Bettendorf Park Board Minutes 4/14/03

Park board moves meetings to city hall to enable sessions to be videotaped and shown on cable channel.

MINUTES

BETTENDORF PARK BOARD

SPECIAL MEETING

APRIL 14, 2003

The Bettendorf Park Board held a special meeting on April 14, 2003 in the Canteen Room at the Herbert D. Goettsch Community Center at 4:00 pm.

Present: Kamp, Beckman, Makoben, and Worley

Absent: Glenn

Jon Waddell was present to review the golf administration monthly report for April, which is annex #1 to these minutes.

Jon requested Board approval to trade advertising space with McLeod/Yellow Book for rounds of golf and carts in the amount of $1900.00. They will be golfing in non-prime time.

On motion by Makoben, seconded by Beckman, to approve the proposal from McLeod to trade advertising for rounds of golf at Palmer Hills Golf Course.

Roll call on motion: Ayes: Kamp, Beckman, Makoben, and Worley

Nays: None

The Board discussed forming a marketing committee to increase the rounds and revenues at Palmer Hills Golf Course. A committee similar to what was formed for the Life Fitness Center. This was recommended by Commissioner Glenn.

On motion by Makoben, seconded by Worley, to direct staff to put together a list of potential names to serve on the committee and authorize the chairman to send out the letters inviting them to serve on the committee.

Roll call on motion: Ayes: Kamp, Beckman, Makoben, and Worley

Nays: None

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

Stu Smith reviewed the prices received for the sidewalk extensions, pads for benches and the dumpster for Splash Landing. The low bid was from McCubbin Construction in the amount of $6,791.88 and a Resolution will be placed on the consent agenda for approval at the Wednesday meeting.

Stu reviewed the quotes received for the re-striping of the parking lot at Splash Landing. The low quote was from General Asphalt in the amount of $854.50.

On motion by Worley, seconded by Makoben, to approve the quote from General Asphalt in the amount of $854.50 to re-stripe the parking areas for Splash Landing.

Roll call on motion: Ayes: Kamp, Beckman, Makoben, and Worley

Nays: None

Stu also reviewed the bids received for rebuilding of the overlooks in Leach Park. The low bid was from Aunt Rhodies in the amount of $9,095.00 and a Resolution will be placed on the consent agenda for approval at the Wednesday meeting.

The Board reviewed and discussed the bids received for the beverage vending machines in the parks. Coca Cola’s commission on the machines was 48% and Pepsi Cola’s Commission was 42%.

Stu reported that the sales for Pepsi products are greater than Coke products, however, with the 6% difference in commissions, he recommended going with Coca Cola.

On motion by Makoben, seconded by Beckman, to approve the bid from Coca Cola, based on the 48% commission.

Roll call on motion: Ayes: Kamp, Beckman, Makoben, and Worley

Nays: None

The Board reviewed Brad Peterson’s monthly report for April, which is annex #3 to these minutes.

Commissioner Makoben asked what the time line would be for opening #11 at Palmer Hills.

Steve Grimes stated that there is no timetable at this time. The sod is slowly coming along. It will be dependent on weather. The hole will hopefully be ready by June 1st.

Rita VanWetzinga and Steve Grimes’ monthly reports for April are annex #4 and #5 to these minutes

Chairman Kamp reported that he had talked with most of the City Council members. The common theme was that since the Park Board is an elected Board, the meetings should be made available to the public to review. The Board is spending public funds and the public should be able to review how the Board is making decisions. City Hall is a nice facility with modern technology and having the meetings on television will give the Park Board more exposure. The City Council is not forcing the Park Board to move, but are making a strong recommendation.

Steve Grimes stated that the proposed meeting schedule would be the second Tuesday and the following Wednesday at the same times. If this change is made, we will not need to change the July meeting date. There are no conflicts for the use of the Council Chambers the rest of the year. If there is a change, there is another conference room that will be available, but will not be televised. A member of the IS staff would be running the cameras during the meetings.

The Board asked Steve Grimes to find out if there would be any expenses to the budget for running the cameras.

On motion by Worley, seconded by Beckman, to move the meetings to City Hall, effective in May on the second Tuesday and following Wednesday at the same times.

Roll call on motion: Ayes: Kamp, Beckman, Makoben, and Worley

Nays: None

Steve Grimes reviewed the funding information he received from Carol Barnes, Finance Director, for the Clubhouse at Palmer Hills Golf Course. The information is annex #6 to these minutes.

Steve Grimes said that Decker Ploehn had suggested that two Park Board members meet with City Council members to review the concept, cost estimates and funding options for the Clubhouse. The staff is looking for direction if the plans and specifications should be completed now and put on the shelf until the City Council authorizes the sale of bonds.

Commissioner Worley would like a better handle of what the department’s other priorities are.

Steve Grimes will meet with Commissioner’s Worley and Beckman to review the Capital Improvement Program.

Commissioner Worley suggested the City Council have the information on what it will take to keep the existing Clubhouse going for the next five years.

The Board authorized Chairman Kamp and Commissioner Beckman to meet with the City Council to review the Clubhouse.

Steve Grimes reviewed potential funding options for the Field Sike area park development. The City has placed $140,000 in the budget for the project. A design firm will be hired to define the detention ponds. The parks department will have to maintain the large water detention area that consists of seven to eight acres. The developer is willing to participate and work with the City on this project. The parks department has set aside $50,000 in the Capital Improvement Budget and hopefully this funding will give us leverage to apply for grants. The timetable is to get some active elements into the park within five years and the recreation trail started in ten years. The plantings will have to be done this year.

Chairman Kamp reviewed a recommendation to change the Park Board Agenda to two separate Agendas.

This item was deferred to discuss at the Wednesday meeting when Greg Jager would be present.

The Board decided to have a park and facility tour on Saturday, May 10, 2003 from 1:00 to 5:00 pm.

The Board reviewed the request from the Moline Park and Recreation Department for the use of ball fields in Crow Creek Park for the ASA Girls Softball 12-year old National Tournament in 2004. The letter from Milt Hand, Moline’s Director of Parks and Recreation, is annex #7 to these minutes.

On motion by Worley, seconded by Beckman, to approve Moline Park and Recreation Department’s request to utilize ball fields for the ASA Girls Softball Tournament in 2004.

Roll call on motion: Ayes: Kamp, Beckman, Makoben, and Worley

Nays: None

Chairman Kamp adjourned the meeting at 5:40 pm.

Kamp (Chairman)

Makoben (Vice Chairman-Protem)