Bettendorf Park Board Minutes 1/13/04

The Bettendorf Park Board held a special meeting on January 13, 2004 in the Council Chambers at City Hall at 4:00 pm.

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

Rita VanWetzinga reviewed the recreation monthly report, which is annex #1 to these minutes.

Rita reported that the mesh fencing at Splash Landing needed to be replaced. There are several areas where the fence has holes and is torn, due to weather and during the construction. It was not replaced last Spring, due to time constraints. The fence was not heavy duty enough to hold up and would be replaced with a higher quality mesh. A quote was received from S & V Fencing, the original contractor, at a cost of $5,225.00.

The Board requested additional quotes and requested this item be deferred until the February meeting.

Brad Peterson reviewed the golf course maintenance monthly report, which annex #2 to these minutes.

Brad reported that the new computer software for the irrigation system has been installed and the training will take place next week.

Stu Smith reviewed the park maintenance monthly report, which is annex #3 to these minutes.

Chairman Kamp informed Stu that he received positive comments on the condition of the ice at the lagoon.

Stu reported that the ice was in good condition, however, the warmer weather has caused the lagoon to be closed again at this time.

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

Commissioner Makoben asked if someone will keep the golf course clubhouse open while Jon is attending the PGA merchandise show.

Jon reported that the clubhouse would not be open. There will be a recording on the telephone informing the public when the clubhouse will open again and a forwarding telephone number, if they need further assistance.

Steve Grimes reviewed the administration monthly report, which is annex #5 to these minutes.

Steve Grimes requested Board approval to add two items to the agenda due to their need to advertise these events as soon as possible: (1) Special Event request from MS to have a walk in Middle Park on May 2, 2004. (2) Golf outing request from the Quad City Law Enforcement Association at Palmer Hills on June 18, 2004.

On motion by Makoben, seconded by Beckman, to add the two items to the consent agenda for approval at the Wednesday meeting.

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

Chairman Kamp presented George Worley with a plaque in recognition of his service on the Park Board in 2003.

Steve Grimes presented the revised Special Event Policy for the Boardís approval. The policy has been updated to include the added facilities, clarification of insurance, updated fees, etc.

Commissioner Makoben requested the special event policy be approved on the consent agenda at the Wednesday meeting.

Commissioner Beckman informed the Board that he had asked that review of the golf fee revisions be placed on the agenda. He was concerned about the dollar increase in the fees and one reason why he voted for the increase was because of the opportunity for a new clubhouse. Now there are more pressing issues for the city and the clubhouse will not be on the time table that was originally planned. The golf course marketing committee met this morning and had a very good meeting on how to promote the golf course. Items discussed consisted of offering coupons, reduced rates at times the golf course is not busy, and implementing an aggressive marketing concept. If we pursue these types of options, Commissioner Beckman had no problem with the rate increase.

Chairman Kamp stated that the golf course increase was also based on the need to cover operating costs.

Steve Grimes reviewed the ASA 12-year old softball tournament special event application request for use of ball fields and field maintenance in Crow Creek Park August 3-6, 2004. This tournament was reviewed about six months ago, but the special event application was not finalized until this month.

Steve Grimes informed the Board that he, Rita VanWetzinga and Stu Smith have met with the Moline Parks and Recreation Director, Milt Hand, and feel comfortable that we can accommodate their needs. It will impact some of our programs, but we can work around them. A copy of the projected expenses is annex #6 to these minutes. The Moline Parkís Department will be paying for some of the maintenance costs. There will be overtime and a number of staff will have to work. The tournament will bring a large number of people into the Quad Cities. There are teams coming from all over the country.

Commissioner Makoben asked who would provide the concessions?

Steve Grimes stated that the previous concessionaire would be contacted to see if he is interested and this would be brought back to the Board.

On motion by Makoben, seconded by Beckman, to add the ASA Special Event request to the consent agenda for approval at the Wednesday meeting.

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

The Board discussed election of officers for the 2004 calendar year.

Nominations for Vice Chairman of the Park Board for 2004 were opened.

Commissioner Glenn nominated Larry Makoben for Vice Chairman.

A vote was taken for Larry Makoben as Vice Chairman.

Kamp, yes
Glenn, yes
Beckman, yes
Gackle, yes
Makoben, yes

Commissioner Makoben nominated Gary Kamp as Chairman.

A vote was taken for Gary Kamp as Chairman.

Kamp, yes
Glenn, yes
Beckman, yes
Gackle, yes
Makoben, yes

Steve Grimes reviewed the change order by Shive Hattery Engineering for the Field Sike area project. The change order was broken down into seven different areas. The scope of services 1-5 have already taken place and exceed the original contract. Items 6 and 7 are necessary only if we proceed with the project, which is on the agenda for discussion at the Wednesday meeting. The change order that needs to be approved totals $4,200.00.

On motion by Glenn, seconded by Makoben, to approve the change order covering items 1-5 in the amount of $4,200.00 for the Field Sike project.

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

The change order is annex #7 to these minutes.

On motion by Glenn, seconded by Beckman, to adjourn the meeting at 4:30 pm.
Kamp (Chairman)

Makoben (Vice Chairman)