Bettendorf Park Board Minutes 5/11/04

MINUTES
BETTENDORF PARK BOARD
SPECIAL MEETING
MAY 11, 2004

The Bettendorf Park Board held a special meeting on May 11, 2004 in the Council Chambers at City Hall at 4:00 pm.

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

Steve Grimes introduced Chris Fuller who has assumed the new position as the Volunteer Coordinator funded through the Americorp Program. He will be working 900 hours this summer recruiting projects and volunteers to complete the projects.

Carol Barnes, Finance Director, was present to address the Board to explain the enterprise reports. The reports are annex #1 to these minutes. These reports are available normally about six weeks following the end of the month. Sometimes, because of staff schedules and projects, these reports cannot be done. The reports include thirty-day accruals, so are an up-to-date snap shot of how the enterprise funds are doing. The reports include three enterprise funds: (1) Life Fitness Center (2) Golf Course and (3) Splash Landing. All funds have a healthy cash balance.

Carol Barnes explained that the reports reflect the entire amount of required depreciation, but the Board does not have to fund everything, such as buildings and major projects. On the cash flow page, there are three new lines: (1) showing minimum reserve, a policy the City Council adopted, which is 30% of annual operating expenses and without depreciation (2) Maximum reserve, 100% of depreciation and 30% operating expenses (3) 30% of operating expenses and amount of depreciation remaining after subtracting major renovations and buildings, which is our goal. All enterprise funds meet the minimum policy for cash reserves.

Commissioner Makoben asked if the Park Board could draw down the reserve below the 30%.

Carol stated that the 30% reserve funds are a good level to maintain, but the Council can consider a one-time draw down for certain improvements.

Commissioner Glenn stated that we need to thank the people who manage the facilities. They have been a positive influence and have given us good direction.

Steve Grimes informed the Board that a number of conditions could affect the projected numbers, such as weather, competition, etc.

Carol Barnes indicated that she would be available to attend Park Board meetings on a quarterly basis to explain the reports if the Board so desires.

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

Rita requested Board approval for a college membership at the Life Fitness Center and to rent the third gym during down times to Bettendorf residents or members. This is an opportunity to capture additional revenue at the Life Fitness Center.

On motion by Glenn, seconded by Beckman, to approve staff recommendations for a college pass and rental of third gym at the Life Fitness Center.

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

Rita also informed the Board that a mailer is being sent to prior members that did not renew their membership the last two months. This is an attempt to survey and ask them why they did not renew and ask them to reconsider joining.

Commissioner Makoben stated that he is still working with Trinity. They are currently doing their rehab at the old hospital and they are not doing any open heart surgeries at the new hospital. Using the Life Fitness Center for rehab will be something for Trinity to consider in the future.

Rita reported that the Life Fitness Center facility would be used in conjunction with the early out school program. A percentage of the fee the school charges would be paid to the Life Fitness Center for use of the facility and staff. The program at the Life Fitness Center would be a very structured activity and would be doing a sports and games theme.

Rita also reported that there will be a Quad City Times insert delivered on Monday. The same insert will also be delivered to all the schools. She purchased the NRPA Sports Illustrated CD, which was used in the advertising insert.

Rita informed the Board that the staff would start filling the pool tomorrow.

Brad Peterson reviewed the golf course maintenance monthly report, which is annex #3 to these minutes. He reported on the vandalism to #5 green that took place two evenings in a row. He has asked the neighbors to keep an eye out for the vandals. The tee signs are scheduled to be installed either Wednesday or Thursday.

Stu Smith reviewed the monthly park maintenance report, which is annex #4 to these minutes. He reported that most of the seasonal projects have been completed and everything is up and running. His staff is currently trying to keep up with the mowing.

The Board reviewed Jon Waddellís monthly golf administration report, which is annex #5 to these minutes.

Steve Grimes reviewed the administration monthly report, which is annex #6 to these minutes. He reported an Eddy Award was received from River Action for the work completed at Eagleís Landing Park recognized as a river access activity. The award was a metal sculpture representing the river rapids on a limestone base.

Commissioner Makoben asked if the Hendricks fund could be used for the Club House?

Steve Grimes stated that the funding can be used for anything related to parks and recreation.

Steve Grimes reported that the Special Event Application was received regarding use of Leach Park for the Grand Excursion. Two boats will be anchored off shore of Leach Park and passengers will be getting on and off the boats for the different cruises. The request is to close the boat launch June 25 and 26, 2004. A couple of tents will also be placed in the park. The boat launch would be able to be open on June 27, but they would be doing their clean up in the park.

Commissioner Makoben requested signs be posted that the boat launch area would be closed and post other boat launch areas that are available.

On motion by Makoben, seconded by Gackle, to approve the Special Event Application for use of Leach Park on June 25-27, 2004 and to close the boat launch area on June 25 and 26, 2004.

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

The Special Event Application for the Grand Excursion is annex #7 to these minutes.

The meeting was adjourned by motion by Makoben at 5:05 pm.

Kamp (Chairman)

Makoben (Vice Chairman)