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HomeMy WebLinkAbout~Master - Ames Park and Recreation Commission Meeting 08/16/2018CITY OF AMES PARKS AND RECREATION COMMISSION MEETING MINUTES DATE: August 16, 2018 COMMISSION PRESENT: Ed Moran, Sarah Cady, Jeremy Bristow, Eve Lederhouse ABSENT: Sarah Litwiller, Kelsey Culbertson STAFF: Keith Abraham, Craig Kaufman 1. CALL TO ORDER: 4:04 PM 2. APPROVAL OF MINUTES MOTION: (Lederhouse/Bristow) to approve the June 21, 2018 meeting minutes. MOTION PASSED: (4-0) 3. PUBLIC FORUM None 4. DIRECTOR’S REPORT a. Commission Action Form: Main Street Cultural District Request to Utilize Bandshell Park for “Oktoberfest” on September 15, 2018 In response to business owners’ concerns about the number of Main Street closures for various events, Main Street Cultural District (MSCD) requested relocating the annual Oktoberfest event to Bandshell Park. Abraham cited positive neighborhood feedback before and after other successful Bandshell Park events, e.g., Firefly Country Night, and support for additional events at the park. Oktoberfest attendance is weather-dependent. MSCD budgeted for 1,200 tickets sold; previous events attracted as many as 3,000 attendees, with peak attendance usually during the final hours of the event. Alcohol service including keg beer sales would be a first for Bandshell Park, but not a precedent within the park system overall. Abraham also reviewed planned event hours versus regular park hours; noise and potential impact on the neighborhood; and other event variables, such as turf conditions, weather, trash, security, and parking. Abraham presented four fee options for review: (1) Option A: the FY 2017/18 Bandshell Park fee structure; (2) Option B: the FY 2017/18 non-profit rate plus waiver of the City’s 10 percent charge on gross sales; (3) Option C: the FY 2018/19 Bandshell Park fee structure, including the higher of the hourly rental rate or 10 percent of gross sales submitted to the City; and (4) the FY 2017/18 Bandshell Park fee structure with less than 10 percent of gross sales submitted to the City of Ames. Staff recommended Alternative #2 with the Option B fee structure and a minimum $2,000 donation to the Parks and Recreation Youth Scholarship fund. The Commission previously approved a similar waiver for the Jaycees for Ames on the Half Shell, the only difference being that scholarship fund donation was voluntary, Abraham explained. Lederhouse noted September 15 is also the day of the Iowa State/Oklahoma game, likely to be biggest home football game of season. She saw potential for the football game increasing Oktobefest attendance later in the day and also expressed support for the guaranteed scholarship donation given the uncertain impact on Oktoberfest ticket sales from another large event in town on the same day. Jess Clyde, owner, London Underground, 212 Main Street, indicated Oktoberfest was scheduled to be more consistent with German Oktoberfests and without consideration of the ISU football calendar. Given the ISU game, he anticipated a surge in Oktoberfest attendance later in the day. If possible, he said, the football game may be broadcast during Oktoberfest. In general, Clyde strongly supports Bandshell Park as a venue and its use for more activities. Lederhouse shared Clyde’s views on greater utilization of Bandshell Park and noted support from the neighborhood for additional activities. Bristow cited a lot of positive feedback after the successful Firefly Country Night event. Moran asked about potential turf damage at Bandshell Park. Kaufman indicated it can be difficult to predict far in advance because the impact on the turf is closely related to precipitation and turf moisture levels. He cited short-term, minor impact from previous Bandshell Park events held even when the turf was more susceptible to damage. MOTION: (Cady/Lederhouse) to recommend Alternative #2, which states: Approve the MSCD request to: (a) Utilize Bandshell Park for the September 15 Oktoberfest event. (b) Utilize Fee Structure Option B: Fees would be $100/hour for the first two hours and $55/hour for each additional hour. Waive the 10 percent of gross sales from Oktoberfest. A donation, minimum of $2,000, based on ticket sales as discussed earlier would be made to the Parks and Recreation Youth Scholarship fund. (c) Grant MSCD permission to work past park closing (10:30 PM) for load out and cleanup of the park . (d) Recommend that City Council approve alcohol to be served at Bandshell Park September 15, 1:00-8:30 PM, and consumed at ground level within a fenced-in area no later than 9:00 PM; and City Council require MSCD to obtain a State liquor license to assure compliance with local and state liquor laws. (e) Recommend that City Council grant MSCD permission to sell beer from kegs in Bandshell Park on September 15, 1:00-8:30 PM. MOTION PASSED: (4-0) b. Commission Action Form: Sunset Ridge Park In 2015, the Sunset Ridge Property Owners Association (POA) asked the Commission to consider developing a neighborhood park on an undeveloped subdivision parcel located at 397 Wilder Avenue. Abraham reported the Parks Master Plan does not call for another park in the area because a portion of the Sunset Ridge development falls within a ½-mile park service area covered by Daley Park. However, the Commission agreed with the POA’s assessment of pedestrian hazards crossing Lincoln Way to get to Daley Park without the safety afforded by a controlled intersection. In 2016, the Commission recommended development of a park, and in 2017 the City Council approved the FY 2017-18 Capital Improvement Plan, including $80,000 in funding for this purpose. Abraham stressed the City does not generally establish parks in private developments; however, in this case safety concerns influenced staff recommendations. Abraham reviewed park features included in the draft plan and noted the POA is working to raise funds needed beyond the $80,000 provided by the City. Private contributions and in-kind donations from the Ames Foundation (for tree planting) and Hunziker Land Development (for grading and seeding), along with potential funds from a Neighborhood Improvement Grant, are expected to meet or exceed the estimated $118,750 project cost, perhaps leaving a balance available for other amenities or for a contingency fund. Staff work with the POA included partnering discussions related to sharing responsibility for mowing and snow removal, as well as options for the POA deeding or leasing the land to the City. According to Abraham, the lease option would require the POA to maintain additional liability insurance and pay the costs for mowing and snow removal. Abraham noted the possibility for issues with the quality of contracted maintenance and the possible impact on the public’s perception of a City park. Ultimately, the POA and staff agreed that Alternative #1 represented the best outcome. With this option, the POA would deed the park land to the City, minus drainage ditches that would remain POA responsibility along with other similar stormwater outlots located elsewhere in Sunset Ridge. The City would develop a park and be responsible for ongoing maintenance and liability insurance. City staff already perform mowing and snow removal work in the area and the park would present minimal additional labor. Cady cited advantages to the City owning the land for the proposed park, including continuity of maintenance and avoiding potentially uncertain status or purpose for the parcel in the future. The certainty of a City park is beneficial to both the neighborhood and the community, in her view. Moran cited numerous home owners who are very passionate about the proposed park and eager to see the project move forward. MOTION: (Bristol/Lederhouse) to recommend Alternative #1, which states: Recommend the City Council agree to accept a portion of the land located at 397 Wilder Avenue at a future date for use as a City park if the following conditions are met: (a) The site provided to the City by the Sunset Ridge Property Owners Association is “clean and green”; (b) The site is given to the City by the Sunset Ridge Property Owners Association at no cost; and (c) The land that is donated at no cost to the City by the Sunset Ridge Property Owners Association does not include the drainage ditch on the west and north sides of the property as depicted in Attachment A. MOTION PASSED: (4-0) c. Commission Action Form: Waiver of Motorized Vehicle Prohibition in Ada Hayden Heritage Park to Allow Mobility-Impaired Individuals to Tour the Entire Park Site Abraham reported Moose Lodge members provided mobility-impaired adults with golf cart rides around Ada Hayden Heritage Park from 2004 through 2011. The Friends of Ada Hayden Heritage Park (Friends) resumed this service in 2016. The Friends provide golf carts and drivers, handle reservations, etc. Motorized wheelchairs and mobility scooters are allowed on park shared use paths; however, City Ordinance 19.9 restricts use of motorized vehicles to streets and parking lots. Staff supported the Friends’ request of the City Council to waive ordinance enforcement for this event because staff views the event as a great service benefitting many people. Moran noted the service was well-received in the past. He supported including a rain date in the plans. Lederhouse asked what would prevent moped riders from operating on the park’s shared use paths on the event date. Abraham indicated the recommended ordinance waiver would apply to this specific event only, and Police would have information about the terms of the Friends event waiver. MOTION: (Cady/Bristol) to recommend Alternative 1, which states: Recommend City Council waive enforcement of Ordinance 19.9 between the hours of 8:00 AM and 6:00 PM on Wednesday, September 12 as well as Friday, September 14 if needed for a rain date, at Ada Hayden Heritage Park to allow the Friends of Ada Hayden Heritage Park to provide golf cart tours to mobility-impaired individuals. MOTION PASSED: (4-0) d. Discussion: Capital Improvement Plan Public Meeting In 2017, Abraham explained, staff held an input session to provide an overview of the Capital Improvement Plan (CIP) and gather public feedback to bring to the Commission. The meeting, held at 7:00 PM, was not well-attended but did have more participants than previous meetings scheduled for 4:00 PM. Abraham asked if the Commission supported repeating the evening meeting for this year’s input session. Cady inquired about the annual CIP process. Abraham explained how staff collaborates with the City Manager’s office to examine project priorities and available funding. As the five-year CIP is developed, projects may shift from one year to another, while others are added or discarded. Staff values getting public and Commission input earlier so planning with the City Managers may benefit most from the information. Waiting until later for feedback can complicate planning, given existing budgets, tax revenue forecasts, etc. Lederhouse asked about the value of an evening meeting versus its impact on staff time. Abraham indicated any meeting time that provides residents with more convenient opportunities to provide feedback is worth staff time. Cady supported trying an evening meeting at least one more year to build more interest and momentum. She suggested the later hour and consistent annual scheduling would help with public awareness of opportunities to share ideas for the year. Abraham indicated he would find and schedule a date. Lederhouse asked how the meeting would be publicized. The City would use a press release and other tools such as its website, social media, and registration software databases. Abraham would collate any additional public feedback received by email. e. Project Update 1) Brookside Park Restroom Abraham noted previous staff work with ISG to renovate the Brookside Park restrooms. ISG and staff agreed that the fire damage, coupled with a trend toward gender-neutral restrooms, created an opportunity for something new. ISG’s assessment indicated the structure is sound, minus the roof, and fixtures and some partitions could be reused. ISG provided cost estimates for three options: (1) Reuse and reconfigure the existing structure with four ADA-compliant universal restrooms for $185,000; (2) Demolish the building and build new for $265,000; and (3) Demolish the building and replace with a prefabricated building for $225,000. Another option, Abraham added, would involve roof replacement and leaving the building layout as is, i.e., men’s and women’s restrooms. Abraham reported the current building was constructed in 1930s and was formerly a park maintenance building. While it has some history, the existing structure is not considered a ‘historical’ building. Due to the building’s location in the floodway, changes to its footprint or orientation would require elevation above the 100-year flood level that would trigger complications including ADA accessibility. Staff recommended Option 1 and asked for Commission feedback on transitioning to a universal restroom design. Staff hoped to bring the item to City Council on August 28. Abraham indicated $90,000 was set aside for the pre-fire renovations. The fire caused $50,000 in damage (with a $25,000 insurance deductible), leaving a $70,000 funding shortage, based on initial cost estimates, for Option 1 (reuse/reconfigure). Lederhouse stated universal restrooms are easier for parents to treat as family restrooms and would also speak to the varied recreation options the park offers. Cady cited the benefits of more comfortable changing spaces and all-around service to a wider group of people. Lederhouse thought the existing building blended well with the park and liked the idea of retaining its character. Moran commented that he liked the concept overall but would hate to lose the building’s character because it has significance, even if the building is not deemed historical. Separating the building into four universal restrooms is what he envisioned. Lori Biederman, 1239 Orchard Drive, liked the idea of keeping the building character while expanding accessibility. Moran noted a Reiman Gardens project that considered multiple-height toilets in family-style restrooms with changing tables. Perhaps this feature could be considered if the project budget and focus allow for adding more family amenities. MOTION: (Cady/Lederhouse) to: Direct staff to recommend to City Council to approve renovations of the Brookside Park restroom building maintaining the original façade and changing the bathrooms to four individual universal restrooms. MOTION PASSED: (4-0) 2) Emma McCarthy Lee Bridge Replacement Staff met with City Planner Charlie Kuester and the Iowa Department of Natural Resources to work through options and next steps, Abraham explained. Building a new bridge outside of the floodway would require a long span of approximately 120 feet. A shorter span within the floodway may require hydrologic modeling to assess potential impact on upstream properties. Project costs may include $50,000 for design and modeling and $175,000-$200,000 for the bridge itself. City Council project approval and funding will be required once all necessary information is available. Currently, signs indicating a trail closure are placed on Oakland Street and within Emma McCarthy Lee Park and a detour route is in place. 3) Low Head Dam Modifications The contractor started work at North River Valley Park, Abraham reported, such as earthmoving and placement of rocks and boulders. While work progresses, portions of the shared use path and park road are blocked off with detour signs in place. Barring weather delays, work should be done in November-December, resulting in another great amenity for the community. 4) Miracle Park According to Abraham, the finalized Miracle Park plans carry a revised cost estimate just over $2 million. Fund raising is ongoing, with $1.3-1.4 million raised to date. Project goals are to finish fund raising in 2018 and begin construction in 2019. Staff provided a project update at a recent Inis Grove Neighborhood Association meeting. f. Correspondence None 5. MONTHLY REPORT Abraham highlighted the following items: a. Parks and Facilities Staff received notification from the ISU Department of Entomology regarding a positive test sample for W est Nile Virus. Staff’s response included additional fogging and public outreach to provide information and precautions to minimize risk. b. Recreation Programs School in-session hours at Furman Aquatic Center begin August 23. During the offseason staff may ask the Commission to consider shifting the start of school in- session hours to match the ISU calendar instead of the Ames Community School District calendar to address potential pool staff shortages that occur when ISU classes begin. RAGBRAI’s rental of the Community Center gymnasium for Adaptive Sports athletes generated many positive comments. The athletes appreciated the centralized location and ready access to nearby RAGBRAI entertainment programming on Main Street. c. Project Updates Homewood Golf Course Clubhouse. Staff recently toured other facilities and is working on design and location options. Concepts and the final design will be shared with the Commission. Staff is scheduling feedback meetings with user groups and the public. Brookside Park Path Lighting. Installation is expected to start in mid-September, with project completion in October-November. Lighting was reduced from 4,000 to 3,000 Kelvin and timers were added. 6. COMMISSION MEMBER COMMENTS Cady requested an update on the status of the Munn Woods sanitary sewer project and associated neighborhood discussions. Abraham provided an overview of: sanitary sewer infrastructure located within Emma McCarthy Lee Park and Munn Woods; repair plans developed by the Public Works Department and WHKS Engineering necessary to address issues such as odor and leaks; various public outreach efforts; response to the project from neighboring property owners and residents, whose concerns focused on tree removals and access roads for maintenance vehicles; and the potential for creating a main trail following the path of the sanitary sewer line, including installation of a crossing where the sewer line goes underneath the river. Other trails could be closed in the future in favor of the main trail. Abraham noted project elements intended to address other neighborhood concerns, such as rerouting paths to protect specimen trees and use of prairie or other plant materials allowing for maintenance access without creating an obvious road or trail that might invite regular non-maintenance-based access. Locating maintenance routes along the sewer line path, even when close to or across some residents’ properties, is necessary to enable future repairs of other sections of the sewer line that could fail later. A future meeting will assess successes in adapting the project to address neighborhood concerns and preferences. 7. NEXT MEETING Thursday, September 20, 4:00 PM 8. ADJOURNMENT MOTION (Cady) to adjourn the meeting. The meeting adjourned at 5:15 PM.