Parks, Recreation & Forestry Advisory Board

Parks, Recreation, & Forestry Advisory Board – AGENDA Thursday, September 15th, 2022, Council Chambers 7:30 A.M. City Spearfish is inviting you to a scheduled Zoom meeting. Topic: Parks, Recreation, & Forestry Advisory Board Time: Sep 15, 2022 07:30 AM Mountain Time (US and Canada) Join Zoom Meeting https://us02web.zoom.us/j/82788655621 Meeting ID: 827 8865 5621 One tap mobile +17193594580,,82788655621# US +12532158782,,82788655621# US (Tacoma) Dial by your location +1 719 359 4580 US +1 253 215 8782 US (Tacoma) +1 346 248 7799 US (Houston) +1 669 444 9171 US +1 669 900 9128 US (San Jose) +1 301 715 8592 US (Washington DC) +1 309 205 3325 US +1 312 626 6799 US (Chicago) +1 386 347 5053 US +1 564 217 2000 US +1 646 558 8656 US (New York) +1 646 931 3860 US Meeting ID: 827 8865 5621 Find your local number: https://us02web.zoom.us/u/kdbrXeQHq2 CALL TO ORDER ROLL CALL DECLARATION OF ANY POTENTIAL CONFLICTS OF INTEREST Next Meeting – October 20th, 2022 7:30 A.M. Council Chambers  Parks, Recreation, & Forestry Advisory Board – AGENDA Thursday, September 15th, 2022, Council Chambers 7:30 A.M. APPROVAL OF AGENDA APPROVAL OF MINUTES PUBLIC COMMENT OLD BUSINESS Board Items • Question and answer session on the September staff update. • Recommend approval of the plan for the funding and construction of a new skate park. NEW BUSINESS • No new business. FYI ITEMS • Rec Center parking lot construction ADJOURNMENT Next Meeting – October 20th, 2022 7:30 A.M. Council Chambers  Parks, Recreation, & Forestry Advisory Board – MINUTES Thursday, August 18th, 2022, City Council Chambers 7:30 A.M. The meeting was held in the Council Chambers and is available on Zoom: https://us02web.zoom.us/rec/share/lxr7PHEd7IsglcEUqs6bCYLNSJYLbVcFOwWePpppKV- qd_w6wkBGY2KQJFvMozQG.tdnBXbGbNb4L86HP CALL TO ORDER 7:31 A.M. ROLL CALL In attendance were Dardis, Reth, Weigel, Neilson, Holden, Clark, and Caldwell. Also in attendance were City Administrator McFarland, P&R Director Ehnes, SRAC Facility Superintendent Rauterkus, Parks Maintenance Superintendent McDonald, City Attorney McDonald, and Administrative Assistant Heiting. Absent Coburn, Running, and Griffith. DECLARATION OF ANY POTENTIAL CONFLICTS OF INTEREST No conflicts of interest were declared. APPROVAL OF AGENDA Caldwell moved, Weigel seconded, and all voted to approve the agenda. APPROVAL OF MINUTES Caldwell moved, Reth seconded, and all voted to approve the minutes of the June 16th, 2022, meeting. PUBLIC COMMENT Public comment was opened at 7:33, with no public comment received. ITEMS FROM VISITORS (Policy Note: Visitors are limited to 5 minutes of presentation followed by questions) • Discuss the potential to renovate the rocket ship playground feature at Evans Park. o Lynn Ensor who is a resident of Spearfish and resides close to Evans Park is concerned about the proposed removal of the current playground equipment located at Evan’s Park. Mrs. Ensor expressed that she understands that it no longer meets the current safety guidelines, but due to the age and history of the rocket ship she would like to see the equipment brought to current safety standards instead of being demolished. o Mrs. Ensor has spent many hours researching the history of the rocket ship and has been able to contact experts from all around the United States. During her research, she was able to present playground renovations from different areas that have been renovated and are on display. o Neilson questioned how much money was placed in the budget for a new playground. Ehnes explained that $350,00.00 has been requested in the budget to replace the equipment at Evan’s Park as well as Heritage Park. o Weigel questioned if Mrs. Ensor has researched any restoration grants that would assist in the restoration of the playground. Mrs. Ensor stated that she has done some Next Meeting – September 15th, 2022, 7:30 A.M. Council Chambers  Parks, Recreation, & Forestry Advisory Board – MINUTES Thursday, August 18th, 2022, City Council Chambers 7:30 A.M. research, and there is a lot of funding available to help assist with the cost if the City chooses to restore and add to current equipment. o Reth stated that she is in favor of saving the rocket ship but would like to know what the cost of the renovation would be. Mrs. Ensor stated she would be willing to contact professionals for assistance in determining recommended renovations and an estimated cost. o Dardis requested that Mrs. Ensor return during the September meeting to review the cost and provide more information. Ehnes explained that he will need to contact the insurance company and verify that insurance will continue to insure the property once the renovation is completed. o Clark questioned if the pipes are splitting due to water being retained and freezing during the winter months. Mrs. Ensor stated that could be possible, and a more in- depth analysis will be made during the restoration process, and everything will be inspected for any defects and repaired at that time. OLD BUSINESS Board Items • Question and answer session on August staff update. o Caldwell questioned when the Art Walk Project is scheduled to be completed. Ehnes explained that to start the Art Walk Project, the Rec Path would need to be completed. Currently, construction is in progress and is on schedule to be completed this fall or early next Spring. Matthews Opera House will oversee completing the Art Walk Project. o Neilson questioned any changes with the drainage at the Sportsplex. Ehnes stated that he spoke with the project manager, Assistant Public Works Director Adam McMahon, and the recent DANR inspection went well. o Neilson questioned if a bike path would be installed during construction on Colorado Blvd. Ehnes explained that there have been multiple discussions on future planning but no official plan. NEW BUSINESS Director Items • Recommend approval of an MOU with the Northern Hills Hockey Association for use of the Madison Ice Rink. o Mark Kazmer and Garrett Petrik discussed their goal of bringing the sport of hockey to Spearfish. The hockey association has a long-term goal to be able to have an indoor facility. Due to not having an existing facility, creating a program to help obtain the financial funds to build an indoor facility is not possible at this time. The short-term Next Meeting – September 15th, 2022, 7:30 A.M. Council Chambers  Parks, Recreation, & Forestry Advisory Board – MINUTES Thursday, August 18th, 2022, City Council Chambers 7:30 A.M. goal is to obtain space for an outdoor rink and start building the program. Petrik explained that currently, they have some ice time reserved in Rapid City so that they can introduce the sport to the children and start developing and creating awareness of the program. The hockey board has spent time inventorying equipment to loan out to the youth, as well as transportation for those children that need it. Board members are currently getting coach certified to coach local kids. o Petrik stated that due to difficulties securing land, the association is requesting time to use the outdoor rink located in the campground to assist in allowing the children to have some hometown playtime versus having to consistently travel while building the program up. Kazmer stated that he understands that insurance is needed, and he has been in contact with the association’s insurance agent, and they can obtain proper insurance. o Neilson questioned if it would be taking away time from the general public. Ehnes stated that yes it would take time away, as it is used frequently. Ehnes stated that the MOU states that the time slot would be from 8:00 AM-10:00 AM every Saturday. The hockey association would be responsible for upkeep and snow removal during the morning hours. o Neilson moved, Holden seconded, and all voted to recommend the approval of the MOU. FYI ITEMS • Skate Park Committee is in the final stages of formulating its recommendation to the board. o Ehnes discussed the progress that has been made thus far and the process forward. o The recommendation will be coming forward in September for board consideration. • The last day of water park operations will be September 5th. • Dog Days at the water park will be on September 6th from 5:00 PM-8:00 PM • The gym will be closed from August 15th-21st for resurfacing. • Disc Golf State Championships will be held at the disc golf course from August 20th-21st. o McDonald explained there will be a state tournament of approximately 100 participants attending. The parks department has partnered with the disc golf association in providing woodchips and mowing. o The gates on south Canyon St. are currently closed to the campground. Beginning Friday morning the north gate will be closed, and the South gate will be open. The signs will be displayed on gates to allow guests to be informed. Next Meeting – September 15th, 2022, 7:30 A.M. Council Chambers  Parks, Recreation, & Forestry Advisory Board – MINUTES Thursday, August 18th, 2022, City Council Chambers 7:30 A.M. o Neilson questioned the Leading Ladies Marathon that will be held on Sunday. Ehnes explained that it has been reviewed and plans have been placed to avoid conflict with the disc golf tournament. o City Administrator McFarland informed the board that there is currently a drilling company that is wanting to drill in the hills for gold. Attorney McDonald stated that there is an opportunity for public comment on the project. ADJOURNMENT Reth moved, Holden seconded, and all voted to adjourn at 8:48 AM Next Meeting – September 15th, 2022, 7:30 A.M. Council Chambers  September Park, Rec, and Forestry Advisory Board Update Director Update: Exit 8 Rec Path Expansion: Construction of phase 1 of the rec path is going well. They have installed a retaining wall and have laid a good majority of the path. This project is on schedule and should be completed this fall. Phase 2 bid opening was held on July 20th. The low bid came in over 30% higher than the engineer’s estimate. Due to that cost, the City Council along with the SDDOT rejected the bid. This project will be rebid next year. The cost estimate for that phase is expected to be over $800,000 and includes the work on the Exit 8 underpass. We are requesting $600,000 in grants for this phase. The grant application is due October 1st and the application is nearly complete. I plan to submit the grant application on September 23rd. Sports Complex The sports complex is starting to take shape. The contractor is now working on vertical construction (fences, lights, buildings, etc.) Asphalting of the parking lots is complete and much of the structural infrastructure is now being worked on including the two restroom and concession stand buildings. The contractor has laid down the topsoil in preparation for fall seeding which should take place any day. The maintenance building construction is set to begin at the end of September with completion set for February. I have been working with our Assistant Public Works Director Adam McMahon and our consultant to get a bid package for Phase 2 put together. Phase 2 of the sports complex will include a playground, a small restroom, wayfinding, shade structures, and an additional picnic shelter. The bid package went out in the middle of August and due to a lack of interest in the project, the bid opening was pushed two weeks later. Since the bid opening was pushed back, we have had two general contractors take out plan sets and are going to put in bids for phase 2. The completion of phase 2 is set for October 2023. We anticipate the complex will be open for play in the spring of 2024. Bandshell The bandshell preliminary design has been completed and an initial cost estimate of $648,065.29. I have met with Zach Eixenberger with Spread the Tunes to discuss the path forward. This project will be a partnership between STT and the City, and I plan on applying for grant funds to help fund the project. Zach presented last month to the PRF Board and presented to the City Council. He would like it to be put in the 2023 budget. After working through the budgeting process, it was decided to leave this out of the 2023 budget due to the large number of capital projects already taking place in the department in 2023. I will apply for grants next year and place it in the 2024 budget.  September Park, Rec, and Forestry Advisory Board Update Skate Park The progress on the skate park recommendation has finished and will be brought to the board at the September meeting. The search committee met with a representative from the American Ramp Company to learn more about site selection, concept, and construction design as well as the construction process. Once the board approves a final recommendation, I will take it forward to City Council for final approval. If final approval is given by the City Council, I will then start working with the American Ramp Company to begin the conceptual design process. (See AIS in this board packet for the final search committee recommendation) Rocketship Park Staff and citizens are still researching and compiling information on options for the board to consider for the rocketship playground feature. There is $350,000 budgeted in next year’s budget to replace/refurbish the playground equipment at Evans Park. I have talked to our liability insurance carrier as well as several commercial playground companies. Staff will need a recommendation from the board at the October meeting so we can move forward with plans for the playground. Time is of the essence as playground pricing is scheduled to go up after the first of the year and if staff can get an order placed before then, we will save funds on a new playground if that is the direction that the board wants to go. AARP Grant The materials have been ordered and delivered. A volunteer day was held on September 9th with a good showing of volunteers to help put the signs together. We will have until November 30th to complete the project which will include new, updated signage, mapping kiosk, upgraded crosswalks, and safer crossings on Grant St. and Nash St. Due to the success of that grant, the Spearfish Community Foundation partnered with the department and awarded the City a $10,000 grant to fund the rest of the project from Salem Park north through Evans Park and from City Park out to Exit 14. Hockey MOU The MOU that was recommended by the board at last month’s meeting went to City Council on September 6th and was approved per the board’s recommendation. Budgets The first reading of the 2023 appropriations ordinance was voted on and approved at the September 6th City Council meeting. The second reading and final approval will take place at the September 19th meeting. Thanks to the hard work of the budget committee, staff, and those who worked on  September Park, Rec, and Forestry Advisory Board Update our master plan, we presented a very solid, data-driven budget request that was well received by the City Administrator and City Council. Our 5-year CIP that has been developed by the budget committee was instrumental in helping us get our budget passed. High notes of the 2023 budget include funding to finish the Exit 8 rec path, funding for Sky Ridge Sportsplex phase 2 along with equipment and amenities to furnish the new complex, new playground equipment for Evans Park and potentially Heritage Park, new fitness equipment at the recreation center along with a new FTE for both the Parks Department and the Rec Center. Parks Maintenance Superintendent Update 1. Large Special Events in our Parks over the last month a. South Dakota Disc Golf state tournament b. Leading Ladies Marathon c. Dakota 5-0 d. 605 Summer Classic e. Sundance to Spearfish marathon f. BH Beer Run g. Spearfish High School Cross Country meet at Evans Park 2. Rec Path wayfinding project a. Volunteer day on 9/8 b. Over 20 volunteers c. Assembled 25 of the 30 signs d. Final assembly and installation before November 1 3. Sandstone irrigation fix a. Part of the road construction project on Sandstone Hills Drive 4. Restrooms closing at 8 pm due to several acts of vandalism across several different parks 5. New Park Tech hire  September Park, Rec, and Forestry Advisory Board Update a. Jim Eddie starting in Spectator Rec on October 17 b. B.S. in horticulture and turf grass c. A former employee with 20 years of landscaping experience Rec Center Facility Superintendent Update Memberships: • Our membership on 9-7-22 was 2,041. This is a decrease of 1 member from the last report. • We have 124 24-hour memberships. This number is not included in the above number since you must have an active regular membership to be eligible for the 24-hour membership. This is the same number of memberships as the last report. Indoor Day Passes: • Between August 11th and September 9th, we sold 256 adult day passes, 342 youth day passes, and 2 walking day passes. Averaging 21.5 per day, this is a decrease of 3 per day since the last report. Waterpark: • Day pass sales: o Between August 11th and September 5th, we sold 5,420 waterpark day passes. This is an average of 194 per day. This is a decrease of 168 passes per day since the last report. Much of this is due to reduced staffing and capacity. School also started during this time. o We have had 2,885 membership scans for the average daily use of 103 members. This is a decrease of 272 per day since the last report. • Concessions: o Our top-selling item this month was gummy burgers. Since the last report, we have sold 838 gummy burgers. Averaging 30 sold each day. Nachos stayed strong in second place with 811 sold averaging 29 nachos a day. o Other top sellers since the last report include 711 Laffey Taffy Ropes, 641 freezer pops, 412 Flavored waters, 607 bottles of water, and 373 SpongeBob/spiderman Popsicles. • Point of Sale: o Since August 11th we have sold 17,251 point-of-sale items. This includes all-day passes, concessions, and merchandise. These sales totaled $80,068.48  September Park, Rec, and Forestry Advisory Board Update Waterpark end of Season: o We sold 1,455 waterpark memberships. No new memberships since the last report. 1355 ½ price, and 100 full Price. o During the waterpark season, we sold 80,925 point-of-sale items, totaling $393,990.88. ▪ Concessions highlights: • We sold 8,676 drinks averaging 86 per day. • We sold 3,715 nachos averaging 37 per day. • We sold 2,523 freezer pops averaging 25 per day. • We sold 1,222 hotdogs. ▪ Waterpark day passes: • $5 after 5 o’clock = 2,275 passes sold for a total of $11,375. • Over 48” tall = 19,044 passes sold for a total of $228,133. • Under 48” tall = 2,440 passes sold for a total of $24,412. • Spectator = 1745 passes sold for a total of $8,695. • Group passes = 1,125 passes sold for a total of $6,031.63. • 2,910 buddy passes were issued with 1,440 redeemed. This is just under 50%. • Waterpark day pass vouchers (rain checks, trade for advertising, etc.) 686 passes were issued with 455 66% redeemed. • Dollar-off coupons 7 were used. Dog Days: • We had 176 waivers signed for dog days. Many of these were for more than one person and more than one dog. The Humane Society estimates that there were over 250 dogs and over 300 people. Staffing: • We hired Jacob Punt as the part-time Recreation Assistant. He started on September 6th. • We hired Brittany Damberg as the part-time Customer Service Assistant. She held the same positions seasonally over the summer. She will start on September 19th. • Our part-time Maintenance position will open this week. Once we fill this position the Rec Center will be fully staffed.  September Park, Rec, and Forestry Advisory Board Update Programming • Summer Rec program: o Summer Rec was a success this year. we had 109 kids registered. We were limited to 40 per day. Some of the field trips this year included the Gillette Rec Center and the Elks Theater in Rapid City. Rushmore Adventure Park in Keystone, Iron Creek Lake, and Storybook Island. o Summer Rec brought in $34,551 • Youth football: o There are 24 kids registered for Flag Football. Our season runs from late August through mid-October. • 5 on 5 Adult basketball League: o Registration is open. The season will be from September 22nd through November 15th. Most games are played on Thursdays. o This league is limited to 8 teams. • Date Night Daycare: o We provide daycare from 5:00 pm to 8:00 pm on select nights so parents can plan a date night. o This is limited to 9 kids. o The dates for this event are October 15th, November 12th, December 10th, January 14th, and February 11th. • Skate Nights: o We will offer Skate Night once a month starting in October. o The first several dates are October 7th, November 4th, December 2nd, January 6th, and February 3rd. • Holiday events: o Our holiday light contest is from November 26th -December 17th. Community members that decorate their homes or business for the holidays can register for the contest. This puts their address on our map, and community members can then go to each location and vote on their favorites. o Craft fair and Santa and the Rec Center. On December 10th Santa will be at the Rec Center during our Craft Fair. Spaces for the Craft Fair are limited to 35 and they are $25 per space. We will also have a professional photographer here that day to take photos with Santa. American Ramp Company 601 S McKinley Ave. Joplin, MO 64801 evan@americanrampcompany.com SKATEPARK CONCEPT DESIGN PACKAGE SPEARFISH, SD American Ramp Company provides professional design services geared to create a completely custom skatepark design that is unique to your community. Our team of Professional Skateboarders, BMX Riders, Mountain Bike Riders, Designers, Engineers, and Visual Artists will work directly with you to generate ideas and develop your park. Our Conceptual Design services will include the following: Community Engagement Meeting - American Ramp Company will host a virtual and/or onsite meeting with your local skaters or project team to formulate ideas for your concept design - Review of samples designs with group to identify a preferred theme - Summarize meeting findings with group Site Review - Review location of skatepark for opportunities and constraints - Discuss potential locations for entry, spectator viewing, and drainage flow Design Revisions - Revise conceptual design based on feedback from initial input (2-revisions included) - Verify the design is responsive to the site and budget Cost Estimate - Provide cost estimate for construction of approved skatepark design Material Quantity Take-offs - Provide breakdown of material types and quantities to construct skatepark Deliverables - Large poster size print of final design - Material Quantity Take-offs - Cost Estimate Cost - The total cost for our interactive professional Conceptual Design Package = $9,000.00 (100% due at the time of signing) Customer Name: Billing Address: ________________________________ ________________________________________________________ Phone Number: Fax Number: Email Address: ________________________________ __________________________ ___________________________ Approved By: Signature Date ________________________________ ___________________________ ___________________________ Print Name / Title