Bettendorf Park Board Minutes 10/15/03

MINUTES BETTENDORF PARK BOARD

OCTOBER 15, 2003

The Bettendorf Park Board held a regular meeting on October 15, 2003 at City Hall in the Council Chambers at 7:00 pm.

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

Chairman Kamp 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.

Steve Grimes stated that the Park Board and City staff members have been reviewing the conceptual plan for property along Field Sike Drive for a five-acre park and additional greenway to Forest Grove Road. The plan does contain areas for detention basins. Sandy Doran from Shive Hattery is at the meeting tonight to explain the majority of the project. Wally Mook, Public Works Director, is also present to explain why the City and Park Board is so interested in trying to do water management practices.

Wally Mook presented slides giving a brief history of the water management program and what the state is mandating the city control. The plan calls for six control measures that involves private and public sources. The state will be requiring annual reporting. User fees for storm water control can be assessed to help implement the mandates that the cities are faced with.

Steve Grimes stated the Field Sike Park would be a demonstration area to see some of the methods of storm water and water quality control.

Sandy Doran explained that Field Sike Park and the greenway is a prototype project for the city and is going to be an example for future developments not only in Bettendorf but also in other cities in Iowa and Illinois. This isnít just about aesthetics, but is about creating better water control systems and a better quality of life for everyone. Water quality is the ultimate goal. This project involves land use systems, working with developers, policy makers, NRCS, local conservation groups, industrial and commercial companies to reduce pollutants, control erosion, sediment, and storm water management.

Ms. Doran explained that natural prairie grasses control erosion. Taking open park space and re-stabilizing them with native plant materials will improve water quality. The stream banks in the greenway area are eroded. The plan is to realign the stream to accommodate new slopes for the creek banks. She is recommending a 3 to 1 slope, cutting back and repair of the banks. Most of the trees along the banks will be taken down because of the necessary grading. Short grasses will be planted in the play areas within the park and a play structure and gazebo will be constructed. There are three detention basins that will be seeded with native plant materials and they are looking at developing some berms to slow down the water coming into the basins. The recreation trail is in the last phase of development. Trees will be planted that will survive the wild flower and prairie grass burns that is part of the maintenance.

Ms. Doran reviewed the project schedule. The construction documents and probable costs will be developed after this public hearing. Another public hearing will be held on November 12, 2003 to approve the plans, specifications, and form of contract. The project will then be bid out and the bid opening will take place the first part of January 2004. The construction will begin in March and will be completed in two to three months.

Steve Grimes informed the Board that residents were present from the Field Sike Park neighborhood. We donít have a lot of detail for tonightís public hearing. The residents already know that there will be a fair amount of grading to get the 3-1 slope that is necessary to avoid erosion. We plan on salvaging as many trees as possible and we plan on replanting a number of trees in the area. I donít know if there is anything we can do at this point to guarantee saving a specific tree. We want to make sure the Board understands the concepts of the improvements for the park and greenway.

The public hearing notice was published in the Bettendorf News on October 9, 2003. A copy of the affidavit of publication is annex #1 to these minutes.

Chairman Kamp opened the public hearing for any citizen present to comment on the proposed plans for the Field Sike Park and greenway areas project.

Jerry Schmidt, 3213 Field Sike Road, expressed his concerns about the Park Board taking over retention ponds. He felt it should fall back on the developers.

Steve Grimes explained that this was part of the agreement in acquiring the property for the park. We will be seeding and grading the retention ponds and then the responsibility returns to the homeowners association. The only retention pond the Park Board will be responsible for is the one on the west side.

Wally Mook further explained that the City ordinance has changed requiring the builder to have an engineering certificate for the city indicating that the storm water will be detained by some means.

Steve Grimes explained that acquiring green space is a goal of the Park Board. The Park Board is trying to get into a type of development that will require less maintenance and more sound management regarding the water runoff. Initially, there will be some significant development costs. However, some type of development would have been done anyway for the community. We are just changing the philosophy of the way we are going to develop it.

Harold Wiatt, 3309 Field Sike Road, stated he lives across the street from the big ditch (detention pond), which was not planned or constructed correctly. In the mean time, this has devalued his property. He now has a marsh on his property. The ditch does not detain anything and has also pushed rock on his property. Who is taking responsibility for our property?

Wally Mook stated that he has been working with the developer and design of this detention pond. Probably nothing will happen until next Spring and hopefully what Mr. Wiatt will be getting until the problem is corrected is normal waterfall.

Bradley Johnson, 3496 St. James Avenue, was interested in knowing what the detention basin was going to look like that is located along Field Sike and Devils Glen Road.

Chairman Kamp informed Mr. Johnson that this is a question for the developer and that it was not part of the planning for the park or greenway.

Jeff Jollay, 6467 Eagle Ridge Rd, asked if there were any plans of how the trees would be marked that are going and the trees that will be staying.

Sandy Doran stated that after this meeting, the plans will be completed and a trip will be made to the site to review what needs to be done. A lot of the decisions will not take place until during the grading. We will have to look at things as we progress through the construction process. We will try and mark trees within the next three weeks before the next public hearing in November, as specific as we can be.

Mr. Jollay asked if there was a budget for this project.

Steve Grimes explained that the preliminary cost for the project was approximately $500,000; Phase I; $230,000, Grading and Seeding and some tree plantings; Phase II; $130,000; additional landscaping; Phase III; $220,000, park development and recreation trail. The funding we have available totals $340,000.

Mr. Jollay explained that he would like to see the development on the other side before the recreation trail is finalized.

Mr. Jollay asked if this was the first project like this for Bettendorf.

Steve Grimes stated that it was.

Bruce Norton, 6489 Eagle Ridge Road, stated that we are talking about a recreation trail from Field Sike to Forrest Grove Roads. He is seeing a lot of dirt being moved and wants to know what is going on the south side. He feels we are not looking at the whole puzzle. The doctor that lives off Field Sike Road has built a damn on his property.

Chairman Kamp informed Mr. Norton that the Park Board does not control what is happening on other properties. This is a public hearing for the park property.

Mr. Jollay stated that he felt the communication has been a lot better. He would like to be contacted when the trees will be marked.

Jim Bradley, 6471 Eagle Ridge Road, stated that someone needs to educate the people about the grass clippings and debris going into the creeks. He would like to see as many of the trees as possible saved.

Bruce Smith, 6691 Eagle Ridge Road, stated what the city has to do is put these things in place before the property is sold. People need to plan ahead before they invest their money. He was not aware that this was going to be done.

Ann Colville, 6599 Eagle Ridge Road, stated her concerns about the trees that hug Field Sike Drive. She bought her home because of the trees behind her property and the view that they provide. She was also concerned how environmentally sound burning the prairie grasses annually was. There are homes that are close to the burn areas.

Chairman Kamp closed the public hearing.

On motion by Beckman, seconded by Worley, that the minutes of the special meeting held on September 9, 2003 and the regular meeting held on September 10, 2003 be approved and placed on file for future reference.

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

On motion by Worley, seconded by Beckman, 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: Kamp, Glenn, Beckman, Makoben, and Worley
Nays: None

A list of the bills is annex #2 to these minutes.

The monthly financial reports are annex #3 to these minutes.

Chairman Kamp asked the Board if they had any recommendations concerning the proposal submitted by Mark Brockway.

Commissioner Beckman recommended postponing approval of proposal until after the next public hearing in November to see if we have some solid backing on this project from the residents. He heard some valid concerns about the project at the public hearing tonight and would like to wait until we make a final decision on the development.

Commissioner Worley stated that we are moving forward with some sort of development. He asked Mark Brockway if it was necessary to get started now and would a 30-day delay cause any problems?

Mr. Brockway stated that the first two to three weeks would be spent compiling information and putting it together in a marketing brochure and a list of funding sources. The funding sources would be prioritized to the top ten to try and seek the funding. This does take time.

Commissioner Beckman asked conceptually, is it possible to make changes in order to save more trees?

Ms. Doran stated a lot of those trees will be falling anyway if the creek bank is not pulled back. We could shift the creek, depending on the situation. We can move ahead and will be sensitive to the neighbors concerns. We have the funding to do the majority of the work we want to do.

The Board requested Ms. Doran provide a map with the park on it.

Commissioner Beckman recommended having an on site review of the neighborhood, once Ms. Doran has more of a handle on the development plans.

Commissioner Worley stated that as long as all Mr. Brockway did is a conceptual plan, the sooner he gets started the better.

On motion by Makoben, seconded by Worley, to approve the proposal as submitted by Mark Brockway for consulting services for the development of Field Sike Park and greenway.

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

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

On motion by Glenn, seconded by Makoben, to receive and file the Bettendorf Park Foundation financial report dated through August, 2003. The financial report is annex #4 to these minutes.

On motion by Glenn, seconded by Makoben, to receive and file the thank you for Board support of Jamie Hill memorial Golf Tournament from the Bettendorf Park Foundation. Thank you is annex #5 to these minutes.

On motion by Glenn, seconded by Makoben, to receive and file the minutes from Trees Are Us Committee dated August 6, 2003 and September 10, 2003. The minutes are annex #6.

On motion by Glenn, seconded by Makoben, to receive and file the Davenport Valley Archers 2003 Activity Report. The report is annex #7 to these minutes.

On motion by Glenn, seconded by Makoben, to adopt Resolution #39-03, approving payment #1 in the amount of $6,880.00 to Shive Hattery for the design of Field Sike Park. Resolution #39-03 is annex #8 to these minutes.

On motion by Glenn, seconded by Makoben, to adopt Resolution #41-03, awarding the balance of the beautification contract for maintenance of various landscape sites in the City of Bettendorf. Resolution #41-03 is annex #9 to these minutes.

On motion by Glenn, seconded by Makoben, to adopt Resolution #42-03, approving final payment to Hy-Brand Industrial Contractors, Ltd. in the amount of $22,429.24 for completion of the Life Fitness Center cardio and womenís locker room addition. Resolution #42-03 is annex #10 to these minutes.

On motion by Glenn, seconded by Makoben, to adopt Resolution #43-03, approving proposal from Tri-State Companies for computer, irrigation software, and three years support in the amount of $9,849.00. Resolution #43-03 is annex #11 to these minutes.

On motion by Glenn, seconded by Makoben, to adopt Resolution #44-03, approving payment in the amount of $22,745.00 to Treiber Construction Company for work completed on the streambank stabilization repair project, bridge at #2 green at Palmer Hills Golf Course. Resolution #44-03 is annex #12 to these minutes.

On motion by Glenn, seconded by Makoben, to receive and file thank you from Mark Brooks, Bettendorf Schools Athletic Director, for use of Crow Creek Park for their Cross Country meet. The thank you is annex #13 to these minutes.

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

Commissioner Worley wanted to reiterate the resident concerns about the trees in Field Sike Park and along the greenway. The Board needs to be sensitive to their concerns and save as many trees as possible.

Commissioner Beckman informed the Board that he has talked to residents about a dog park. They do not want to go all the way to West Lake Park. They want one developed in Bettendorf.

Steve Grimes informed the Board that he received a response back from the County. They are not interested in working on a regional dog park site.

Commissioner Makoben informed the Board that he talked with Jeff Stolze from Trinity Hospital and they are still interested in using the Life Fitness Center cardio room for therapy and also the lap pool. They will be talking with us after the hospital opens next Spring.

On motion by Makoben, the meeting was adjourned at 8:37 pm.

Kamp (Chairman)

Glenn (Vice Chairman)