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HomeMy WebLinkAbout~Master - Ames Park and Recreation Commission Meeting 04-20-2023AMES PARKS AND RECREATION COMMISSION MEETING MINUTES DATE: April 20, 2023 COMMISSION PRESENT: Jeremy Bristow, Sarah Cady, Rachel Cramer, Thyra Cox, Duane Reeves, Nathan Shimanek, Jeff White ABSENT: None STAFF PRESENT: Keith Abraham, Joshua Thompson, Courtney Kort, Craig Kaufman, Nancy Shaw CALL TO ORDER: 4:00 PM INTRODUCTION OF NEW COMMISSIONERS Mayor Haila has appointed Thyra Cox to serve a one-year term. Jeff White is completing the last year of a three-year term. Cox stated she has been in Ames for over 20 years and is passionate about parks and recreation. She has recently retired and was looking for opportunities to serve the community. White has recently retired from the DNR as an environmental specialist. He is a paddler, bicyclist, and fisherman. ELECTION OF OFFICERS a. Chairperson Bristow moved, with a second by Reeves to nominate Sarah Cady as Chairperson. No discussion. No opposition. Motion Approved b. Vice-Chairperson Shimanek moved, with a second by Reeves, to nominate Jeremy Bristow as Vice- Chairperson. No discussion. No opposition. Motion Approved APPROVAL OF MINUTES Bristow moved, with a second by Shimanek, to approve the March 23, 2023, meeting minutes. No discussion. No opposition. Motion Approved. PUBLIC FORUM No public forum CORRESPONDENCE Ames Cyclone Aquatics Club (ACAC) Regarding the Rock the Blocks Swim Meet. Abraham stated that the meet from 2023 will not be held this year, according to the ACAC president. There was a misunderstanding regarding what hours were allocated to the club for the meet. As a result of that misunderstanding, Staff and the ACAC coach meet in February to discussion options. Commission and Staff were informed via email in April that ACAC decided to cancel the 2023 Rock the Blocks meet. Staff will bring something back to the Commission in September of 2023 regarding past meets and the facility usage for the Commission to get a historical perspective and options for 2024. The Commission will not take any action tonight. Doug McCorkle, (1018 Vermont Ct) McCorkle informed the Commission that he represents Ames Cyclone Aquatics Club (ACAC) as the Vice President. He stated that the club had appreciated Parks and Recreation’s cooperation and willingness to work with the club in the past. McCorkle informed the Commission that the swim club wants to run a successful meet. They are open to sharing the pool and eager to work with the City to come up with a way to have a successful meet. Frank Feilmeyer, (2510 Somerset Dr) Feilmeyer stated that he agrees with McCorkle, and the club is grateful to be able to use the facility. However, the swim meet does not attract high-quality competition or provide revenue for ACAC due to the current facility times provided for the meet. He stated that ACAC needs to use the pool both morning and afternoon for the meets. Feilmeyer said the club realizes there are citizens who want to use the pool in the afternoon; however, the Commission should not forget that ACAC participants are also customers, and we need to give them competition opportunities in this pool. He also stated that the club is not asking for anything for free. Reeves stated that Commission approved the pool use agreement back in September. He asked if there had been ongoing discussions past September. Feilmeyer answered that the ACAC coach felt he asked for the times ACAC needs, including morning and afternoon sessions, and City staff had agreed. When ACAC realized they didn't have the morning and afternoon sessions, they decided not to proceed as they did not get the six sessions they wanted. Abraham stated that the history of this event would be included in this fall's Commission Action Form. Reeves stated that when a contract (Commission Action Form) is on the agenda, usually representatives from the group requesting the action attend. If the representatives attend and there is confusion, the Commission does not need to approve it that night. He does not recall any ACAC members attending the meeting. Shimanek stated that he felt blindsided by the correspondence and wanted a good working partnership. Bristow wanted to know if there was any way to resolve this and make this year’s event occur. Abraham stated that before this came to Commission, there had been conversations with Coach Mike, Jason (ACAC President), and others, and that the cancellation of the 2023 meet is final. Abraham stated that Staff will meet with ACAC representatives this summer to bring back options to the Commission for the 2024 meet this fall. Abraham informed the Commission that Kort met with Coach Mike in February after ACAC was aware of the hours available for the meet this year and that there was no indication to staff that if hours were not changed that the meet was at risk to be cancelled. The next time Staff received contact with ACAC was the correspondence via email from Jason to Staff and Commission that ACAC was canceling the meet this year. The ACAC representatives stated they are here to be proactive about 2024. The ACAC board mentioned they will take Coach Mike out the conversations for future agreements and work with the City at the ACAC board level as it may be difficult for Coach Mike to press hard as an ACAC employee and while wanting to maintain positive relationships with the City he may not want to press too hard. ACAC board is hopeful in the future they can get agreements to match what ACAC needs and what the City needs from these conversations. STAFF REPORT REGARDING THE POTENTIAL OF SELLING ALCOHOL DURING EVENTS AT THE AMES CITY AUDITORIUM. Staff received questions regarding alcohol sales at concerts and other events. The staff report explains which types of events alcohol would be served at, whether the City would contract with outside vendors to sell alcohol, or does the City not sell alcohol at all. There are also examples of other cities and venues and what they are doing. Kaufman informed the Commission there are three options in the report. Bringing in outside vendors for alcohol sales where the vendor has most of the responsibility, there are no upfront costs for the City, and we would receive a minimum of 10% of revenue. If Parks and Recreation would purchase, store, and sell the alcohol. The City would get more revenue but take on additional risk and the upfront cost. The third option would be not to sell alcohol at events. Kaufman informed the Commission that Parks and Recreation had recently produced six concerts that would have been the kind of shows where Staff would suggest alcohol sales. Central Iowa Symphony has asked for beer and wine sales at their concerts. Some groups want to produce concerts, and their patrons would also like alcohol at these events. Abraham stated this would not be for every event. Bristow asked Kaufman what kind of contract length an outside vendor would want. Kaufman stated they are usually one year. Bristow felt we should start with an outside vendor to limit the risks. Shimanek stated he is in favor of doing this and increasing the number of events and attendance. He does not think that the alcohol sales will bring in a lot of money. Cramer asked about alcohol storage. Kaufman informed her that right now, there is no storage for alcohol on site. Cramer wondered if there was enough staff to do this. Kort stated that staffing the events would take priority over staffing alcohol sales. Cox asked if there would be an increase in liability. Kaufman stated that it would increase the City’s liability insurance. If an outside vendor were used, there would still be increased insurance; however, the dram shop insurance and licensing would be on the vendor. Reeves asked if requesting alcohol sales for just the Auditorium was limiting. Abraham answered that Staff decided to exclude alcohol at the Ames/ISU Ice Arena and the ball diamonds in River Valley and does not want to expand this to other locations. Abraham also stated that Staff is just looking for direction, and based on the Commissioners' comments, this seems to be something they would like to see us try. Cox asked if non-alcoholic beverages would be available. Kaufman told her they would, and there would be possible other concession items as well. Cady is in favor of having an outside vendor if storage and staffing are going to be an issue. MOTION APPROVING THE MEMORANDUM OF UNDERSTANDING WITH THE REIMAN GARDENS FOR 2023. The partnership to offer mind and body classes at Reiman Gardens began in 2021. Staff wishes to continue this program in 2023 and recommends Alternative #1. Bristow moved, with a second by Cramer to approve Alternative #1. No discussion. No opposition. Motion Approved MOTION APPROVING JAX OUTDOOR GEAR REQUEST TO RENT CANOES, KAYAKS, AND PADDLE BOARDS AT ADA HAYDEN HERITAGE PARK AND WAIVE THE 10% OF GROSS SALES. Abraham stated that this is a great partnership and good for the community. Staff recommends Alternative #1. Cox asked if any other vendors were interested. Abrahams informed her that there were no other interested vendors. Bristow moved, with a second by Cox, to approve Alternative #1. No discussion. No opposition. Motion Approved MOTION APPROVING ADAPTIVE SPORTS IOWA UTILIZING COMMUNITY CENTER FOR HOUSING DURING RAGBRAI 2023. This agreement is similar to the last time RAGBRAI had an overnight stop in Ames. The stage will be used to store equipment and bicycles. Some programs would be impacted but not many. Staff recommends Alternative #2. Reeves stated his opinion that all the people and entertainment would be in the downtown area; people would not come to classes anyway. Cox expressed she is in favor of Alternative #2. Reeves is in favor of Alternative #3. He feels that Adaptive Sports Iowa is a great partner, and the $785 rental fee should be waived. Cady stated her opinion that it is not so much a loss of revenue as it is the extra costs for staffing. Bristow moved, with a second by Cramer, to approve Alternative #2. No discussion. No opposition. Motion Approved MOTION APPROVING THE FRIENDS OF ADA HAYDEN HERITAGE PARK REQUEST TO WAIVE ENFORCEMENT OF PROHIBITION OF MOTORIZED VEHICLES IN ADA HAYDEN HERITAGE PARK. The Friends group have done this for many years. The 2023 event will be held on Monday, September 11, with Tuesday, September 12, the rain date. It’s a great event and helps people who cannot do this alone. Staff recommends Alternative #1. Bristow moved, with a second by Shimanek, to approve Alternative #1. No discussion. No opposition. Motion Approved MOTION APPROVING THE PARKS AND RECREATION COMMISSION MEETING DATES FOR APRIL 2023 THROUGH MARCH 2024. Abraham showed a listing of the upcoming meeting dates, including the CIP meeting with the City Manager in December. Abraham reminded the Commission that historically, the second meeting in December had been canceled if not needed. Staff recommends alternative #1 Cramer moved, with a second by Bristow, to approve Alternative #1. No discussion. No opposition. Motion Approved PROJECT UPDATES a. Fitch Family Indoor Aquatic Center Abraham gave an update on the facility as we did make some changes to bring the design in at budget. Abraham stated they reduced the facility by 2,400 square feet, eliminating some deck space, lockers, and changing rooms. Staff is working on stormwater management options and reducing the amount of glass on the outside and inside of the building. Abraham showed different views of the potential changes in materials to keep the building within the budget. Shimanek felt Staff did a good job. The items that were eliminated will not be noticed. b. Steven L. Schainker Plaza The staff has requested a change order for the ice ribbon and the subgrade heat. With the removal of the water runnel and the addition of a linear spray pad, there is savings on concrete but additional costs for spray jets. Staff is now looking at furnishings. Many of the items the consultants recommended came in at a quote of $138,000 for benches, tables, etc. Reeves asked about the accessibility of the furnishings. Abraham stated that they will be compliant with ADA standards. c. Sands-McDorman Property Purchase The purchase is progressing, and we are finalizing the details with the owners. We will be closing on the property in June 2023. d. RAGBRAI 2023 Thompson stated that plans are moving forward. At this time, we don’t know the maximum number of riders allowed, but the registrations for the event will close on May 15. There is a need for volunteers on July 25 & 26. We want this to be a great event and a positive experience. Anyone interested in volunteering can contact Discover Ames. e. Ames/ISU Ice Arena Mural There were nine submissions for this public art project. Those submissions were narrowed to four and then to one. The mural will be done this fall. MONTHLY REPORT Thompson stated that the water had been restored to all restrooms in the park system. The Community Garden spring meeting was great. All garden rental spots are full. Kort stated that we are transitioning outside with our youth programs. Reeves asked about the Ice Resurfacer Experience. Kort informed him that Zamboni contacted us to rename the program. COMMISSIONER COMMENTS None ADJOURNMENT Bristow moved to adjourn. The meeting concluded at 5:54 PM. NEXT MEETING Thursday, May 18 at 4:00 PM (City Hall Council Chambers)