Minutes_Park and Recreation Commission 2 8 11PRESENT:
ABSENT:
MINUTES
APPROVED;
VOTE:
VISTA
VOLUNTEER
CENTER
COORDINATOR:
SCTF CRIME AND
POVERTY
STUDY:
REAP GRANTS
INFORMATION:
REVISE
CAMPING
RESERVATION
POLICIES; VOTE:
PARK AND RECREATION COMMISSION MEETING
Tuesday, February 8, 2011
4:30 p.m., in the snack bar, Bunker Hill Golf Course
Robert Blocker, Paul Hoffmann, Karen Lyness, Evelyn Nadeau and Mark Noble
and David Schlueter
Tom Blocklinger
Staff present: Marie Ware, Pat Prevenas, Bob Fritsch and Eileen Trimble
It was moved by Lyness, seconded by Schlueter, to approve the minutes of the
January 11, 2011, meeting. The motion passed unanimously
Leisure Services Manager Marie Ware told commissioners that this came up
very quickly. She heard on a Friday that grant funds were available for a VISTA
position but application deadline was that Monday. She applied for grant money
for a Volunteer Center Coordinator and the city was awarded the VISTA position.
VISTA is all about service so this is a capacity building position; 40 hours per
week for one year; cannot hold any other job; cannot be a current student;
$10,000 would be a stipend paid out over the year. Ms. Ware will be
interviewing candidates over the next several days.
The idea is to increase volunteer opportunities and usage. The VISTA will look
at the volunteers used by all the city departments, how we recruit, where they
are used and then look at all the city's partners and volunteer use. The goal is to
establish a Volunteer Center (not a building) within the year based on best
practices from across the country.
Manager Ware gave commissioners a condensed version of the strategies and
policies discussed by the Safe Community Task Force, which may be found as
part of the original minutes. The full document can be viewed on the city's
website. The task force made the first two sets of recommendations to City
Council that had to do mostly with enforcement. They are now getting ready to
make recommendations relating to the social side, which we are already
involved in through our target neighborhood programs. Staff will be looking at
more programs and ways to encourage safe places. Commission will continue
to be updated.
The Resource Enhancement Assistance Program is a state program through
Iowa DNR. Commissioners were given a map/flier that listed all the projects
done in Dubuque County with REAP funds, showing just how good REAP has
been to the county. Manager Ware informed commissioners that the proposed
state budget has less money going to REAP.
Park Division Manager Bob Fritsch explained that discussions with long time
customers of the campground, commissioners and other interested people led to
a review of campground reservation policies, mainly the issue of paying at time
of reservation. Manager Fritsch investigated the cost of having credit card
continued
APPROVE
MANAGEMENT
AGREEMENT
FOR MILLER
RIVERVIEW
PARK WITH KEN
CLAYTON;
VOTE:
PARK
DIVISION
REPORT:
February 8, 2011, meeting
page two
capability at the campground and it could be done fairly easily. The current
manager has satellite Internet access and credit card charges can either be key
stroked in to the bank account or a credit card swipe machine can be connected
to the computer. A rough estimate of the annual cost for the credit card access
would be approximately $1,500 if half the transactions were done via credit card.
Mr. Fritsch is recommending requiring payment at time of reservation;
department absorbing transaction fees this season; and review the process on
an annual basis.
It was moved by Blocker, seconded 12y Lvness, to approve revising the
campground policies proposed by staff, requiring payment at time reservation is
made, and initiating a 48 =hour refund policy allowing for full refund if cancelation
is made 48 hours or more before reserved date. The motion passed
unanimously.
Mr. Fritsch presented the agreement. A change is adding #10 requiring
campground manager to obtain a Fidelity Bond in the amount of $1,000 and
indemnify the City of Dubuque up to that amount. Number 6 was revised to state
that rest rooms must be cleaned no Tess than three times daily on busy
weekends. Commissioners asked if legal department had checked the lease.
Manager Ware said it had been approved in the past but staff would send it to
legal this week.
It was moved by Hoffmann, seconded by Blocker, to approve the management
agreement for Miller Riverview Park with Ken Clayton, pending approval of
agreement from City Legal Department. The motion passed unanimously.
Park Division Manager Bob Fritsch informed commissioners:
• During this last big snow storm, all our plows and operators were helping out
Public Works Department by doing secondary streets and cul de sacs. We also
cleared the snow at city Hall to help them out. It meant about a six hour delay in
getting to some of our department areas. The guys worked a twelve hour day
and the cost was charged to Public Works. • City Manager approved moving
Park Division Manager office to Lincoln Avenue; there will be four foremen and
assistant gardener also using office space in the building. • Steve Ohnesorge
recently retired so we have shifted the organizational chart and that job will now
be a horticulturist. The City Manager is recommending an assistant horticulturist.
The duties will include the many natural assets currently in the system and the
upcoming Bee Branch. Two workers that were stationary foremen at Flora and
Murphy Parks will now have vehicles and move around to various work sites,
hopefully giving us a better balance of resources. These organizational changes
are the result of Marie and Bob getting feedback from all the Park Division
employees and working with the foremen to find ways to best utilize resources
and be the most efficient. These changes will allow Park Division Manager to do
more administrative work.
continued
f February 8, 2011, meeting
page three
RECREATION
DIVISION
REPORT:
Recreation Division Manager Pat Prevenas informed commissioners:
• Recreation Division Fall Report was sent to commissioners and may be found
as part of the original minutes. Manager Prevenas shared the following from that
report: thinking of rescheduling the Therapeutic Winter Wonderland Dance in
the future and avoiding December because the numbers are low and always
have the weather issue; after school volleyball and football numbers are up quite
a bit; 2010 swim numbers for Hempstead were incorrect — should be 135 total;
open gym participation at Audubon - Lincoln- Prescott has decreased, especially
the youth; winter after school basketball has 357 children registered throughout
the twelve schools participating. • Kevin Grace will be cleaning and repairing
the snack bar at Bunker Hill the next couple weeks. • The new window between
pro shop and snack bar has been installed which will help when only one worker
is scheduled. • Currently working on summer brochure which is due to the
printer in early March. • New Recreation Program Supervisor position has been
offered to Tony Elskamp. He has a vast array of experience and pending
background check he will hopefully start March 1st. • Budget presentation to
council is Thursday, February 17th. The City Manager is recommending three of
the requested improvement level items — portable lift at pools for handicap
accessibility; laptop computer to be shared among supervisors; and salary
increase for after school coaches (fee increase for program).
MANAGER'S • Westbrook Subdivision Phase 2: Westbrook Subdivision is near Industrial
REPORT: Center West. Manager Ware has met with the developer and he has
easements for access to the proposed site but the agreement says street
access must be available. Ms. Ware is working on better access for the
public and maintenance equipment. The developer has some wetlands that
he has mitigated. We are going to work on park design including more
natural areas. We are working for the design to be ready to go the Council at
the same time as approving phase 2 development.
ADJOURN;
VOTE:
• Bee Branch project update: Our department and other involved parties are
starting to work with landscape architect to make sure everybody involved in
maintaining the area is involved at the beginning with the landscape
designers.
It was moved by Blocker, seconded by Nadeau, that the meeting be adjourned at
5:45 p.m. The motion passed unanimously.
Attest
Chairperson