Bettendorf Park Board Meeting Minutes for January 16, 2002

Public hearings held on Splash Landing and Duck Creek Recreation Trail improvements

MINUTES
BETTENDORF PARK BOARD
JANUARY 16, 2002

The Bettendorf Park Board held their regular meeting on January 16, 2002, at 7:00 p.m. in the Canteen Room at the Herbert D. Goettsch Community Center.


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

Chairman Adamson opened the meeting to anyone present to address the Board regarding any item of interest that does not appear on the Agenda.



There was no one present to address the Board regarding items not on the Agenda.

On motion by Glenn, seconded by Makoben, that the minutes of the special meeting held on December 10, 2001, and the regular meeting held on December 12, 2001, be approved and placed on file for future reference.

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

On motion by Makoben, seconded by Kamp, that the bills be allowed as presented and that the secretary be instructed to have checks drawn in the respective amounts.



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



A list of the bills is annex #1 to these minutes.



Chairman Adamson requested Board approval to remove an item off the consent agenda.

On motion by Glenn, seconded by Makoben, to remove item K on the consent agenda for further discussion.



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

The notice for the Public Hearing to review the plans, specifications, and form of contract for the improvements to the Splash Landing Aquatics Facility in Middle Park was published in the newspaper on January 10, 2002. The affidavit is annex #2 to these minutes.



Chairman Adamson opened the Public Hearing.

Dave Burbach, from Burbach Aquatics, was present to update the Board on the plans, specifications, and form of contract. The new main pool will be a 9,700 square foot reinforced concrete facility. The projected cost is two million dollars.



Mr. Burbach reviewed the time frame for construction. He is looking at beginning construction in March. The old main pool and mechanical building will be demolished. The slides will be moved off site. On May 1, the contractor will reinstall the security fence so the staff can occupy the bathhouse and zero depth pool. The security fence would be a temporary fence and is normally a chain link fence. By May 1, if the weather cooperates, they will have an aggregate base installed on the bottom of the main pool. However, around the pool will remain a dirt surface. The temporary water lines and lights would also have to be completed by May 1.

The Board discussed the possibility of the dirt blowing in on the zero depth pool and patrons. There may be a problem that the zero depth pool will not be usable on a windy day.



Mr. Burbach recommended temporary sprinklers to water down the dirt each morning.



Mr. Burbach indicated that the contractors would use the swimming pool parking lot for storage of materials when they first begin the project. By May 28, the parking lot would have to be vacated and cleared. Also, by May 28 they will have to suspend their activities to allow the zero depth pool to open to the public.

Steve Grimes stated that the contractor can work on the filter system, if it does not interfere with the zero depth usage.

Mr. Burbach stated that construction would again resume on August 8 and the substantial completion date is April 1, 2003. The final completion date is October 1, 2003. This will allow the use of the facility for a complete season to see if there are items that need to be repaired. The warranty will be for one year. The Board will have another complete season before the warranty is up.

Mr. Burbach stated that there are two different levels of liquidated damages: (1) May 1, if the security fence is not installed and May 28, if the parking lot is not cleared and (2) Normal liquidated damages, if substantial completion date is not met.



Mr. Burbach also informed the Board that the contractor would be given two options for completion of project. They can wait until after August 8, 2002, to start the complete project.



The Board agreed to have Mr. Burbach insert in contract benchmarks for completion of certain construction phases, such as, the concrete shall be installed by September 15. If these benchmarks are not met, pay requests will not be approved.

Mr. Burbach stated that Burbach Aquatics usually has three prime contracts:
(1) Pool Construction
(2) Pool Mechanicals
(3) General Construction

Greg Jager asked what Burbachís experience has been on cost.

Mr. Burbach stated there is no set rule. Small businesses cannot get bonding for whole projects and small contractors may only want to bid one of the contracts. Larger contractors may not want to mess around with some other contractor that they cannot control.



Greg Jager stated that three contracts may get the Board a better price, but you will have people pointing fingers at each other. He felt, given we have had problems, it may be better to have one person in charge. Make sure you have only one person responsible for making sure it is done correctly.


Commissioner Kamp asked who would direct the contractors.



Mr. Burbach stated that it was Burbach Aquatics' responsibility, but hopefully they will be working together.

Greg Jager stated that you have to rely on Dave Burbach or someone else to be the traffic cop.



Commissioner Hutter made a motion to have the bid process be one contractor.

The motion did not pass, due to lack of having a second.



Commissioner Glenn asked how many contracts the new pool in Davenport had and if that was working.

Mr. Burbach stated that they do have three prime contractors and most of their projects are bid as three prime contractors. He estimated that two thirds are three contracts and one third is one contract when awarded.



On motion by Glenn, seconded by Kamp, to proceed with the three prime contracts.



Roll call on motion: Ayes: Adamson, Kamp, Glenn, and Makoben
Nays: Hutter

Commissioner Huttter stated that he voted no under the advice given by the City Attorney tonight.



Mr. Burbach recommended having a base bid and adding alternates. If the bid comes in higher, the Board will have some flexibility.



On motion by Glenn, seconded by Makoben, that the alternates be the water spray features.

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


Mr. Burbach stated that the only allowances we have with this project are the landscape areas, security system on the mechanical building, and the irrigation, an approximate total of $75,000.00.

Commissioner Kamp asked if the demolition would require some inspection.

Greg Jager stated there might be participants from the previous construction that may be there during demolition.

Mr. Burbach discussed the amount of liquidated damages that should be charged.



The Board approved the following liquidated damages amounts:

May 1, 2002 - $200/day
May 28, 2002 - $350/day and after seven days, $500/day
April 1, 2003 - $350/day
May 1, 2003 - $500/day
June 1, 2003 - $1,000/day

There was no one present to comment on the plans, specifications, and form of contract for the improvements to the Splash Landing Aquatics Facility and no written correspondence received.

Chairman Adamson closed the Public Hearing.



On motion by Glenn, seconded by Kamp, to adopt Resolution #5-02 approving the plans, specifications, and form of contract for the improvements to the Splash Landing Aquatics Facility.



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


Resolution #5-02 is annex #3 to these minutes.

Steve informed the Board that the timetable to bid the pool project is a little behind. The staff has to review the specifications and we will not be able to have the bids back by the February Board Meeting. We will need to schedule a special meeting.



The Board will schedule a special meeting when all the bid document reviews have been completed and a due date for the bids has been determined.

Mr. Burbach informed the Board that there would be a pre-bid meeting with the contractors.

Greg Jager indicated that he would like to be present for the pre-bid meeting.



Mr. Burbach informed Greg Jager that he has an existing plan from the construction completed two years ago and it is copyrighted. They have not copied them, but wanted to know what to do when contractors ask for a copy.



Greg Jager asked Mr. Burbach to refer those requests to him.



The notice for the Public Hearing to review the plans, specifications, and form of contract for the improvements to the Bettendorf Duck Creek Recreation Trail was published in the newspaper on January 10, 2002. An affidavit of publication is annex #4 to these minutes.



Chairman Adamson opened the Public Hearing.

There was no one present to comment on the plans, specifications, and form of contract for the improvements to the Bettendorf Duck Creek Recreation Trail and no written correspondence received.



Chairman Adamson closed the Public Hearing.


On motion by Hutter, seconded by Glenn, to adopt Resolution #6-02, approving plans, specifications, and form of contract for the improvements to the Bettendorf Duck Creek Recreation Trail.



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

Resolution #6-02 is annex #5 to these minutes.



On motion by Makoben, seconded by Hutter, to approve Resolution #7-02, awarding the contract to Tri City Blacktop in the amount of $49,850.50 including the alternate.



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



Resolution #7-02 is annex #6 to these minutes.

The notice for the Public Hearing to review the plans, specifications, and form of contract for the retaining wall along the Duck Creek bed and bank located near the recreation trail was published in the newspaper on January 10, 2002. The affidavit of publication is annex #7 to these minutes.



Chairman Adamson opened the Public Hearing.

There was no one present to comment on the plans, specifications, and form of contract for the retaining wall along the Duck Creek bed and bank and no written correspondence was received.

Chairman Adamson closed the Public Hearing.



On motion by Kamp, seconded by Glenn, to adopt Resolution #8-02, approving the plans, specifications, and form of contract for the retaining wall along the Duck Creek bed and bank located near the recreation trail.



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

Resolution #8-02 is annex #8 to these minutes.

Commissioner Hutter asked where the retaining wall was located?



Steve explained that it is located between Middle Road and 18th Street along Parkway Drive.



The Board reviewed December 2001 budget and revenue reports, which are annex #9 to these minutes.



On motion by Makoben, seconded by Glenn, to receive and file the December budget and revenue reports.



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



The Board discussed the request from Lisa Brown, representing Scott Community College, to host a fundraising tournament at Palmer Hills Golf Course.


Steve explained that they would like to change their request from Friday, May 17 to Wednesday, May 15, 2002, in hopes for Board approval for the shotgun start. They most likely will not have 144 golfers and are requesting the Board reduce the required number of golfers. If they only have 60-80 golfers, there will be gaps between play and this will accommodate fitting in the general public golfers. They want the shotgun start so all golfers finish at the same time for a lunch after their tournament.

On motion by Makoben, seconded by Glenn, to approve Scott Community Collegeís request for a shotgun golf tournament at Palmer Hills on Wednesday, May 15, 2002.



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



Commissioner Hutter requested the correspondence sent to Scott Community College include that we will be filling in the gaps with the general public play.

Lisa Brownís letter is annex #10 to these minutes.



The following items appeared on the consent agenda and were enacted by one motion:

On motion by Hutter, seconded by Glenn, to receive and file the petition submitted from residents opposed to the rezoning of the Bettendorf Health Center and having an entrance off Mayfield Drive through Ed Scheck Park. The petition is annex #11 to these minutes.

On motion by Hutter, seconded by Glenn, to receive and file the minutes from the November 14, 2001, Riverway Steering Committee Meeting. The minutes are annex #12.

On motion by Hutter, seconded by Glenn, to receive and file the Bettendorf Trees Are Us Committee minutes from the November 14 and December 12, 2001, meetings. The minutes are annex #13.



On motion by Hutter, seconded by Glenn, to adopt Resolution #1-02, approving sponsorship status to the Bettendorf Parks and Recreation Foundation, the Fourth of July Committee, the Bettendorf Trees Are Us Committee, and the Bettendorf Park Board Band Foundation. Resolution #1-02 is annex #14 to these minutes.

On motion by Hutter, seconded by Glenn, to adopt Resolution #2-02, approving payment to the Town of Riverdale, Iowa, for the extension of the Duck Creek Recreation Trail. Resolution #2-02 is annex #15 to these minutes.



On motion by Hutter, seconded by Glenn, to adopt Resolution #3-02, approving payment #1 to the Swanson Construction Company for work completed on the addition to the Golf Course Maintenance Facility in the amount of $38,000. Resolution #3-02 is annex #16 to these minutes.



On motion by Hutter, seconded by Glenn, to adopt Resolution #4-02, approving change order #1 to Palmer Hills Golf Course Maintenance Facility Addition totaled $5,872.00. Resolution #4-02 is annex #17 to these minutes.



On motion by Hutter, seconded by Glenn, to adopt Resolution #9-02, approving payment to Outdoor Recreation Products for playground equipment for McManus Park in the amount of $102,721.00. Resolution #9-02 is annex #18 to these minutes.



On motion by Hutter, seconded by Glenn, to approve the request from CPC Pregnancy Resource Center dated January 7, 2002, to use the Bettendorf Middle Park Band Shell for a Walk-a-thon and also waive fees. The request is annex #19 to these minutes.

On motion by Hutter, seconded by Glenn, to approve the request from Grace Lutheran Church to reserve the Middle Park Lagoon for every Sunday from 10:00 a.m. to 12:30 p.m. for June, July, and August 2002, at a discounted rate of $10.00 per week. The request is annex #20 to these minutes.



On motion by Hutter, seconded by Glenn, to approve the special event request from the Pleasant Valley Girls Softball Association to host the ASA State Girls Softball Tournament at Crow Creek Park on May 11 and 12, 2002, from 7:00 a.m. until 8:00 p.m. as recommended by Staff. The request is annex #21 to these minutes.



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



Greg Jager informed the Board that he was down to two properties for the land needed for the Riverfront Recreation Trail.



Steve requested Board approval to nominate the Trees Are Us Committee for a Forestry Award in the name of the Park Board.



The Board approved to nominate the Trees Are Us Committee for an award.



Monty Yegge informed the Board that the Atlee Hendrickís estate donation was received this month in the amount of $3,885.25.



Steve stated that the total amount in the account, including interest, totals $37,500.00.



On motion by Glenn, seconded by Makoben, the meeting was adjourned at 8:25 p.m.

Adamson (Chairman)

Kamp (Vice Chairman)