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HomeMy WebLinkAbout~Master - Ames Park and Recreation Commission Meeting 05/16/2013AMES PARKS AND RECREATION COMMISSION MEETING MINUTES DATE: May 16, 2013 COMMISSION PRESENT: Vikki Feilmeyer, Alisa Frandsen, Julie Johnston, Leo Milleman, Ed Moran, Melissa Rowan, Jason Schaben ABSENT: None STAFF: Keith Abraham, Kevin James, Katie Kole, Joshua Thompson CALL TO ORDER: 4:04 PM APPROVAL OF MINUTES Moved by Schaben second by Rowan to approve the April 18, 2013 minutes. Motion Approved PUBLIC FORUM No Public Forum DIRECTOR’S REPORT a. Commission Action Form 4a: Green Hills Retirement Community Agreement Abraham stated he will share some highlights of the agreement. The Executive Director of Green Hills approached us in 2011 to partner with Parks and Recreation to provide instruction at their new facility. The current agreement started in March, 2012 and the new agreement is for July 1, 2013 – June 30, 2014. We currently provide fitness classes Monday, Wednesday and Friday mornings which have gone very well. Green Hills residents have built good relationships with our staff. Though we are providing personal training and onsite staff 10 hours per week, the Green Hills residents have not utilize that component. Personal training has been taken out of the new agreement. We are also able to hold aqua classes at Green Hills and have moved several classes from ISU to that facility as well as adding some classes. For public classes we pay Green Hills $3 per person. Also changed in the new agreement, the shared revenue percentage right now is 50/50 on public classes. Next year the shared revenue percentage will be 75% to the City of Ames and 25% to Green Hills. Frandsen inquired about the fact that adult fitness classes for the public have not been very successful. Abraham answered that not many people from the general public utilize the facility. We are going to continue to promote public classes at that location. Motion to approve alternative 1 by Moran, second by Rowan Motion Carried (Feilmeyer abstained) b. Commission Action Form 4b: Friends of Roosevelt Park Request for Waiver of 10% The City Attorney is working with the School District to deed the land over to the City. Roosevelt neighborhood group has many ideas and would like to raise money for additional amenities and park development. They plan to sell t-shirts, posters and pictures as well as having approved vendors come to the park during concerts. This group is asking for the 10% vendors usually pay the city be routed to the Friends group. The friends group would also like a waiver of the 10% fee that the department usually collects from sale in the park. This has been an enjoyable group to work with and they are very passionate about the park. Schaben was concerned regarding the wording of the agreement. Make sure that the 10% waived from the food vendors goes back to the group. Need to see it mentioned in the commission action form. Rowan wanted to know if we had a precedent of waiving these kinds of fees. Abraham stated we have a similar agreement with the Jaycees. Motion to Approve: Feilmeyer moved to approve alternative 1 as modified with the addidion of letter c. 10% vendor fees that would normally be paid to the city going to the Friends group instead, seconded by Rowan Motion carried Stacy from the Friends group issued an invitation to the June 2nd concert series as a kick off for this endeavor. c. Ames Community School District Facilities Update i. Municipal Pool The current 50 year agreement between the City and the School District expires in April, 2015. Abraham went over the Facilities Update sheet and explained expenses for keeping the current Municipal Pool facility functional for the next 5 years. There are certain repairs that need to be done soon as spelled out in the materials provided. We are looking at early August for those immediate repairs. Abraham will keep the Commission informed about this repair schedule. The City’s portion of the estimated expenses $84,500 will be funded through existing Capital Improvement funding. If we are looking at keeping the pool open for more than 5 years, we may be looking at close to $1,000,000 to update the pool and keep it operational. School district is moving forward with a request for proposals to build a new competitive pool to open in 2015. The competitive pool may be designed with water depth of 8 – 14 feet of water. City staff has been invited to be on the architect interview panel. It is outlined in the RFP to have discussions with the City regarding a new City owned indoor aquatic. If the two facilities are connected, it is possible portions could be shared such as locker rooms, parking, entrances etc. If Parks and Recreation solely operated the pool, expenses will go up approximately $50,000 per year. We could also lose ACAC which would be a $20,000 loss of revenue. If something happens and Municipal Pool is no longer operational, swimming lessons would not be able to be held due to the proposed water depth. Deep water aqua and lap swimming could continue to be held, however, we would have to rent pool time from the school. Maybe we could work with hotels for swim lessons if the pool would be no longer usable but we would have to scale back lessons. Milleman asked, “Is the RFP for the pool is just for a competitive pool or would they be building an additional pool adjacent?” Abraham answered that the school district focus is on a competitive pool but it is part of the RFP to have conversation with us regarding what kind of facility we may want to build on the ground set aside adjacent to the proposed competitive pool. But it would be up to the city to build it. Milleman also asked about the ownership of the current Municipal pool. Abraham stated that the City owns the building and the school district owns the land. We split operational expensed 50/50. Also, conversation about the demolition of the current pool needs to occur as there is nothing in the current agreement regarding demolition. Milleman asked, “Should we be starting now on getting a RFP together and to have conversation about this.” Abraham answered, “The whole process of getting the support and information takes some time. Commission has to decide if this is something they support and if they do Commission needs to make a recommendation to the City Council that we would like to move forward on investigating and construction an indoor aquatic center. Ultimately it is up to the council to decide”. Milleman feels that we need to look now, 2015 is not that far away. Frandsen stated “This is a potential bond issue that our community would have to pass. We have to think through that and speak with the members of the community. The School District is moving toward a competitive pool because that is what their needs are. Our needs are very different”. Abraham stated about 1600 registrations for swim lessons per year. 400 private lessons mostly during the school year, open swim, lap swim many activities going on there. Leo Milleman commented that we also have the issue of warm water for various activities. Frandsen “Do we need somebody to represent us, would the District accept that?” Abraham, “We have in the past; sometimes we have drafted a letter sharing what our needs are”. Keith Abraham will be on the committee. The school district is also making a list of other interested parties. Feilmeyer stated that information provided today makes her think that we are behind. Also, what about demo of this building? May impact some of the design as well. “The more that I think about it, this issue has been on the forefront of since I have been here. I am very supportive of us getting involved”. Milleman would like to see us work together to save tax payer money and provide both interests. He wants someone to represent our side. He asked Keith to bring something back next meeting regarding activities and impact. And share concerns with the school district in a letter before the June meeting. Frandsen, “If you view it to be helpful to have one of us on there, I think we should make that happen”. Milleman, “Do we have funding set aside for a new facility?” Abraham stated right now we budget for capital improvements and the ½ share. Anything beyond capital we don’t have. Frandsen asked for a ballpark figure - “W hat are we looking at for a facility”? Abraham stated it would depend on what it would look like and the features and components we wanted to incorporate. Furman Aquatic Center was $10,500,000 million dollars. $7- $8,000,000 would be a rough estimate. ii. New Elementary School Gymnasiums The School District is starting to build Miller Elementary and the other schools with full size gymnasiums suitable for adult sports. Our CIP has $55,000 in it for volleyball standards, adjustable baskets etc. This could free up the Community Center for more programs. Moving volleyball out could free up 6 days a week at the Community Center for other programming. We are not sure that they want to accept the money to do that sharing. W e also pay the school district $1.25 per child that using the school district facilities. Frandsen asked, “Do we know why they may not accept the $55,000. Abraham answered that they have money in their budget, but not for the same equipment we are suggesting. He is not really sure. There was concern with a potential fee change depending on what the fee change would look like. If the School District would change their fees to a per hour fee, participant fees could raise significantly iii. Playground Equipment at Elementary Schools Parks and Recreation will provide playground equipment at Miller Elementary and promote the playground area as a neighborhood park. We would leave the current equipment at Edwards. We would need to amend the agreement to reflect this change. Motion by Milleman to amend the current agreement, second by Schaben Motion Carries d. Christofferson Park Discussion Regarding Impact of Stormwater Flow Through the Park This park is on Oakwood just west of W essex. Storm water runs through the park in 2 locations and has caused some flooding during heavy rain falls. Fox engineering is proposing potential changes to Christoffersen park. i. Scott Renaud, Fox Engineering Annexation adjacent Christofferson for new development is going through now. Earthwork will begin this fall, in August or September and all lots are sold. Scott Renauld gave a detailed presentation regarding changes the developer would like to make to the drainage and the effects it would have in Christofferson Park . In the current plan there is some land adjacent to the park that the developer would deed to the City if we wanted the area that is currently being used as a Community Garden. Developer would also make bio swales in rear, planted with prairie. Feilmeyer asked “Who owns the community gardens”. Renaud answered that the Christoffersons own it now. He does not think they charge anyone. Renaud went through some storm water options for changes in the park. ii. Tracy Warner, City of Ames What the city needs to look at is how does this fit into the flood control plan? Overall in the community, developments must provide flood control. This park is part of Worley Creek water shed and goes behind Research Park, the airport and into Squaw Creek. Greener infrastructure would be above ground and prevent erosion. Planting native plants keep maintenance low. Commissioners will take a look as part of the tour. Any Initial concerns? Milleman: “I can see where it makes a pond; I didn’t see good drainage out of there. I don’t want it to be a mosquito pond.” Renaud stated that it would still go through Wesex through at 14 inch pipe under their parking lot. Still has good draining just not flooding. e. Owner of 400 Main Street Request to Encroach into Tom Evans Plaza The building is to the west of the park. The stairwell down to the basement is in the actual park. The property line is the wall of the building. He wants to improve some drainage and the entrance. Current stairway is 30”. If he does any repair he would need to make it 44” wide for code. He would actually like to make it 60”. The stairwell would encroach further into the park. May want to replace the fire escape and reconfigure it which could take another 5 feet of the park. City does approve encroachment permits usually for signs. We have not been able to find any encroachment permits for east side of the building. Randy Pyle stated that he purchased this building in September. He has had a large amount of water in the south east side of the basement which is not ideal for any potential tenant to see. Water is following a natural dirt area, and goes right into the basement. He would like to raise sidewalk and slope it away from the building. He would like to remodel the basement but the entrance is not usable because it is 30 inches. He has to do something because of a sump pump buried there but if he touches the stairwell he has to bring it up to code. Schaben asked who is ultimately responsible for the bowing of the east wall. Eric Cowles of Public Works said that the property owner is responsible. Schaben “Even though it is on park property?” Cowles responded “yes”. Milleman and Schaben are in favor as this could bring more business to downtown Ames. Abraham stated that we don’t need to take any action and were just looking for feedback. If they get an encroachment permit, the City Council may look for a recommendation for you. Owner stated: “Main Street Cultural District would like to be in on the time capsule that is buried in the building. Also, some rebar in the building may be made out of Dinky rails. ISU is going to be investigating that as well. The mural will be repainted this summer also.” f. Discussion Regarding a Request for use of Bandshell Park for Living Legends Concert Series A request has been made to have one concert in September, 2013 and 2 to 3 concerts per year in subsequent years. Willie Nelson, Buddy Guy, James Taylor are acts that the promoter has said are interested in this concert series. Promoter would like to block off the entire park with screened fencing so you can’t see in. They are expecting 500-2000 patrons. Potentially whole fenced in area would allow beer consumption. Permits and approval would have to be done. No one under 21without a parent could be in the venue if the entire area is a drinking area. Concert would be held rain or shine. 2000 people in Bandshell Park could cause potential damage if it rains. Bandshell Park is to be used for concerts and activities but is this a suitable activity for the park. Rowan asked,”Are they wanting to do this in conjunction with Main Street Cultural District. Could this potentially bring a lot of business? Milleman likes the concerts. Does not like the fencing in and likes a beer garden concept rather than drinking in the whole park. Frandsen commented that 1500 seems like a lot a people for that event and has concerns about the neighborhood. There are homes there and would be interested in their feedback. Abraham stated that at the Municipal Band concert when Simon Estes performs is around 1,500 – 2,000 people. The park can handle that number of people but Municipal Band concerts have a different dynamic than what is proposed. Rowan asked, “What if it is more than that?” Julie Johnston asked if there is an alternate location? Abraham answered that the request indicated DG’s Taphouse as an alternate location. Feilmeyer has a willingness to try it out under certain conditions. Council would solicit input from police, fire, etc. before they would make a decision. What would we gain? Abraham indicted we would gain the facility rental fees and 10% of gross sales. Commission could ask for a damage deposit so we have money upfront. Feilmeyer - Feedback from neighbors very important. We have always been sensitive to the concerns of the neighbors. Johnston, I agree that it is worth looking into. Abraham said that we could limit ticket sales to this event. There is an event committee made up of Traffic, Police, Fire and other departments that provides feedback as well. Abraham said what he is hearing is that the Commission has a willingness to try but really would like the Events Committee to hone in on the following concerns. Limit ticket sales, include a managed beer garden concept, get neighborhood feedback, require a damage deposit, discuss fencing in the park, and waiving the alcohol in the neighborhood park, keeping the playground outside of the fenced area, and parking. Rowan stated “Veisha does outdoor fenced in concerts and has ticket sales. Maybe they can provide some insight?” MONTHLY REPORT Friends of Ada Hayden planted and donated 700 trees. Abraham also commented on the Commission action taken last month on ice rates in which the Hockey League in turn committed to Ames for five years. Summer season pass sales went great thanks to support staff. COMMISSION MEMBER COMMENTS Frandsen took part in the skype interviews for the Parks and Recreation Director and Leo is going to be involved with the next phase of interviews. NEXT MEETING Thursday, June 20 at 4:00 PM (Tour) ADJOURNMENT Motion to adjourn at 6:22 PM by Rowan, second by Schaben