Coralville Civil Service

Coralville Parks and Recreation Commission Meeting Minutes January 26, 2009 Call to Order Commission Chairperson Fred Fevold called the meeting to order at 7:29 p.m. Present for the meeting were Commission Members, Mike Knudson, Marti Mount, and David Thayer, Council Member Mitch Gross, and Parks and Recreation Director Sherri Proud. Given the notified late arrival of Commission Members, Parks and Recreation Director shared a concept plan for Parks and Transit replacement facility. The personnel from the Water Department would also be shared in this facility. There would be several meeting rooms and amenities that would be maximized with FEMA replacement dollars. LEED certification components will be considered for this building. In the future, a wash bay would be considered for city usage. On this piece of land, additional land may be considered for a cold storage building. Other amenities would include a map and storage file area. Additional bays for bus coverage will also be considered in the future. Council Member Gross shared the advantages and challenges of the departments going together with the proposal yet to be accepted by FEMA. The costs to remove the old damaged facility will be taken from funds which would be provided for the proposed plans. Citizen Comments None Approval of Minutes Commission Member Mount made the motion to approve the meeting minutes from December 15, 2008, with the following change; Commission Member Thayer seconded the motion; one abstained vote since arrival was after discussion occurred; approval. Commission Member David Thayer Commission Member Thayer referred to his concern voiced at last commission meeting regarding park land and the placement of trees which gave the impression of neighbor’s appropriating park land for own use and the understanding of the Parks Department policies and the Commission’s role. Thayer gave the example of a resident planting a row of trees within thirty feet into the city property along a trail with perspective of the additional land at the permission of Parks Superintendent. He would like to review park’s departments policy and Commission’s role in determining the specifics of what it should be. Commission Members discussed the need for a policy to be developed related to land appropriation and acquisition. Mowing and land maintenance was also targeted in the discussion. Parks and Recreation Director Proud shared how land development is considered for acceptance by the city. There were noted areas which have not been accepted. Clarification of where this policy change would occur may not be accurately determined by the Parks and Recreation Commission. Parks and Recreation Director Proud will inquire about the acquiring or gifting of land. Review of Policies 800.00 Parks and Recreation Director Proud reviewed the targeted policies and Commission Members discussed the language, intent, and secured clarifications. Proposed concerns are noting the Youth Sports Complex and how these policies which will be affected by potential affiliations. Discussion about whether the costs prohibitive of a sponsorship regarding the costs and hours might be involved in the program may be such factors. A discussion regarding an outline which may be considered as an affiliate to support a win-win service by the City of Coralville was held. After a great amount of discussion, Parks and Recreation Director Proud will review and will share definitions and related examples of a contracted affiliate versus a service affiliate during a future meeting. The various groups which are currently associated with the City of Coralville and projected groups were discussed. Proud is planning to contact other communities to determine their policies. The Commission discussed the relationship with the Babe Ruth association. In addition, Council Member Gross inquired as to how other groups and their related funding will correlate with the Youth Sports Complex and programming. Differences, similarities, and discrepancies were noted among group usage (i.e. swim club, baseball groups, etc.) across the department. Commission Member  Knudson inquired about the costs appropriated for youth sports programming and other programs. Commission Member Fevold inquired about the policies and practices which have been discussed related to patron participation with prohibitive programming costs. Commission Member Thayer inquired as to the participants that will be scheduled at the Youth Softball Complex. After some additional research, a policy proposal will be presented to the Commission regarding partners and affiliations. Review of 400.00 Policies Parks and Recreation Director Proud clarified the corrections or clarifications as noted within the 400.00 policies. The Commission discussed the destination park concepts and the parks within the Coralville community as to how they meet the criteria as identified in the policies. Proud reviewed the developmental criteria which would guide an optimal park size. Commissions agreed that a policy addition would be appropriate for both destination parks and size criteria. Approval of Policies – History of Policy Changes Recreation Programs 100.01 Changed from using WIC or food stamps cards to a completed verification form from Department of Human Services stating eligibility and signed a case manager (Reason – WIC and Food Stamp cards no longer have expiration dates. Added a minimum of 25% co-pay for those using scholarship funds. Added “sexual orientation to the equity statement. 100.02 Added statement about training for programs under 3rd Grade. “All programs with children below 3rd grade will attend a department developed training program.” 100.03 Added school as a way to divide teams. 100.04 Added statement re: children in the van. “When a van is used, all children will use seatbelts and booster seats (when applicable) no child under 12 years of age will be allowed to occupy the front seat.” Cemetery 200.01 Updated language to meet state code regarding Rights of Interment. Referenced City Code, Chapter 115. Added statement about how cremains can be buried. “Cremains must be in a rigid container or in a cremains vault.” 200.05 Designated size of hole for intering cremains. An area no greater than 2’ x 2’ may be dug for intering cremains. Section 300 Facility Use and Rental 300.01 Added ICCSD as a first priority use organization. 300.02 d pricing structure to be more user friendly to fundraising activities and events to: ng a Parks and Recreation Department facility to generate revenue will pay a higher rate. facility to conduct fund raising activities for a non-profit organization or political candidate will pay two times the standard rental rate. ganizations, or individuals conducting for profit activities will pay three times the established rental rate. Fees may be waived or reduced by the Parks and Recreation Director if all net proceeds are donated to a non profit organization or established Coralville charity event/fund. 300.11 from a facility, a Notice to Depart and Forbid Entry Form will be completed and a copy submitted to the police department. ed so correct communication about suspension is shared with individual, family, police and rec staff. 300.19 ing use of Streets, Trails, and Public Grounds permit. Section 400 Parks  400.01 Added sentence allowing beer, wine, and wine cooler type drinks in the parks. Reworded shelter permits. 400.03 Added that individual picnic tables are not for rent or transported off site. 400.08 Addition of description of a destination park. 400.09 Updated with same information regarding maintenance levels as our maintenance bid information. 400.10 Suggested update for park sizes. Section 500 500.01 Deleted sentence about children not being able to be within the tennis courts confines during play. Many families come and play tennis with their children playing along the sides and it works fine. 500.02 Added “The diamonds at Coralville Creekside Ballpark will not be available for open drop-in use. 500.03 Added Dovetail Recreation Area for sand volleyball, added reservations only for S.T. Morrison courts. 500.04 Added priority of department sponsored youth team practices. Added “The diamonds at Coralville Creekside Ballpark will not be available for open drop-in use. Section 600 & 700 Part Time Employees and Volunteers 600.01 A law violations history check is conducted on all employees along with a check of the Sex Offenders Registry List. A form requesting a criminal record check from the Department of Criminal Investigations is required for all BASP / summer camp staff and Recreation Associates. Added “law violations history check” at the advice of Coralville Police Department. Added information regarding driver’s records reviews and safe responsible driving. 700.01 Volunteers who will conduct practices or other activities which are not directly supervised by a Coralville Parks and Recreation employee will undergo a background check through the Department of Criminal Investigations. Section 800 Revenue Policy Reviewing this month Section 900 Brown Deer Golf Club 900.01 Added definition to need for credit card when making reservation “when reserving for 2 or more groups for play. “ Added advance date for internet t-times “by phone or in person and eight days in advance by internet.” 900.04 Added information about junior golfers: “ A junior clinic will be held each year at the course. Family hours with a discount for the junior golfer when accompanied by an adult will be established at a non-peak time.” 900.09 Smoking language was added but also a separate policy recommendation from commission has not been discussed by city council that would override this policy: “There is no smoking allowed in club house, upper deck, or within 50 feet of the building. Smoking is permitted on the course. “ 900.09 Added: “Leashed pets are allowed on the course during the off season. “ Commission Member Mount made a motion to approve the 800.00 and 400.00 policy changes as noted; Commission Member Thayer seconded the motion; unanimous approval. Parks and Recreation Director Proud reported that the next Parks and Recreation Department Policy review would be in 2014. One policy that is yet to be revisited within the next few meetings will be related to smoking. Director’s Report Parks and Recreation Director Proud shared the current project updates. In addition, Proud addressed the upcoming public meeting that will be held during the February Commission  meeting. During the March meeting, Proud will be bringing a proposal to the Commission about Central Park. Within the next month, bids for the horticulture landscaping projects and the right of ways will be solicited. The bid will be for a five year period with a two year possible extension. Council Report Council Member Gross expressed his apologies for his absence during the fall semester due to his enrollment in a graduate class which was also held on Monday eves. Gross noted that the Council is considering a tennis complex concept which would support the sport opportunity within the community, tournament opportunities, and youth programming. He shared his interest in the community plots being revisited within the Coralville community. Possible sites were briefly discussed. Gross shared that a patron contacted him regarding the clearing policies and appropriated charges for a facility discrepancy at North Ridge Pavilion. He will discuss this further with Parks and Recreation Director Proud. Proud noted that staff now photograph any issues at the Pavilion that warrant holding money from deposits. Gross also shared the Performing Arts Center project will move from the quiet phase when secured fundraising at $180,000 have been obtained. Commission Member Knudson inquired about how construction and the use of fundraising efforts are determined. Knudson inquired about whether the operating costs and the facility costs are considered when determining which ones are similar and different. Council Member Gross noted that the Council is addressing how to solidify patron usage, targeted tenants, and partnership. Given the floods, there are a lot of uncertainties related to reconstruction and relocation of community facilities and UI facilities. Commission Member Thayer posed the question is whether the Performing Arts Center will serve the community in three years and in fifty years. He addressed the evolution of a Center and the community of the Performing Arts Center while comparing it to UI Thayer Arts Building on the UI campus that was built in 1935. Although this structure is not evolvable, it is forced to work. Given this facility and other City locations and projects, Parks and Recreation Director Proud noted that budgets will be difficulty during the next fiscal year and even harder the following year. . Commission Member Mount inquired about the Stories Projects. In the Iowa River Landing, the UIHC Outpatient Clinic will be located. The Stories Project will be reconsidered at a later date. The cleaning of the Iowa River Landing area is a necessary activity. Commission Comments Commission Member Fred Fevold No additional comments. Commission Member Mike Knudson No additional comments. Commission Member Marti Mount No additional comments. Commission Member David Thayer No additional comments. Adjournment Commission Member Mount moved to adjourn at 8:50 p.m.; Commission Member Thayer seconded the motion; unanimous approval.