MINUTES
BETTENDORF PARK BOARD
FEBRUARY 10, 1999


The Bettendorf Park Board held a regular meeting on February 10, 1999, at 7:00 p.m., in the Canteen room at the HDG Community Center.

Present: Brown, Hutter, Adamson, Glenn, Makoben
Absent: None

Chairperson Brown opened the Public Forum.

There being no one wishing to address the Board, Chairperson Brown, closed the Public Forum.

The Board ascertained that the minutes of the special meetings held on January 5, and January 11, 1999, and the regular meeting held on January 13, 1999, be approved and placed on file for future reference.

On motion by Adamson, seconded by Makoben, that the bills be allowed as presented and that the secretary be instructed to have checks drawn in the respective amounts.

Roll call on motion: Ayes: Brown, Hutter, Adamson, Glenn, Makoben
Nays: None

A copy of the bills is annex #1 to these minutes.

Dave Irish from The Schemmer Associates was presented to address the Board on the quarry project in Crow Creek Park. Also, present was Dwayne Elsie from Suburban Landscaping. A copy of the revised cost estimate is annex #2 to these minutes.

Mr. Irish informed the Board that he took the comments from the Board at the last meeting and changed the quarry plans accordingly. The cost estimate is similar to the last one except for moving the draining and filling of the quarry to the second page. The proposed plans to the quarry include: a single road and turn around parking with room for expansion, (bus parking and 28 parking spaces), a walkway from the parking area to the first overlook, two additional overlook areas, a floating dock for fishing, and recreation trails.

Dwayne Elsie informed the Board that the plant material and turf areas are similar to what was used in Pigeon Creek Park. There will be low maintenance turf, native grasses and wild flowers planted. Trees will be placed along the ridgelines to separate the quarry area from the rest of the park. The parking lot is in the center of existing trees. There is an area set aside for an old relic or something that relates to the quarry for the kids to climb on. Groups of trees and boulders will be placed to deter vehicular traffic in the area. There is still a lot of traffic going back to the quarry. The overlook platforms will be constructed of heavy wooden beams and railings.

Mr. Irish informed the Board that they are doing some investigating of property near the quarry. It may be part of the park and contains a lot of wetland species. Because of the bluffs, a bridge would have to be built across the area and additional trails could be developed on the other side in the future.

Mr. Irish reviewed the options of the cost estimate on page two. In order to get the over-looks and docks something had to go and that was the filling of the quarry. If the Board wants the quarry stocked with fish, you need the volume of water. With the money available, we could not do both.

Chairperson Brown asked if the fill could be bid out as an alternate.

Mr. Irish stated that it could and perhaps the Board can get volunteers that are carpenters to construct the platforms for the overlooks.

Mr. Irish informed the Board that the unit cost of fill material was way off after talking to a contractor. There are too many unknowns to come up with a cost. It could be anywhere from $10.00 to $20.00 per cubic yard.

Steve informed Mr. Irish that there is $300,000 in the budget for the quarry. We may be required to asphalt the park road and parking lot.

Steve also discussed the fill issue direction. In the original plan, Schemmer indicated that we were going to fill only the edge of the quarry. But the cost is a lot higher than original estimate of $46,000. Now you are saying at least $60,000.

Greg Jager stated that we should try and find the fill and come up with the money to provide the protection where the people are going to come in contact with water to make a safe buffer area.

Greg recommended talking to the Community Development Department to see what the staff issues are concerning the park road and parking lot. The plan will have to go to the Planning and Zoning for a site plan review. The next meeting will be the third week in March. A public hearing can be held in April and then go out for bids.

Greg also recommended creating an ADA report of what areas at the quarry will not be accessible and why we cannot accommodate them.

Commissioner Adamson informed Mr. Irish to make sure the cars cannot get beyond the parking lot, but have accessibility for emergency vehicles. Also, what is being planned to clean up the debris that is visible in the quarry.

Mr. Irish stated that they planned on putting in bollards in this area. As far as the debris, nothing was planned. We felt the debris could be pushed into the deep area of the quarry. The fish like this type of debris for habitat, etc.

Mr. Irish also stated that in order to place the fill, we will have to drain the quarry to monitor the amount and placement.

Chairperson Brown recommended using college clubs doing their community service projects to build the additional items needed, such as, the overlook platforms and floating docks.

Commissioner Makoben recommended contacting Tammy Rogers from the Chamber of Commerce. There are students that would like to help with the landscaping.

The Board reviewed the monthly budget and revenue reports for January, 1999. They are annex #3 to these minutes.

The Board reviewed the aquatic request for proposal summary report and a memo submitted by the Director, to select a consultant to renovate the Middle Park Swimming Pool and construct a lap pool at the Life Fitness Center, which is annex #4 to these minutes. The two projects cannot be done concurrently, because of the budgeted years.

Steve informed the Board that any of the proposals submitted are negotiable. Professional services do not have to be awarded to the low bidder. The Board should select a consultant based on who they feel is most qualified.

Commissioner Hutter stated that the proposal submitted by Water Technology was the low bid, if the two projects were done concurrently and they will not be. He requested clarification on the proposed fees. Commissioner Hutter indicated the importance of having a local contractor and is comfortable working with Schemmer Associates, who is one of Water Technologies sub-consultants.

Dave Irish from Schemmer Associates stated that he felt there would be no change from the $202,800. Some of the services in the aquatic facilities will be concurrent, such as planning.

On motion by Hutter, seconded by Makoben, that the staff is directed to enter into the negotiations with Water Technology with a goal of entering into a contract with same with the understanding that the combined price will be the target price for that negotiation and that the staff is directed to further inform the Board by memo the result of that negotiation. If the Board has any comments or problems, they should get a hold of Steve immediately and say stop, donít sign. In the absence of any critical comments, the Director will then be authorized to sign the contract.

Roll call on motion: Ayes: Brown, Hutter, Adamson, Glenn, Makoben
Nays: None

The Board reviewed the request from the Chamber of Commerce to pay the 1998 green fees at their golf tournament in July 1999. Their letter is annex #5 to these minutes.

On motion by Glenn, seconded by Adamson, that the Chamber of Commerce will be required to pay the 1999 golf fees at their tournament in July 1999.

Roll call on motion: Ayes: Brown, Hutter, Adamson, Glenn
Nays: None
Abstain: Makoben

The Board reviewed the request from Scott Community College for discounted rates for their college team at Palmer Hills Golf Course. A copy of their letter is annex #6 to these minutes.

On motion by Hutter, seconded by Adamson, to approve request from Scott Community College at the same rate approved for Augustana College.

Roll call on motion: Ayes: Brown, Hutter, Adamson, Glenn, Makoben
Nays: None

On the consent agenda, the Board removed item G.; Resolution #6-99, to be approved at a Special Meeting scheduled on February 16, 1999.

The following items appeared on the consent agenda and were enacted by one motion.

On motion by Makoben, seconded by Hutter, to approve the request from the Grace Lutheran Church, dated January 9, 1999, that the Band Shell Shelter not be rented during their Church services held at the Band Shell on Sundays, June through August until after 12:00 noon. The letter is annex #7 to these minutes.

On motion by Makoben, seconded by Hutter, to approve the request from Kathy Wine, co-chair of the 15th Annual Ride The River Event, dated January 22, 1999, to close the boat ramp and landing in Leach Park until 2:00 p.m. on June 20, 1999. The letter is annex #8 to these minutes.

On motion by Makoben, seconded by Hutter, to approve the request, dated January 27, 1999, from the Crisis Pregnancy Center, for use of the Band Shell and Recreation Trail for their annual Walk-a-Thon and a small food booth in the same area on September 11, 1999. The letter is annex #9 to these minutes.

On motion by Makoben, seconded by Hutter, to adopt Resolution #3-99, approving proposal for maintenance of various landscape sites in the City of Bettendorf, by Fisher Lawn Care, in the amount of $32,500. Resolution #3-99 is annex #10 to these minutes.

On motion by Makoben, seconded by Hutter, to adopt Resolution #4-99, approving proposal for the installation of new landscaping projects by Greenspace Associates, Inc.
Resolution #4-99 is annex #11 to these minutes.

On motion by Makoben, seconded by Hutter, to adopt Resolution #5-99, awarding contract for the Devils Glen Restroom facility in the amount of $66,900 to Gilbert Leech Company. Resolution #5-99 is annex #12 to these minutes.

Roll call on motion: Ayes: Brown, Hutter, Adamson, Glenn, Makoben
Nays: None

Greg Jager informed the Board that the AFSCME Contract was settled and the employees seem happy with it. It will be a four-year contract.

Commissioner Glenn informed the Board that Chuck Nolting will be retiring after the school year as Athletic Director at the Bettendorf High School. He recommended inviting him to the next meeting and presenting him with a certificate of appreciation.

Commissioner Adamson questioned procedures of priority for getting in the fitness classes at the Life Fitness Center.

Steve recommended this be tabled until next month, when Rita can explain the procedures followed.

Steve informed the Board that the Bettendorf Trees Are Us Committee will be offering four workshops for the planting and caring of trees that will be held at the Community Center.

Steve informed the Board that he reviews all site plans. With the rezoning of Belmont Road, higher traffic patterns are projected. Would the Board be interested in making the area more accessible to bikes and pedestrians by requiring wider sidewalks? We can suggest the change, the Planning and Zoning Committee makes the decision. The property owners are only responsible for installing four foot sidewalks, the city would have to pick up the cost and maintenance of anything greater than four foot.

The Board was in agreement to recommend the wider walkways.

Monty Yegge reviewed the 1997/1998 Annual Report and reviewed the golf and recreation enterprise account. This report is on file in the administration office.

On motion by Glenn, seconded by Makoben, to adjourn at 9:05 p.m.



____________________
Brown (Chairperson)

Hutter (Vice Chairman)

MINUTES
BETTENDORF PARK BOARD
SPECIAL MEETING
FEBRUARY 8, 1999


The Bettendorf Park Board held a Special Meeting on February 8, 1999, at the HDG Community Center in the Canteen Room at 7:00 p.m.

Present: Brown, Hutter, Adamson, Glenn, Makoben
Absent: None

Stu Smith was present to review the park maintenance monthly report, which is annex #1 to these minutes.

The Board reviewed the bids received for the new restroom in Devils Glen Park. The low bid received was from Gilbert Leech and with the funding available all alternates can be awarded. The Board will award the contract by resolution at the Wednesday meeting.

Stu recommended to the Board to install a shelter package, as in other parks, in Crow Creek Park by the new youth baseball complex. It will be half the cost of the originally planned custom shelter, which would allow completing this part of the project in the first phase.

Stu introduced Pat Quirk, new park maintenance equipment operator, to the Board Members. He transferred from the Street Department and has worked for the city for two years.

Rita reviewed the recreation monthly report, which is annex #2 to these minutes.

Rita informed the Board that Tom Luton was present to answer questions on his request to use two gyms at the Life Fitness Center. Rita explained that she addressed her concerns with this request in her report.

Tom Luton stated that the Middle School gym has been available for twenty years. As soon as we started using the facility, we discovered a problem for programs held in the late Fall. There is not enough space for all the activities offered. It would be nice to have another place to relocate the 6th grade basketball program or even if we got one court at the Life Fitness Center would help alleviate congestion problems.

Commissioner Glenn asked why the 6th grade coach is not addressing the Board. He spoke to the 6th grade coach and he is opposed to relocating. It would be a problem getting them in and out of the Fitness Center.

Commissioner Glenn suggested one team of 7th and 8th graders use one gym at the Life Fitness Center. They are older and would not be a problem.

Commissioner Hutter stated he would like them to use the Community Center facility.

Mr. Luton stated that the Life Fitness Center is within walking distance of Middle School. They would have to bus the kids to the Community Center.

Commissioner Hutter informed Mr. Luton that the Life Fitness Center is an enterprise account. We have to satisfy our customers. What would it be like to have a large group of kids running around the facility, crossing the track?

Commissioner Glenn stated that if one team of 7th and 8th grade girls used the facility, it would involve about 30 girls, two nights a week for 5 to 6 weeks from 3:00 to 4:30 p.m.

Steve Grimes recommended to take this back at the staff level and with Commissioner Glenn’s participation, come up with a recommendation.

Commissioner Adamson stated that he is concerned about using a city facility to supplement a Bettendorf School District.

Rita stated that we have to be aware and prepared for other requests from other Bettendorf School Districts looking for facilities.

Commissioner Hutter stated that he would like to see this request on school stationery from someone that has the authority to assume liability, if there is a problem.

Rita requested Board approval to change the free general admission age cut off at Middle Pool. Currently, children four years of age and under are free. The recommendation is to change this to 2 years of age and under are free.

On motion by Hutter, seconded by Makoben, to change the age from four and under to two and under free admission at Middle Pool.

Roll call on motion: Ayes: Brown, Hutter, Adamson, Glenn, Makoben
Nays: None

Rita introduced Lorena Bojerqwuez, an intern from Western Illinois University, to the Board. She completed the pool pay rate comparisons for other municipalities. The private facilities have to hire their managers and do not know their pay rates yet. The rates look comparable except for lifeguards and this is one position that needs to be reviewed.

Rita informed the Board that we would not be able to offer a seventh playground site this summer at Ed Scheck Park as planned due to some budget cuts. However, McCarthy Bush has already paid the playground partner fee and it was advertised in a flier in the Quad City Times. Rita recommended offering Grant Wood playground on Tuesdays and Thursdays and Ed Scheck playground on Mondays and Wednesdays and combining the two on Fridays for Field Trips. If the Board is in agreement, we will need to advertise the change in the brochure.

After some questions by Board members, Steve informed the Board that the City Council wants to continue to support existing programs, but are looking at programs offered that do not generate income. A committee was formed to review all other positions requested. However, we need to know within the next week in order to include the information in the brochure. A decision will not be made that quickly.

Rita further stated that Grant Wood playground has the least attendance of the six sites and Hoover Park is a close alternative. Alternative funding was suggested to offer the program, by using the Crippled Children Grant to fund the salaries of the Camp Lagoon Program, which are budgeted.

Steve stated that there are concerns about if the funding runs out, how will the program continue to be funded. Once the program has been offered, it will be hard to cut.

The Board members were concerned that they are not being able to program their own funds. Chairperson Brown and Commissioner Brown will meet with Decker Ploehn to review the request for the Ed Scheck playground.

Rita reviewed the other changes taking place at the swimming pool this summer: ladies lap swim is being dropped and lap swimming for the general public is being expanded and babies will be required to wear a swim diaper. Also, Rita recommended looking at eliminating the diving bay in the renovated facility, due to the cost necessary for one diving board.

Steve reviewed his report, which is annex #3 to these minutes.

Commissioner Hutter asked if Steve had heard from Williams Associates regarding its bill for additional services provided for the Aquatic Feasibility Study.

Steve stated that he is still waiting for their response. He had no idea the fees would be that high and they agreed to review their charges and consider an adjustment.

The Board reviewed the request from the Pleasant Valley Softball League to use ball fields in Crow Creek Park and in Middle Park by the band shell. They also requested to charge for parking and operate a concession.

Rita stated that she spoke with Becky Lewis. They can use two fields in Crow Creek Park and three fields in Middle Park. The tournament will have to start on Friday and run through Sunday.

Steve informed the Board that he already informed the group that they can only ask for a donation for parking and the gate admission and they would be agreeable to this requirement. Other people using the facilities must have access to the park.

Rita stated that she would like to have in the agreement that the Park Maintenance Department has the final decision if the ball fields will be playable.

On motion by Makoben, seconded by Glenn, to approve the request from the Pleasant Valley Softball League, subject to following all changes made from their original request and that all requirements be met for holding special events.

Roll call on motion: Ayes: Brown, Hutter, Adamson, Glenn, Makoben
Nays: None

Pleasant Valley Softball Leagueís request is annex #4 to these minutes.

Steve informed the Board that six request for proposals were received for a consultant for the renovation of the Middle Park Swimming Pool. More time is needed to analyze them to make a recommendation.

The Board will pick up the information on Tuesday by 5:00 p.m. and a decision will be made at the Wednesday meeting. The Board requested a Resolution be prepared.

The Board reviewed the bids submitted for the maintenance and installation of new landscaping projects for the Beautification Project for 1999.

On motion by Adamson, seconded by Makoben, that the low bids be accepted for the Beautification Project as follows: Fisher Lawn Care for the maintenance at $32,500; and Greenspace Associates, Inc., for the new landscaping projects totaling $1,090.

Roll call on motion: Ayes: Brown, Hutter, Adamson, Glenn, Makoben
Nays: None

Commissioner Adamson asked if the drainage problem was taken care of at the new parking lot off 23rd Street near the band shell.

Steve explained that additional fill and drain tile will be added to resolve the problem. The original plan could not be followed. The area was too level.

Brad Petersonís monthly golf maintenance report is annex #5 to these minutes.

On motion by Makoben, seconded by Adamson, the meeting was adjourned at 5:25 p.m.

Brown (Chairperson)
Hutter (Vice Chairman)

February 10, 1999
February 8, 1999