Parks, Recreation & Forestry Advisory Board

Parks, Recreation, & Forestry Advisory Board – AGENDA Thursday, February 16th, 2023, City Council Chambers 7:30 A.M. City Spearfish is inviting you to a scheduled Zoom meeting. Topic: Parks, Recreation, & Forestry Advisory Board Time: Feb 16, 2023 07:30 AM Mountain Time (US and Canada) Join Zoom Meeting https://us02web.zoom.us/j/89515711277 Meeting ID: 895 1571 1277 One tap mobile +12532158782,,89515711277# US (Tacoma) +13462487799,,89515711277# US (Houston) Dial by your location +1 253 215 8782 US (Tacoma) +1 346 248 7799 US (Houston) +1 669 444 9171 US +1 669 900 9128 US (San Jose) +1 719 359 4580 US +1 253 205 0468 US +1 646 558 8656 US (New York) +1 646 931 3860 US +1 689 278 1000 US +1 301 715 8592 US (Washington DC) +1 305 224 1968 US +1 309 205 3325 US +1 312 626 6799 US (Chicago) +1 360 209 5623 US +1 386 347 5053 US +1 507 473 4847 US +1 564 217 2000 US Meeting ID: 895 1571 1277 Find your local number: https://us02web.zoom.us/u/kcZoS3GIvY CALL TO ORDER ROLL CALL Next Meeting – March 30th, 2023, 7:30 A.M. Council Chambers  Parks, Recreation, & Forestry Advisory Board – AGENDA Thursday, February 16th, 2023, City Council Chambers 7:30 A.M. DECLARATION OF ANY POTENTIAL CONFLICTS OF INTEREST APPROVAL OF AGENDA APPROVAL OF MINUTES PUBLIC COMMENT ITEMS FROM VISITORS (Policy Note: Visitors are limited to 5 minutes of presentation followed by questions) • Members from the Spearfish Community Foundation will be presenting their project idea to place AED units in public spaces. OLD BUSINESS Board Items • Q & A session on the February staff update. NEW BUSINESS Parks, Recreation, and Forestry Items • Approve the MOU for the use of the Sawmill Sports Complex with the Shortbills baseball team. Director Items • Review the 2022 revenues and expenses for the campground and rec center. FYI ITEMS • Gold Heart Gala- February 17th • Fun and Fitness-March 11th • Soccer Tournament February 24th-26th • Basketball Tournament March 24th-26th ADJOURNMENT Next Meeting – March 30th, 2023, 7:30 A.M. Council Chambers  Parks, Recreation, & Forestry Advisory Board – MINUTES Thursday, January 19th, 2023, City Council Chambers 7:30 A.M. The meeting was held in the Council Chamber and is available at: https://vimeo.com/794594475 CALL TO ORDER 7:37 A.M. ROLL CALL In attendance were Caldwell, Dardis, Griffith, Holden, Running, Weigel, and Clark. Also in attendance were P & R Director Ehnes, SRAC Facility Superintendent Rauterkus, Parks Maintenance Superintendent McDonald, City Attorney McDonald, City Administrator McFarland, and Administrative Assistant Heiting. Absent: Neilson, Reth and Coburn. DECLARATION OF ANY POTENTIAL CONFLICTS OF INTEREST No conflicts of interest were declared. APPROVAL OF AGENDA Caldwell moved, Dardis seconded, and all voted to approve the agenda. APPROVAL OF MINUTES Caldwell moved to amend the November minutes to include her comments on a donation policy. Weigel seconded, and all voted to amend the November minutes as stated. Clark moved, Dardis seconded, and all voted to approve the minutes of the November 17th, 2022, meeting as amended. PUBLIC COMMENT Public comment was opened at 7:43 A.M., with no public comments received. BOARD ITEMS • Election of officers • Chair o Weigel moved, Running seconded and all voted to elect Griffith to serve as chair for 2023. • Vice-chair o Caldwell moved, Running seconded, and all voted to elect Dardis as Vice-Chair for 2023. • Assign board members to subcommittees. • Rec Center Committee Next Meeting – February 16th, 2023, 7:30 A.M. Council Chambers  Parks, Recreation, & Forestry Advisory Board – MINUTES Thursday, January 19th, 2023, City Council Chambers 7:30 A.M. o Kelly Dardis, Barb Running, and Charlie Neilson • Parks, Recreation, and Forestry Committee o Bill Coburn, Diana Reth, and Kara Weigel • Budget Committee o Misty Caldwell, Justin Griffith, and Sam Holden • Evans Playground Qualitative Scoring Team o Kara Weigel, Justin Griffith, Diana Reth, and alternate Kelly Dardis. OLD BUSINESS Board Items • Q & A on January board update. o Ehnes spoke about the concept designs and cost estimates for the proposed skate park. The design firm should have the concepts and cost estimates to Ehnes by the end of January. April is the deadline to apply for the LWCF grant. o Ehnes fee resolution at the campground will be coming soon in Feb or March.  Griffith questioned what the occupancy of the campground was in 2022. Ehnes stated that while occupancy was down slightly, it was still the second-best year in recent memory. NEW BUSINESS • Weigel questioned if it was possible to move the March meeting due to it conflicting with spring break. Weigel moved, Dardis seconded, and all voted to approve the moving of the March meeting to a date when the City Council Chambers would be available. Ehnes will research dates and send out an update to the board. FYI ITEMS • Small and Tall Ball-January 20th • Gold Heart Gala- February 17th • Fun and Fitness-March 11th • Soccer Tournaments January 27th-29th, February 24th-26th • Basketball Tournament March 24th-26th ADJOURNMENT Dardis moved, Caldwell seconded, and all voted to adjourn at 8:01 A.M. Next Meeting – February 16th, 2023, 7:30 A.M. Council Chambers  Impacting Tomorrow Together The Spearfish Area Community Foundation is managed by local volunteers who believe in building long-term assets for the community, and giving grants to nonprofits who are making Spearfish a P.O. Box 1184 better place to live, work, and play. Spearfish, SD. 57783 Public Access AED Cabinets Project Through research on the need for PAD, the goal is to inspire community-wide movement to install several outdoor smart cabinets with secured AED units throughout our community. Our goal is to strategically place the PAD cabinets in city parks, along the rec path, high traffic event areas and athletic complexes. 2023 Phase 1: Public Access Locations for 7 AED Cabinets and 2 Mobile Units 1 Spearfish City Park; near Pickleball Courts & Bandshell & American Legion Log Cabin. 2 Spearfish City Campground near Snappers Club and accessible from Rec Path. 3 Downtown Spearfish corner of Main and W Hudson St. 4 Black Hills Energy Sports Complex. 5 Jorgenson Park shelter. 6 Spartan Park on State St (between the football, soccer, dog park and park area). 7 Spearfish Forest Products Youth Sports Complex on College Lane. 2 Mobile AED Units: Mobile AED units will be available for Community Events. Mobile AED units to be housed and checked out with Spearfish Ambulance Services or City of Spearfish. Phase 1: Funding 7 Outdoor Public Access AED Cabinets $8,500 $59,500 2 Mobile AED Packages $2,000 $ 4,000 $63,500 Spearfish Community Foundation $40,000 City of Spearfish Fund Request $15,000 Anonymous matching donor $10,000 $65,000 2024 Phase 2: Public Access Locations 1 SportsPlex @ SkyRidge One located near soccer fields. 2 SportsPlex @ SkyRidge One located near softball fields. 3 Evans Park near shelter. 4 Additional locations will be determined based on funds raised. 5 3 Mobile AED Units Phase2: Funding and beyond As the project develops funding sources will be Sponsorships, matching funds, grants, donations, water bill donations.  February Park, Rec, and Forestry Advisory Board Update Director Update: Exit 8 Rec Path Expansion: The low bid for Phase 2 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. Staff were hoping to be selected for the grant at the end of January, but the SDDOT moved the announcement to their meeting at the end of February. Phases 2 and 3 will then be bid out this spring/summer and hopefully, the project will be complete by the fall of 2023 or spring of 2024. Sports Complex Phase 1 of the sports complex has been shut down for the winter. A preconstruction meeting with Ainsworth-Benning is being set up for Phase 2. They are planning on getting started in April with completion by the end of the summer. The playground for Sky Ridge is a separate project. I have signed the contract documents and the order has been placed. The playground is in the production process with an estimated installation in May. Phase 2 of the sports complex will include a playground, a small restroom, wayfinding, shade structures, and an additional picnic shelter. We anticipate the complex will be open for play in the spring of 2024. I am hoping to get the 2025 Adult State Softball Tournament in Spearfish. The maintenance building is nearing completion and should be done in the middle of February. The irrigation well has been drilled and tested and shown to produce 500 GPM which is 200 GPM more than we need. Due to this, staff are working towards making it a municipal well and using the excess to contribute to the municipal water system. This irrigation well will save the City several million dollars over the life of the complex as compared to using treated municipal water. Skate Park The City Council approved the recommendation of the PRF Board for the new skate park with one exception. They want staff to look into an alternate location on the Spartan Park Complex. I reached out to the American Ramp Company and we amended the original proposal to include a second concept design and cost estimate to construct the skate park where the current sand volleyball court is located. I have received the two concepts, but I am still waiting on the cost estimates and renderings. I have been in contact with the ARC and they are aware that we are on a tight timeline to bring this back to the PRFAB and City Council for a final decision. The grant application is due in April and I will need a solid answer before then so I can apply for the grant.  February Park, Rec, and Forestry Advisory Board Update Rocketship Park The final result of the Rocketship debate ended at City Council with them choosing to renovate the structure, while at the same time having staff install new equipment at the existing location of the wooden structure as well as creating a new area for more equipment. Staff have written a contract and it was sent to A and L Construction, the general contractor that will be leading the renovation project. The contract is being negotiated between the non-profit organization and the city. Once the contract is finalized, staff will take it back through City Council for approval. Staff have been working on a design proposal packet for prospective playground companies to submit their custom designs. That packet will go out to playground companies at the beginning of March. Proposals will be due back to the city at the end of March. There will be a scoring team made up of PRF Board members and staff to score the proposals. Once the proposals are scored, the score will be weighed against the cost of the proposal and the “best value” proposal will be selected. The selected proposal will then be brought back to the PRFAB and City Council for final approval in April and May. Rec Center Parking Lot Unfortunately, the contractor ran out of good weather to complete the parking lot. They were able to take advantage of a few nice fall days and get some striping done. They will have to return in the spring to complete the striping of the remainder of the parking lot. 2023 Weed Control Bid Package Staff have been working on a bid package to go out for the annual weed control project. For the last two years, the project was under the bid limit therefore not requiring us to bid the project. With the addition of Sky Ridge, the project is now over the bid limit requiring us to bid the project which is a tremendous amount of work and time to put together. The package will be available to local spraying contractors and the bid opening will take place on February 22nd. Sasquatch Contract The lease with the Spearfish Sasquatch expired in December 2022. I am working with the Sasquatch and City Attorney to draft a new contract. Once finalized, the contract will need to be approved by the City Council. Recreation Path Repairs The department has funds allocated in 2023 to fix sections of the current rec path that are cracked, broken, or settling. Staff created an RFP and it was sent to local contractors. The RFP is due on February 14th. Staff will review the proposals and select the contractor with the best proposal.  February Park, Rec, and Forestry Advisory Board Update Repairs will take place over the spring and summer. The areas that have been identified are City Park, City Campground, Nash St. crossing, and the crossing at Hillsview. Spearfish Community Foundation Project I have been working with members of the Spearfish Community Foundation on a project that they would like to partner on. We are in the early stages of the discussions, but the overview of the project would be to place AED units in many of our parks, sports fields, and along the rec path. The goal would be to place roughly 20 units over the next couple of years. They will be presenting their project to the PRFAB in March. Grants I gave a presentation regarding grants to the City Council at a recent study session meeting. We normally apply for one or two grants per year. This year we have identified eight grants to apply for to help fund the skate park, bandshell, and more recreation path lighting. Staff have been busy filling out applications and grant packets as many of the grants are due in February, March, and April. Parks Maintenance Superintendent Update 1. Community Food Forest fence project grant a. Parks was awarded a $3,000 grant from the State of South Dakota DANR to purchase fencing materials to install a new perimeter fence around the Community Food Forest, located next to the Community Gardens at Spartan Park b. The perimeter fence keeps out the deer and allows Parks staff to remove the individual cages from around the fruit trees, allowing for easier harvesting of the fruit c. The City’s in-kind match for the grant will be in labor to install the fence d. The project must be completed no late than October 1, 2023 2. Partnership with Chinook Days celebration a. Parks staff worked with the Chinook Days organizers to haul Christmas trees from the free Christmas tree drop-off site to the Passion Play amphitheater for the annual Chinook Days bonfire b. Parks staff also delivered barricades, picnic tables, banquet tables, traffic cones, and garbage cans to the event, per the sponsorship request made by the Chinook Days organizers c. Parks staff also delivered picnic tables downtown to Visit Spearfish for their snow sculpture contest as part of the week of festivities  February Park, Rec, and Forestry Advisory Board Update 3. Rec Path repairs RFP a. An RFP was completed and sent to local contractors for Rec Path repairs as budgeted in the 2023 CIP budget b. Repairs will address lips and cracks in the Rec Path that were identified as a high priority in a Rec Path audit conducted in the fall of 2022 c. Focus areas for repairs in 2023 will be at City Park north of the pickleball courts, on both the north and south sides of the bridge leading from City Park to the campground, at the crosswalk west of the Nash Street bridge, and at the crosswalk on Hillsview Drive between Jorgensen Park and Lookout Park 4. Heritage Park swing bank a. A new 4-swing bank has been ordered for Heritage Park to replace the old swing bank that was removed last fall due to safety concerns with rotten wooden posts b. Installation of the new swing bank is anticipated to be before Memorial Day 5. Forestry a. In accordance with our Emerald Ash Borer action plan, adopted by the City Council in 2019, Parks staff have begun removing low-value ash trees within the parks system b. The focus for this year’s removals has been in the campground and City Park c. A total of 35 ash trees will be removed and replacement trees have been ordered and will be planted this spring 6. Slash pile burning at Spearfish Canyon disc golf course a. In cooperation with the Fire Department, slash piles were burned at the disc golf course as part of routine tree maintenance that occurred over the summer 7. Youth complex infield repairs and projects a. Parks staff met with members of the Spearfish Youth Baseball Association to discuss field maintenance and rehab projects to be completed prior to the 2023 spring baseball season b. Projects include infield lip removal, installation of new infield material, edging of the basepaths, and irrigation repair c. The Youth Baseball Association has volunteered to help with the projects by providing volunteer labor and financial contributions to offset the cost of purchasing new infield materials 8. Seasonal employee hiring a. Parks and Rec is now accepting and processing applications for summer seasonal positions b. Applications will continue to be accepted until all positions are filled c. There are 12 openings in the Parks Districts, 4 openings in the Spectator Rec District, 4 openings in the Cemetery District, and 6 openings in the Campground  February Park, Rec, and Forestry Advisory Board Update Rec Center Facility Superintendent Update Indoor Memberships: • Our membership on 2-8-23 was 2,235. This is an increase of 54 members since the last report. We still have several of our seniors that have not renewed their memberships yet. A large portion of them are snowbirds and will be returning in the next few months. For example, in December we had 261 one-pass members and currently, there are only 152. In December we had 126 silver sneaker members, and currently, there are only 82. • We have 226 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 a decrease of 11 since the last report. Indoor Day Passes: • Between January 12th, and Feb 8th we sold 425 adult day passes, 499 youth day passes, and 69 walking day passes. Averaging 35.5 per day, this is a decrease of 0.5 per day since the last report. Membership Scans: • Since the last report, we have had 8,659 membership scans. This is an increase of 523 averaging 309 scans per day. This is an increase of 55 scans per day since the last report. Point of Sale: • January 1st through Feb 8th point of sale has done $20,210.53 in sales. This is an increase of $4,881.54 from the same time last year. • Since the last report, we have done $15,427.33 • Our best-selling concessions item has been the gummy burgers with 287 sold. Waterpark: • The half-price waterpark membership sale started on December 1st. We have sold 109 memberships. Staffing: • We filled the Part-time Customer Service Assistant position. Emily Manley started on 1-25- 23. Currently, all of our regular year-round positions are full.  February Park, Rec, and Forestry Advisory Board Update • We have started the hiring process for the summer seasonal staff. We have interviewed and are working on hiring about 15 lifeguards. Interviews for Summer Rec will start in the middle of February, and we have already started interviewing for the Seasonal Customer Service Assistant positions. Programming: • 3-on-3 basketball started on January 19th. Games are played on Thursdays. There are 7 teams in the league. • 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. The event scheduled for February 11th is full. We have filled this event each time we have offered it. o This is limited to 9 kids. • Skate Nights: o There were 163 skaters and 24 spectators at the February 3rd event. This is a decrease of 62 skaters from the January event. o The scheduled Skate Nights for the rest of the season are March 3rd and April 14th. • Clinics: o Intro to Guitar was a success and was full. o The basketball clinic was a success and was full. It was limited to 10 participants. o Archery and volleyball are being offered in February. o We will be offering a vocal clinic in March. o We plan to offer at least one clinic a month and offer a wide range of activities that could include but are not limited to golf, archery, fly fishing, basketball, volleyball, soccer, and outdoor recreation. • Dances: o Small & Tall Ball was on January 20th. This dance was for parents and their children. There was a professional DJ and dinner was provided. There were 70 participants. o Gold Heart Gala will be on February 17th. We will be partnering with the Northern Hills Training Center again to offer this dance to their clientele. Fitness: • We are currently working on the painting in the weight room. The north wall has been painted blue. The east wall in the lookout room behind the pickleball courts will also be painted blue. • The new flooring for the weight room has arrived and we will be working to install it over the next few weeks. • We are offering Silver Sneakers classes Monday through Friday at 9:00 am. • We offer a HITT class Monday Wednesday Friday at 12:15 pm.  February Park, Rec, and Forestry Advisory Board Update • We have several contractors that are currently offering classes and personal training. • We are offering an Evening Cycling class on Mondays and Wednesdays at 5:15 pm.  AGENDA ITEM SUMMARY Parks, Recreation and Forestry-New Business DEPARTMENT: ___________________________________________________________ REQUEST: Approve the MOU for the use of the Sawmill Sports Complex with the Shortbills Baseball Team. JUSTIFICATION: (attach any additional justification and/or documentation) The Spearfish Shortbills are a traveling baseball team made up of players from the Spearfish Youth Baseball and Softball Association. They are requesting to use the Major's and Minor's fields at the Sawmill Complex off of College Lane. Their usage will remain secondary to the SYBSA. 43 of the 47 players are from the Spearfish area. The Shortbills coach will be at the meeting to answer any questions. N/A FUNDING:___________________________________________________________ RECOMMENDATION: Staff Recommends Approval ________________________________________________________ MEETING DATE PRFAB:_________________________ 2/16/23 Deadline: Friday 12:00 PM prior to board meeting, send electronically to the SRAC Admin Assistant.