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HomeMy WebLinkAbout~Master - Ames Park and Recreation Commission Meeting 11/21/2024CITY OF AMES PARKS AND RECREATION COMMISSION MEETING MINUTES DATE November 21, 2024 COMMISSION Sarah Cady, Jeff Iles, Janet Rathe, Duane Reeves, Debra Tapp, Jeff White ABSENT Nathan Shimanek STAFF Keith Abraham, Courtney Kort, Alex Krook, Abby Nelson, Nate Pietz, Joshua Thompson 1. CALL TO ORDER: 4:00 PM 2. APPROVAL OF MINUTES MOTION: (Iles/Reeves) to approve the October 17, 2024, meeting minutes. MOTION PASSED: (6-0) 3. PUBLIC FORUM None 4. STAFF INTRODUCTIONS Abraham reviewed successful recruitments of an Ice Arena Manager and several Maintenance Workers. Kort introduced Abby Nelson, who began work as Ice Arena Coordinator on October 29, and Alex Krook, who joined staff as Recreation Coordinator on November 18. Kort provided background information and Nelson and Krook spoke about their job duties and responsibilities. Abraham and Kort noted the Coordinators’ evening/weekend schedules will increase full-time staff facility coverage and allow for more direct contact between full-time staff and users. 5. STAFF REPORT ON HOMEWOOD GOLF COURSE 2024 SEASON Abraham introduced Recreation Manager Pietz, who oversees both Homewood Golf Course and admissions and concessions at Furman Aquatic Center, and Turf Maintenance Supervisor Wynja [absent], who is responsible for course maintenance. Pietz presented a recap of the Homewood Golf Course and Clubhouse season. Favorable weather enabled a 243-day season, spanning March 11 to November 8, with 8 days affected by inclement weather, mostly in March. This year’s 25,959 rounds played set a record and is a large increase over the five-year average of 20,255 rounds. Season pass sales increased to 204. Eighteen seasonal staff members worked at the Clubhouse, most (14) returning from previous year(s). Turf maintenance work was performed by Wynja and three seasonal staff, with additional contributions from full-time maintenance staff when required. Golf specials (Discount Days, Free Dats, Youth Rate) were successful promotions. Golf Leagues (Men’s, Couples, City, ISU Ladies, Homewood Ladies, Youth) will expand in 2025 with the addition of a Sixty Forward Golf League. This fall, golf instructor Nichole Hollinger hosted a limited number of youth lessons at Veenker Driving Range, with positive feedback from parents. Additional youth lessons will be offered beginning in Spring 2025. Clubhouse rentals totaled 169 hours, in line with annual average rental hours. Winter programming (Euchre, Cribbage, Paint with a Twist, Homewood 2 for the Holidays) will continue. Course maintenance, including annual root aerification, leave the course in good condition going into winter. Less damage and theft occurred throughout season. The irrigation system worked better, with fewer leaks following a check valve replacement, delivering 3.5 million gallons of water, well below average well water usage. High play volume required use of more than 20 tons of sand to fill tee box divots. The #9 tee area project will continue with tree work over the winter. When complete, the project will double available tee space. Pietz reported great course conditions all season and many positive user comments. Iles asked who does tree work at Homewood Golf Course. Pietz indicated Wynja works with City Forester Edwards to determine if tree work will be done by City staff or a contractor. Rathe asked what sort of theft occurs at the golf course. Pietz noted issues with tee box markers and flag sticks being taken. Iles asked about greens fees for non-special days. Pietz replied fees are variable depending on day of week and may include additional charges for a cart, for instance. Weekday fees for nine holes are $15-$18, weekend around $20. Rathe noted golfers 90+ years old play for free. 6. MOTION APPROVING THE AGREEMENT WITH THE AMES CYCLONE AQUATICS CLUB TO USE THE 50-METER BASIN AT THE FURMAN AQUATIC CENTER FROM MAY 26, 2025, UNTIL AUGUST 1, 2025, FOR PRACTICES Kort reviewed the annual agreement allowing Ames Cyclone Aquatics Club (ACAC) use of the 50-meter basin at Furman Aquatic Center (FAC). Previously, participants purchased a season swim pass. In 2024, a flat rate $75 per hour rental fee replaced passes. The flat rate fee will increase to $78 per hour in 2025, and to $82 per hour in 2026, which represents the target 40 percent rental fee, based on current FAC rental rates. Future fee adjustments would maintain the 40 percent target. The change to a flat rate worked well in 2024, simplifying administration. Both the City and ACAC wish to continue, and ACAC signed the agreement, Kort reported. MOTION: (Reeves/Iles) to recommend Alternative 1, which states: Approve the agreement with the Ames Cyclone Aquatics Club to use the 50-meter basin at the Furman Aquatic Center from May 26, 2025, until August 1, 2025, for practices in the amount of $7,800. MOTION PASSED: (6-0) 7. DISCUSSION REGARDING UPDATING PARK RULES Abraham reviewed recent discussions regarding homelessness and related issues within the park system that may require updates to park policies. Near-term facility additions, such as year-round restrooms at Steven L. Schainker Plaza and exterior showers at both the Steven L. Schainker Plaza spray pad and the Daley Park Splash Pad, may require further rule/policy considerations. Other policy questions over the years include whether parks should close at night or be open 24/7, or whether alcohol should be allowed in all parks and woodlands, not just community parks. Given the variety of issues, Abraham explained, staff believes this is a good opportunity to have conversations about park rules and policies, not just with the Commission but also via public input sessions, surveys, etc. Abraham noted more than 2,000 responses to a recent survey regarding Fitch Family Indoor Aquatic Center. Unlike an ordinance, where Police may issue citations for violations, park rules and policies are generally unenforceable, Abraham explained, although noncompliance with park rules may result in Police asking violator(s) to leave the park. Staff discussed with the City Attorney having park rules as part of an ordinance, with park rule authority granted to the Parks and Recreation Commission rather than City 3 Council. Abraham reviewed current Park Policies along with a draft including both rules and ordinances in one clearly formatted document. Several suggested updates to Municipal Code Chapter 19 were noted. Abraham indicated staff sought Commission guidance on how staff should solicit public input on park rules, specific questions to ask, and other concerns or considerations as staff develops new policies in collaboration with the City Attorney and City Council, who will need to provide guidance on how rules and ordinances are written. Iles asked how a policy document would address homeless issues in parks. Abraham indicated specific concerns or activities would need to be examined, e.g., overnight camping in parks is enforceable via the park hours ordinance. Iles observed how some problems are difficult to articulate, such as various issues with park restrooms. Rathe agreed park bathrooms are not motels, and you never know what you will find. Abraham cited numerous observed and reported problems with park bathrooms, which are meant only to be used and vacated. Staff recently discussed adding tamper proof screws on outlet covers due to vandalism compromising automated door security features. Parks staff work with Police regularly to respond to park concerns. Abraham said Police receive 5-10 calls daily regarding various issues in parks. Iles stated there must be other communities with similar problems. He asked if staff canvassed other Midwest communities to learn about potential solutions. Abraham indicated several Central Iowa communities passed ordinances prohibiting camping on public property. It is not an easy topic, but the goal is to do what can be done to protect staff and park users. Some of the problems, e.g., overnight camping in Ada Hayden Heritage Park, have not been seen before. Abraham offered that staff could do more research to see what other communities are doing. Tapp asked if Police patrol parks during nighttime. Abraham said yes, as much as time allows. He noted any Police presence, even being parked to do paperwork, can serve as a deterrent. Rathe asked if parks with permanent restrooms attract more problems and if staff considered closing restrooms during more problematic times (summer months), instead providing portable restrooms. It has been discussed, Abraham acknowledged, but the impact on 66,000 residents makes these issues a struggle. The department and City philosophy is that community parks have permanent restrooms. Abraham pointed out locking bathrooms may simply relocate problems. Thompson indicated some people will also stay overnight in portable toilets. Abraham reviewed recent City staff committee work related to homelessness, investment by City of Ames and Story County to secure consultant services to conduct outreach and develop a community homelessness action plan, and a recent meeting hosted by Assistant City Manager Goldbeck with 60 service providers offering input. From these efforts, three main issues emerge: substance abuse, mental health, and lack of housing, complicated problems that will not be solved just within Parks and Recreation. Abraham stated that policies and ordinances may be adjusted but, he asked, does that solve the problem or just move it somewhere else. Cady mentioned updating the ordinance regarding damaging park plants and property to clarify foraging and vegetation rehabilitation to remove invasives. Abraham noted public and City Council support for a food forest in the park system, another reason to review the ordinance. Tapp asked if the City website is the only place to find park policy information. Abraham said some policies are posted within parks, e.g., park hours and parking signs. New micromobility devices and issues with bicycle and e-bike speed limits are under discussion, Abraham reported. White commented on challenges with bicycles being used on unpaved trails 4 where biking may be inappropriate. He suggested ‘Bicycles Allowed’ or ‘Hiking Only’ signs, or perhaps installing bike racks at trail heads. There were no public comments regarding park policies or park-related ordinances. Abraham outlined possible next steps, noting the December 5 meeting agenda will include the annual CIP workshop with the City Manager, plus information regarding the Fitch Family Indoor Aquatic Center budget, proposed fees, and survey information. The December 19 meeting may be canceled. Staff will begin work on park policy updates and scheduling public input sessions. Potential policy changes could be discussed at the Commission meeting in January. Abraham indicated if policy changes occur, it would be helpful to have things in place before April 2025, when restrooms will open. City Park Policies will remain a working document. Tapp spoke about a homeless setup near her shop at the Main Street Depot. The property manager called The Bridge Home, who offered assistance that was declined. Tapp asked about resources to speak with homeless people and help them. Abraham replied that outreach is already going on via Police, Mary Greeley Medical Center, Optimae and other service providers, Parks staff, and others. More can be done, he said, but some individuals do not want assistance. Cady said the consultant and a broader community action plan should be helpful. 8. PROJECT UPDATES a. Fitch Family Indoor Aquatic Center Abraham reported the start of precast concrete panel installation is delayed from November 11 to December 2. Other items are being completed in preparation of the precast panels being installed, e.g., US Erectors staff marking panel installation locations along length of foundation walls. Story Construction and RDG Planning & Design are 85-90 percent complete with reviewing shop drawings and submittals. The construction site should look a lot different by the next Commission meeting. Staff continue work on the FFIAC operational budget and proposed fee schedule. This information will be shared with the Commission at the December 5 meeting along with results from a survey to gather public feedback on desired facility programming. b. Steven L. Schainker Plaza To evaluate four options provided by Henkel Construction to correct the ice-skating ribbon concrete surface, staff needs information from surface elevation and ground penetrating radar surveys, conducted by Henkel Construction and Terracon, respectively. Upcoming work activities include: trees and shrubs planted before November 30, final grading and turf seeding once soil temperatures are below 50 degrees, and hydro-mulching landscaping beds to provide erosion control until remaining vegetation is planted in the spring. Most of the concrete and paver work is finished. A punch list walkthrough of the restroom building with the contractor identified 93 items needing correction. Abraham stressed the site remains a construction zone. Fencing will remain in place until work is completed, landscaping is well established, and a decision has been made regarding the ice-skating ribbon. c. Mini-Pitch [November 12 Council Action Form Attached] Kort reviewed project bids received on October 23, 2024. The project includes four bid packages: (1) Concrete and Grading, (2) Mini-Pitch System, Lights, and Surfacing, (3) Electrical, and (4) Water Service. No bids were received for Bid Package #2. Kort reviewed the engineer’s cost opinion versus bid results and reported a funding shortfall of $98,425 against current funding of $260,960, assuming Bid Package #2 corresponds 5 with the $150,000 estimate. Staff will review results from reissuing Bid Package #2, along with shortfall funding options, at the December 10, 2024, City Council meeting. Abraham shared City Council questions raised during its November 12, 2024, meeting regarding rising project costs and whether to move forward. Staff recommended getting all bid information and then deciding how to address any funding shortfall. City Council asked staff about the rationale for adding mini-pitch to the park system and to forecast usage. Abraham explained that staff always looks for new and different amenities to incorporate with the existing park offerings. Mini-pitch has proven popular in other communities and staff is confident it will be used in Ames. Kort provided additional details about project cost increases, noting several are due to the project classification as a public improvement (site survey, engineered stamped drawings) as well as a 10 percent contingency built into the budget. Abraham stated concrete costs had nearly tripled from original staff estimates, noting additional sidewalk installation requirements following the City’s Development Review Committee project review, as well as the choice of investing in post-tensioned concrete, which should reduce cracking and future mini-pitch court maintenance costs. Reeves asked if staff considered renting the mini-pitch facility to offset the cost overage, noting interest from several soccer groups. Kort acknowledged public interest and indicated staff had not yet examined operating expenses, soccer programming options, and potential rentals. Rathe asked about neighborhood concerns with facility lighting. Kort replied that lighting can be addressed with programming for school versus summer hours, for instance. Reeves noted neighborhood enthusiasm for having the mini-pitch facility quickly and that lights can be programmed to be off when no one is on the court. Cady stated she believes the Parks and Recreation Commission and department staff have a better understanding than City Council on the community’s interest in park projects, citing the proven popularity of pickleball. Cady reiterated her support for mini- pitch, describing it as an interesting amenity that would go in a part of town without many recreation features beyond play structures. Tapp inquired about maintenance requirements, whether the acrylic surface needed much upkeep. Kort indicated the surface maintenance would be similar to tennis or pickleball courts. Abraham added the surface may need attention every 7-10 years, although a post-tensioned concrete mini-pitch court may last longer than asphalt courts. At its November 12 meeting, City Council asked if the Parks and Recreation Commission continued to support the mini-pitch project and wanted to see it added to the park system. Abraham said yes and indicated he would survey the Commission again prior to the December 10 City Council meeting. MOTION: (Rathe/Iles) Recommend the City Council move forward with the mini-pitch project and wait for the bid to come in for [Bid Package] #2. MOTION PASSED: (6-0) 6 9. MONTHLY REPORT Commissioners Tapp, Iles, Rathe, and White revealed 2025 pool pass prize winners randomly selected from Furman Aquatic Center end-of-season survey respondents. Abraham thanked all survey respondents for their helpful feedback. Kort noted: programs shifting indoors and use of Ames Community School District facilities for games and practices, Homewood Golf Course closed for the season, and completion of the first fall swim lesson session at ISU’s State Pool – a new session begins in January 2025. Homewood Golf Course received Best of Story County recognition in the golf courses category. Thompson reported: the Iowa DNR stocked 2,000 trout at Ada Hayden Heritage Park; staff are focused on completing as many projects as possible before the onset of winter weather and frozen ground; all bathrooms, water fountains, and irrigation are closed; Bids and Specifications for the Carr Park Agility Course project are due the week of November 25; favorable bids came in for the Ice Arena radiant heating system; and proposals for Ada Hayden Heritage Park path replacement will be received in early December. Thompson noted considerable engineer and consultant interest in this project. 10. COMMISSION MEMBER COMMENTS Reeves reported the Grow and Give Program at Reiman Gardens distributed more than 18,000 pounds of produce to Story County food banks. He hopes a proposal to partner with the Parks and Recreation community gardeners will come to fruition and make the program even better. Cady noted passage of the Story County Water & Land Legacy Bond on November 5, 2024. White thanked staff for repairing canoe and kayak access along the Skunk River, praising improved access and less likelihood of washing out. 11. NEXT MEETINGS a. December 5, 2024, 4:00 PM, Homewood Clubhouse (CIP Workshop) b. December 19, 2024, 4:00 PM (Regular Meeting) 12. ADJOURNMENT MOTION (Reeves) to adjourn the meeting. The meeting adjourned at 5:24 PM.