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HomeMy WebLinkAbout~Master - Ames Park and Recreation Commission Meeting 03/23/2023AMES PARKS AND RECREATION COMMISSION MEETING MINUTES DATE: March 23, 2023 COMMISSION PRESENT: Jeremy Bristow, Sarah Cady, Rachel Cramer, Jacob Ludwig, Duane Reeves, Nathan Shimanek ABSENT: STAFF PRESENT: Keith Abraham, Joshua Thompson, Courtney Kort, LeAnn Hawk CALL TO ORDER: 4:00 PM APPROVAL OF MINUTES Ludwig moved, with a second by Bristow, to approve the January 19, 2023, meeting minutes. No discussion. No opposition. Motion Approved PUBLIC FORUM No public forum INTRODUCE LEANN HAWK, AQUATICS MANAGER Abraham introduced LeAnn Hawk as the new Aquatics Manager. Hawk gave a small overview of her previous aquatics experience. MOTION APPROVING THE AGREEMENT WITH THE AMES CYCLONE AQUATICS CLUB TO USE THE 50-METER BASIN AT THE FURMAN AQUATIC CENTER FROM MAY 30, 2022, TO AUGUST 4, 2023. Kort went over the agreement for the 2023 season. This agreement is similar to past years. Parks and Recreation and the Ames Cyclone Aquatics Club have a great relationship, and no significant changes exist. Staff recommends Alternative #1. Bristow moved, with a second by Ludwig, to approve Alternative 1. Discussion: Shimanek stated that he had heard no rumblings from the public regarding the agreement. No opposition. Motion Approved APPROVE AMES MAIN STREET’S REQUEST TO: a. Utilize Bandshell Park on May 19, 2023, with the band playing 6:00–9:00 PM and teardown completed by 10:00 PM. b. Recommend City Council approve alcohol to be served at Bandshell Park on May 19, 2023, 6:00–8:30 PM and consumed at ground level within the fenced-in area no later than 9:00 PM or the removal of the temporary fencing, whichever comes first; and City Council require Main Street to obtain a State liquor license to assure compliance with local and State liquor laws. Kort stated that the Ames Main Street 515 event has now been extended from a weekend to Monday– Friday, with the Friday event happening in Bandshell Park. Kort reported that the Ames Police Department had no issues with the event in prior years. Staff recommends Alternative #1. Ludwig moved, with a second by Cramer to approve Alternative #1. Discussion: Cramer asked about clean-up after the event. Crystal Davis, Executive Director of Ames Main Street (AMS), stated that the AMS members and volunteers would clean up the event. No opposition. Motion Approved MOTION APPROVING THE AGREEMENT WITH AMES YOUTH BASEBALL REGARDING USE OF FIELDS 7, 8, & 9 IN BROOKSIDE PARK FROM MARCH 27, 2023, TO NOVEMBER 1, 2023. Thompson said there were no changes to the agreement and that things have worked well. Bristow moved, with a second by Ludwig, to approve Alternative #1. Discussion. Reeves asked Thompson who would be doing the maintenance. Thompson said that Ames Youth Baseball does the field maintenance and chalking on fields 8 & 9 while Parks and Recreation maintains field 7. Parks and Recreation will provide the bases and mow. The groups work together on significant maintenance items. No opposition. Motion Approved STAFF MEMO REGARDING PARKS AND RECREATION COMMISSION’S AUTHORITY OF APPROVING ORDINANCE WAIVER REQUESTS WITHIN THE PARK SYSTEM . Abraham went over the Commission’s request to have the ability to approve the waiver of ordinances that are a part of reoccurring events, such as waiving the alcohol ordinances for events at the Durham Bandshell. Abraham reported that the Commissioners could waive park rules not ordinances and that City staff would like to keep things consistent. Reeves asked if ordinances are placed on the City Council consent agenda or up for a vote. Abraham stated that these items have been placed on the agenda in both locations depending on the topic. Any council member can pull an agenda item from the consent agenda for further discussion. MOTION APPROVING THE JAYCEES REQUEST TO: a. Sponsor “Ames On the Half Shell”, utilizing Bandshell Park on five Fridays between June 2 and June 30, 2023; b. Recommend City Council approve alcohol to be served at Bandshell Park on five Fridays between June 2 and June 30, 2023; c. Waive the Jaycees payment of a $1.00 facility fee per ticket sold and 10% of their gross food/beverage sales from “Ames On the Half Shell“events. Kort stated that there were no significant changes from previous agreements. Staff recommends Alternative #1. Ludwig moved, with a second by Cramer, to approve Alternative 1. No Discussion. No opposition. Motion Approved MOTION RECOMMENDING CITY COUNCIL APPROVE STAFF SUBMITTING AN APPLICATION FOR A STATE OF IOWA GAMBLING LICENSE TO CONDUCT VARIOUS PROGRAMS AND SCHOLARSHIP FUNDRAISING EVENTS. Kort informed the Commission this application would be for a two-year license at the cost of $150 and would be for raffles and games of chance. The initial application would cover a duck derby race and a golf tournament to raise money for the scholarship fund. Additional events could also be added and approved within those two years. Scholarship fee assistance for programs and swim passes over the past few years has been over $32,000. Staff want to ensure funds are available and expand that program if possible. Abraham stated that holding this license could provide additional opportunities to raise funds. Most municipalities have a gaming license, and the Iowa Department of Inspections and Appeals was surprised that Ames did not have one. Bristow asked Kort about the duck derby. Kort stated that members of the public can adopt a rubber duck for a fee. Then the ducks will be dropped down the slide and race around the lazy river. Bristow asked if the events have to be approved by the State. Kort informed him that planned events are listed in the application for the license. Additional events can be added as needed. The State would like us to tell them if we hold additional events. The events themselves do not need to be approved. Reeves wanted to know if the City of Ames should apply instead of Parks and Recreation. Kort said that either entity could apply for the license, and the approval would be for the City. The license needs to be on-site during any events held. Reeves wanted to know if Parks and Recreation Staff responsible for the compliance will have to oversee events run by other departments. Abraham would need direction on the applicant's identity and how different events should be monitored. Abraham stated he would gauge interest at the next Executive Leadership Team meeting, and based on the response, Staff will decide who will apply for the license. Cramer wanted to know if a gambling license is needed if raffle items were donated. Kort stated that it is based on the value of the prizes. Shimanek gave kudos to the Staff for coming up with this. Ludwig moved, with a second by Shimanek, to approve Alternative #1. No Discussion. No opposition. Motion Approved PROJECT UPDATES a. Fitch Family Indoor Aquatic Center Abraham stated that Staff had made a couple of site visits to new pools being built in the area. Abraham said the contract with Impact7G, Inc., for environmental services is nearly completed. Impact7G will develop a management plan and provide guidance regarding remediation and mitigation during construction. The DNR has determined that vertical geothermal wells will not be allowed on the site; horizontal geothermal wells are still possible. There are benefits to using horizontal wells, and Staff will continue to explore geothermal options. Abraham informed the Commission that the construction estimate has come in over the funding available for the project. The architect and construction manager have indicated that bids for projects often come in lower than the schematic design phase construction estimate. Abraham stated that some cost-saving measures could be made, including lowering the contingency percentage from 10% to 7.5%, changing some flooring options, and lowering the amount of tile and windows. Abraham showed preliminary aerial views of the placement of the building on the site. Reeves asked about the cutout for CyRide. Abraham stated that the existing cutout would stay. Ludwig asked if we planned to build the facility to do the “Add Alternate” as an addition in the future. It would be less costly to build it now, but it will depend on how the bids come in. Abraham stated it would cost significantly more to add later, but preparations are being made for that option in the current design. Shimanek stated he feels that we will regret it if we don't build the alternate now. Abraham stated that Staff does not favor making the lap pool smaller or combining the lap pool with the zero-depth entry pool to save money and build the “Add Alternate”. This facility is a 50-year facility; Staff does not want to compromise on the quality of the pool. Staff is still actively pursuing grants and additional funding. Reeves asked about the process for increasing the bonds. Abraham stated he doesn’t have an answer for that question but thinks there would probably be a public hearing date regarding this matter. Abraham said bonds can be issued up to $21.2 million. Reeves agrees with Shimanek that we will regret not doing this. Abraham said the future is very uncertain and concerning with the legislature. Council is also discussing if we push the envelope and end up not having the project or move forward with what we have. Ludwig would not want to do the “Add Alternate” at the expense of the quality of the rest of the facility. He would like it to be high quality throughout the facility. Cady asked if there would be a second push for private fundraising. Abraham told her that the Chamber is still working on fundraising, but there have not been any bid leads for money. b. Steven L. Schainker Plaza There has not been much activity on the plaza due to the weather. Staff is waiting for clarification from the Iowa Department of Public Health regarding the aquatic features. The rules are being interpreted differently by entities working on the project. Hopefully, there will be more information and clarification by the April meeting. Reeves asked if there was a final design. Abraham stated that the drawings had not been revised. c. Sands-McDorman Property Purchase Unfortunately, one of the sisters who owned the property has passed away. Staff is working with the surviving sister and her family. They are considering keeping the west 27-acre parcel at this time. MONTHLY REPORT Thompson informed the Commission that maintenance staff is preparing restrooms and water fountains for the summer season. Shimanek asked about the burned-out bathroom at Inis Grove. Thompson stated that the insurance company had paid the claim, and he is meeting with HPC to finalize the project. Kort informed the Commission that around 50 potential applicants participated in the hiring tailgate. Homewood Golf Course will be opening on April 1, weather permitting. The annual prize drawing was held for people who completed the Furman Aquatic Center survey. The winners are as follows: Individual Season Pass - Susan Kepley 10 Free Daily Admissions – Julie Popken Punch Pass Card - Elizabeth Salton Family Season Pass – Kristi Duhn Thank you to everyone who completed the survey. 2023-24 PARKS AND RECREATION COMMISSION NEW MEMBERS a. Thyra Cox and Jeff White have been appointed as new Park Commission Members. They will begin their terms with the April meeting. b. Jacob Ludwig, Thank You Ludwig has served three one-year terms. Abraham stated Staff's appreciation for Ludwig's efforts and involvement in the community, as he has been the best student Commissioner we have had. The other Commissioners thanked him for his service. Ludwig stated he applied in December and didn't expect to join on Zoom; however, his involvement with the city has been a highlight of his time at ISU. COMMISSIONER COMMENTS ADJOURNMENT Ludwig moved to adjourn. The meeting concluded at 5:20 PM. NEXT MEETINGS Thursday, April 20 at 4:00 PM (City Hall Council Chambers)