Parks, Recreation & Forestry Advisory Board

Parks, Recreation, & Forestry Advisory Board – AGENDA Thursday, July 15th, 2021 Council Chambers 7:30 A.M. City Spearfish is inviting you to a scheduled Zoom meeting. Topic: July Parks, Rec and Forestry Advisory Board Time: Jul 15, 2021 07:30 AM Mountain Time (US and Canada) Join Zoom Meeting https://us02web.zoom.us/j/85938836487 Meeting ID: 859 3883 6487 One tap mobile +12532158782,,85938836487# US (Tacoma) +13462487799,,85938836487# US (Houston) Dial by your location +1 253 215 8782 US (Tacoma) +1 346 248 7799 US (Houston) +1 669 900 9128 US (San Jose) +1 301 715 8592 US (Washington DC) +1 312 626 6799 US (Chicago) +1 646 558 8656 US (New York) Meeting ID: 859 3883 6487 Find your local number: https://us02web.zoom.us/u/kbXIeenIpj CALL TO ORDER ROLL CALL APPROVAL OF AGENDA APPROVAL OF MINUTES PUBLIC COMMENT ITEMS FROM VISITORS (Policy Note: Visitors are limited to 5 minutes of presentation followed by questions) •Northern Hills Rapids-Requesting Field Space and MOU from the City. Next Meeting – August 19th, 2021 7:30 A.M. Council Chambers  Parks, Recreation, & Forestry Advisory Board – AGENDA Thursday, July 15th, 2021 Council Chambers 7:30 A.M. OLD BUSINESS Board Items • Approve Black Hills Bike Share Location and Project. • Question and Answer Session on July Staff Update. Director Items Rec & Aquatic Center Parks and Forestry NEW BUSINESS Board Items Director Items • Discuss the City’s MOU Process. Rec & Aquatic Center Parks and Forestry FYI ITEMS • Board Member Anundson • City Administrator Harmon • Festival in the Park ADJOURNMENT Next Meeting – August 19th, 2021 7:30 A.M. Council Chambers  AGENDA ITEM SUMMARY Items From Visitors DEPARTMENT: ___________________________________________________________ REQUEST: Northern Hills Rapids-Requesting soccer field space and an MOU with the city. JUSTIFICATION: (attach any additional justification and/or documentation) The Northern Hills Rapids is a newly formed soccer team utilizing players from around the northern hills. They are requesting to use city fields and an formal MOU allowing them to use the fields on a regular basis moving forward. Currently the city has MOUs with the Spearfish Youth Soccer Association, Spearfish High School and Black Hills State University. If the board chooses to allow field space and an MOU, field space/time will have to be taken away from these organizations to accommodate another organization. N/A FUNDING:___________________________________________________________ RECOMMENDATION: Staff Does Not Recommend ________________________________________________________ MEETING DATE PRFAB:_________________________ 7/15/21 Deadline: Friday 12:00 PM prior to board meeting, send electronically to the SRAC Admin Assistant.  AGENDA ITEM SUMMARY Board Items-Old Business DEPARTMENT: ___________________________________________________________ REQUEST: Approve the Black Hills Bike Share location and project. JUSTIFICATION: (attach any additional justification and/or documentation) Tom and Breon Derby with Black Hills Bike Share presented their idea to the board in April. The board recommended that they work with staff to finalize the location and come back to the board for approval. Staff have worked with BHBS and have settled on a location near the City Park. BHBS have been working with staff on flood plain compliance, right-of-way compliance etc. N/A FUNDING:___________________________________________________________ RECOMMENDATION: Staff Recommends ________________________________________________________ MEETING DATE PRFAB:_________________________ 7/15/21 Deadline: Friday 12:00 PM prior to board meeting, send electronically to the SRAC Admin Assistant.  10’3” 8’ 8’ 3’2” 8”x8” 8”x8” 9’4” 10’3” 33’  AGENDA ITEM SUMMARY Board Items-Old Business DEPARTMENT: ___________________________________________________________ REQUEST: Question and answer session on July staff update. JUSTIFICATION: (attach any additional justification and/or documentation) This is our standing Q & A session for board members to have their questions answered regarding the monthly staff update. N/A FUNDING:___________________________________________________________ RECOMMENDATION: N/A ________________________________________________________ MEETING DATE PRFAB:_________________________ 7/15/21 Deadline: Friday 12:00 PM prior to board meeting, send electronically to the SRAC Admin Assistant.  July Park, Rec and Forestry Advisory Board Update Director Update: Exit 8 Rec Path Expansion: The RTP section through the Spearfish Forest Products Sports Complex has begun construction. This will include the section through the sports fields and Hillsview sidewalk. Phase 1 has been submitted to the Federal Highway Commission for review and will be going out to bid on July 23rd with a bid opening on August 18th. Phase 2 is still in the design phase with an expected bid letting of spring of 2022. Sports Complex Mid-America Golf and Landscape signed the contract for the construction of the new complex and it was taken to City Council and approved at the July 6th meeting. The contract amount for this phase of construction which doesn’t include wayfinding, the maintenance building, or the concession/restrooms is $9,795,909.78. We received one proposal for the naming rights of the complex, but unfortunately, it was not what we were hoping for. The fundraising committee along with city staff will continue to seek out potential corporate sponsors to raise money. We went live with our fundraising campaign last week and our website at www.spearfishsportsplex.com. Lookout Mountain Tower The tower proposals in now on hold per Riverfront Broadcastings request. A future tower company may come forward and enter into negotiations with Riverfront and the city, but at this time the entire project is on hold. Peoria and Rushmore Bridge Update The bridge has been relocated and set. The contractor is finishing up some tie-in points on the rec path and some landscaping and the project should be fully complete this fall when they come in and seed the grass areas around the abutments. The project should be mostly complete within the next couple of weeks and the bridge will be opened back up to pedestrian traffic. Rock Wall The Rockwall flooring arrived and has been installed. The hand-holds have been installed and routes are being set. The wall will be open within the next couple of days.  July Park, Rec and Forestry Advisory Board Update Budgets I have completed my portion of the budget process. I met with the finance officer and city administrator to present my requests to them. I presented a conservative budget, but a budget that has grown significantly due to the projected addition of the Sky Ridge Sportsplex. I also presented the capital improvement plan that was built by staff and members of the budget committee from this board. We focused our capital planning using our priority list from the park and recreation master plan and focused on maintaining our current properties and equipment while adding a few small projects to the list. Budgets should be finalized within the next week. I will present the 2022 budget to the board in the upcoming months. The majority of or capital improvement projects for 2021 are either completed or getting very close to being completed. Exit 17 Fishing Pond I have been working with a small group of individuals including Bill Coburn on an idea to turn the pond near the gas station at Exit 17 into a public fishing pond. We are in the very early stages of planning but wanted to let the board know that this is something in the works that could be a great addition to our community. Parks, Rec, and Forestry Update 1. Memorial Tree Program a. 6 trees were planted this spring for the Memorial Tree program b. Memorial trees were planted at: i. Evans Park ii. Black Hills Energy Sports Complex iii. Rotary Park iv. Salem Park v. 2 trees planted at City Park c. The Memorial Tree program plaque will be designed and installed at Jorgensen Park Arboretum this fall, with plaques recognizing the participants in the program  July Park, Rec and Forestry Advisory Board Update 2. Park and Street Tree Plantings a. 14 trees were planted this spring in parks and on the streets as part of the Street Tree program b. 20 more trees are planned in the parks for this fall c. A donation of $2,500 was made for tree plantings by the Modern Woodmen Association 3. City-wide Tree Inventory a. An intern from BHSU has begun a city-wide tree inventory, per the EAB Action Plan b. Information from the inventory will help us better manage the urban forest and track changes in the canopy when they occur c. Almost 2,500 trees have been inventoried, as of 7/9/21 d. All areas under Parks management (parks, cemetery, campground, sports complexes) have been inventoried, and she has begun inventorying trees along the street in the public ROW 4. Legion Baseball Field Sports Netting a. Parks staff installed 6 posts in front of the dugouts on the legion baseball field for new netting installation b. Nets were installed by Sasquatch personnel c. Parks staff will install 6 more posts this fall along the 1st baseline and 3rd baseline for more protective netting in front of bleacher seating d. Nets in front of bleacher seating will be installed by Sasquatch personnel 5. Rushmore Bridge Relocation a. Parks staff assisted in the Rushmore Bridge relocation by trimming and removing trees from the work zone b. Bike Spearfish, the Bicycle Advocacy Group, is assisting City Staff on wayfinding signage now that the bridge relocation is complete  July Park, Rec and Forestry Advisory Board Update 6. Bike Skills Park a. Due to confusion with the public and campground guests, vehicle access to the Bike Skills Park is now being directed through the south end of the campground, as opposed to at the intersection of Winterville and Canyon Street 7. Lookout Mountain Grazing Lease a. Parks staff walked and fixed the exterior fence before the beginning of the grazing lease b. Parks staff cleaned and filled the water tank near the Nevada Street trailhead c. Cows are now up on Lookout 8. Playground woodchips were installed at all park playgrounds 9. Parks Landscaped Areas a. New mulch and river rock was installed in all landscaped areas in the parks, as well as weeds treated or pulled 10. Bridge Vegetation Mitigation a. Parks staff removed trees and vegetation alongside the bridges at Hillsview and Grant Street, per Engineering, as part of their annual bridge inspections b. The Rec Path under Hillsview is now open for use and will only be closed in the event of flooding or icing 11. Festival in the Park a. Parks staff have begun prepping City Park for the Festival in the Park, taking place July 16 – 18 b. Public Works and Public Safety will contribute by signing “No Parking” and “Handicapped Parking” areas 12. Painting and Staining a. Parks staff have begun painting and staining wooden structures in all parks  July Park, Rec and Forestry Advisory Board Update Rec Center Update Memberships and day passes • Our current membership is 1,450 this is an increase from last month. In comparison to March 2021, we had 1400 members. Summer Rec • We have 76 children registered for Summer Rec. We limit each day to 40 participants. We have been averaging 27 children a day and 34 children on the field trip days. Waterpark • We sold 1,598 half-price waterpark passes totaling $108,664 in sales. Our goal was to sell 1,350. • We have sold 137 full-price waterpark passes totaling $22,712. The members-only swim has helped to drive these sales. • As of July 7th, 2021, we have sold 11,787 waterpark day passes. This is an average of 293 per day. We are just shy of $100,000 in day passes. • We will have 314 children participate in our group swim lessons totaling $15,700. • We have taught 64 private swim lessons totaling $790. • The heater for the Lap pool was fixed about two weeks ago. • We have had a very busy season so far. For example, we have sold 1,954 Nachos, and 1,168 ice cream sandwiches. Staffing • We currently have 35 lifeguards on staff, and we will be training 2 more next week. We try to have 43-48 a season. • Customer Service Attendants positions are full, and these employees have been great with helping run the slides and helping maintenance.  July Park, Rec and Forestry Advisory Board Update • We are 1.5 staff short in the maintenance department. • We are hoping to fill the Group Fitness Instructor position later this month. This position has been open since the beginning of the year. Fitness equipment • All our new fitness equipment is on-site. We have had great feedback about the new equipment. I encourage all of you to come and look at all the new equipment we have. Rock Wall • The flooring is here, and it has been installed. • Most of the holds/routes are set. • We will be training staff on Monday and opening the wall to the public on Tuesday 7-13-21. • This has been a very long process for me at the Rec Center, but I am so excited to say that we have this for our community.  AGENDA ITEM SUMMARY Director Items-New Business DEPARTMENT: ___________________________________________________________ REQUEST: Discuss the city's MOU process. JUSTIFICATION: (attach any additional justification and/or documentation) Currently our MOU process consists of maintenance agreements with associations/teams and a priority system. History has shown that the city does not have ample field space to provide field space for the growing demand of our sports associations/teams. City staff completed internal research on regional communities and their field processes. Staff determined that Spearfish and Rapid City were the only communities that use maintenance agreements in lieu of other systems. With the new sportsplex being built at Sky Ridge, this is the perfect opportunity for staff and the PRF Board to revise our MOU process. This is one of the biggest issues that I face as the Park and Rec Director and would like to solve this problem with the help of this board. This is a jumping off point and would like to schedule a separate meeting this fall where the board can learn more about the problems, talk with associations and learn more so they can make an informed decision on the process moving forward. N/A FUNDING:___________________________________________________________ RECOMMENDATION: N/A ________________________________________________________ MEETING DATE PRFAB:_________________________ 7/15/21 Deadline: Friday 12:00 PM prior to board meeting, send electronically to the SRAC Admin Assistant.