Parks, Recreation & Forestry Advisory Board

Parks, Recreation, & Forestry Advisory Board – AGENDA Thursday, April 20th , 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: Apr 20, 2023 07:30 AM Mountain Time (US and Canada) Join Zoom Meeting https://us02web.zoom.us/j/84558378464 Meeting ID: 845 5837 8464 One tap mobile +16699009128,,84558378464# US (San Jose) +17193594580,,84558378464# US Dial by your location +1 669 900 9128 US (San Jose) +1 719 359 4580 US +1 253 205 0468 US +1 253 215 8782 US (Tacoma) +1 346 248 7799 US (Houston) +1 669 444 9171 US +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 +1 646 558 8656 US (New York) +1 646 931 3860 US +1 689 278 1000 US +1 301 715 8592 US (Washington DC) Meeting ID: 845 5837 8464 Find your local number: https://us02web.zoom.us/u/ketqdvs2Ah Next Meeting – May 18th , 2023, 7:30 A.M. Council Chambers  Parks, Recreation, & Forestry Advisory Board – AGENDA Thursday, April 20th , 2023, City Council Chambers 7:30 A.M. CALL TO ORDER ROLL CALL DECLARATION OF ANY POTENTIAL CONFLICTS OF INTEREST APPROVAL OF AGENDA APPROVAL OF MINUTES PUBLIC COMMENT OLD BUSINESS Board Items • Question and answer session on the April staff update. NEW BUSINESS Director Items • Recommend My Turn Play Systems as the best value proposal for the design and construction of the Evans Park Play System project. • Sky Ridge SportsPlex Update. Parks, Recreation, and Forestry Items • Consider taking steps to seek Bee City USA certification for the City of Spearfish. FYI ITEMS • An Arbor Day celebration will be held at Mountain View elementary school on Friday, April 28th. City staff will present information to the kindergarteners about the importance of trees in our community. ADJOURNMENT Next Meeting – May 18th , 2023, 7:30 A.M. Council Chambers  Parks, Recreation, & Forestry Advisory Board – MINUTES Thursday, March 30th, 2023, City Council Chambers 7:30 A.M. The meeting was held in the Council Chambers and is available at: https://vimeo.com/815118710 CALL TO ORDER: 7:31 ROLL CALL In attendance were Coburn, Dardis, Griffith, Neilson, Reth, 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, Mayor Senden, and Administrative Assistant Heiting. Absent: Caldwell DECLARATION OF ANY POTENTIAL CONFLICTS OF INTEREST No conflicts of interest were declared. APPROVAL OF AGENDA Neilson moved, Weigel seconded, and all voted to approve the agenda. APPROVAL OF MINUTES Dardis moved, Weigel seconded, and all voted to approve the February minutes. PUBLIC COMMENT Public comment was opened at 7:33 A.M., with no public comments received. OLD BUSINESS Director Items • Recommend a final skate park design and location. o Ehnes discussed that due to a better skate design, flow, and less congestion staff has agreed that Design 1 would be the best option. Looking over the results of the community survey, a popular comment stated that the skate park’s square footage was too large. By designing a larger skate park, we are building for the future not just for today. o Griffith opened public comment at 7:40 A.M. with the following comments received.  Kevin Jasper 706 E Illinois Street. He expressed his appreciation for the city staff’s continued efforts and the survey that was created. He would like to see some changes regarding the depth of the park design to accommodate the BMX riders. Griffith questioned which design would be his preference, Kevin stated design 2, due to being more bike-friendly. Next Meeting – April 20th, 2023, 7:30 A.M. Council Chambers  Parks, Recreation, & Forestry Advisory Board – MINUTES Thursday, March 30th, 2023, City Council Chambers 7:30 A.M.  Nathan Arnet 115 Yukon Place, commented that he liked both designs, but due to the location of the sand volleyball court, he preferred design 1.  Kody Kline 410 Rainbow Road, discussed the square footage of the skatepark design presented. He suggests designing a skate park that is approximately 10,000 square feet to allow skaters to spread out due to safety concerns.  Tom Deis 425 E Elgin St. expressed his appreciation for the survey that allowed the community to have input. Tom expressed his concern for Design 1, regarding taking away field space for youth activities, preserving green space within the community, parking, and proximity to the residential homes. Design 2 would allow users to park in the parking lot, as well as provide the most space between the park and residents’ homes, Deis believes that a 7,700 square-foot skate park should be sufficient for the community population.  Keith Rogers Saphier Lane, commented that due to the variety of users and ages, he liked Design 1.  Carlton Baird 720 3rd St, discussed his participation with the current skate park, as well as expressed his concern with building a smaller square footage park as well as the safety concerns due to congestion. He suggests that there would need to be some minor adjustments to the design due to cross-skating traffic. Design 1 will allow for an ample amount of space and believes that building a new park is going to be a huge community engagement center for the community. o Weigel commented on taking away field space. Ehnes stated that because the Sky Ridge Sports complex will become operational next year, there will be enough field space available for youth activities. There will be six regulation soccer fields and when broken down by age eighteen different fields in total. o Wegiel questioned if there was space available in the event the volleyball courts would need to be moved. Ehnes stated that there are other locations available, but the relocation would take away another open green space on city property. o Dardis questioned if moving the park closer to the dog park would cause any drainage issues. Ehnes stated that was the initial concern when designing a bowl-style park. Due to this design, the water should run off without a drain system in place. The other concern is placing activities right next to the dog park, as well as the concern of the main irrigation system. The main irrigation line runs along the dog park fence. Putting the park on the south end allows for the pipes to be cut and capped and re-routed instead of the main line being relocated. Next Meeting – April 20th, 2023, 7:30 A.M. Council Chambers  Parks, Recreation, & Forestry Advisory Board – MINUTES Thursday, March 30th, 2023, City Council Chambers 7:30 A.M. o Neilson questioned if Design 1 would cause any conflict with flag football. Rauterkus stated that flag football does not require as much space as a regulation field, therefore if Design 1 was to be approved there would be enough space to accommodate flag football. o Coburn discussed the congestion that is happening at the Skate park in Lead, SD due to the lack of park square footage and parking conflicts. He suggested that because of the space needed, design 1 would allow appropriate square footage and would help prevent congestion and allow for future growth. In the future, if parking became an issue, the opportunity to remove the sand volleyball courts would be an option and add parking in that location. o Ehnes stated that at this time, the designs presented are only concept designs, as the project progresses, construction plans will be drawn and will allow the team to determine sidewalk locations. Ehnes discussed an increase in parking on the side of the street due to the skatepark. Parking is available on the side of the street due to it being a public street and public parking. o Griffith questioned the difference between parking on the side of the street for a soccer or football event or for those who wish to go to the skatepark. Ehnes stated that soccer or football games are periodic, by adding the skatepark to that location, it is thought that there would be more consistent traffic. o Reth and Weigel informed the board that a sub-committee is being formed to start fundraising to cover any gaps in the overall cost. Fundraising options will start in the Spring and Fall of 2024. Reth discussed that there is a lot of support in the community that has reached out personally and is willing to hold events to achieve the subcommittee’s goal. o Weigel questioned if Design 2 was selected, where would the sand volleyball court be relocated and what would be the cost? Ehnes stated that he has not received a final price for relocation but a rough estimation of $30,000.00-$40,000.00. Possible relocation options would be Lions Park, City Park, or the lower section of Spartan Park. o Ehnes discussed the next step in the approval process. The Park Board’s recommendation will go to the city council on Monday, April 3rd, 2023. The construction design will be completed in 2024. Construction will happen in the Spring of 2025 and the park will be available to skate in 2025. o Ehnes stated that the skate park project is dependent on grant funding, if the city would be 100% responsible for the cost, there is no guarantee that the council will approve the project. Next Meeting – April 20th, 2023, 7:30 A.M. Council Chambers  Parks, Recreation, & Forestry Advisory Board – MINUTES Thursday, March 30th, 2023, City Council Chambers 7:30 A.M. o Wegiel questioned if it would make a difference if the fundraising committee can raise enough funds to help supplement any lack of grant funding, Ehnes stated that depends on the funds raised. o Reth motioned, Neilson second, and all voted to recommend the approval of Skatepark Design 1 located on the lower field of Spartan Park. Board Items • Question and answer session on the March staff update. o Ehnes discussed the update on the Rec Path and announced that the $600,000.00 grant has been awarded. The Rec Path project has now received $1.5 million in grant funds. o Neilson questioned if the playground located at Sky Ridge will be open before the fields are completed. Ehnes stated that the park will be open once the area is no longer an active construction zone. o Field usage has been postponed due to delayed seeding of the fields. Fall of 2024 or spring of 2025 is the anticipated timeframe for opening the complex. o Griffith discussed the playground design for Evans Park. There have been three proposals submitted. The technical review committee will be scoring the designs this month and a recommendation will be brought to the board at the April meeting. o Weigel expressed appreciation to Superintendent McDonald and the Parks Department for the recent improvements to the entrance of Lookout Mountain. NEW BUSINESS Parks, Recreation, and Forestry Items • Consider fee changes at the City Campground. o Superintendent McDonald discussed the fee increase due to an increase in operating costs. Expenses have increased 15% year after year. Since the campground is an enterprise fund and does not rely on tax dollars, it is imperative that the campground raises rates and stays competitive with the local market. The campground is bringing in new rental equipment. Fees for equipment will go through a fee resolution in April. Included in the new rental equipment are pedal carts which can be ridden on the rec path and throughout the campground. o Weigel motioned, Dardis seconded and all voted to recommend the approval of fee changes at the City Campground. FYI ITEMS • March 31st-American Legion-sponsored skate night Next Meeting – April 20th, 2023, 7:30 A.M. Council Chambers  Parks, Recreation, & Forestry Advisory Board – MINUTES Thursday, March 30th, 2023, City Council Chambers 7:30 A.M. • Annual Easter Egg Hunt-City Park-April 8th, 10:00 AM • Waterpark passes ½ off until May 1st ADJOURNMENT Reth moved, Dardis seconded, and all voted to adjourn at 8:34 A.M. Next Meeting – April 20th, 2023, 7:30 A.M. Council Chambers  AGENDA ITEM SUMMARY Board Items-Old Business DEPARTMENT: ___________________________________________________________ REQUEST: Question and answer session on the April 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 and any other questions they may have for the staff. N/A FUNDING:___________________________________________________________ RECOMMENDATION: N/A ________________________________________________________ MEETING DATE PRFAB:_________________________ 4/20/23 Deadline: Friday 12:00 PM prior to board meeting, send electronically to the SRAC Admin Assistant.  April Park, Rec, and Forestry Advisory Board Update Director Update: Exit 8 Rec Path Expansion: Staff were made aware that the City was selected for another $600,000 in grant funding for the Exit 8 rec path. This brings total grant awards to $1.5 Million. 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 March. Due to the late grant announcement, bidding has been pushed back to a later date. This could potentially delay the project another year depending on how high the bids come in. Sports Complex Phase 1 was restarted this week with Mid-America Landscape mobilizing back to Spearfish. They are anticipating another 90 days to complete phase 1. Phase 2 started last week and Ainsworth- Benning Construction anticipates that Phase 2 will be complete by the end of the summer. The playground for Sky Ridge is a separate project and has been manufactured and delivered this week. The playground will be installed in May. Phase 2 of the sports complex will include a playground, a small restroom, wayfinding, shade structures, and an additional picnic shelter. The opening will be determined by the establishment of the turf. If the turf has not been fully established, a fall of 2024 or even spring of 2025 is possible. The maintenance building is complete and the staff did the final walkthrough last Friday. 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’s general fund several million dollars over the life of the complex as compared to using treated municipal water. Skate Park The City Council unanimously approved the board’s recommendation of design one for the skate park. With that decision now in place, staff will finalize the grant packet and submit the LWCF grant to the SDGFP for consideration. The next steps will be to enter into a design agreement with the ARC to design construction plans in 2024 while at the same time applying for more grants. The fundraising group will begin working this summer/fall on raising additional funds for the project. Rocketship Park The renovation contract was approved by the City Council on April 3rd. A and L Contractors will begin renovations this spring. The new equipment RFP was sent out on March 1st and staff received three proposals by the March 31st deadline. A public price proposal opening was held on April 6th and the Technical Review Committee scored the project management plans and the qualitative  April Park, Rec, and Forestry Advisory Board Update proposals on April 18th. The board will be presented with the results at this month’s meeting. The chosen company will then have until the end of October to manufacture, ship, and install the playground. 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. Recreation Path Repairs Two proposals were received and Ainsworth-Benning Construction was selected as the winning proposal. They have begun work on the areas down by the campground and city park. While working on the area by the campground, it was found that the path did not meet ADA standards. The staff decided to make the replacement section ADA-compliant at the expense of not replacing several other sections that were planned for this year to stay within budget. In addition, it was determined that the bridge plank on the adjacent bridge needed to be replaced. After some internal staff discussions, it was decided that we would pay the additional costs to replace the bridge plank as well. Spearfish Community Foundation Project The SCF AED project that was approved by the board last month went to the City Council on March 20th and was unanimously approved. Staff will continue to work with SCF to get these installed by the end of the summer. Bandshell I have started working on the bandshell project for 2024. We held a meeting on March 29th to kick off the construction design process. The plan is to have the design finished by this fall and bid the project this winter to receive a good price. Construction would start in the spring of 2024 with completion by mid to late summer. Grants To date, staff have applied for three grants (Wellmark Foundation for the Bandshell, RTP grant for solar lighting along the rec path, and the Spearfish Community Foundation for the AEDs.) Staff will submit the LWCF grant for the skate park by the end of the month. Staff will still have an additional 3-4 grants to apply for this year for upcoming projects.  April Park, Rec, and Forestry Advisory Board Update Parks Maintenance Superintendent Update 1. Rec Path repairs a. Ainsworth Benning completed Phase 1 of the Rec Path repairs north of the pickleball courts in City Park and on the north and south sides of the pedestrian bridge along Canyon Street leading to the campground b. Phase 2 will include the replacement of the deck boards on the bridge and tying in two more panels of concrete to the bridge c. The estimated completion of the project is TBD 2. Infield rehabs at Youth Sports Complex a. With help from Spearfish Youth Baseball, Parks staff rehabbed the Major’s and Minor’s infields and installed 40 tons of new infield material b. Other projects at the complex include outfield board replacements, paint and stain on permanent structures, and irrigation work 3. Lookout Mountain gate project a. Parks staff completed the Lookout Mountain Gate project which included: i. Removal of the green gate on the east end of the tunnel ii. Installation of buck and rail fencing including a bike rollover, a pedestrian gate, and a maintenance vehicle gate iii. Replacement of the 16’ on the access road on Pony Express Lane. iv. Installation of buck and rail fencing including a pedestrian gate and bike rollover along the access road on Pony Express 4. Spearfish Community Foundation AED project update a. Parks staff and SCF members toured the 9 locations for Phase 1 of the AED project b. Installation of the AED towers is planned to begin in early June 5. Bike Skills Park Phase 2 a. With the newly adopted FEMA Floodplain Maps, the original plans for Phase 2 of the Bike Skills Park are now in the floodplain and needed to be amended b. Parks staff met with Bike Skills Park members and the new Floodplain Administrator to discuss options for what work can be done, according to the new maps c. Phase 2 bike features will be constructed and installed further south than originally planned, with dirt trails connecting the beginner Bike Skills Park to the new intermediate features that will be built in the future 6. Bike Train – Creekside Connector a. Parks staff, Bike Spearfish members, and Spearfish School District staff met to discuss a connector route from the dead end of Canyon Street to Creekside Elementary School b. The path will be mowed in and signed in time for the Bike Train in May  April Park, Rec, and Forestry Advisory Board Update 7. Community Gardens a. Parks staff worked with members of the Northern Hills Master Gardeners to trench in lines to add two more water hydrants at the community gardens b. Parks staff provided topsoil for more raised garden beds that will be built by NHMG before the planting season c. NHMG is applying for an AARP grant to help cover some of the expenses of the new hydrants and raised beds 8. Park restrooms a. The following park restrooms were opened for the season, as of 4/14: i. Brady Park ii. Lions Park iii. Salem Park iv. Jorgensen Park v. Evans Park vi. Spartan Park vii. Youth Sports Complex viii. Black Hills Energy Sports Complex 9. Tree City USA a. On April 7th we received confirmation that our application for renewal as a Tree City USA community was accepted for the 39th consecutive year b. Our application for a Growth Award nomination in 2022 is still being processed Rec Center Facility Superintendent Update Indoor Memberships: • Our membership on 4-11-23 was 2,374. This is an increase of 174 members since the last report. o Many of our snowbirds have returned and updated their memberships. o On the same date in 2021, we had 1,609 members. On the same date in 2022, we had 2,125 members. • We have 252 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 an increase of 7 since the last report. o On the same date in 2022, we had 185 24-hour memberships. Indoor Day Passes: • Between March 21st and April 11th, we sold 235 adult day passes, 425 youth day passes, and 26 walking day passes. Averaging 32.5 per day, this is a decrease of 5 per day since the last report.  April Park, Rec, and Forestry Advisory Board Update • Year to date we have sold 1,346 adult day passes. 274 more than last year. 170 walking day passes, 130 less than last year. 1,988 youth day passes 82 less than last year. In total, we have sold 3,504 day passes which is 62 more day passes this year than last year. Membership Scans: • Since the last report, we have had 7,214 membership scans averaging 345 scans per day. This is a decrease of 7 scans per day since the last report. Some users come more than once per day. • Between memberships and day passes we are serving 387.5 customers per day. Point of Sale: • January 1st through April 11th point of sale has done $60,456.49 in sales. This is an increase of $18,224.26. • Since the last report, we have sold $14,068.25 in merchandise. • Our best-selling concessions item continues to be the gummy burgers with 764 sold this year. Waterpark: • The half-price waterpark membership sale started on December 1st. We have sold 542 memberships. 336 of those were in the last 21 days. We are averaging 17 a day in the last 21 days. • Swim lesson registration is open. • The pool covers have been removed and each pool has been cleaned. We are working through the prep and start-up process. • The Parks Department has started an irrigation project in the water park that will allow us to water our grass areas more efficiently. • We will be offering morning lap swimming and water fitness classes throughout the season. Staffing: • Currently, all of our regular year-round positions are full. • We are close to finishing our seasonal hiring. All the lifeguard positions are full. We need one more Summer Rec Assistant, 1 more Customer Service Assistant, and 1 Maintenance Tech. o Training for summer seasonal staff will start next week. Programming: • Leagues: o Our next league will be youth football this fall.  April Park, Rec, and Forestry Advisory Board Update • 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 April 22nd still has a few spots left. We have filled this event each time we have offered it. o This is limited to nine kids. • Babysitting class: o We are offering babysitting on April 22nd. The class is full. We had five people on a waitlist, so we are offering another class on the 29th. • Skate Nights: o Thanks to the American Legion for sponsoring our free skate night on March 31st. We had 160 skaters for the event. o The last Skate Night of the season is April 14th. • Summer Rec o The schedule for Summer Rec is May 30th-August 18th. o There is a full-day ($25) and half-day ($15) option. o Wednesdays are field trip days. o There are currently forty-two people registered. We can have up to forty participants each day. ▪ We have an overall registration that does not have a max. Participants also register for each day that they will be participating. Fitness: • All the walls in the new weight area have been painted. • Most of the new flooring has been installed. We are waiting on the walls, and new turf until we finish the flooring. • We have installed the Tread Wall. It is a rock-climbing treadmill that is in the fitness area. • We are offering Silver Sneakers classes Monday through Friday at 9:00 am. • We offer a HITT class on Monday, Wednesday, and Friday at 12:15 pm. • We have several contractors that are currently offering classes and personal training. • We are offering an Evening Cycling class on Mondays, Wednesdays, and Fridays at 5:15 pm.  Adjusted Price/Best Value Score for City of Spearfish 2023 Evans Playsystem Project 4/18/2023 Contractor Overall Management Plan (Y/N) Price Proposal Cost Adjusted Score Name Qualitative Score (if N-contractor (lump sum cost (lump sum cost/ ( max. 75 points) is disqualified) of design-build) Qualitative Score) Dakota Playground 62.2 Y $350,000.00 5,627.00 Cunningham Recreation 63.2 Y $345,898.74 5,473.08 My Turn Playsystems 74.2 Y $340,000.00 4,582.21  2023 Evans Playsystem Design/Build Proposal Rating 4/18/2023 QUALITATIVE PROPOSAL SCORING BY TECHNICAL REVIEW COMMITTEE (TRC) OVERALL SCORE TOTAL (Max = 75 pts) FIRM: Dakota Playground SCORE 1 SCORE 2 SCORE 3 SCORE 4 SCORE 5 AVERAGE SCORE Rex M Tyler Z Diana R Kara W Justin G 59 65 64 61 62 62.2 OVERALL SCORE TOTAL (Max = 75 pts) FIRM: Cunningham Recreation SCORE 1 SCORE 2 SCORE 3 SCORE 4 SCORE 5 AVERAGE SCORE Rex M Tyler Z Diana R Kara W Justin G 60 71 63 60 62 63.2 OVERALL SCORE TOTAL (Max = 75 pts) FIRM: My Turn Playsystems SCORE 1 SCORE 2 SCORE 3 SCORE 4 SCORE 5 AVERAGE SCORE Rex M Tyler Z Diana R Kara W Justin G 72 75 75 75 74 74.2 PROJECT MANAGEMENT PLAN SCORING BY TRC (Committee reviews as whole) COMPLIANT ADA, ASTM, IPEMA, & CPSC FIRM: Dakota Playground Y/N* COMPLIANT Y Y/N* Y COMPLIANT ADA, ASTM, IPEMA, & CPSC FIRM: Cunningham Recreation Y/N* COMPLIANT Y Y/N* Y COMPLIANT ADA, ASTM, IPEMA, & CPSC FIRM: My Turn Playsystems Y/N* COMPLIANT Y Y/N* Y PRICE PROPOSAL OPENING - City of Spearfish April 6th, 2023 Total Base Bid Cost on BID FORM PAGE 14 2023 Evans Park Play System Addendums - #1 Addendums BIDDER Acknowledged Bid Bond / Cashier's Check TOTAL BASE BID Dakota Playground X X $350,000.00 Cunningham Recreation X X $345,898.74 My Turn Playsystems X X $340,000.00 https://cityofspearfish-my.sharepoint.com/personal/tyler_ehnes_cityofspearfish_com/Documents/Desktop/Tyler Files/Rocketship Park/Rocketship Park RFP/Price Proposal Opening SummaryPrice Proposal Opening Summary