Bettendorf Park Board Minutes 10/14/03

MINUTES BETTENDORF PARK BOARD

SPECIAL MEETING OCTOBER 14, 2003

The Bettendorf Park Board held a special meeting on October 14, 2003 at City Hall in the council Chambers at 4:00 pm.

Present: Kamp, Glenn, Beckman, Makoben, and Worley
Absent: None

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

Stu Smith reported that he is replacing the asphalt shingles on shelters with colored steel roofs to add color to the park and he anticipates that they will last longer and are harder to vandalize.

Stu informed the Board that the trees received from the owners of the property behind Cumberland Square Mall were the best trees on the property and they were planted in Middle Park near the Centennial Garden, Devils Glen Park and Eagles Landing. The Parks Department moved as many trees as was possible in the three days notice given to have them removed before their development began.

Rita VanWetzinga reviewed the recreation monthly update, which is annex #2 to these minutes.

Rita reported that the computer card that ties into the new turnstile at the Life Fitness Center is in. The new turnstile is already showing that more people are checking in at the front counter.

Commissioner Worley asked how the new expansion was working out at the Life Fitness Center.

Rita reported that the facility has not experienced heavy usage yet until daylight savings time begins. The women that were on the waiting list for lockers have all been contacted to rent the new lockers in the new womenís locker room. The response has been positive by the membership on the new addition.

Brad Peterson reviewed the golf maintenance monthly update, which is annex #3 to these minutes.

Brad requested Board approval to update the computer and software for the irrigation system. The current system is approximately ten years old. Three quotes are included in the monthly report. The low quote was from Tri State Turf in the amount of $9,849.00.

The Board will approve the computer and software upgrade as recommended by staff by Resolution at the Wednesday meeting.

Jon Waddellís monthly golf administration report is annex #4 to these minutes.

Steve Grimesí monthly report is annex #5 to these minutes.

The Board reviewed the recommended park and recreation changes for Chapter 20.

The Board recommended further changes as follows:
(1) Add that fishing is allowed in Pigeon Creek Park.
(2) Modify the last page section (c) to state: Sections of Chapter 20 that were changed as recommended by the Bettendorf Park Board and reviewed by the City Attorney.

The Board reviewed the recommended changes to the Special Event policy.

The Board recommended further changes as follows:
(1) Page 6; change Monday meetings to Tuesday meetings in the last paragraph.
(2) Under the Food Sales Section; indicate that the special event sponsor is responsible for obtaining his or her own sales tax permit and paying the sales tax, if applicable.

Steve Grimes informed the Board that the City Council would review the recommended changes in Chapter 20 by the Park Board before adopting them.

On motion by Glenn, seconded by Worley, to make the changes to Chapter 20 and the Special Event Policy as stated during the meeting, and submit Chapter 20 to the City Council for their review as amended.

Roll call on motion: Ayes: Kamp, Glenn, Beckman, Makoben, and Worley
Nays: None

A copy of Chapter 20 and the Special Event Policy is annex #6 to these minutes.

Steve Grimes reviewed the Request For Proposals for the golf carts at Palmer Hills Golf Course. He informed the Board that there was no need to change the percentages for electric carts. The vendors stated that they would be the same as the gas carts.

Brad Peterson informed the Board that gas carts are more applicable to Palmer Hillsí terrain. We tried electric carts a couple of years ago and found out that the gas carts did a better job handling the hills. Brad felt that we might want to get three to four electric carts to try again before committing to all electric carts, when the time comes.

Commissioner Worley stated that the Board just wanted the electric carts in the Request For Proposal as an option, if the Club House becomes a reality.

On motion by Glenn, seconded by Makoben, to approve the Request for Proposals for the golf carts as presented.

Roll call on motion: Ayes: Kamp, Glenn, Beckman, Makoben, and Worley
Nays: None

A copy of the RFP is annex #7 to these minutes.

The Board reviewed the Skate Park Special Event request, which is annex #8 to these minutes.

Commissioner Beckman stated his concerns about this event having responsible adult leadership and suggested that they have a police officer at the event.

Steve Grimes informed the Board that he talked with members of the Police Department and they had agreed to frequently patrol the skate park during the event. The sponsor was going to provide the adult supervision of the event. However, recently the sponsor of this event contacted him and their insurance will not apply to this event. If they cannot provide insurance, this event cannot be approved.

Commissioner Glenn stated that he would like to give the group an opportunity to have this event, if they can put it together and provide the required insurance.

Steve Grimes stated that we had a skate board special event before the skate park was built and it ran smoothly.

The Board approved the event, contingent upon the group providing the proper insurance.

Steve Grimes informed the Board that an issue was brought forward to allow people to utilize the Community Center as an area to walk in the mornings. A number of people utilized Duck Creek Mall for walking before it was torn down. The Community Center is available at a limited time in the mornings from 6:30 to 8:00 am, Monday through Friday. On weekends, the building has other activities scheduled. There is a custodian at the facility that can open the building, but not supervise the activity.

Steve Grimes further explained that he has talked to Greg Jager, City Attorney, about opening up the Community Center without supervision. He suggested posting a sign stating: Walk at your own risk and responsible for your own personal possessions. The program can be advertised to see if there is a response. We donít know how much interest in the Community Center there will be; it takes 18-20 laps to a mile. If the public is looking for something more extensive, the Life Fitness Center could be an option. We donít like looking at separate memberships. We could offer walking as a program you register for on a session basis. The program would be fee based. We would try and make it as affordable as possible and it could be seven days a week.

Commissioner Glenn stated that he has talked to seniors using the Life Fitness Center. The membership is $16.00 per month and if used every day amounts to approximately 50 cents per day. He feels that is reasonable enough.

Rita VanWetzinga informed the Board that a fitness class, which only meets one day a week costs $35.00 for seven weeks or $5.00 per class. She cautioned the Board about a special fee for the walkers wanting to use the facility seven days a week.

Commissioner Worley stated that the Board wants to encourage memberships at the Life Fitness Center. It is available to them at a reasonable cost.

Steve Grimes explained that the people requesting a space to walk thinks the Life Fitness Center fees are excessive. They walked at Duck Creek at no cost.

Rita VanWetzinga recommended trying the Community Center in the mornings first to see what the response is.

Commissioner Beckman stated that if the response were strong, we wouldnít be able to stop it.

Steve Grimes stated we could try the Community Center. If there is only a few people interested, obviously it is not an issue. We can advertise the Community Center for walking and market the Life Fitness Center at the same time.

Steve Grimes informed the Board that the gymnastics group is not using a balance beam that is taking up a fair amount of space in the gymnasium. He recommended selling this piece of equipment in a closed bid process. Local gymnastic organizations will be contacted and we would place a minimum value on it and award it to the highest bid received.

On motion by Beckman, seconded by Worley, to approve the sale of equipment as recommended by staff.

Roll call on motion: Ayes: Kamp, Glenn, Beckman, Makoben, and Worley
Nays: None

The Board reviewed Mark Brockwayís proposal to provide consulting services for the Field Sike Park project. A copy of the proposal is annex #9 to these minutes. Mr. Brockway was present to answer any questions the Board may have.

Steve Grimes informed the Board that Mark has been involved with the Field Sike Project for the last three years and has been working with the developer and is knowledgeable about the concepts of sustainable development.

Commissioner Makoben stated if additional dollars can be obtained from outside organizations, then we would use less tax dollars for development of Field Sike Park and use those dollars for other projects.

Steve Grimes explained that the Board has funds for Phase I and part of Phase II. We need additional funding for Phase II and all of Phase III. There is $50,000 in the Park Board CIP allocation and another $140,000 in the City Council CIP allocation.

Steve Grimes also informed the Board that he just received confirmation of $150,000 REAP grant today for Field Sike Park.

Steve Grimes informed the Board that Mark would be putting a package together of the project to seek funds from organizations that he does not have access to and may not have the time to do it. Mark is interested in the sustainable design, supports the project, and has the opportunity to take the project to the phase III level. It is the hope that future development uses these standards for the new federal regulations.

Commissioner Worley recommended waiting until after the Public Hearing on Wednesday to make a decision on the proposal submitted by Mark Brockway.

No Board action was taken on Mark Brockwayís proposal and it will be reviewed again at the Wednesday Board Meeting.

Steve Grimes reported that the staff is recommending termination of the current beautification contract and re-awarding it to the second low bidder, Fisher Lawn Care, rather than going through another bid process. At the time the contract was awarded to the low bidder, there were some concerns. Fisher Lawn Care was the only company that had done this project in the past. When this goes out for bid again next winter, we will tighten up the specifications.

The Board will approve awarding the balance of the beautification contract to Fisher Lawn Care by Resolution at the Wednesday Board Meeting.

The special Park Board Meeting scheduled on November 11, 2003 falls on Veterans' Day.

On motion by Worley, seconded by Makoben, to reschedule the special November Board meeting to Monday, November 10, 2003 at 4:00 pm in the Council Chambers at City Hall.

Roll call on motion: Ayes: Kamp, Glenn, Beckman, Makoben, and Worley
Nays: None

On motion by Makoben, seconded by Beckman, to adjourn the meeting at 5:00 pm.

Kamp (Chairman)

Glenn (Vice Chairman)