Bettendorf Park Board Minutes 11/12/02

MINUTES
BETTENDORF PARK BOARD
SPECIAL MEETING
NOVEMBER 12, 2002

The Bettendorf Park Board held a Special Meeting on November 12, 2002 at the Herbert D. Goettsch Community Center in the Canteen Room at 4:00 pm.

Present: Adamson, Kamp, Glenn, Hutter, and Makoben
(4:10)
Absent: None

Brad Peterson reviewed the golf course maintenance monthly report, which is annex #1 to these minutes.

Brad reported that the work on #11 has been staked out. However, no dirt has been moved yet. There is a meeting scheduled with the architect, contractor, and staff on Wednesday morning and will find out more then.

Commissioner Makoben asked if the fence would be replaced after the project on #11 is completed.

Brad stated that he feels something is needed there. As far as the fence, it has been a maintenance problem and is unsightly. He would like to install some type of vegetated border along the property line.

Commissioner Kamp asked if there was enough room in the maintenance facility for all the golf maintenance equipment.

Brad stated that he does have enough room for the equipment, but still has a lot of work to do on the inside of the new addition. Also, the landscaping needs to be done around the facility.

Stu Smith reviewed the park maintenance monthly report, which is annex #2 to these minutes.

Stu informed the Board that the quote from Tri City Blacktop for two speed humps at the bandshell parking lot was $3,400.00, if the work is completed this Fall.

Steve explained that we could wait to see if there continues to be a problem in this area. There is a balance in the Capital Improvement Project for this improvement. We have experienced some of the same issues in other parks and thought it might be a good idea to go ahead with this to see how successful the installation of speed humps are to slow down the traffic.

On motion by Makoben, seconded by Kamp, to install the speed humps as soon as possible at the bandshell parking lot.

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

Chairman Adamson stated that the traffic count equipment is out and is getting a count now in the band shell area.

Rita VanWetzinga reviewed the monthly recreation report, which is annex #3 to these minutes.

Rita explained the changes that will be made in the Day Camp program next summer. A payment plan will be formed to address the requests from parents that have children taking several sessions and have more than one child in the program.

Rita requested Board approval to purchase additional equipment for the Life Fitness Center out of the enterprise fund. Rita is requesting to purchase a Precor treadmill in the amount of $4,276.00.

Rita also requested the Board approve the purchase of rubber weight plates, due to the iron plates rusting from the chlorine in the air. The staff has been repainting them the last two years. The cost for replacement is approximately $4,300.

Rita recommended contacting the athletic directors from Bettendorf and Pleasant Valley High School to see if there was an interest to purchase the old weight plates. If not, the membership will be given an opportunity to purchase them.

On motion by Glenn, seconded by Makoben, to approve the purchase of the treadmill and rubber weight plates for the Life Fitness Center.

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

Steve informed the Board he received a downsized drawing for the Life Fitness Center expansion and an estimated cost of $200,000. The issue is, our current enterprise balance is projected at $340,000. We need to have a balance to cover our expenditures, when we do not have the cash coming in.

Rita explained that there would continue to be a problem with the women’s locker room. She has given membership refunds from unhappy women being unable to get a locker. The percentages of memberships nationally are 55% women and 45% men. The women’s locker room does not accommodate the number of members at the facility. The addition of the pool also compounds the problem with locker space.

Steve stated that there is nothing that can be done this winter to address the problem. We could see how the revenues are doing this winter and if they are solid, then maybe we can look at the expansion aggressively.

Commissioner Hutter stated if the expansion does not happen now, do you feel it won’t happen for the next four to five years? If the short fall continues, would it be a temptation to run other departments of the city out of the enterprise funds. If we don’t spend the money now, the money won’t be there to spend in a year or two down the road. The enterprise fund was created to do these types of improvements. He is basically in favor of finishing this project. The money should be used for this improvement.

Steve stated that the Board would have to hold a Public Hearing, if they want to proceed.

On motion by Glenn, seconded by Kamp, to direct staff to proceed with a Public Hearing and contact Pea***** to prepare a proposal to prepare the final plans, specifications, form of contract, and inspection agreement for the expansion for the Life Fitness Center.

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

Rita recommended contacting Trinity Hospital one more time to see if there is any interest in providing the Life Fitness Center for their rehab patients.

Steve Grimes stated he would try to make contact with someone from Trinity.

Commissioner Hutter recommended contacting Sherry Bustos from Trinity.

Rita requested Board approval not to reserve the Band Shell Shelter from May 27-July 9, 2003, Mondays through Thursdays after 5:00 pm. The staff has concerns about increased traffic on the bandshell side of 23rd Street and how it affects the recreation summer leagues. With a shelter rental and two games a night on the field, there is limited parking and a concern for children. The leagues that are playing there are ages 5-8 and that age group are not always aware of the hazards of cars backing up.

On motion by Hutter, seconded by Makoben, to approve not renting the Bandshell Shelter from May 27-July 9, 2003, after 5:00 pm, Mondays through Thursdays.

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

Rita reported that the Quad City Times inserts are paying dividends with programs and walk-in traffic at the Life Fitness Center. The next insert will come out December 16, 2002.

Jon Waddell reviewed the golf course administration monthly report, which is annex #4 to these minutes.

Jon informed the Board that since he put the recommendation together for the green fees for the 2003 season, he is not sure which way to go. If you look at the weather we had and compare to last year, it’s more than just the weather that is keeping people away.

Jon was recommending charging the weekend fee on Fridays. That is becoming a national trend. Fridays are busier than Saturdays. Jon was also recommending increasing the senior fees $1.00. However, in comparing what the other courses are charging, we should take a look at the other fees.

On motion by Kamp, seconded by Glenn, to raise all the green fees $1.00, except for juniors, and start the weekend rates at noon on Fridays.

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

The Board requested the fee increases be approved by Resolution at the Wednesday meeting.

The Board reviewed the Splash Landing change order. The change is a credit due to the Landscaping and Irrigation allowance being deducted from the contract. We will ask another contractor to provide a proposal for these improvements.

Steve informed the Board that there would be an additional change order for concrete needed for the dumpster pad and sidewalks. This will be brought back to the next meeting.

Steve informed the Board that a proposal from Pepsi has not been received for Splash Landing. This item will be deferred.

The Board reviewed the revised Community Center room rentals and park shelter rental policy.

Commissioner Kamp requested rewording of special fees that are charged when there is a rental and a Park Board activity is not going on at the Community Center.

The Board reviewed the revised Special Event Policy. All the changes in the policy appear in red print.

The Board requested a minor change under refunds.

Commissioner Hutter requested a note be attached at the bottom of the policy stating: “All interpretations not mentioned in above policy will be considered by the Director or may be brought to the Park Board.”

The Board reviewed the Capital Improvement Program for the next five years, which is annex #5 to these minutes. No changes were made.

Steve Grimes monthly administration report is annex #6 to these minutes.

On motion by Hutter, seconded by Makoben, the meeting was adjourned at 5:35 pm.
Adamson (Chairman)

Kamp (Vice Chairman)