Minutes Park & Rec 11 13 01PRESENT:
OTHERS:
MINUTES
APPROVED;
VOTE:
REPORT ON THE
LITTLE DUBLIN'S
IRISH FEST,
OCTOBER 13TM IN
MURPHY PARK;
VOTE:
PARK AND RECREATION COMMISSION MEETING
Tuesday, November 13, 2001
4:30 p.m., Bunker Hill Building, 2200 Bunker Hill Road
Tom Blocklinger, Klm Daykin, Chuck Duggan, Gary Harjehausen, Paul
Hoffmann, Karen Lyness and Tom Schrobilgen
Staff present: Gil Spence, Pat Prevenas, John Hail and Jolene Rettenberger
Others present: John Finn, Jeff Cremer, Michael Lange and several others
representing the Irish Fest committee.
It was moved by Lyness, seconded by Harjehausen, to approve the minutes of
the October 9, 2001, meeting. The motion passed unanimously.
Leisure Services Manager Gil Spence addressed the commissioners regarding
the Irish Fest that was held at Murphy Park. Improvements will need to be
made and if the event is held again, it was recommended that: 1) each
meeting and each conversation be documented and shared with the user to
make sure everyone agrees on what was stated and decided. 2) one contact
person from the event and one from our department be identified, and all
communications, requests, and concerns be transmitted through those two
individuals only. 3) a $200 deposit be required and refunded if no damage is
done, cleanup is done, and all commitments followed through on. 4) we hire
staff to work parking, security and maintenance, with the cost charged to the
event. 5) final site plan be approved two weeks prior to the event. 6) a
financial statement be required following the event.
John Finn addressed the commissioners. He stated that there was a security
person available at the Irish Fest. To the best of their knowledge, there was
not a problem with security.
Spence stated that security was not an issue - parking and cleanup was a
problem. Park Division Manager John Hail said there were also problems with
the music being played past 10:00 p.m. and patrons with beer.
John Finn states that the music did go past the 10:00 p.m. time due to the
encore, but the keg beer was tabbed and disconnected by the distributor and
they stopped serving beer at 10:00 p.m.
Several commissioners addressed their views/concerns. Commissioner
Schrobilgen stated he would like to see a uniformed, professional organization
head the security of the event. John Finn agreed and said it would save a lot
of labor. Commissioner Harjehausen asked about the number of participants
at the fest. About 2,300 people attended (about 1,750 paid admissions at
$6.00 per person; $4.00 for seniors and under the age of 10 was free). This
number would have been higher if the weather would have cooperated -
anticipated between 3,000-4,000 people. (number includes vendors,
musicians, et cetera) Last year the event was held at the Diamond Jo casino.
There were about 1,800-1,900 people in attendance. (weather last year was
68-70 degrees)
November 13, 2001, meeting
page two
Commissioner Lyness asked the Irish Fest committee if they had thought about
adding a member from the Park and Recreation Department to serve on their
board for organization/communication. John Finn was in favor of asking for a
member to help serve on the committee. Commissioner Harjehausen spoke
about the $7,287.00 donation check given to Hillcrest Family Services.
Commissioner Hoffmann asked the Irish Fest committee to be able to verify
that the money taken in was not to make a profit, but for charitable donation. A
financial report/breakdown should be given to the commission.
John Finn asked about the report/breakdown. He had never heard of this
before. There's a lot of overhead costs in preparing an event. Finn spoke with
the Dubuque Symphony about the Jack Jenney Jazz Festival. Commissioner
Lyness shared that the Dubuque Symphony submitted their reports prior to the
event.
John Finn stated for future Irish Fests, their committee would be more than
happy to rent out Murphy Park for three days (one day for setup, one day for
event, and one day for cleanup).
Michael Lange, Vice President, Editor-in-Chief, McGraw-Hill, spoke to the
commission about sponsorship of the Irish Fest. Lange stated that he views
this as a positive event. We need to step-it-up for next year. McGraw-Hill will
continue to invest in the Irish Fest. Lange shared Irish Fest pictures with the
commission.
Another problem was with the placement of signs on city right-of-way. It was
our understanding that no signs would be posted on the Grandview Avenue
islands. According to the interpretation of the signage issue, Guy Hemenway
of Planning Services, gave approval.
At the conclusion, Commissioner Hoffmann asked the Irish Fest committee to
report back to the commission about the improved security and
accounting/profits before consideration of any future festivals are approved.
John Finn shared the date for the next Irish Fest - October 19th, 2002. Several
commissioners stated to the Irish Fest committee that it was a great event and
we would like to see it continue, but communication needs to improve.
APPROVE THE
PARK DIVISION
FISCAL YEAR
2003 OPERATING
BUDGET; VOTE:
Commissioners studied the staffs proposed Park Division fiscal year 2003
expense and revenue summary. Mr. Spence told commissioners that this is a
maintenance level budget with only the camping fees recommended to be
increased, $6 to $8 on tents, $8 to $10 on campers and $2 to $3 for electricity.
Also reflected in this budget is additional revenue of $9,888 for Murphy Park
cell tower and $6,232 for Dubuque Industrial Center West maintenance. Park
November 13, 2001, meeting
page three
Division Manager John Hail is working with Durrant on the electrical work
design for Miller-Riverview Park.
It was moved by Schrobilgen, seconded by Blocklinger, to approve the Park
Division Fiscal Year 2003 operating budget as presented b__v staff. The motion
passed unanimously.
APPROVE THE
RECREATION
DIVISION FISCAL
YEAR 2003
OPERATING
BUDGET; VOTE:
Commissioners studied the staff's proposed Recreation Division fiscal year
2003 operating budget - documents reviewed, which may be found as part of
the original minutes, were
Expense/Revenue Summary
Swimming Activity Expense/Revenue Summary
Golf Maintenance Activity Expense/Revenue Summary
Golf Operations Expense/Revenue Summary
C.D. Target Area Program Expense/Revenue Summary
Adult Athletics Activity Expense/Revenue Summary
Children's Activities Expense/Revenue Summary
Therapeutic Recreation Expense/Revenue Summary
Recreation Classes Expense/Revenue Summary
Fees and Charges, FY '91 - FY 2003 Summary
Fee increases that are proposed are golf maintenance and adult athletics.
Fees for the golf course snack bar will be determined prior to the season when
we have a better idea of the product costs.
Commissioner Schrobilgen asked to see golf season reports for the year. The
normal closing date for Bunker Hill Golf Course is Sunday, November 18TM, but
we are staying open as long as the weather holds.
Recreation Division Manager Pat Prevenas told commissioners that the golf
course is averaging about $700 per day. About 32,000 golf rounds this
season; average of 34,000 golf rounds in the past: An ad has been placed in
the Telegraph Herald for the rental of the Bunker Hill clubhouse. We have
received some response from the ad.
Commissioner Schrobilgen asked about golf tournament winnings and if they
could be carried over to next season and used in any area.
It was moved by Blocklinger, seconded by Lyness, to approve the Recreation
Division Fiscal Year 2003 operating budget as presented by staff. The motion
passed unanimously.
APPROVE
CLUBHOUSE
RENTAL
AGREEMENT;
VOTE:
PARK
DIVISION
REPORT:
November 13, 2001, meeting
page four
Leisure Services Manager Gil Spence reviewed the Clubhouse Rental
Agreement (non-golfing activities). Room rental fee is $100.00; damage
deposit is $50.00. To date, we have menus from three different caterers
(Creative Catering, Kalmes and Poor Man's).
Commissioner Lyness and Hoffmann shared their concerns about adding a
cancelation fee to the agreement. Language needs to be added to the
agreement form and worded similar to the caterers' language.
It was moved by Lyness, seconded by Schrobilgen, to approve the clubhouse
rental agreement with one amendment, to add a cancelation fee to the
agreement. The motion passed unanimously.
Park Division Manager John Hail updated commissioners on the following:
~ installed new equipment at Flora Park; ~ moved playground equipment
from the pool to the Storybook Hill Children's Zoo; ~ installed new playground
equipment in Flat Iron Park; ~ working on play equipment installation at
Cleveland Park; ~ will be installing playground equipment at Murphy Park in
the spring; ~ construction at Comiskey Park and Flat Iron Park are underway.
RECREATION
DIVISION
REPORT:
Recreation Division Manager Pat Prevenas updated commissioners on the
following:
~ basketball/volleyball team registrations increased; ~ water playground
designs were available for viewing. The water playground at Sutton Pool is
underway. When work is complete at Sutton Pool, work will begin at Flora
Pool.
OTHER
BUSINESS:
ADJOURN;
VOTE:
Commissioner Hoffmann received some information from Steve Spielman who
wants to take over the operation of Petrakis field for a professional
development league for ages 21+, and construct a stadium that would seat
2,000 people, with additional standing room for 500 people. Information was
forwarded to Leisure Services Manager Gil Spence for review. I, Concession
stand at McAleece Complex will be up for bid in January. ~ Christmas party is
scheduled for Tuesday, December 11th.
It was moved by BIocklinger, seconded by Lyness, that the meeting be
adjourned at 5:53 p.m. The motion passed unanimously.
Chairperson
Attest