection of Playground Equipment for Happy Hollow Park This item asks the Commission to choose one of six options of playground equipment for Happy Hollow Park. The equipment will replace the current playground. We anticipate it will be installed by City staff in late summer/early fall 2023. A copy of the press release and playground renderings is included with this memo. Postcards were mailed to all residential addresses within half mile radius of the park. In addition, a press release was issued along with social media and NextDoor posts. The survey is open through Tuesday, March 71^. The results will be shared with the Commission at the meeting to assist in the selection process. 4 m z 0 i 14 P (yoo a., ■ EE ���°� 10WACITY FOR IMMEDIATE RELEASE Date: 02l2712023 Contact Juli Sevdell Johnson, Parks & Recreation Director Phone:319-356-5210 Happy Hollow Park Playground Feedback Form Share your thoughts on the Happy Hollow Park Playground Improvement Project! The Happy Hollow Park Playground is being replaced due to age and conditions. Members of the community are invited to give their feedback on proposed playground plans via an online feedback form linked below. This farm will be available through Tuesday, March 7, 2023. Complete the Happy Hollow Park Plavoround Feedback Form online. Input gathered of this stage, will be given to the Parks & Recreation Commission at their regular meeting on March 3, 2023, at which point, a playground design will be chosen. Construction for the project is expected for summer of 2023. More information about the park improvements and the feedback form will be accessible at icaov.oralproiecVParkProiects. Questions and comments can be emailed to parksandrecreationi@.iowa-city.ora. I► , CIT), of lolvA Crl ), TO: Parks & Recreation Commission FROM: Juli Seydell Johnson, Director of Parks & Recreation DATE: March 3, 2023 RE: Agenda Item 6 Draft Request for Qualifications— City Park Pool Project Consultants This agenda item will allow the Parks & Recreation Commission to review a draft document that will be used to solicit and select a consultant for the City Park Pool Project. Staff will outline the process during the meeting. Commission members are asked to provide comments that will be forwarded to the City Council along with the draft in their March 9, 2023 Information Packet. Consultant proposals will be reviewed and scored by 3-5 members of the City Staff following the City's policy for this process. Scoring criteria is outlined in the RFQ. The same staff members will also conduct interviews. Staff members typically involved in consultant selection for this type of project are Managing Engineer, Parks & Recreation Director, Facility Manager, Recreation Superintendent, and Recreation Program Supervisor- Aquatics. The recommendation of this group is forwarded to City Council for review and award of contract. The project schedule for a full renovation is listed below. This would change if a decision is made to patch/line the existing pool basin. ProposalsDue.............................................................................................................April 14, 2023 Consultant Interviews................................................................................................ May 1-4, 2023 Council Approval of Contract with Chosen Consultant ...............................................June 20, 2023 Assessment.........................................................................................................................July 2023 *Public Input.....................................................................................September 2023 - March 2024 Design, Bidding Phase.............................................................................................. April - July 2024 Construction Phase.................................................................................. August 2024-August 2025 Included next are project specific items from the RFQ. The entire RFQ is included for your reference, however, these are the items for which the Commission is being asked to consider and provide comment. Summary The City of Iowa City, Iowa (City) is soliciting qualifications from interested firms to provide consulting, architectural and engineering services for the City Park Pool Project located in Upper City Park, 200 East Park Road, Iowa City, IA 52246. The immediate scope of services will include a study and analysis to help determine if it's in the City's best interest to either renovate or completely replace the pool facility. Subsequent scope of services shall include design, bidding and construction phase services. The services may include, but are not limited to, reviewing previously prepared studies and reports, assessing the condition of the existing pool facility, cost estimating, meeting with focus groups, conducting statistically valid public surveys, providing schematic designs based on feedback, holding public meetings, preparing a report on public input findings and recommendations, and design, bidding and construction phase services. The successful consultant will be selected based on their specific expertise as demonstrated in their response to this Request for Qualifications (RFQ). Consultants wishing to submit qualifications shall include information as described herein. Project Background City Park Pool needs to be either renovated or completely replaced. The current facility includes a 50 Meter T shaped pool with an attached deep well, and a zero -depth entry wading pool. The main pool is more than 70 years old and wading pool is six years old. The pool is in Upper City Park and is surrounded by large, mature trees. The main pool loses a tremendous amount of water, which varies year to year. During the 2021 season the pool was losing approximately 30,000 gallons per day despite annual crack sealing and basin painting. The main pool gutter grating is worn and abrasive. Patrons are getting abrasions from the fiberglass grates. The balance tank has cracks, and the tank is leaking. A considerable amount of public input was gathered about City Park Pool for the 2022 Recreation Facilitates and Program Master Plan. There was strong sentiment to keep the current park atmosphere and fence line of the pool. This project will need to find common ground between several pool user groups while meeting the goals of the project as listed in the next section. Goals of the Project The project aims to accomplish the following goals: 1. Provide community recreation experiences for a wide range of users, including but not limited to, lap swimmers, family groups, non -swimmers, casual users, youth groups, people with disabilities, and others as gathered through the public input processes. 2. Provide increased independent accessibility to all water experiences through the inclusion of ramps or stairs. 3. Provide shade in several areas of the deck and some in the water areas. 4. Provide design and operating efficiencies that support the City of Iowa City Climate Action Goals. 5. Maximize efficiency of lifeguards — limiting risk of future operational challenges with any lifeguard shortages. 6. Promote the vision of the Iowa City Parks and Recreation Department that "Every child learns how to swim" by being welcoming and inviting to users that may include non -swimmers and provides appropriate areas for swimming lessons. 7. Welcome users of all backgrounds with specific attention to facility entry patterns, shower/changing and restroom design. 8. Evaluate the potential merging of the outdoor park restrooms and year-round recreation programming space into the swimming pool facility. 9. Limit the construction area generally within the fence line/site plan of the current pool as to not disturb healthy, mature trees that surround the facility and without the need for additional parking. Scope of Services The information provided in this section is not intended to comprise a detailed scope of services that will be required in a final consultant contract but is intended to provide general information to firms that choose to submit qualifications. The City will negotiate the detailed scope of services and fee with the successful firm. 1. Review of previous reports and public input 2. Evaluate the current conditions of the facility. 3. Provide a Report of Current Conditions and Analysis of Viability for renovating the existing pool basin and bath house. The report shall include a cost estimate and lifespan analysis for repairs and an assessment of current accessibility, safety, and operational components that would and would not be addressed by a renovation. 4. Present the Report of Current Conditions and Analysis of Viability to City Council. If the City Council decides to renovate the existing facility, the project will proceed to Item 13. If the City Council decides to replace the facility, the project will proceed to Item S. 5. Hold 45 minute in person focus groups with the following users. City staff will arrange for participants; consultants will lead meetings, create meeting notes/report, and use information gathered to inform next steps. a. Passholder/regular user Families b. Passholder/regular user Lap/Fitness Swimmers c. Passholder/regular user Adult Users d. Teens - regular and infrequent users e. Infrequent Users - Underrepresented communities f. Infrequent Users - Disability community g. Childcare Providers - Daycares and summer camps h. Parks & Recreation Commission Members L Frequent and Infrequent members and allies of LGBTQ+ community. j. Swim lesson participant families who utilized a scholarship for lessons. k. City Aquatic Staff - FT supervisors, maintenance staff & lifeguards 6. Develop three (3) Schematic Designs based on Master Plan and Focus Group Feedback. Two (2) of the designs shall be within $10 million budget and One (1) design shall include added features supported by gathered feedback that shall not exceed more than a $15 million budget. 7. Present Schematic Designs to the Parks & Recreation Commission in a Public Meeting 8. Complete a Statistically Valid Survey via mail of randomly selected Iowa City residents. Survey sample to match demographically in age, income and ethnicity with Iowa City population. Desire a precision of at least +/- 5% at the 95% level of confidence. Survey to assess preference for one of three pool designs, assess entry fees and assess changes to changing rooms/restrooms toward single user facilities. 9. Open Public Survey to General Public once Statistically Valid Responses are Received. 10. Host a final Public Meeting to receive additional public input regarding three potential designs. 11. Prepare draft report of public input findings and recommendations. 12. Present findings and recommendations to Parks & Recreation Commission and City Council. May be a joint meeting. 13. Provide Design Development, Construction Document, Bidding Document and Construction Phase Services * Tentative Plan to Select Focus Group Participants. This will be finalized once a consultant is on -board for the project. 1. City Staff will announce focus groups through a press release, social media posts, NextDoor post, and email to all current swimming pass holders and swimming lesson participants. 2. People interested and available to participate in a focus group will be encouraged to fill out an on-line form in which they will self-select the focus group categories for which they wish to be considered. Interested participants will be asked to provide answers to demographic and qualifying questions for inclusion in certain groups. A deadline will be posted for all submissions. 3. A list of potential members will be created from these submissions for each focus group. Selection Notes: 4. Individuals will be assigned a number in the database to be used during the member selection process so that the selection is made without knowing the name of the interested person. 5. Participants will be limited to attending only one focus group, even if they may qualify for several topic areas. 6. The makeup of all groups will be selected to reflect racial, age and incomes that aim to be like Iowa City's overall population demographics. 7. Iowa City residents will be given preference for inclusion in focus groups. 8. Focus group meetings will not be open to the public. Notes of each group's discussions and a list of participants will be created by the consultants and shared as part of their findings. (Exception: Focus group of Parks & Recreation Commission will be in a Work Session open to the public to attend, but not participate in discussion.) 9. Groups listed below will have a selection process that ensures representation from several subsets of group. These include: a. Teens — Preference given to having half regular users and half non -users. b. Infrequent Users — Underrepresented community. Preference given to having representation from minority groups including recent immigrant populations. c. Infrequent Users — Disability community. Preference given to having a wide range of ages and types of disabilities represented. d. Childcare Providers— Preference given to caregivers from licensed daycares, home daycares, summer camps, and others who bring groups of unrelated children to swim at City Park Pool. � r 31 �III�� CITY OF IOWA CITY Request for Qualifications City Park Pool Project February 2023 Summary The City of Iowa City, Iowa (City) is soliciting qualifications from interested firms to provide consulting, architectural and engineering services for the City Park Pool Project located in Upper City Park, 200 East Park Road, Iowa City, IA 52246. $10,800,000 is programmed in the City's 2024 and 2025 CIP Budget for the project. The immediate scope of services will include a study and analysis to help determine if it's in the City's best interest to either renovate or completely replace the pool facility. Subsequent scope of services shall include design, bidding and construction phase services. The services may include, but are not limited to, reviewing previously prepared studies and reports, assessing the condition of the existing pool facility, cost estimating, meeting with focus groups, conducting statistically valid public surveys, providing schematic designs based on feedback, holding public meetings, preparing a report on public input findings and recommendations, and design, bidding and construction phase services. The successful consultant will be selected based on their specific expertise as demonstrated in their response to this Request for Qualifications (RFQ). Consultants wishing to submit qualifications shall include information as described herein. Contents Summary........................................................................................................................................................1 Contents.........................................................................................................................................................1 ProjectBackground........................................................................................................................................2 Goalsof the Project........................................................................................................................................2 Scopeof Services............................................................................................................................................3 MinimumQualifications.................................................................................................................................4 Costs...............................................................................................................................................................4 Schedule.........................................................................................................................................................4 Consultant Selection Process.........................................................................................................................4 SubmittalContents........................................................................................................................................5 ContractDocuments......................................................................................................................................6 Reservations...................................................................................................................................................6 Submittal Instructions and Deadline..............................................................................................................6 AdditionalResources.....................................................................................................................................7 Inquiries..........................................................................................................................................................7 DistributionList..............................................................................................................................................7 Request for Qualifications City Park Pool Page 1 of 7 Appendices Appendix A - Consultant Agreement Appendix B - Wage Theft Policy Appendix C - Contract Compliance Project Background City Park Pool needs to be either renovated or completely replaced. The current facility includes a 50 Meter T shaped pool with an attached deep well, and a zero -depth entry wading pool. The main pool is more than 70 years old and wading pool is six years old. The pool is in Upper City Park and is surrounded by large, mature trees. The main pool loses a tremendous amount of water, which varies year to year. During the 2021 season the pool was losing approximately 30,000 gallons per day despite annual crack sealing and basin painting. The main pool gutter grating is worn and abrasive. Patrons are getting abrasions from the fiberglass grates. The balance tank has cracks, and the tank is leaking. A considerable amount of public input was gathered about City Park Pool for the 2022 Recreation Facilitates and Program Master Plan. There was strong sentiment to keep the current park atmosphere and fence line of the pool. This project will need to find common ground between several pool user groups while meeting the goals of the project as listed in the next section. Goals of the Project The project aims to accomplish the following goals:' 1. Provide community recreation experiences for a wide range of users, including but not limited to, lap swimmers, family groups, non -swimmers, casual users, youth groups, people with disabilities, and others as gathered through the public input processes. 2. Provide increased independent accessibility to all water experiences through the inclusion of ramps or stairs. 3. Provide shade in several areas of the deck and some in the water areas. 4. Provide design and operating efficiencies that support the City of Iowa City Climate Action Goals. 5. Maximize efficiency of lifeguards — limiting risk of future operational challenges with any lifeguard shortages. 6. Promote the vision of the Iowa City Parks and Recreation Department that "Every child learns how to swim" by being welcoming and inviting to users that may include non -swimmers and provides appropriate areas for swimming lessons. 7. Welcome users of all backgrounds with specific attention to facility entry patterns, shower/changing and restroom design. 8. Evaluate the potential merging of the outdoor park restrooms and year-round recreation programming space into the swimming pool facility. Request for Qualifications City Park Pool Page 2 of 7 9. Limit the construction area generally within the fence line/site plan of the current pool as to not disturb healthy, mature trees that surround the facility and without the need for additional parking. Scope of Services The information provided in this section is not intended to comprise a detailed scope of services that will be required in a final consultant contract but is intended to provide general information to firms that choose to submit qualifications. The City will negotiate the detailed scope of services and fee with the successful firm. 1. Review of previous reports and public input 2. Evaluate the current conditions of the facility. 3. Provide a Report of Current Conditions and Analysis of Viability for renovating the existing pool basin and bath house. The report shall include a cost estimate and lifespan analysis for repairs and an assessment of current accessibility, safety, and operational components that would and would not be addressed by a renovation. 4. Present the Report of Current Conditions and Analysis of Viability to City Council. If the City Council decides to renovate the existing facility, the project will proceed to Item 13. If the City Council decides to replace the facility, the project will proceed to Item 5. 5. Hold 45 minute in person focus groups with the following users. City staff will arrange for participants; consultants will lead meetings, create meeting notes/report, and use information gathered to inform next steps. a. Passholder/regular user Families b. Passholder/regular user Lap/Fitness Swimmers c. Passholder/regular user Adult Users d. Teens - regular and infrequent users e. Infrequent Users - Underrepresented communities f. Infrequent Users - Disability community g. Childcare Providers - Daycares and summer camps h. Parks & Recreation Commission Members i. Frequent and Infrequent members and allies of LGBTQ+ community. j. Infrequent Users - Swim lesson participants k. City Aquatic Staff - FT supervisors, maintenance staff & lifeguards 6. Develop three (3) Schematic Designs based on Master Plan and Focus Group Feedback. Two (2) of the designs shall be within $10 million budget and One (1) design shall include added features supported by gathered feedback that shall not exceed more than a $15 million budget. 7. Present Schematic Designs to the Parks & Recreation Commission in a Public Meeting Request for Qualifications City Park Pool Page 3 of 7 8. Complete a Statistically Valid Survey via mail of randomly selected Iowa City residents. Survey sample to match demographically in age, income and ethnicity with Iowa City population. Desire a precision of at least +/- 5% at the 95% level of confidence. Survey to assess preference for one of three pool designs, assess entry fees and assess changes to changing rooms/restrooms toward single user facilities. 9. Open Public Survey to General Public once Statistically Valid Responses are Received. 10. Host a final Public Meeting to receive additional public input regarding three potential designs. 11. Prepare draft report of public input findings and recommendations. 12. Present findings and recommendations to Parks & Recreation Commission and City Council. May be a joint meeting. 13. Provide Design Development, Construction Document, Bidding Document and Construction Phase Services Minimum Qualifications To be considered, consultants must document the knowledge, skills, and abilities of the firm and team members. If, at the City's discretion, no consultant submissions meet the minimum qualifications for one or more categories, the City of Iowa City reserves the right to decline all submittals and proceed with another consultant selection process. Costs Firms participating in the consultant selection process will be responsible for all costs incurred to respond to this RFP. Schedule Tentative consultant selection timeline is as follows: ProposalsDue.................................................................................................April 14, 2023 Consultant Interviews................................................................................... May 1-4, 2023 Council Approval of Contract with Chosen Consultant ..................................June 20, 2023 Report of Current Conditions and Analysis of Viability ........................................ July, 2023 *Public Input........................................................................September 2023 - March 2024 Design and Bidding Phase............................................................................April - July 2024 Construction Phase..................................................................... August 2024-August 2025 * If City Council decides to renovate existing pool shell and bathhouse, rather than replace, the project would move directly to Design and Bidding Phase. Consultant Selection Process The intent of the selection process is to select the most qualified, responsive, and responsible firm based on the identified needs of the City of Iowa City. The skills, areas of expertise, and capabilities that the City of Iowa City believes are highly desirable will be evaluated and factored in the selection process. The City will evaluate, score and rank submittals using the following evaluation criteria: Request for Qualifications City Park Pool Page 4 of 7 Criteria Points General Firm Profile 15 Points Key Personnel 15 Points Reference Projects 25 Points Project Approach 25 Points Estimate of Resources 20 Points Submittal Maximum Points 100 Points The firms deemed best qualified by the Selection Committee will be invited to interview with the selection team Consultants are responsible for errors and omissions in their submittals. No error or omission will diminish the submitter's obligations to the City. The City of Iowa City may reject any or all submissions without penalty. The City, at its discretion, may waive immaterial defects and minor irregularities in any submittal. Submittal Contents Submittals must be organized in the manner set forth below, separated into sections, and appropriately labeled. However, specific requirements for each section have been minimized in order to allow for flexibility for each firm to provide information they feel best conveys their qualifications. All information and materials requested shall be provided in the submittal under a single cover. The submittal length shall be limited to a maximum number of pages, based on the sections described below, not including dividers and covers. Minimum font size shall be ten (10) point. Cover letter —State the firm's interest in being considered for the project and also include pertinent information about the firm's contact person. (1 page maximum) General Firm Profile — Describe the general nature of services provided by the firm, the location of main and branch offices, and the number of years the firm has provided services similar to those requested by this RFP. Identify sub -consultants who are proposed to be a part of the design team. (2 pages maximum) Key Personnel — Provide information indicating anticipated key personnel, relationship to specific types of projects, and their positions within the firm. It is a requirement of the City that the key personnel identified during the consultant selection process will participate in and execute the project(s). Substitution of key personnel after selection will require approval by the City as project lead professionals are considered essential. Please indicate the persons possessing the licenses and certifications necessary to perform the type of work being requested. (4 pages maximum) Reference Proiects — Provide a listing of reference projects similar in size and scope to the project proposed in this RFP. Describe the nature of your firm's scope of work on each reference project. Particular emphasis should be placed on innovative, sustainable, and cost-effective solutions that were provided. Indicate which key personnel were involved in each reference project and describe their role. (4 pages maximum) Request for Qualifications City Park Pool Page 5 of 7 Project Approach — A description of anticipated project approach, including technical and management factors that will lead to a successful project. Respondents are encouraged to use this section of the submittal to address unique understanding, knowledge and/or abilities of the firm as they apply to the proposed project. Competitive advantages or special capabilities of project teams should be highlighted in this section. (2 pages maximum) Estimate of Resources — Based on your understanding of the scope of work required, provide a preliminary estimate of the firm's resources, including an estimated fee and schedule, that will be dedicated to the project. This can be in a form of your choosing but should clearly convey a sense of the amount of effort and resources you believe will be required for the project. (1 page) Additionally, provide a preliminary estimate, as a percentage of the estimated construction, for potential future design, bidding and construction phase services. Conflicts of Interest — Section 362.5 of the Iowa Code prohibits a City officer or employee from having an interest in a contract with the City. No employee or officer of the City, which includes members of the City Council and City boards and commissions, may have an interest, either direct or indirect, in any consultant agreement, that does not fall within the exceptions to said statutory provision enumerated in Section 362.5 Identify any relationship that has existed, or presently exists with the City of Iowa City, its staff or members of the City Council and city boards and commissions that may interfere with fair competition or may be a possible conflict of interest for either party. If no relationship has existed or does not presently exist, Consultant shall make that statement in their submittal (companies are subject to disqualification on the basis of any potential for conflict of interest as determined by the City of Iowa City). Contract Documents The Consultant selected to provide engineering and design services will be required to enter into a written consultant agreement with the City of Iowa City. A sample consultant agreement is included in Appendix A. In addition, the selected consultant will be required to submit a completed copy of the City of Iowa City Wage Theft Affidavit, included in Appendix B, and meet the City's Contract Compliance requirements as included in Appendix C. Any objections to the City's agreement (Appendix A), Wage Theft Policy (Appendix B) and/or Contract Compliance (Appendix C) language shall be documented in the submittal and will be considered in evaluating submittals. Reservations The City reserves the right to reject any and all submittals; waive formalities, technical requirements and/or deficiencies; or to solicit for new or additional responses it deemed to be in the best interests of the City. In addition, the City reserves the right to further negotiate with one or more firms of its choice, if such negotiations better serve the City's interest. The City reserves the right to negotiate a contract that covers all or selected parts of the proposal, key project team members, and sub -consultants. Submittal Instructions and Deadline Submittals must be submitted electronically to the City's website at www.icgov.org/citvparkpoolRFQ. Request for Qualifications City Park Pool Page 6 of 7 Submittals must be complete and uploaded to the website in their entirety before 4:00 p.m. (CST) on Friday, April 14, 2022. Submittals should include one (1) electronic (PDF) copy of the submittal. Hard copies or faxed submittals will not be accepted. Late submittals will not be evaluated. The City may reject any or all submittals in its sole discretion. Additional Resources • 2022 Recreation Facilities and Program Master Plan • Sample of Public Input Relating to City Park Pool Received During 2022 Master Plan • Minutes of Park & Recreation Commission and City Council Discussions Regarding City Park Pool • Plans of City Park Pool? • Plans from City Park Pool Wading Pool Renovations? • Terracon Report Inquiries Inquiries to clarify the requirements of the RFQ must be in writing, and can be directed to Ben Clark, PE, ben-clark@iowa-citv.org. All inquiries must be made no later than March 31, 2023. All questions received, including responses, will be posted to the City's website at www.icgov.org/cityparkpooIRF4. Requests for meetings with individual consultants will not be accepted. Distribution List 'NNUhhh, 1"l Request for Qualifications City Park Pool Page 7 of 7 Appendix A Consultant Agreement Consultant Agreement This Agreement, made and entered into this day of by and between the City of Iowa City, a municipal corporation, hereinafter referred to as the City and , of , hereinafter referred to as the Consultant. Brief Project Description Beginning with "Whereas" Now Therefore, it is agreed by and between the parties hereto that the City does now contract with the Consultant to provide services as set forth herein. I. Scope of Services Consultant agrees to perform the following services for the City, and to do so in a timely and satisfactory manner. Describe Scope of Services II. Time of Completion The Consultant shall complete the following phases of the Project in accordance with the schedule shown. Present Schedule of Services III. Compensation for Services Describe Compensation IV. General Terms A. The Consultant shall not commit any of the following employment practices and agrees to prohibit the following practices in any subcontracts. To discharge or refuse to hire any individual because of their race, color, religion, sex, national origin, disability, age, marital status, gender identity, or sexual orientation. 2. To discriminate against any individual in terms, conditions, or privileges of employment because of their race, color, religion, sex, national origin, disability, age, marital status, gender identity, or sexual orientation. Appendix A — Consultant Agreement Page 1 of 4 B. Should the City terminate this Agreement, the Consultant shall be paid for all work and services performed up to the time of termination. However, such sums shall not be greater than the "not -to -exceed" amount listed in Section III. The City may terminate this Agreement upon seven (7) calendar days' written notice to the Consultant. C. This Agreement shall be binding upon the successors and assigns of the parties hereto, provided that no assignment shall be without the written consent of all Parties to said Agreement. D. It is understood and agreed that the retention of the Consultant by the City for the purpose of the Project shall be as an independent contractor and shall be exclusive, but the Consultant shall have the right to employ such assistance as may be required for the performance of the Project. E. It is agreed by the City that all records and files pertaining to information needed by the Consultant for the project shall be available by said City upon reasonable request to the Consultant. The City agrees to furnish all reasonable assistance in the use of these records and files. F. It is further agreed that no Party to this Agreement shall perform contrary to any state, federal, or local law or any of the ordinances of the City of Iowa City, Iowa. G. At the request of the City, the Consultant shall attend meetings of the City Council relative to the work set forth in this Agreement. Any requests made by the City shall be given with reasonable notice to the Consultant to assure attendance. H. The Consultant agrees to furnish, upon termination of this Agreement and upon demand by the City, copies of all basic notes and sketches, charts, computations, and any other data prepared or obtained by the Consultant pursuant to this Agreement without cost, and without restrictions or limitation as to the use relative to specific projects covered under this Agreement. In such event, the Consultant shall not be liable for the City's use of such documents on other projects. The Consultant agrees to furnish all reports, specifications, and drawings with the seal of a licensed professional as required by Iowa law. J. The City agrees to tender the Consultant all fees in a timely manner, excepting, however, that failure of the Consultant to satisfactorily perform in accordance with this Agreement shall constitute grounds for the City to withhold payment of the amount sufficient to properly complete the Project in accordance with this Agreement. K. Should any section of this Agreement be found invalid, it is agreed that the remaining portion shall be deemed severable from the invalid portion and continue in full force and effect. Original contract drawings shall become the property of the City. The Consultant shall be allowed to keep reproducible copies for the Consultant's own filing use. M. Fees paid for securing approval of authorities having jurisdiction over the Project will be paid by the City. Appendix A — Consultant Agreement Page 2 of 4 N. Upon signing this Agreement, Consultant acknowledges that Section 362.5 of the Iowa Code prohibits a City officer or employee from having an interest in a contract with the City, and certifies that no employee or officer of the City, which includes members of the City Council and City boards and commissions, has an interest, either direct or indirect, in this Agreement, that does not fall within the exceptions to said statutory provision enumerated in Section 362.5. O. Indemnification To the full extent permitted by law, Consultant agrees to defend, indemnify, and hold harmless the City against any and all claims, demands, suits, loss, expenses, including attorney's fees, and for any damages which may be asserted, claimed or recovered against or from the City by reason of personal injury, including bodily injury or death, and property damages, including loss of use thereof, caused by Consultant's negligent acts, errors or omissions in performing the work and/or services provided by Consultant to the City pursuant to the provisions of this Agreement. Consultant assumes full responsibility for any and all damage or injuries which may result to any person or property by reason of Consultant's negligent acts, errors or omissions in connection with the work and/or services provided by Consultant to the City pursuant to this Agreement, and agrees to pay the City for all damages caused to the City's premises resulting from the negligent acts, errors or omissions of Consultant. The Consultant's obligation to indemnify the City shall not include the obligation to indemnify, hold harmless, or defend the City against lability, claims, damages, losses, or expenses, including attorney fees, to the extent caused by or resulting from the negligent act, error, or omission of the City. For purposes of this paragraph, the term "Consultant" means and includes the Consultant, its officers, agents, employees, sub -consultants, and others for whom Consultant is legally liable, and the term "City" means and includes the City of Iowa City, Iowa its Mayor, City Council members, employees, and volunteers. P. Insurance The Consultant agrees at all times material to this Agreement to have and maintain professional liability insurance covering the Consultant's liability for the Consultant's negligent acts, errors and omissions in the sum of $1,000,000 Per Claim, $1,000,000 Annual Aggregate, or a $1,000,000 Combined Single Limit. To the fullest extent permitted by applicable state law, a Waiver of Subrogation Clause (endorsement) shall be added. Consultant agrees to provide the City a certificate of insurance evidencing that all coverages, limits and endorsements required herein are maintained and in full force and effect, and certificates of Insurance shall provide a minimum thirty (30) day endeavor to notify, when available by Consultant's insurer. If the Consultant receives a non -renewal or cancellation notice from an insurance carrier affording coverage required herein, or receives notice that coverage no longer complies with the insurance requirements herein, Consultant agrees to notify the City within five (5) business days with a copy of the non -renewal or cancellation notice. Appendix A — Consultant Agreement Page 3 of 4 Q. Standard of Care The Consultant shall perform services for, and furnish deliverables to, the City pertaining to the Project as set forth in this Agreement. The Consultant shall possess a degree of learning, care and skill ordinarily possessed by reputable professionals, practicing in this area under similar circumstances. The Consultant shall use reasonable diligence and professional judgment in the exercise of skill and application of learning. Consultant represents that the Services and all its components shall be free of defects caused by negligence; shall be performed in a manner consistent with the standard of care of other professional service providers in a similar Industry and application; shall conform to the requirements of this Agreement; and shall be sufficient and suitable for the purposes expressed in this Agreement. All provisions of this Agreement shall be reconciled in accordance with the generally accepted standards of the Engineering Profession. Consultant's obligations under this Section shall exist without regard to, and shall not be construed to be waived by, the availability or unavailability of any insurance, either of City or Consultant. R. There are no other considerations or monies contingent upon or resulting from the execution of this Agreement, it is the entire Agreement, and no other monies or considerations have been solicited. S. This Agreement shall be interpreted and enforced in accordance with the laws of the State of Iowa. Any legal proceeding instituted with respect to this Agreement shall be brought in a court of competent jurisdiction in Johnson County, Iowa. The parties hereto hereby submit to personal jurisdiction therein and irrevocably waive any objection as to venue therein, including any argument that such proceeding has been brought in an inconvenient forum. For the City By: Title: Date: Attest: For the Consultant By: Title: Date: Approved by: City Attorney's Office Date Appendix A— Consultant Agreement Page 4 of 4 Appendix B Wage Theft Policy Wage Theft Policv It is the policy of the City of Iowa City, as expressed by City Council Resolution No. 15-364 adopted on November 10, 2015, not to enter into certain contracts with, or provide discretionary economic development assistance to, any person or entity (including an owner of more than 25% of the entity) who has admitted guilt or liability or been adjudicated guilty or liable in any judicial or administrative proceeding of committing a repeated or willful violation of the Iowa Wage Payment Collection law, the Iowa Minimum Wage Act, the Federal Fair Labor Standards Act or any comparable state statute or local ordinance, which governs the payment of wages, for a period of five (5) years from the date of the last conviction, entry of plea, administrative finding or admission of guilt. (hereinafter "Wage Theft Policy") Application. The Wage Theft Policy applies to the following: Contracts in excess of $25,000 for goods, services or public improvements. Contracts for discretionary economic development assistance. "Discretionary" economic development assistance shall mean any economic development assistance provided by the City of Iowa City that is not required by law. Exceptions. The Wage Theft Policy does not apply to emergency purchases of goods and services, emergency construction or public improvement work, sole source contracts excepted by the City's purchasing manual, cooperative/piggyback purchasing or contracts with other governmental entities. III. Affidavit. The contracting entity must complete the attached affidavit showing compliance with the Wage Theft Policy and provide it to the Contracting Department prior to the execution of the contract. Contract provision: Any contract to which this policy is applicable will include the following contract provision: If the City becomes aware that a person or entity (including an owner of more than 25% of the entity) has admitted guilt or liability or been adjudicated guilty or liable in any judicial or administrative proceeding of committing a repeated or willful violation of the Iowa Wage Payment Collection law, the Iowa Minimum Wage Act, the Federal Fair Labor Standards Act or any comparable state statute or local ordinance, which governs the payment of wages, within the five (5) year period prior to the award or at any time after the award, such violation shall constitute a default under the contract. IV. Waivers. If a person or entity is ineligible to contract with the City as a result of the Wage Theft Policy it may submit a request in writing indicating that one or more of the following actions have been taken: There has been a bona fide change in ownership or control of the ineligible person or entity; Disciplinary action has been taken against the individual(s) responsible for the acts giving rise to the violation(s); C. Remedial action has been taken to prevent a recurrence of the acts giving rise to the disqualification or default; or Appendix B— Wage Theft Policy Page 1 of 3 Other factors that the person or entity believes are relevant. The City Manager or Designee shall review the documentation submitted, make any inquiries deemed necessary, request additional documentation if warranted and determine whether a reduction in the ineligibility period or waiver is warranted. Should the City Manager or Designee determine that a reduction or waiver of the ineligibility period is warranted the City Manager or Designee shall make such recommendation to the City Council. The City Council will make a final decision as to whether to grant a reduction or waiver. Appendix B —Wage Theft Policy Page 2 of 3 WAGE THEFT AFFIDAVIT I, , certify under penalty of perjury and pursuant to the laws of the State of Iowa that the following is true and correct: am the this affidavit on behalf ownership interest in sai d [position] of ["contracting entity'] and have the authority to execute of said contracting entity and any person or entity with an contracting entity of more than 25%. Neither ["contracting entity'] nor any person or entity with an ownership interest of more than 25% of said contracting entity has been adjudicated guilty or liable in any judicial or administrative proceeding of committing a repeated or willful violation of the Iowa Wage Payment Collection law, the Iowa Minimum Wage Act, the Federal Fair Labor Standards Act or any comparable state statute or local ordinance, which governs the payment of wages in the last 5 years. Signature Appendix B— Wage Theft Policy Page 3 of 3 Appendix C Contract Compliance CONTRACT COMPLIANCE SECTION I - GENERAL POLICY STATEMENT It is the policy of the City of Iowa City to require equal employment opportunity in all City contract work. This policy prohibits discrimination by the City's contractors, consultants and vendors and requires them to ensure that applicants seeking employment with them and their employees are treated equally without regard to age, color, creed, disability, gender identity, marital status, national origin, race, religion, sex, or sexual orientation. It is the City's intention to assist employers, who are City contractors, vendors or consultants, in designing and implementing equal employment opportunity so that all citizens will be afforded equal accessibility and opportunity to gain and maintain employment. PROVISIONS: All contractors, vendors, and consultants requesting to do business with the City must submit an Equal Opportunity Policy Statement before the execution of the contract. All City contractors, vendors, and consultants with contracts of $25,000 or more (or less if required by another governmental agency) must abide by the requirements of the City's Contract Compliance Program. Emergency contracts may be exempt from this provision at the discretion of the City. Regardless of the value of the contract, all contractors, vendors, and consultants are subject to the City's Human Rights Ordinance, which is codified at Article 2 of the City Code. Contracting departments are responsible for assuring that City contractors, vendors, and consultants are made aware of the City's Contract Compliance Program reporting responsibilities and receive the appropriate reporting forms. A notification of requirements will be included in any request for proposal and notice of bids. Prior to execution of the contract, the completed and signed Assurance of Compliance (located on 0520 — Pages 2 and 3) or other required material must be received and approved by the City. 5. Contracting departments are responsible for answering questions about contractor, consultant and vendor compliance during the course of the contract with the City. All contractors, vendors, and consultants must refrain from the use of any signs or designations which are sexist in nature, such as those which state "Men Working" or "Flagman Ahead," and instead use gender neutral signs. All contractors, vendors, and consultants must assure that their subcontractors abide by the City's Human Rights Ordinance. The City's protected classes are listed at Iowa City City Code section 2-3-1. Appendix C—Contract Compliance Page 1 of 6 SECTION II -ASSURANCE OF COMPLIANCE The following sets forth the minimum requirements of a satisfactory Equal Employment Opportunity Program which will be reviewed for acceptability. PLEASE RETURN PAGES 2 THROUGH 3 OF THIS SECTION TO THE CONTRACTING DEPARTMENT PRIOR TO THE EXECUTION OF THE CONTRACT. With respect to the performance of this contract, the contractor, consultant or vendor agrees as follows: (For the purposes of these minimum requirements, "contractor" shall include consultants and vendors.) The contractor will not discriminate against any employee or applicant for employment and will take affirmative efforts to ensure applicants and employees are treated during employment without regard to their age, color, creed, disability, gender identity, marital status, national origin, race, religion, sex, or sexual orientation. Such efforts shall include, but not be limited to the following: employment, promotion, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. 2. The contractor will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that it is an equal opportunity employer. Note: Contracts that are federally funded are subject to Executive Order No. 11246, as amended, and the regulations (see generally 29 U.S.C. § 1608 et seq.) and relevant orders of the U.S. Secretary of Labor. The Secretary of Labor, and not the City, enforces said regulations and orders. 3. Provide a copy of your written Equal Employment Opportunity policy statement. Where is this statement posted? 4. What is the name, telephone number and address of your business' Equal Employment Opportunity Officer? (Please print) Phone Number Street Address City, State, Zip Code Appendix C— Contract Compliance Page 2 of 6 5. The undersigned agrees to display, in conspicuous places at the work site, all posters required by federal and state law for the duration of the contract. NOTE: The City can provide assistance in obtaining the necessary posters. How does your business currently inform applicants, employees, and recruitment sources (including unions) that you are an Equal Employment Opportunity employer? The above responses are true and correctly reflect our Equal Employment Opportunity policies. Business Name Signature Print Name Appendix C—Contract Compliance Page 3 of 6 Phone Number Title Date SECTION III - SUGGESTED STEPS TO ASSURE EQUAL EMPLOYMENT OPPORTUNITIES COMPANY POLICY Determine your company's policy regarding equal employment opportunities. Document the policy and post it in a conspicuous place so that it is known to all your employees. Furthermore, disseminate the policy to all potential sources of employees and to your subcontractors asking their cooperation. The policy statement should recognize and accept your responsibility to provide equal employment opportunity in all your employment practices. In regard to dissemination of this policy, this can be done, for example, through the use of letters to all recruitment sources and subcontractors, personal contacts, employee meetings, web page postings, employee handbooks, and advertising. EQUAL EMPLOYMENT OPPORTUNITY OFFICER Designate an equal employment opportunity officer or, at minimum, assign someone the responsibility of administering and promoting your company's Equal Employment Opportunity program. This person should have a position in your organization which emphasizes the importance of the program. INSTRUCT STAFF Your staff should be aware of and be required to abide by your Equal Employment Opportunity program. All employees authorized to hire, supervise, promote, or discharge employees or are involved in such actions should be trained and required to comply with your policy and the current equal employment opportunity laws. RECRUITMENT (a) Let potential employees know you are an equal opportunity employer. This can be done by identifying yourself on all recruitment advertising as "an equal opportunity employer". (b) Use recruitment sources that are likely to yield diverse applicant pools. Word-of-mouth recruitment will only perpetuate the current composition of your workforce. Send recruitment sources a letter annually which reaffirms your commitment to equal employment opportunity and requests their assistance in helping you reach diverse applicant pools. (c) Analyze and review your company's recruitment procedures to identify and eliminate discriminatory barriers. (d) Select and train persons involved in the employment process to use objective standards and to support equal employment opportunity goals. (e) Review periodically job descriptions to make sure they accurately reflect major job functions. Review education and experience requirements to make sure they accurately reflect the requirements for successful job performance. (f) Review the job application to insure that only job related questions are asked. Ask yourself "Is this information necessary to judge an applicant's ability to perform the job applied for?" Only use job -related tests which do not adversely affect any particular group of people. (g) Monitor interviews carefully. Prepare interview questions in advance to assure that they are only job related. Train your interviewers on discrimination laws. Appendix C — Contract Compliance Page 4 of 6 Biased and subjective judgments in personal interviews can be a major source of discrimination. (h) Improve hiring and selection procedures and use non -biased promotion, transfer and training policies to increase and/or improve the diversity of your workforce representation. Companies must make sure procedures for selecting candidates for promotion, transfer and training are based upon a fair assessment of an employee's ability and work record. Furthermore, all companies should post and otherwise publicize all job promotional opportunities and encourage all qualified employees to bid on them. For your information is a copy of Section 2 — 3 — 1 of the Iowa City Code of Ordinances which prohibits certain discriminatory practices in employment can be found at: http://www.sterlingcodifiers.com/codebook/index.php?book id=953. Please note that the protected characteristics include some not mandated for protection by Federal or State law. As a contractor, consultant or vendor doing business with the City of Iowa City you are required to abide by the provisions of the local ordinance in conjunction with your performance under a contract with the City. Appendix C—Contract Compliance Page 5 of 6 SAMPLE: EQUAL EMPLOYMENT OPPORTUNITY POLICY To all employees of This Company and its employees shall not discriminate against any employee or applicant for employment based on his or her age, color, creed, disability, gender identity, marital status, national origin, race, religion, sex, or sexual orientation. The anti -discrimination policy extends to decisions involving hiring, promotion, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. Further, this Company and its employees will provide a working environment free from such discrimination. All employees are encouraged to refer minority and women applicants and applicants with disabilities for employment. The Equal Employment Opportunity Officer for the is: Name: Address: Telephone: NOTE: This is a SAMPLE ONLY. You may wish to confer with your EEO officer or legal counsel to formulate a policy which specifically meets the needs of your company. Appendix C— Contract Compliance Page 6 of 6 CIT), of lolvA Crl ), TO: Parks & Recreation Commission FROM: Juli Seydell Johnson, Director of Parks & Recreation DATE: March 3, 2023 RE: Agenda Item 7 Consider Recommendation to Remove Parks & Recreation Commission Member Due to Unexplained Absences This item is for the Commission to consider making a recommendation to the City Council to remove Boniface Penandjo Lemoupa from the Parks and Recreation Commission. He has not attended a Commission meeting in the past year, with unexplained absences for the last three meetings. City staff has not received email or phone responses from Penandjo Lemoupa since September 2022. His term is through December 31, 2023. Article III, Section 3 of the Parks & Recreation Commission bylaws provides that three consecutive unexplained absences of a member may result in the Commission's recommendation to Council to remove the member. This recommendation would require a motion, second and a vote. PARKS AND RECREATION ATTENDANCE RECORD NAME N N N N N N N N N N N N N N N N N N N N M N M N 36 TERM N M R V r 00 O O N ti N EXPIRES Missie 12/31/25 NM X X O/E X X X X X NM X O/E Forbes Alex 12/31/24 NM X X X X X X X X NM X X Hachtman Rachel 12/31/26 * * * * * * * * X X McPherson Doloris 12/31/26 * * * * * * * * * * X X Mixon Connie 12/31/25 * * * X X X X NM X X Moore Brian 12/31/25 NM O/E X X X O/E X X X NM X X Morelli Christopher 12/31/24 NM X O/E X O/E X O/E O/E O/E NM X O/E Odinet Boniface 12/31/23 NM X O O/E O O/E O/E O O NM O O Penandjo Lemou a Melissa 12/31/23 NM X X X X X X X X NM X X Serenda KEY: X = Present O = Absent O/E = Absent/Excused NM = No meeting LQ = No meeting due to lack of quorum * = Not a member during this meeting I► , CIT), of lolvA Crl ), TO: Parks & Recreation Commission FROM: Juli Seydell Johnson, Director of Parks & Recreation DATE: March 3, 2023 RE: Agenda Item 8 Election of Commission Vice Chair Commission Vice Chair, Chris Odinet, has submitted his resignation due to upcoming travel and a temporary relocation out of state. This has been submitted to the City Clerk who will start the process for new applications and eventual appointment of a new member by the City Council. Since Chris was the Vice Chair, the Commission needs to elect a new Vice Chair. CIT), of lolv.A Crl ), TO: Parks & Recreation Commission FROM: Juli Seydell Johnson, Director of Parks & Recreation DATE: March 3, 2023 RE: Updated Swimming Pool Attendance Reports As discussed at the February 8, 2023 Commission meeting, amended attendance counts for Robert A. Lee Pool for the months of August 2022 —January 2023 are included in this packet. Staff has revised the reports to include pool pass check -ins that occurred in the 30 minutes before the open hours of the pool. Swimmers had occasionally not been included in the report due to the timing of their check -in at the Customer Service counter. 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The contract will include 296 trees with 206 located in the Whispering Meadows neighborhood and 90 located at infill sites around the city. • Staff is evaluating contractor proposals for natural area restoration projects in Hickory Hill, Camp Cardinal, and Benton Hill Parks. • Purchase of a new small aerial truck is ready for council approval. This truck is capable of fitting into tighter areas and provides the ability to split into two separate forestry crews to accomplish more simultaneous work. • Seasonal hourly hiring is in full swing with over 1/2 of our positions filled for the coming season. • Staff has been constructing new ADA accessible raised garden plots to be placed at Chadek Green Park. A total of 6 raised plots will be available for this season. • Athletic fields, horticulture, and forestry staff have recently attended educational conferences to learn about new trends and research in their fields. • Multiple staff have recently tested to obtain Certified Playground Safety Inspector, Certified Arborist, and Certified Pesticide Applicator credentials. Recreation: • Full-time staff have been using direction from the recreation master plan to strategize goals and objectives for the division. • Staff are planning for summer programs and events and working on getting proper staffing in place. • Staff will be attending and presenting sessions at the Iowa Parks and Recreation Conference at the end of March. Iowa City Parks and Recreation Commission Packet I City of Iowa City Facilities: • As of this past weekend the Facilities team are fully staffed again, our part-time weekend position started training in mid -February. • Staff are working on procurement, bid documents and contracting work for both formal and informal projects for the 2023 construction season. Cemetery: • Equipment repair and maintenance projects between snow events. • Working on interviews for seasonal hires. • Working on a longevity report for availability of lots (Monument/Flush/Niche) in Oakland Cemetery. Top Staff Issues Parks • We are currently hiring a Forestry Maintenance Worker 1 and will be short staffed until the position is filled. Recreation • Applications for hourly staff positions have been slower to come in; staff is promoting through alternative sources where possible. • Illnesses have been detrimental to attendance for full-time and hourly staff positions. Facilities • Staff are continuing to tackle winter projects and repairs, including purchasing and storing the required paint for the pool shell and grates for City Park Pool (prepping for Spring!). • Other spring projects are on the horizon, such as replacing roofing on the H2O building at TTRA and the Mercer Aquatic ADA paving and LED lighting replacement project will go out to bid in Spring. • The snow events and recent cold temperatures has continued to keep staff on their toes with snow removal and continuing to address heating systems and working to adjust to keep staff and patrons comfortable. • Covid and other illness continue to impact custodial and maintenance staff availability. Cemetery: • Staff will be spending time picking up fallen limbs around the cemetery. • Ground repair for rut marks around to cemetery will be a priority. 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Reply g XVAC sMm for City ttll !MiwilM.ylrce 540AMN hrntraeapndy j mi. and bww loom ImM.Wr j l Noll efficient v«ifeafner i50MM'"nes Iowa City Parks and Recreation Commission Packet I City of Iowa City Oakland Cemetery FY 23 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 $3,270.00 $4,456.00 5 6.4 $3,310.00 $3,342.00 $6,580.00 $7,798.00 August $13,782.50 $5,962.50 10 6.6 $5,877.50 $3,890.00 $19,660.00 $9,852.50 Sept $3,062.50 $10,001.75 7 8.0 $2,995.00 $4,867.25 $6,057.50 $14,869.00 Oct $3,822.50 $14,012.50 4 6.6 $1,472.50 $3,925.00 $5,295.00 $17,937.50 Nov $8,785.00 $4,620.50 7 6.6 $5,370.00 $3,760.50 $14,155.00 $8,381.00 Dec $1,312.50 $3,046.00 11 4.6 $6,665.00 $2,744.00 $7,977.50 $5,790.00 Jan $3,987.50 $4,108.00 7 4.0 $3,152.50 $2,894.50 $7,140.00 $7,002.50 Feb $7,530.00 $2,408.00 3 4.2 $3,197.50 $3,009.00 $10,727.50 $5,417.00 March April May June Totals $45,552.50 $48,615.25 54 47 $32,040.00 $28,432.25 $77,592.50 $77,047.50 Iowa City Parks and Recreation Commission Packet I City of Iowa City