Bettendorf Park Board Meeting Minutes for December 10, 2001

Financing of park improvements, Splash Landing discussed

MINUTES of BETTENDORF PARK BOARD SPECIAL MEETINGn DECEMBER 10, 2001

The Bettendorf Park Board held a special meeting on December 10, 2001, at the HDG Community Center in the Canteen Room at 4:00 p.m.



Present: Hutter, Adamson, Glenn, Kamp, and Makoben
Absent: None

Stu Smith reviewed the Park Maintenance monthly report, which is annex #1 to these minutes.

Stu reported that there has been quite a bit of vandalism around the Band Shell area in Middle Park. The police were contacted and reports were filed. Also, the playground addition in Ed Scheck Park has been completed.

Brad Peterson reviewed the Golf Maintenance monthly report, which is annex #2 to these minutes.

Brad informed the Board that eleven bids were received for the addition to the maintenance facility. He recommended approving the low bid submitted by Swanson Construction in the amount of $131,755.00. This will be approved by Resolution and will be placed on the Consent Agenda for the Wednesday Board Meeting.



The Board reviewed the letter submitted by Jim Spear, Golf Course Architect, dated November 19, 2001. The letter is annex #3 to these minutes. He requested consideration that a golf course architect be consulted when it comes to renovation work that involves important design considerations. He was referring to the work completed on the sand traps on #6, without having a plan.

Steve stated that the sand traps were only an $8,000.00 project and felt we could do this ourselves without an architect. If it were a major project, we would consult an architect.

Rita VanWetzinga reviewed the Recreation monthly report, which is annex #4 to these minutes. Rita introduced Ron Foster who was present to update the Board on the Fast Pitch tournament scheduled on Memorial weekend at Crow Creek Park.



Mr. Foster stated that his number one concern for the tournament is how to handle the beer sales with a Skate Park so near. Should the Skate Park be closed off from the rest of the park?



Rita explained that we do want to make sure that the tournament covers the recreation expenses in the amount of $2,000.00 and she will assist with getting the sponsors. The beer sales are a big part of the tournament.

Commissioner Adamson recommended using the basketball courts for beer sales and fencing off the Skate Park on the outside of the tournament area.

Mr. Foster reported that they already have six more teams than last year. They will be able to expand the tournament with not having the ASA tournament the same weekend. He also reported that Fox TV might be interested in filming the Menís Fast Pitch tournament this year because the sport may be an Olympic game. He has not found a major sponsor yet. They do have some small sponsors. The tournament will be held on May 24, 25, and 26, 2002. They expect 3,000 to 5,000 people in attendance either playing or spectators.

Rita informed the Board that swimming lessons would be held at Bettendorf High School next summer.



Rita also informed the Board that two interns from Western Illinois have been interviewed. We will have an intern this Spring and have a potential intern for this summer.

The Board reviewed the Golf Course Administration update, which is annex #5 to these minutes.

On motion by Makoben, seconded by Adamson, to approve the five policy changes recommended by staff for Palmer Hills Golf Course.



Roll call on motion: Ayes: Hutter, Adamson, Glenn, Kamp, and Makoben
Nays: None

Chairman Hutter requested that the word ìinsistî be changed to ìrequire" five-somes all use riding carts.

Commissioner Glenn requested to discuss the committee that is to be formed with the Y. He informed the Board that he received information from a neighbor about the Yís development plans. He does not know why we should form this committee. The Y is going to build the same facilities that we have. At this point, we should think about packaging what we have to compete with the Y.



Steve informed the Board that he talked to Frank Klipsch from the Y and informed him that our members had been selected to serve on the committee. He was going to get the Yís members together and get back to us. He has not heard back from him.



Commissioner Glenn stated that we need to get together as soon as possible to discuss what we need to do to stay afloat. The Y is going to have the same programs we have.



Rita stated that we need to wish the Y well and go on with our own business. We will be competing with one another.



Chairman Hutter stated since we have not met yet, we should listen and see what is going on and report it back to the Board.



Rita suggested forming our own committee to see if we can offer a better product. The committee could be made up of Park Commissioners, staff, retired employees and past Park Commissioners, and community members.



Commissioner Kamp volunteered to be a member of the proposed committee and Commissioner Glenn will work on other members from the community.

The Board reviewed Steve Grimes' monthly report, which is annex #6 to these minutes.

Steve informed the Board that he would be putting an RFP together for a concession in Crow Creek Park and the results will be brought back to the Board.



The Board reviewed the proposal from Ashton Engineering for services to prepare the design, specifications, plans, and bid documents for the Pigeon Creek Park Project and to provide contract administration and observation services. This will be approved by Resolution and will be placed on the Consent Agenda for the Wednesday Board Meeting.



Steve requested Board approval to submit a Water Access Grant to dredge the Leach Park Boat Launch area.

On motion by Glenn, seconded by Makoben, to allow staff to submit a Water Access Grant to dredge the Leach Park Boat Launch area.

Roll call on motion: Ayes: Hutter, Adamson, Glenn, Kamp, and Makoben
Nays: None

Steve informed the Board that discussion of the proposal from the Bettendorf Health Center was taken off the agenda, due to the concerns brought up from the neighbors near Ed Scheck Park. Missman Stanley is looking at other options.



Commissioner Adamson requested that the sale of cigarettes and smoking in the Club House at Palmer Hills Golf Course be placed on the Agenda for the Wednesday meeting.



The Board reviewed the Capital Improvement Program for the next five years.

Steve informed the Board that the Board had indicated that they wanted to pay back the $700,000 loan for Splash Landing first to save on interest charges. Since the Board wants to be that aggressive to pay the loan back, Decker Ploehn and Carol Barnes felt it could be cash flowed without any interest at all.

The $50,000 set aside for the interest could be used to complete the Band Shell Road and Parking Improvements. The rest of the Capital Improvement Program is a suggested plan that the staff has revised and is open to any suggestions.

Commissioner Glenn stated that he still has a problem with paying back the gaming money. If the city needs this money back for additional improvements, why do they have funds to purchase the Field Sike property? The city is funding the purchase of the park, but we will have to struggle to come up with the funds to develop the park. Are any other City departments having to do this?

Steve explained that other city departments are experiencing cuts. The Eagles Building development has been put on hold. If the Board does not wish to have the Field Sike Property, we need to let the Council know.

Commissioner Adamson stated that he thought it is the whole Cityís responsibility to look at the pool. It should be prioritized along with Road Construction and all the other major programs.

Commissioner Glenn stated that the Board has to look at funding the pool deficits each year out of the Capital Improvement Program.



Steve informed the Board that we cannot transfer funds from the Capital Improvement Program to an operational fund. We can transfer from one enterprise fund to another.



Commissioner Glenn asked where the Board was going to get the funding needed each year to subsidize the pool?



Steve stated that would be a discussion with the City Council and the Board. The funding can come from the General Fund or Enterprise Accounts.

Rita stated we need to know how it will be handled before we run in the red. This needs to be determined ahead of time. Perhaps we need to look at selling advertising at the pool to help pay for expenses.



Steve informed the Board that the city has set aside funds to hopefully open up the first year and cover any deficits.



Commissioner Glenn stated that he wanted on the record that he does not want to pay the $1,000,000.00 in gaming money back.

On motion by Makoben, seconded by Adamson, to approve the Five-Year Capital Improvement Program as presented, knowing it can be reviewed each year. The $50,000.00 for the interest to repay the loan for Splash Landing will be added to the Band Shell Road Improvements.

Roll call on motion: Ayes: Hutter, Adamson, Glenn, Kamp, and Makoben
Nays: None

A copy of the Five-Year Capital Improvement Program is annex #7 to these minutes.

The Board reviewed the proposed Golf Course Capital Improvement Program.

On motion by Kamp, seconded by Glenn, to approve the Five-Year Golf Course Capital Improvement Program, knowing it can be reviewed each year.



Roll call on motion: Ayes: Hutter, Adamson, Glenn, Kamp, and Makoben
Nays: None

A copy of the Golf Course Enterprise Five-Year CIP is annex #8 to these minutes.

Steve informed the Board that Dave Burbach is in the process of preparing the plans and specifications for the swimming pool project. We need to make a decision on what we are planning to do next summer to include in the bid specifications. There are a number of variables to look at:

(1) If we got fortunate with everything falling in place, we may be able to open the pool some time this summer. When we would open, we donít know. July 1 would be the earliest and then we would have staffing issues.

(2) We could not start construction and open the zero depth pool. Start construction when we close the zero depth in August.

(3) Go ahead and start construction this Spring and get as much done as possible by June 1. The Construction Company would have to clear out all equipment so the zero depth pool could be opened and then when the zero depth is closed in August, they come back and complete the project.



Rita stated she would recommend not starting until the zero depth pool closes in August. Then we are filling and draining the pool at the proper time. She also has concerns regarding the ugliness of the construction and safety. Also, the slides will have to be stored, if we start demolition before zero depth opens. She also recommended not opening the concession stand and having vending machines with plastic bottled beverages.



Commissioner Kamp stated that the Construction Company should have plenty of time to complete the pool project if we start in August and have a June 1, 2003 opening.

Steve recommended bidding it out using options 2 and 3 to see how the costs come in. The Board agreed with Steve's recommendation.

Rita informed the Board that she would need information for the Spring/Summer brochure concerning the pool.

She suggested including a picture of the new main pool design, opening of the zero depth and offering admissions at $2.00 and $3.00. She also recommended making an exception this swim season and allowing up through ten-year-olds that are accompanied by a parent. She also requested authorization for vending machines and allowing plastic bottles on the deck this swim season only.

On motion by Adamson, seconded by Makoben, to approve recommendations as requested by Rita VanWetzinga for the vending machines, $2.00 and $3.00 admission fees, and allowing ten-year-olds accompanied by a parent.



Roll call on motion: Ayes: Hutter, Adamson, Glenn, Kamp, and Makoben
Nays: None



On motion by Kamp, seconded by Glenn, to adjourn the meeting at 5:35 p.m.