MINUTES
BETTENDORF PARK BOARD
MAY 12, 1999


The Bettendorf Park Board held a regular meeting on May 12, 1999, at 7:00 p.m. in the Canteen Room at the HDG Community Center.

Present: Brown, Hutter, Adamson, Glenn
Absent: Makoben

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 April 12 and April 21, 1999, and the regular meeting held on April 14, 1999, be approved and placed on file for future reference.

On motion by Glenn, seconded by Adamson, that the bills are 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
Nays: None

A list of the bills to be paid is annex #1 to these minutes.

Terry Jay, Chairman of the Bettendorf Trees Are Us, and member of the Bettendorf City Tree Committee was present to address the Board. He reviewed the 1999 Annual Report, which is annex #2 to these minutes.

He informed the Board that this is the third year Bettendorf has maintained the Tree City USA status. A total of over 850 trees have been planted on public property using grant money and matching funds since the Committee was formed in 1991. Tree maintenance also is a part of the committee’s program and over 285 trees were pruned in 1995 and 260 trees were pruned in 1998. The efforts of these community volunteers have been instrumental in the overall success of the committee.

Bill Shaw from the City Engineering Department was present to review the Middle Park 23rd Street entrance roadway realignment project plans.

At the existing entrance, the traffic going northbound, blocks traffic behind them, also coming out of the entrance is short sighted. The entrance will be moved 230 feet closer to Middle Road. There will be three lanes, one going into the park and two outgoing lanes, one turning right and the other turning left. This project will be combined with 23rd Street curb and gutter and widening of the road and widening of Hillside Drive in front of Grant Wood School. The projects are being combined to get a better price.

Commissioner Hutter was concerned about the people turning right and backing up traffic onto Middle Road. He felt the entrance was moved too close to Middle Road.

Mr. Shaw stated that they will be closing the original entrance and grassing it in. The plans and specifications are completed and will be going to the City Council for approval. The bid letting on the project will be on May 25, 1999. The work will not begin until after the 4th of July.

Sue Laimans addressed the Board concerning McLamarrah Park. She is the chairperson on the McLamarrah Park Adhoc Committee and reported that the grass had not been mowed, only one picnic table was in the park, and requested an additional garbage can near the pond. Also, the park sign is misspelled.

Sue Laimans stated that last year their committee informed the Board that they wanted to see McLamarrah Park remain a nature and wildlife park. To put in a recreation trail through the park would defeat the purpose. It would make the wildlife leave the area and the native trees and shrubs would be lost. Once the fence has been installed, there should be fewer problems with drugs and alcohol. With a trail, the dirt bikes will return. She would like to see the money from the proposed feasibility study used to improve the pond.

Commissioner Hutter asked Mrs. Laimans regarding the trail, if she was not in favor of any trail what so ever. It may be a good idea to have the study done to answer the questions of whether or not it is feasible to have a trail through the park.

Mrs. Laimans stated that she is not in favor of any trail. If there were a trail, she would like to see it end at Lewis Court and just remain a natural type trail.

Commissioner Hutter asked Mrs. Laimans about fish that would control the algae in the pond.

Mrs. Laimans stated that an expert from Ames is coming to look at the pond and make a recommendation on what to do to clean it up.

Commissioner Adamson stated that it is a good idea to keep McLamarrah Park natural, but we need an area to get people out north.

Mrs. Laimans stated that the trails run close to the creeks. To keep the creeks from eroding, there are natural ways to make repairs rather than use ugly concrete.

The Board tabled further discussion of a feasibility study for a recreation trail through McLamarrah Park.

On motion by Hutter, seconded by Glenn, to receive and file the budget and revenue reports for April, 1999.

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

The reports are annex #3 to these minutes.

The Board discussed contract specifications for the Middle Pool renovation project on whether or not to offer the contractor a bonus, if the work is completed on schedule.

Greg Jager informed the Board that the city has done this before. He advised that someone oversee the project to make sure that the contractor does not cut corners to make the incentive payment and draft the contract precisely how you want the project completed.

The Board decided they wanted liquidated damages in the pool specifications and contract instead of bonus. In the contract, figure out what can be reasonably completed in the Fall to get the contractor to start the project. Use Water Technology and the Schemmer Associates to oversee the project and look at bumping up the amount of time spent at the site and have them complete weekly and monthly progress reports.

Greg Jager informed the Board that the property needed from the Latter Day Saints Church for the Hollowview to Devils Glen Recreation Trail will be finalized soon. The quit claim deed should be sent off tomorrow. However, the section of property owned by Quad City Industrial Maintenance has not been finalized. We are asking for an easement and they have agreed to proposal. Greg has called their attorney, several times and cannot get a response. The law on condemnation is changing in July and will effect us. The law does not stop us, only increases procedures that we have to go through.

On motion by Hutter, seconded by Adamson, to authorize the City Attorney to start process for condemnation of easement on flood plain part of property owned by Quad City Industrial Maintenance needed to complete the recreation trail from Hollowview Park to Devils Glen Road.

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

Steve informed the Board that the State Cultural Resource Review Board approved the recreation trail project and we could still meet the Department of Transportation deadline this year. If we do that, we would want to separate the contract out to complete the bridges separate from the recreation trail. The paving portion of the trail needs to be submitted by August 17, 1999 to the Department of Transportation. If we don’t allow Ashton Engineering to complete the design and specifications, we can’t complete the documents in time for the bid letting.

On motion by Glenn, seconded by Adamson, to approve the contract with Ashton Engineering for the completion of the plans and specifications and design of bridges for the extension of the recreation trail from Hollowview Park to Devils Glen Road.

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

A copy of the contract is annex #4 to these minutes.

Greg Jager stated that he did not see any reason why the Board would not sign the $35,000 Marine Fuel Tax Grant. There is a stipulation in the agreement for ten years that user fees cannot be charged for use of the boat launch.

On motion by Hutter, seconded by Glenn, to accept the grant for the new boat launch on 62nd Street Court.

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

Steve reviewed the design from Stanley Engineers for the renovation of the high school and middle school tennis courts. The existing asphalt at the high school tennis courts will be removed and a new surface will be installed. The area will be extended in the center to set up spectator bleachers. The middle school courts will only be resurfaced.

Steve requested a commitment from the Board for the additional funding necessary to complete the project. The cost estimates for the project exceeds available funding by $42,000..

On motion by Hutter, seconded by Glenn, to move as much funding as necessary
in the Capital Improvement Budget out of the restoration of McManus Park basketball courts project to the Middle School and High School tennis courts.

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

Steve informed the Board that he received two proposals for the design of the Crow Creek Park tennis courts. Also, a contractor that builds pre-stress concrete tennis courts submitted a rough estimate for the four tennis courts in the amount of $130,000. This does not include the lights. The tennis courts will be constructed in the area where the old houses were located. This type of tennis court surface would be more stable. Soil borings will have to completed before a decision can be made on what type of surface should be used.

The Board authorized the Director to proceed with the soil borings and cost estimates for the tennis courts in Crow Creek Park.

Steve informed the Board he received a copy of the proposed maintenance agreement between the School District and the Park Board for the tennis courts at the high school and middle school today from the school district. Greg Jager will review the agreement and it will be brought back to the Board at a later date.

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

On motion by Hutter, seconded by Adamson, to receive and file the report submitted by James Seifert for the Crow Creek Park development project dated April 19-27, 1999. The report is annex #5 to these minutes.

On motion by Hutter, seconded by Adamson, to receive and file the revised Park Board Priority List for 1998-1999. The priority list is annex #6 to these minutes.

On motion by Hutter, seconded by Adamson, to receive and file the City Council resolutions approving the easement from Arch Mirror and the jurisdiction to the Park Board for the property to be developed as a new boat launch area. Resolutions are annex #7 to these minutes.

On motion by Hutter, seconded by Adamson, to receive and file the funding and proposed project list for Phase II of the Crow Creek Park Development. The list is annex #8 to these minutes.

On motion by Hutter, seconded by Adamson, to receive and file report reflecting the number of grants and donations received over the last five years by the Park and Recreation Department. The report is annex #9 to these minutes.

On motion by Hutter, seconded by Adamson, to approve the request from Sharon Freidman, Bettendorf Girl Scout Service Unit Director, to reserve all three shelters in Devils Glen Park, August 9-12, 1999, from 5:30 p.m. to 9:00 p.m., for their Fourth Annual Girl Scout Twilight Camp. A copy of the request is annex #10 to these minutes.

On motion by Hutter, seconded by Adamson, to adopt Resolution #11-99, approving payment #2 to Water Technology, Inc., for the professional services on the Middle Park Swimming Pool Renovation Project. Resolution #11-99 is annex #11 to these minutes.

On motion by Hutter, seconded by Adamson, to approve the request from Kimberly Garcia of the Iowa Citizen Foster Care Review Board for the planting of a Children’s Garden at McManus Park on Saturday, May 15, 1999. The request is annex #12 to these minutes.

On motion by Hutter, seconded by Adamson, to approve the request from the Kruckenberg’s for a wedding reception at the Middle Park Lagoon. A copy of the request is annex #13 to these minutes.

On motion by Hutter seconded by Adamson, to approve the request from the Baseball Factory to hold an instructional camp at the Crow Creek Park Baseball Complex, June 7-10, 1999, from 9:00 a.m. to noon. A copy of the request is annex #14 to these minutes.

On motion by Hutter, seconded by Adamson, to adopt Resolution #12-99, approving payment #1 to Gilbert E. Leech Company for work completed on the Devils Glen Park Restroom Facility. Resolution #12-99 is annex #15 to these minutes.

On motion by Hutter, seconded by Adamson, to adopt Resolution #13-99, approving proposal submitted by Ashton Engineering, Inc., for professional services on the new Boat Launch project. Resolution #13-99 and a copy of proposal are annex #16 to these minutes.

On motion by Hutter, seconded by Adamson, to adopt Resolution #14-99, approving the change order as submitted by Water Technology, Inc., for professional services on the scheduled alternates in an amount not to exceed $29,000. Resolution #14-99 is annex #17 to these minutes.

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

Commissioner Adamson recommended installing temporary signs at construction sites to inform the public what is going on.

Commissioner Hutter asked Greg Jager for clarification on items that are brought up and added to the agenda.

Greg stated that the agenda needs to be posted 24 hours in advance of meeting. Add items only when impractical to delay to the agenda.

Commissioner Glenn asked if we are negligent in the maintenance of McLamarrah Park. It is a wildlife area.

Commissioner Adamson stated that when it is wet at all, it is a marsh and cannot be mowed.

On motion by Hutter, seconded by Glenn, to adjourn at 9:00 p.m.

Brown (Chairperson)
Hutter (Vice Chairman)

MINUTES
BETTENDORF PARK BOARD
SPECIAL MEETING
MAY 10, 1999


The Bettendorf Park Board held a Special Meeting on May 10, 1999, at 4:00 p.m. in the Canteen Room at the HDG Community Center.

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

Stu Smith reviewed the Park Maintenance monthly report, which is annex #1 to these minutes. Stu informed the Board that he has a lead for clean fill on a project being done South of Joe-Van’s. For the baseball field in Meier Park, approximately 9,000 cubic yards of fill is needed to bring the field up to grade. Stu did not know how much fill they may have available. The contractor will call Stu and let him know, if the fill will be available and if they will haul it to Meier Park.

Steve Grimes informed the Board that if the amount of fill is not adequate to complete the project, the baseball field might have to sit uncompleted until we get enough fill. It will look bad for a long period of time.

The Board was in agreement to proceed, if the fill is available.

Stu reviewed the prices received for the shelter in Crow Creek Park to be located in the middle of the new youth baseball complex. He recommended purchasing a 35-foot octagon shaped shelter from RCP Shelters. The shelter will save a considerable amount of money over the originally designed shelter. Also, Stu recommended holding off installation of the colored vinyl fence for the soccer fields, until after the project is completed. The parks department will install the fence themselves and save a considerable amount of money.

On motion by Hutter, seconded by Makoben, to go ahead and order the shelter from RCP for Crow Creek Park.

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

It was the consensus of the Board to hold off on the fence to save money.

Commissioner Hutter asked Stu if there was an algae eating carp that could be placed in the McLamarrah Pond.

Stu was concerned that there may not be enough water to support fish.

Steve stated that Sue Laimans, McLamarrah Park Committee Chairperson, is looking into something to control the algae.

Brad Peterson reviewed the Golf Maintenance monthly report, which is annex #2 to these minutes. He stated that the sand trap renovation project would be completed in two phases to minimize the amount of disruption to the golfers.

Brad presented a copy of the proposed memorial plaque for Dick Ross project on #15, which is annex #3 to these minutes.

On motion by Hutter, seconded by Adamson, to approve the plaque in memory of Dick Ross as presented.

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

Commissioner Glenn asked if some day a stop light could be installed at the entrance to the golf course and 29th Street.

Steve explained that this has been reviewed in the past and he was told the traffic count did not justify installation of a traffic light.

Commissioner Hutter stated that there is a lot more traffic on 29th Street than there is at AAA Court.

On motion by Hutter, seconded by Adamson, to authorize the chairman to write a letter to the City Council regarding the Board’s concerns about the need for a traffic light at the Club House entrance and 29th Street.

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

Commissioner Adamson recommended landscaping to screen off the maintenance building, equipment, and stockpiles, from Middle Road, as well as, on the golf course.

Rita VanWetzinga reviewed the Recreation monthly report, which is annex #4 to these minutes.

Rita informed the Board that requests have been received to open the Life Fitness Center year round at 5:30 a.m. All other fitness centers in the Quad City area open at 5:30 a.m. and Rita recommended to the Board to start opening on June 1, 1999, at 5:30 a.m. year round. She also recommended closing on Sundays at 6:00 p.m. during the winter months, due to attendance being slow and having consistent weekend closing hours.

A student from Scott Community College was present requesting to have the facility open during the weekdays in the summer months to 10:00 p.m. He lifts and is unable to get to the Life Fitness Center until late in the evening because of school and his job and knows several other students that have the same problem.

Rita explained that customers are given a schedule of hours when they purchase a membership. The facility has closed in the summer months at 8:00 p.m. since 1989. We are not doing anything new and are not budgeted to expand the hours. The attendance is decreasing now and there is no evidence that the hours need to be expanded in the evening.

On motion by Glenn, seconded by Adamson, that starting June 1, 1999, the Life Fitness Center hours go from 6:00 a.m. to 5:30 a.m. year round.

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

On motion by Hutter, seconded by Glenn, that the Sunday winter closing hour is changed from 8:00 p.m. to 6:00 p.m., and all other hours remain the same.

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

There was no further discussion to change the summer evening hours.

Rita reported that the swimming pool has been filled. There was some problems with leaks, but hopefully they have been repaired.

Steve Grimes report is annex #5 to these minutes. There is a minor correction on the dedication of the Riverdale Heights shelter. The time was changed from 1:00 p.m. to 11:45 a.m. on June 2, 1999. Also, a special event request will be added to the consent agenda on Wednesday from the Baseball Factory, an organization in Moline, requesting to rent the Crow Creek Baseball Complex for their camp June 7 to 10 from 9:00 a.m. to noon. They will be charged $25.00 per field per day.

Commissioner Makoben stated that the request for a hog roast at the wedding reception has been removed and is being catered. This request can be moved to the consent agenda for Wednesday’s meeting.

Jon Waddell’s, Golf Course Administration monthly report is annex #6 to these minutes.

Dean Mueller from Water Technology was present to address the Board. He reviewed the changes that were made in the design and informed the Board that the cost estimates have not changed, only shifted around. The changes made consist of: The lap lanes were moved toward the bathhouse and have a safety zone in front of the slides.

There will be six, eight foot wide lap lanes. There was a request for additional storage space. Storage was added to the mechanical storage areas and bathhouse. The liquid chlorine will be changed to a dry chemical that will have a longer shelf life and can be ordered on a monthly basis. In looking at the grades, there will be a small retaining edge on the side closest to Middle Road and the fence line will be pulled in.

Dale Christiansen from Schemmer Associates updated the Board on the parking lot.

To accommodate the increase in customers at Middle Pool and the lap pool at the Life Fitness Center, the City, on a preliminary basis, feels 30 additional spaces will be needed. The additional parking will be added near the basketball courts. There will be 125 total spaces and there is additional parking across the driveway within the park.

Steve reminded Mr. Christiansen that he will need to know the location of the new entrance before expanding the parking.

Mr. Mueller stated that the construction documents would be completed by June 22, 1999, for bidders to pick up. The alternates are the grant requests and the rough-ins are in the base bid. The schedule for completion of the pool is mid May, to have a June 1, 2000, opening. Completion of the project depends on: (1) Weather in the Winter and Spring (2) Contractor Motivation (3) Available supplies and labor.

Mr. Mueller recommended offering a bonus to motivate the contractor.

The Board will discuss this with the City Attorney at the Wednesday Board Meeting.

Mr. Christiansen informed the Board that David Irish will be leaving Schemmer Associates. In the meantime, he will be the contact person for this project and guaranteed all work will be completed.

Steve informed the Board that they received a copy of Ashton Engineering’s proposal for the Hollowview to Devils Glen recreation trail. Nothing has been received regarding the easement needed to construct the trail. The protest was dropped regarding the grant.

The Board requested that this item be placed on Wednesday’s agenda to discuss easement needed and what the Board’s options are with the City Attorney.

Steve reviewed the four change orders for the Crow Creek Park Project. (1) A detention facility will be constructed on the northeast corner of the maintenance facility at a proposed cost of $7,980. (2) Turf reinforcement; $2,760. (3) Excelsior Blanket; $2,100; and concrete foundation for shelter in the center of the new youth baseball complex; $12,200. The total change order are estimated at $25,050. This is still within the budget.

On motion by Hutter, seconded by Adamson, to approve the change orders as submitted for the Crow Creek Park Project.

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

The Board discussed the contract proposal submitted by Ashton Engineering for the new boat launch design, bid specs, contract preparation and administration, and project observation.

Steve informed the Board, that by accepting the $35,000 grant from the Marine Fuel Tax, the Board cannot charge a fee for use of the facility.

The Board requested the City Attorney look at the requirements and restrictions of the grant and submit a copy of information to each Board member. The Board also requested a Resolution be prepared for Wednesday’s meeting for the proposed contract with Ashton Barnes.

A proposal was prepared by Ashton Engineers to complete a feasibility study for a recreation trail in McLamarrah Park for a cost of $4,500.

Chairperson Brown stated that she would like to go ahead with the study. There are a lot of homeowners that are interested in a trail in this area.

Commissioner Hutter recommended that the McLamarrah Park committee review the proposal before the Board proceeds.

The Board requested the Director talk to Sue Laimans, committee chairperson, and bring back for discussion at the Wednesday meeting.

The Board discussed their concerns about the curb being installed on 23rd Street. The Park Board did not endorse the project.

On motion by Hutter, seconded by Glenn, to adjourn the meeting at 5:40 p.m.

Brown (Chairperson)

Hutter (Vice Chairman)

May 12, 1999
May 10, 1999