HomeMy WebLinkAbout10-27-2023 Parks & Recreation Commission Work SessionIowa City
Parks and Recreation Commission
Work Session
Friday, October 27, 2023
11:00 a.m.
Parks &.�"
Recreation
Mercer Park Aquatic Center & Scanlon Gym — Proctor & Gamble Room
2701 Bradford Drive, Iowa City, IA 52240
This is a work session for the City Park Pool Project. Regular agenda items will be held until the November 8,
2023, Parks and Recreation Commission Meeting. There will be no public comment at this work session.
Written comments submitted to parksondrecreation@iowa-city.org prior to 5 p.m. on Wednesday, October
25, 2023, will be distributed to the Commission in advance of the meeting.
AGENDA
ITEM 1 CALL TO ORDER
ITEM 2 CITY PARK POOL PROJECT FOCUS GROUP — City Park Pool Consulting Group
ITEM 3 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 orggotero@iowo-city.org.
Early requests are strongly encouraged to allow sufficient time to meet your access needs.
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Iowa City Parks & Recreation Commission Packet
October 2023
Upcoming Events
• Farmers Market; May 6— October 28 (Saturdays only), 7.30 am —Noon Chauncey Swan Parking Ramp
• Holiday Market; November 11, December 16,, 8 am — Noon, RAL
• Open Skate (series) —Saturdays; 3-5 pm (Beginner level), 5:30-7:30 pm (all ages and abilities); RAL
• Sensory Saturdays (series) — Saturdays; various afternoon times; Robert A. Lee Recreation Center
• Mental Health Celebration — October 14, 2-30-5:30 pm; Robert A. Lee Recreation Center
• Halloween Events
o Teen Tree House of Horrors Halloween Dance —October 20, 5:30-7.30 pm; Scanlon Gym
o Haunted Nature Walk —October 20, 7.30-9pm, North Hickory Hill
o Floating Pumpkin Patch —October 21, 10-11 am; Robert A. Lee Recreation Center
o Roller Skating Costume Party —October 21, 3-7.30 pm, Robert A. Lee Recreation Center
o Campfire Creep Out —October 21,8-10pm;Ned Ashton House
o Halloween Carnival —October 27, 5:30-7:30 pm; Robert A. Lee Recreation Center
o Halloween at the Market —October 28, 9 am —Noon; Chauncey Swan Parking Ramp
o Tot Monster Mash —October 31, 9-30-11:30 am; Mercer Park Aquatic Center
Notable from Parks & Recreation Staff
Parks:
• Fall tree planting is mostly complete. We had a successful volunteer planting event with help from the
Kiwanis Club and affiliates planting at Hunter's Run Park and the contracted right-of-way plantings are
well underway.
• Staff have been busy watering newly planted trees and all trees planted in the last 1-2 years.
• Construction on the Happy Hollow and Kiwanis Park improvement projects continues. Construction at
North Hickory Hill for the new restroom and shelter is also underway.
• Tree removal and pruning has occurred at the Ashton House to remove trees and limbs that were in
decline. Project Green was consulted on this project.
• Staff is busy with fall grass seeding and aeration projects.
• Fall athletic field events have been going well including cross-country meets at Kicker's Soccer Complex.
• The budgeting process is underway as we prepare for FY25.
Iowa City Parks and Recreation Commission Packet I City of Iowa City
Recreation:
• Staff have been busy putting together a number of larger events this fall, including several Halloween
events, Kids Market at the Iowa City Farmers Market, Get Outside! Rec Fest event, and Indigenous Peoples
Day Celebration.
• Staff have been working on preparation of the FY25 budget and next season's activity guide.
Facilities:
• With the addition of our new Robert A. Lee employee Debra Rundlett and Jeff Davis moving over to the
Senior Center this past month, our Facilities division is now fully staffed.
• Facilities are in the process of going through yearly checks for fire alarms and RPZs this month.
• The Mercer Front Entry and Lighting project is almost complete with some smaller close out items left to do
on the punch list.
Cemetery:
• Staff is working on trimming up some of the shrubs and bushes around the cemetery.
Top Staff Issues
Parks
• Drought continues to be the biggest issue.
Recreation
• Staff illnesses have impacted program routines.
Facilities
• Aquatics Maintenance staff continues to work on winterizing of the outdoor pool areas. The Ped Mall
Fountain will be closing later this month.
• HVAC maintenance is preparing systems to be changed over to fall mode. In preparation for this, boilers
will be prepped, and filters and belts will be changed.
Cemetery:
• Mowing and trimming is slowing due to dry conditions.
• Staff has been busy with watering sod, flowers and trees due to the dry conditions.
Iowa City Parks and Recreation Commission Packet I City of Iowa City
Oakland
Cemetery
FY 24 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
$6,750.00
$4,550.00
3
6.6
$2,642.50
$3,504.00
$9,392.50
$8,054.00
August
$7,875.00
$7,039.00
7
7.0
$2,672.50
$4,321.50
$10,547.50
$11,360.50
Sept
$7,860.00
$7,624.25
7
7.8
1 $3,085.00
$4,741.25
$10,945.001
$12,365.50
Oct
Nov
Dec
Jan
Feb
March
April
May
June
Totals
1 $22,485.00
1 $19,213.25
17
21.4
$8,400.00
$12,566.75
$30,885.00
$31,780.00
Iowa City Parks and Recreation Commission Packet I City of Iowa City
Public Comments
Mitzi Read, Iowa City
October 27, 2023
Parks and Rec Commission Meeting
Dear Commissioners,
I submit these comments for the October 27, 2023, Iowa City Parks & Rec Commission meeting and
have asked that they be included in your agenda packet.
I would again like to thank you for your efforts to ensure the community is fairly represented in
decisions affecting our parks and recreation opportunities. I would also like to specifically thank you for
your time and consideration regarding the future of aquatics facilities and services because they have a
significant impact on access to our community's resources for long-term health and wellbeing.
As some of you know, my family recently invested our entire future in the promise of Iowa City as a
place of fairness and compassion, where truth is not only treasured, but expected. It is understandable
that there may be some fatigue from the level of effort required to review and reflect upon the
aquatics -related information presented. I too, wish it was not necessary. The year -long efforts to
advocate for accurate reporting of pool use are made even more disheartening knowing that none of it
would be necessary if the Parks & Rec (Department) was providing accurate information, or at the very
least, correcting it after being made aware of its flaws. I am deeply saddened that the implicit trust I
once had has been irreparably damaged by this experience in a community where it was least expected.
A reflection of the foundation of this broken trust can be seen in several statements made by Parks &
Rec Director Juli Seydell Johnson during the September 13, 2023, Parks and Rec Commission meeting.
In response to a public comment asking the Commission to insist the Department provide accurate
pool use data and correct past errors and omissions, the Director pointed out that in a recent
memo regarding Fall pool hours, both the Department's numbers and those provided by the
community were included, saying "you had both numbers side -by -side."
This statement appears to imply that somehow the Department is absolved of its responsibilities by
providing their incomplete and inaccurate accounting of pool use alongside a partial list of their
omissions and errors, discovered by and at the expense of the community members it serves.
• When asked to explain the history and reasons for tracking pool use, the Director described that a
"group of residents are counting every day and reporting their numbers." She went on to say that
among the many reasons the numbers are different is because, "Some of it is what they're
counting; we don't count staff in the water."
The first statement is a continuing, gross mischaracterization by the Department, as they are well -
aware community members do not possess or report comprehensive pool use. Volunteers record
intermittent in -person observations to count people entering the pool, as one of several methods used
to identify omissions in reported pool data, and these observations are only referenced in monthly pool
data analyses in specific instances where pool use is proven to be underreported.
The second description, implying that community members are overrepresenting pool use by counting
staff members, is offered despite written community comments and analyses clearly stating that
identified omissions do not include on -duty staff and that formal staff training events are included as
essential pool use that would require pool space elsewhere if RAL was not available.
Public Comments, Mitzi Read, Iowa City
October 27, 2023, Parks and Rec Commission Meeting
• The Director then declared, "We don't dispute their numbers."
I find this statement most interesting, since the Department makes no effort to even acknowledge
community -identified omissions and errors, let alone correct them. I can only speculate that by
abstaining from a "dispute," the Department is attempting to rationalize ignoring the community's
findings entirely, including obvious miscalculations due to math and formula errors as well as hidden
data and input mistakes.
• Asa final synopsis, the Director explained, "We just say they're counting differently than we're
counting."
This statement exemplifies the dismissive and evasive responses that perpetuate community concerns
and drive individuals like me to continue speaking out despite significant personal costs.
To illustrate how community -led monthly pool data analysis is conducted, I refer to the many pictorial
examples provided to the Commission, like the one presented at the September 13th Commission
meeting, where 63 community members are shown, whose pool use during the 3-hour $2 Swim on July
16, 2023, was confirmed via security video footage. The Department reported only 40 pool admissions
for the event. Since no valid justification is provided for omitting 23 community members who used the
pool during the three-hour period, it seems the only meaningful interpretation of the Director's
statement is that the Department's method of counting attempts to represent pool use by recording
pool admissions via pass scans, fee payments, and registrations; while community members use the
tools available to them to confirm the actual number of individuals who use the pool.
While the Department's chosen method to account for pool use forces the public to use indirect
methods to verify reported data, it does not explain orjustify ignoring the thousands of proven
omissions and errors documented in the monthly pool count reports over the last year. Nor does the
Department's failure to take responsibility for these omissions and errors diminish their duty to the
citizens of Iowa City who deserve accuracy, reliability, and transparency from its public agencies. The
Department's continued mischaracterization and outright dismissal of public input creates an
atmosphere of distrust that is a true disservice to us all.
The persistent attempts to justify the recommendation to close the RAL pool due to insufficient
attendance demand the accurate representation of all pool use at RAL. Only when decisions are based
on reliable data and verifiable facts will they serve the true needs and wishes of this community.
As someone who spent a career in the government sector, dedicated to the principles of public service,
I can emphatically say that performing your duties with competence and accuracy is never too much
trouble nor too time consuming; being accountable to those you serve by correcting mistakes that
occur and preventing reoccurrence of those mistakes is essential to establishing and maintaining public
trust; and conducting yourself with integrity and transparency is always the right choice. Please help
our community regain its trust in this process by joining me in excepting nothing less.
Public Comments, Mitzi Read, Iowa City
October 27, 2023, Parks and Rec Commission Meeting 2
Comments to Parks & Rec Commission
Evaluation Summary of Parks & Rec Indoor Swimming Pool Reports for August and September 2023
The following feedback completes a full year of community -led analysis regarding Iowa City aquatics. Since there are many new commission
members, a description is provided of how reported pool use is verified, as well as evaluations of the August and September 2023 Parks & Rec
(Department) pool count reports. This input continues to be provided with the hope that the Department will improve their data collection
methods and correct omissions and errors in past and ongoing monthly pool count reports.
Understanding Reported Pool Use and How Omissions are Identified:
The Department's chosen method to represent pool use is to report pool admissions. Both pool -pass scans and daily admissions are recorded at
the reception desk for open swim and certain recurrent events like $2 Swims. Additional pool admissions are tracked through class and training
rosters, and registration for swim lessons, intermittent events, swim team practices and meets. Unfortunately, the Department's recorded pool
admissions frequently underrepresent the actual number of individual pool users. Common reasons for this include instances when a customer
forgets to scan their pass, when a pass is scanned before or after the RAL pool's open hours but while the rec center is still open (these are
intentionally omitted by the Department), when family/household passes are scanned once to admit multiple individuals, and when scanning
equipment malfunctions, etc.
Since the public cannot directly access Department systems to verify the accuracy of reported pool admissions, community members must
compare the provided data to information independently obtained/purchased through public records requests such as security video footage,
pass usage reports, class/training rosters, and in -person observations. Using these resources, citizens spot check reported pool data to identify
omissions and errors in monthly pool count reports. Omissions are noted when reported admissions are proven to under -count the actual
number of individuals who enter the pool. Identified omissions do not include on -duty staff or non -pool users. The two examples provided on
page 3 illustrate the validation process. Reported admissions for a specific time segment, like a $2 Swim event, are compared to security video
footage documenting individuals who enter the pool. If the number of reported admissions is valid, the pool users verified by video will match.
RAL Pool Counts: In August and September 2023 RAL pool count reports, community volunteers documented 144 omissions that represent
unreported pool use during the evaluated portions of the pool's open hours (see pages 2-5 for detailed analysis and examples).
Mercer Pool Counts: Page 5 illustrates a recurring error where formulas used to calculate the August 2023 "Total using Robert A. Lee Pool Open
Hours" and "Average using Robert A. Lee Pool Open Hours" values include 12 hours of Mercer admissions recorded during hours RAL was
closed. These errors overcalculate Mercer's 'total using RAL hours' by 85 admissions and 'average using RAL hours' by 2 admissions per day.
Spot checks of RAL and Mercer pool count reports from October 2022 through September 2023 have revealed at least:
• 1,025 uncorrected omissions of verified RAL pool use.
2,554 uncorrected under -representations of RAL pool use due to math, input, or formula errors.
413 uncorrected over -representations of Mercer pool use due to math, input, or formula errors.
Community members expect and deserve decisions regarding the future of municipal aquatics in Iowa City to be grounded in facts, which will
only become possible when the Department begins to provide accurate, comprehensive, and transparent information and when all previous
data have been corrected to provide a reliable accounting of past pool use. Thank you for your time and effort to support this shared goal.
COMMUNITY EVALUATION OF PARKS & REC REPORTED DATA —AUGUST 2023
A minimum of 41 omissions were identified in the Robert A. Lee monthly pool report.
Identified omissions represent only a fraction of unreported pool use. Data verification occurs for a portion ofdays/hours and is limited by volunteer availability to conduct
direct observations and ability to obtain/afford relevant data through public information requests (e.g., security video, pass scan reports, attendance/training rosters).
Robert A Lee Recreation Center - Indoor Swimming Pool Totals August 2023
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KEY: BREAKDOWN OF IDENTIFIED OMISSIONS:
Q Pool use omission verified by citizen count or Pool -Pass Scans "Daily Rec Totals' "Event R Count
information obtained via public records request. • Underreported by9 scans Underreported by minimum of 12 participants Underreported bya minimum of20 participants
Q Pool -pass scan omission verified in Pass Usage S2 Swim = 20)
Report (includes auto-debR "punch" passes). Identified omissions represent individuals confirmed to have entered the pool and do not include on -duty staff or non -pool users. 2
0 Pool was closed. Reported zeros are misleading. Staff training events are included as essential pool use that would require pool space elsewhere if RAL was not avai lable.
Examples of Video -Confirmed Omissions in Reported Pool Attendance at RAL-August 2023
Analysis of the 3-hour $2 Swim event at RAIL from 5-8pm on Sunday, 08/13/2023, showed:
21 confirmed pool users. Parks & Rec reports 11.
10 of these verified pool users (nearly half of the total) were not reported for the 3-hour event.
�6 8 9
**************************************************
Analysis of the 3-hour $2 Swim event at RAIL from 5-8pm on Sunday, 08/20/2023, showed:
30 confirmed pool users. Parks & Rec reports 20.
10 of these verified pool users (one third of the total) were not reported for the 3-hour event.
Images from RAL security video of unique individuals confirmed to have entered the pool; obscured to respect privacy.
Identified omissions do not include on -duty staff or non -pool users.
COMMUNITY EVALUATION OF PARKS & REC REPORTED DATA —SEPTEMBER 2023
A minimum of 103 omissions were identified in the Robert A. Lee monthly pool report.
Identified omissions represent only a fraction of unreported pool use. Data verification occurs for a portion of days/hours and is limited by volunteer availability to conduct
direct observations and ability to obtain/afford relevant data through public information requests (e.g., security video, pass scan reports, attendance/training rosters).
Robert A Lee Recreation Center - Indoor Swimming Pool Totals September 2023
Oay
6-Ta
)Ba
b9a
9-lpa
]0-]Ia
1
3-]p
1-xp
Edp
3<p
4-$p
Shp 6-Jp
)Bp
nailV Ne<TMals
Wate<fitness
Swim lessons
EveMpCouM
EwM Name
] Sep
6
$1 d-
2dep
22
4
6
s
1
4
a
40
4
VIDEOVerified=40from5-8p($2Swim)(+2)
3e $2 Swlm
3-Sep
0
44 VIDEO Verified = 73 from 6a-lp (44)
Lessons Training (+6)
-
VIDEO Verified = 69
from 6a-lp (B)
57
14
VIDEO Verified =11 from 5-8p ($2 Swim) (+1)
-
wlm
:Wormy
nul p.rtr
37
wim
-S•P
Lessons Training (+2)
-
fia
ss
Lessons Training (+9)
Lessons Training (+])
we......y
is-seP
so
J
ss
e
s
zz
z
VIDEO Verified=]3 from 6a-lp(A)
No[ including water fitness class.
Lifeguard Training (n3)
ss-xp
13
2
In
J
u
a
4
ss
ss
Sensory Swim
t+Unknown/
°
$x swlm
Sv$2
VIDEOVerified
=9froni
IJ-sep
O
66
4n
swlmm
($25w1m)(+2)
19-Sep
33
J9
Citizen Count = ]pool entries from 8-8:30a (+5)
9-8a""scans do not accountfor notedurraccons.
Lifeguard
Training (+35)
VIDEO VerlRed
= 4 from 5-8p
az
6
3
$x swim
ae
a
s
ae
za
az
21
4�P7
da
6o
$z swims
Usage Report Total =120g; Pass scans omitted (+24) ns Included u this report =1,1g4 (no[ 999)derrepresented by 195 due to input and formula errors)
I Note: park Anoatic Canerodullryw s nosed sepE z
�K•E�Y:: BREAKDOWN OF IDENTIFIED OMISSIONS:
y Pool use omission verified by citizen court or Pool -Pass Scam "Daily Rec Totals" "Event g Count
information obtained via public records request. • Underreportedby24ecans Underreported by minimum of 19 participants a Underreported bya minimum offi0 participants
Q Pool -pass scan omission verified in Pass Usage (52 Swim = 10 1 Training = 50)
CMReport (includes auto -debit "punch" passes). Identified omissions represent individuals confirmed to have entered the pool and do not include on -duty staff or non -pool users. 4
Pool was closed. Reported zeros are misleading. Staff training events are Included as essential pool use that would require pool space elsewhere if PAL was not aval lable.
COMMUNITY EVALUATION OF PARKS & REC REPORTED DATA -AUGUST 2023
Mercer admissions calculated in the "Total using Robert A. Lee Pool Open Hours" and "Average using Robert A. Lee Pool Open Hours" were
overreported by at least
85 because they incorrectly include 12 hours of Mercer admissions recorded during hours the Robert A. Lee (RAL) pool was closed.
Errors were identified through review of documents obtained via public information requests (e.g., Excel spreadsheets of monthly pool reports, pass scan reports, etc.).
Mercer Park Aquatic Center - Indoor
lool Totals August 2023
$as—
un
0
9
1S
21—
m
$1 Swim
]]
22-n 0
9
13
20
9
1 )
$
13
I 6
1t0
100
sa
$1 swim
23-<ug
0
4
16
n
6
]4
vu
1.
`W
25 19
4
119
_
Calculations of totals and averages
'using RAL pool open hours incorrectly include
12 hours of Mercer admissions when RAL was closed.
Total Using RAL Pool Open Hours:
52 swim
Overreported by at least 85 (adjusts to 1,1_15)
Average Using RAL Pool Open Hours:
ease cogs aomna u�9oomaec eoe.:
Oyerreportel by at least 2/day(adjusts to 35.9)
KEY:
DATA REVIEW NOTES:
OHours when RAL was closed, yet Mercer admissions recorded during these times were Identified repeat instances of inflated admissions at Mercer are further evidence of
Incorrectly included in calculations of total and average using RAL pool open hours.
Mercer admissions correctly included in calculations described above. pervasive and continuing pattern of significant errors in pool count reporting that remain
uncorrected. 5
The following documents were handed
out during the meeting.