Bettendorf Park Board Minutes 07/13/04

MINUTES
BETTENDORF PARK BOARD
SPECIAL MEETING
JULY 13, 2004

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

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

MINUTES
BETTENDORF PARK BOARD
SPECIAL MEETING
JULY 13, 2004

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

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

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

Kerry Solomonson, intern working for the recreation division, was introduced to the Board members. Also, Kevin Cartee, Program Coordinator, was present to observe the meeting.

Rita requested Board approval to increase the rate for individual sessions of personal training at the Life Fitness Center from $22.00 to $28.00 in an effort to encourage members to purchase packages.

On motion by Glenn, seconded by Makoben, to approve the recommendation by staff to increase the personal training individual sessions from $22.00 to $28.00 at the Life Fitness Center.

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

Rita requested Board consideration to offer a six-month membership at the Life Fitness Center, effective September 7, 2004. She presented two option; one at 75% of the full year membership and one at 70%. Staff is recommending the 70% option as an effort to try and bring back the membership levels that have been declining based on the competition in the area. There have been several requests for a six-month membership and staff believes this will help attract more members and is a good marketing tool. The six-month plan must be paid in full. There will not be a payment plan or additional discounts on the six-month plan.

On motion by Makoben, seconded by Gackle, to approve the six-month membership at the Life Fitness Center at 70% of the full year membership, effective September 7, 2004.

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

Rita requested the Board approve the sale of the Pulsar equipment removed at Splash Landing to convert to the liquid chlorine in hopes to offset some of the costs. An ad was created that was sent to IPRA, schools, and other park and recreation agencies.

On motion by Glenn, seconded by Makoben, to approve the sale of the Pulsar equipment.

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

Rita requested Board approval to close the Life Fitness Center at 7:30 pm on the Wednesday before Thanksgiving, due to slow attendance and the difficulty in staffing the building.

On motion by Beckman, seconded by Glenn, to approve closing the Life Fitness Center at 7:30 pm on the Wednesday before Thanksgiving.

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

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

Commissioner Glenn questioned the plan presented on a pond for the golf course and if this would address problems with the cart path along #11. He felt this type of project would disrupt the golf course and thought there would be no projects for some time in an effort to increase rounds.

Brad explained that Steve Grimes requested getting Gil Miller, golf course architect, to see what effect a pond would have along #10 to help with the erosion. The cart path has been repaired temporarily, but the pond would address the problems with the cart path.

Steve Grimes explained that the amount of erosion has gotten worse and fixing the bridge would be a temporary fix to the problem. He wanted to look at a long-term fix to see what it would cost. The pond is part of the Master Plan. The disruption on the golf course would be minimal. The hole can be played as a par 4.

Commissioner Steve Beckman stated he was not in favor of spending any money on the golf course until a decision is made on a new clubhouse. He will vote against anything except immediate concerns on erosion.

Chairman Kamp stated that we are not asking for a vote, just giving the Board some information on the erosion problem at the golf course.

The Board directed Brad to get a price on a bridge for #10 and a bridge for #11.

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

Stu reported that the park division is getting ready for co-hosting the National ASA softball tournament with Moline and Rock Island the first week in August. The Crow Creek Park four-plex along Tanglewood Drive will be used for two days of play. Teams are coming in from all over the country for this event. It should be great for community businesses.

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

Steve Grimesí monthly administration report is annex #5 to these minutes. He informed the Board that a call was received today that the veterans involved with the memorial in Middle Park by the band shell want to address the Board regarding additional landscaping. It was too late to add them to the agenda, however, they will speak under the public forum.

Steve Grimes also informed the Board that there are a couple of items to add to the agenda regarding the golf course clubhouse. Also, the request for use of school facilities for a tennis tournament will be removed from the consent agenda. They will deal directly with the schools.

Commissioner Glenn requested the Y Agreement be pulled from the consent agenda and placed on the agenda as a discussion item for the Wednesday meeting.

Steve Grimes explained that the Park Board walked through the Community Center building prior to the meeting to discuss improvement projects to the facility. There is approximately $125,000.00 in Capital Improvement Funds for the improvements. The estimated cost for all the improvements is $133,000.00, which includes the sport flex floor in the gym. All improvements would be separate contracts.

There was discussion on the gym floor and it was decided by the Board to go with another tile floor.

On motion by Beckman, seconded by Makoben, to approve projects at the Community Center as recommended by staff and all improvements are not to exceed the capital improvement budget of $125,000.00.

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

The Board discussed request to waive the fees for use of the Community Center for a fundraising activity.

On motion by Glenn, seconded by Beckman, to approve the request to waive the Community Center fees for a fundraising activity.

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

Steve Grimes informed the Board that the strategic planning workshop with the Board and division heads was delayed until Fall. Steve was interested in what topics the Board was interested in covering. The Master Plan and direction of enterprise accounts and special facilities will be discussed. The Board also expressed an interest to invite City Council members.

Commissioner Beckman requested incorporating budget discussions and Commissioner Makoben requested updating the Capital Improvement Plan.

Steve Grimes recommended having Greg Jager facilitate the workshop.

The Board requested Steve Grimes set up the workshop the week after Labor Day, September 7-9, at 1:00 pm and check to see when Greg Jager is available. The Board would like to meet with staff first and then have a meeting with the City Council.

Steve Grimes informed the Board that two bids were received for the Field Sike Project. One bid was disqualified because it did not have a bid bond. The bid from General Constructors was the only bid accepted. There were four deducts and three additions on the bid with the total cost including alternates at $538,060.00. If we accepted the bid with the deducts, the project totals $451,260.00. There is not enough funding to do the project. There are potential grants and donations that Mark Brockway is trying to acquire and some in-kind products have been secured, such as stone and trees.

Steve Grimes discussed the deductions listed by Shive Hattery, consultants. $50,000 can be cut, if the contractor is allowed to burn, instead of hauling all the trees and brush away. After talking with the Fire Chief, this can be approved as long as the contractor controls the time it is burning. $30,000 can be cut if we remove some of the requirements for landscaping. The remaining $20,000, was cut because of the gift of the stones.

Steve Grimes informed the Board that there is some interest from contractors to rebid the project. We did not give the contractors much time to complete the project, because we did not want it to go into the winter months due to the concern for erosion.

Options: (1) Award the bid and try to come up with the additional $60,000 needed somewhere in the Capital Improvement Program. There is very little flexibility in the Capital Improvement Program. There is a good chance of acquiring additional funding through grants, but no guarantee.
(2) Rebid the project. Extend out the construction.

Steve Grimes also informed the Board that in the deduct alternates for the landscaping requirements for the three detention basins, this does not meet agreement to reseed them in a sustainable manner. The builder will probably agree short term to this, but the Board will have to come back and do the work later. Additional funding is not available until 2006/2007.

Steve Grimes informed the Board that a representative from Shive Hattery and probably some of the property owners in the Field Sike area will be at the Wednesday night Board Meeting when a decision will be made on the status of the project.

Steve Grimes informed the Board that the Rock Island Parks and Recreation Department suggested a potential shared-use agreement of their Fitness Center and ours during shut downs for annual maintenance. Rock Island shuts down for two weeks and Bettendorf shuts down one week. It is during a slow time in the summer months and staff doesnít anticipate a large number of users. This is also a benefit to our members.

Commissioner Makoben recommended having daily waiver forms signed.

On motion by Makoben, seconded by Glenn, to approve shared-use agreement with Rock Island Parks and Recreation Department for the Fitness Centers.

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

Steve Grimes requested to add two items to Agenda for the soil testing and topographic survey that are necessary in order for Tim Downing, Architect, to proceed with the design and construction documents.

On motion by Glenn, seconded by Makoben, to approve adding the two items to the agenda.

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

On motion by Beckman, seconded by Makoben, to award the contract in the amount of $4,150.00 to VerBeke-Meyer Consulting Engineers for the topographic survey and Terracon for the soil testing in the amount of $1,600.00 for the new clubhouse at the golf course.

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

A copy of the quotes from Tim Downing is annex #6 to these minutes.

The Board discussed items on consent agenda.

On motion by Makoben, seconded by Glenn, to remove item F regarding the tennis tournament from the consent agenda and move the Y agreement from the consent agenda to a discussion item.

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

Chairman Kamp adjourned the meeting at 5:30 pm.

Kamp (Chairman)

Makoben (Vice Chairman)