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HomeMy WebLinkAbout~Master - Ames Park and Recreation Commission Meeting 03/23/2017AMES PARKS AND RECREATION COMMISSION MEETING MINUTES DATE: March 23, 2017 COMMISSION PRESENT: Julie Johnston, Sarah Litwiller, Allen Bierbaum, Sarah Cady, Ed Moran, Jason Schaben ABSENT: Melissa Rowan STAFF: Keith Abraham, Kellee Omlid, Joshua Thompson, Craig Kaufman CALL TO ORDER: 4:00 PM APPROVAL OF MINUTES Moved by Bierbaum with second by Litwiller to approve the February16, 2017, meeting minutes. No discussion. No opposition. Motion Approved PUBLIC FORUM No Public Forum DIRECTOR’S REPORT a. Recognition: Vikki Feilmeyer and Jason Schaben Feilmeyer announced her resignation from the Commission in February. Sarah Cady has been appointed to complete Feilmeyer’s term. Cady has also been appointed to a three year term beginning in April. This is the last meeting for Schaben as he will have completed his term. Bierbaum has fulfilled his one year term and has been appointed to a three year term. Abraham thanked Feilmeyer and Schaben for their service to the community. Feilmeyer stated that she has had a wonderful time working with this group of people and even though there have been disagreements, this Commission has always respected each other’s opinions. Schaben stated that the Commission has been through a lot during his years of service and that it had been an eye opening experience. He also stated that it has been fun being a part of this and he has meet a lot of good people. Update: Healthy Life Center Abraham informed the Commission that the group is closer to publically announcing a potential site for the Healthy Life Center. The core group is continuing to have conversation regarding the individual components. Abraham stated that he and Nancy Carroll did meet with Erika Peterson regarding Boys and Girls Club having dedicated space in the Center and they are very excited and interested in this facility. Moran asked if there will be public meetings during the feasibility study. Abraham replies that there will be public meetings to gather feedback on the preliminary designs. c. Commission Action Form: Ames on the Half Shell Request Kaufman went over the information in the Commission Action Form for the Ames on the Half Shell request. He stated that there were no changes from the previous year. Staff recommends Alternative #1. Moved by Schaben with second by Bierbaum to approve Alternative 1. No discussion. No opposition. Motion approved. d. Commission Action Form: Ames Miracle Playground and Field – Naming Opportunities Abraham went over the Commission Action Form regarding this topic. Jay Lettow from the Steering Committee sent a letter to the Commission with an explanation regarding the dollar amounts suggested. The Steering Committee is confident that these amounts are the correct minimum dollar amounts for naming. Staff recommends Alternative 1. Moved by Bierbaum, with second by Litwiller to approve Alternative #1. Discussion: Schaben felt the clarification was helpful. Bierbaum liked that the recommended minimum amounts were based on 25% of each feature. Moran liked that these were minimums and could be adjusted up if need be. No opposition. Motion approved. e. Staff Report: Bandshell Park Rules – Pulled from the agenda. f. Staff Report: Firefly Country Night Concert at Bandshell The Main Street Cultural District (MSCD) went to the City Council to get two events (July 14 and September 8) approved. The Council has received concerns from businesses on Main St. with regards to blocking Main Street for the day of the concerts but did approve both concerts to be held on Main Street. Because of pressure from the downtown businesses, representatives from the MSCD approached Abraham about the possibility of holding the concerts at Bandshell Park. The meeting with the MSCD was the July 14 concert only. Abraham explained there were two ways to hold these events. We could be the venue and a promoter would bring in someone and produce the event. The second way to hold these events is for us to be the producer/promoter for the event. In this case we will be the venue. Items the MSCD would like to see include bands or performers being allowed to play longer and doing their load out after the park closes at 10:30 PM. Parks and Recreation will be asking for feedback from the neighborhood. The guidelines in the report regarding this event could be changed based on that feedback. Staff is looking for more direction from the Commission regarding the proposed rules and fees. Abby Johnson (3221 Lettie) Abby is a student working on this concert. It is her opinion that Bandshell is a great place - more relaxing and more open. This is a good opportunity for both Firefly and the Bandshell. Bill Malone (229 Main) It is his opinion that Bandshell is a perfect fit with the larger stage. It would be best if the headliner hit the stage at sunset approximately 8:30 PM and play until 9:30 or 10:00 PM. Cindy Hicks (304 Main St) This fits with the MSCD’s mission of historic preservation, beautification and revitalization of the downtown area. This also helps to train students on planning events as Iowa State has an event planning degree. Litwiller inquired as to what time the music starts. The Firefly group would love to start with a local act at 5:30 PM, then two nationally known acts at 7:00 PM and 8:30 PM. Bierbaum asked Malone if there were other rules his group wanted the Commission to consider. Malone said no. Cady had questions regarding the beer garden. Some places allow people under 21 in beer gardens with a different wristband and some places allow people under 21 if accompanied by a parent. Abraham stated that more research could be done on this. Cady would like to blend families and students. Johnston states she is a fan of downtown events and also a fan of events at the Bandshell. She does want to see what the neighborhood is thinking. Bierbaum feels this is great. To him, Option B seems like a reasonable option to consider. He is also interested in the feedback from the neighbors. He would like to know how many events like this they would like to see and what nights do they want to see events happen. Bierbaum also feels that for a few special events we should be able to push the time. Cady inquired about offsite parking since this event is quite a bit larger than the Jaycee events. She asked if the Firefly group would be willing to promote some kind of remote parking. Malone stated they would try and steer people in another direction instead of the neighborhood. People usually will park close anyway. Litwiller stated she felt it is great event that will bring people to the downtown area. She would like to see feedback on safety and security including safety for people crossing the street after the concert as well as feedback on appropriate concert times, noise and lighting. Johnston would like to make sure the park is physically in good shape and can it handle it. Abraham stated the preferred fee structure is Option B or C. Bierbaum prefers B because of the Jaycees. Litwiller is looking at these events as a partnership. There are a lot of partnerships in the City with programming and use of facilities. g. Commission Action Form: Pianos in the Parks Abraham reported that the liability insurance will be covered under the City of Ames umbrella. Staff recommends alternative #1. Schaben moved, Bierbaum seconded to approve alternative #1. Discussion: Moran asked what will happen to the pianos when the season is over. Abraham said they would be donated. Moran asked if the pianos were completed. Abraham stated that they are ready to go. Moran asked how the pianos are secured. Thompson said they will be anchored. Johnston thanked Staff for all the work. No opposition. Motion Approved. h. Commission Action Form: Park Use Policy Joshua Thompson informed the Commission that there are many requests for tournaments, egg hunts and runs in the park system. The issue is that there are no formal guidelines for these events. The proposed fee schedule includes reimbursement for wages and benefits as well as the cleanup costs. While Staff understands that most of these events are for charity and for worthy causes, Parks Maintenance Staff is required to do more for these events. This document will include the process for staff and provides a method to recoup expenses for the set up and clean up of the event. Bierbaum asked about the chalk marks on the course. Thompson stated groups are not supposed to be doing this. Abraham stated that the department is working with GIS and an interested resident to set up permanent markings. Citizens do not like the chalk and markings on the asphalt. Sara Cannon (ISU Student) Asked if staff would consider waiving the fee for her group or changing the effective date to May 1. Her run is for UNICEF and this fee would eat into the amount they can give to their charity. Schaben asked if the Commission could set the start date. Thompson stated that he has not confirmed any dates with any groups. He has been informing groups that he is holding their dates and an event fee has been proposed. Cady asked about Run for the Roses. Thompson informed her that there is a different fee structure for runs that involves using the city streets. Bierbaum moved to approve the policy effective May 1, 2017, with Johnston as second. No discussion, No opposition, Motion Approved. i. Project Updates a. North River Valley Park Low Head Dam Project At this point there is a $300,000 shortfall. The city has applied for additional grants. The Water Department went to Council and asked for additional funds. Council approved the use of $150,000 from the general fund balance and $150,000 from a Water Source Protection project. Final design will be started with hopes of construction starting late 2017. b. Miracle Playground and Field Design Five proposals came back and were scored. The winning proposal was from Snyder and Associates. A meeting has been set up with them for next Tuesday to finalize the scope of services, timeline and fee schedule. c. Franklin Park Purchase and Neighborhood Meeting The purchase has been finalized and it is now a city owned park. There will be a public input session April 3, 6:30 PM at Zeke’s. Meeting information was sent to everyone within a ½ mile radius of Franklin Park. j. Correspondence None other than item that was previously sent. MONTHLY REPORT Johnston asked if the Miracle League and All Inclusive Play Ground would have a ground breaking or ribbon cutting when it is done. Abraham stated the Steering Committee is looking at some kind of kickoff event. The Ames/ISU Ice Arena hosted the Midwest High School Hockey tournament for the 4th year in a row. Schaben said parking was crazy as something was going on at the Hansen facility. Schaben wanted to give kudos to the staff things as things were flowing very smoothly. Litwiller stated that the hockey team that stayed in the hotel she manages was really impressed. The feedback she received from her guests was very positive. Litwiller also commented on how nice North River Valley looked with the removal of the baseball field. She stated that it shows how much space is really out there. Abraham said the department is working with Country Landscapes on a new master plan for North River Valley Park. Bierbaum asked about the water fountains being turned on. Thompson stated mid April. COMMISSION MEMBER COMMENTS No other comments. ADJOURNMENT Moved by Schaben to adjourn. The meeting concluded at 5:48 PM. Next Meeting: - Thursday, April 20, at 4:00 PM