Coralville Civil Service

Coralville Parks and Recreation Commission Meeting Minutes February 23, 2009 Call to Order Commission Chairperson Fred Fevold called the meeting to order at 7:06 p.m. Present were Commission Members Mike Knudson, Marcia Stoos, and David Thayer, Council Member Mitch Gross, and Parks and Recreation Director Sherri Proud. Given the public meeting, introductions of additional attendees and guests were also provided. In attendance were Tom Roskos, Brown Deer Golf Course Superintendent, Scott Coberly, Parks Superintendent, Josh Worrell, Native Vegetation/Wetlands Coordinator , Tom and Jennifer Bair, 518-8th Avenue. In addition, Andrew Lidral, 2530 Sage Court, also joined the public forum later in the evening. Citizen Comments None Approval of Minutes Commission Member Knudson made the motion to approve the meeting minutes from January 26, 2009 with the removal of the meeting minutes statement regarding park land that was not the intent of Commission Member Thayer and with a clarification of the amenities being connected related to the Parks and Transit facility; Commission Member Thayer seconded the motion; unanimous approval. Public Forum Commission Member President Fevold began the meeting welcoming individuals and targeting the outcome of the pubic forum of allowing the community to target opportunities for volunteering within the community. He noted that the hopes were to gain an understanding of how individuals and the volunteering opportunities may be best organized to see what can be accomplished. Finally he noted that volunteerism is a great thing but organized volunteerism is much stronger. Parks and Recreation Director also welcomed individuals and gave an overview of the parks information related to natural and manicured park lands, wetlands, trails, and parks and building maintenance across the city facilities. Proud also included the number of staff employees in both parks and maintenance, seasonal staff, and briefly reviewed the contracted agreements for snow removal, mowing, and wetland maintenance. In addition, Proud shared about partnerships with Northwest Junior High, Central Junior High, business led events, park department and city volunteer work days, and other related special events. In addition, Proud shared about partnerships with Northwest Junior High, North Central Junior High, business led events, park department and city volunteer work days, and other related special events. She noted the involvement of staff being the leaders in events such as the garlic mustard pulls, clearing of limbs in trail areas, prescribed burns, pond maintenance, and removal of invasive species. Then, Proud encouraged a discussion period noting that the time allotted could be addressed by patrons or the questions provided could be used as a platform. Tom and Jennifer Bair, Coralville residents, shared about their interest in the public forum outcome and entertained respective questions from the Commission and Staff. Discussions included the following highlights: • The Clear Creek Watershed area is used for recreation and the trails as a means to travel within the community. • The area currently has a lot of positive features and continues to have a lot of potential. • Inquiries related to the mountain bike trail that has been utilized off of the Clear Creek Trail is it on city property and how it was created and now being maintained. • Information was shared about the Sugar Bottom Recreation Area Bike Trail and the amount of volunteers who coordinate to support the trail maintenance days. A leader s provided with the appropriated tools and the focus and related projects are shared with the volunteers. The ICORR (Iowa City Off Road Riders) group has a website: http://www.icorrmtb.org and a corresponding list serve. • The Sugar Bottom Recreation Area is built to connect both the recreation and the wetland areas. • The bike trail in Coralville may be more difficult due to the streams and ditches; this trail may not be as technical with the topography as Sugar Bottom Recreation Area. • The ICORR group has the knowledge to lay out the trail for usage and to prevent erosion so that the area is maintained. The group continues to evaluate and expand the trail with the town extension. • Although the Corp of Engineers oversees the Sugar Bottom Recreation Area, the Rangers and ICORR volunteers the manpower for the routine trail maintenance days. • A website is maintained by the volunteers to announce whether bikers can use the trail on a given day so not to create damage when conditions are not optimal and to share maps, news, races, and event details. • The present off road bike area connected with Coralville is owned by the UI but the area is assumed within a maintenance agreement between the two entities. • The varied areas south of the river provides a cross country course utilizing the hills and flat land. • The Bairs shared about their experiences through the Master Conservation Program which coordinated the guidance for volunteer work for the volunteers; their interest has included volunteer projects given their behind the desk day jobs. Their thirty-two hours were devoted to the Scattergood School and the CSA community living project. • Discussion was held about the Sugar Bottom Recreation Area’s popularity across the state as a Midwest premiere destination. Some of the features that make this destination is the maps and signs that are provided for novice and advanced riders which intercross from the main gravel roads. There are other sites across the state but that the ease within the local community is a huge asset. • At all sites, Bair noted that it is the individual rider’s responsibility to ensure their own safety given their respective skill level. Thus, liability should not be a limiting factor. The trail closure is a trail maintenance issue regarding rut and water damage rather than safety in the conditions. • Commission Member Knudson inquired about the maintenance of the wetland areas and the related conditions in the area; Bair noted the sustainability of the area is allowing the trail to dry out. He also noted that water bars are used as the water hits the solid structure which then diverts the rate of water flow. • Other local volunteer groups within the school and local community were discussed. Council Member Gross shared that the Touch of the Earth affiliated with the UI provides email updates and targets the cross country areas. Other groups include the West High Environmental group, the West High Industrial Tech class, the Junior Kiwanis Club, Boys Scouts, the Sierra Club, and partnerships with the Johnson County Conservation Board (Brad Friedoff). • Discussions were held as to whether volunteer efforts were better coordinated by a staff person or solely volunteer driven. • Discussions were held recognizing the positive outcomes resulting from using volunteers to assist and support the projects when staff and the related budget are limited to provide the only manpower. Staff and community members recognize that there will never be enough staff to hire for designated projects. However, concern is noted that if a project is started and there are not enough volunteers, the burden then needs to be assumed by the staff. • Commission Member Thayer shared that there is a definite advantage for working with an organization to offload the organization. He noted the importance of a different possibility as an alternative to completing projects. • Discussion was held regarding the adoption of certain trails, sections, or areas correlating with the Iowa Highway Department project. Commission Member Thayer proposed that if individuals or families assume the sections, ownership and instilled pride would sustain the targeted areas. Given that people have the general concern of the land, this may motivate involvement and participation. Council Member Gross noted that the negative aspect related to the project operation includes the signage. Meeting participants agreed that signage was not a component that would be an asset to the present park and open areas. • Commission Member Thayer recommended that volunteers be acknowledged in city publications such as The Coralville Connection and the Leisure Line • Staff Member Worrell discussed varied timelines of projects which could utilize volunteers. Participants discussed how the educational component would need to be utilized for projects and for the general public to engage and expand awareness and interest. Proposals of public education included nature walks, classes, meetings, and news sheets. • Difficulty was expressed as to how to best manage areas once a project has been completed. Guidance targeting the bigger picture would be critical. For example, the concentration of the garlic  mustard near Camp Cardinal Blvd would be best if done in a practice that would contain the area into smaller areas. Another concern would be areas which are cleared (i.e. timber area); securing an alternative vegetation for this area would be important so that the area does not become populated with another undesirable vegetation. • Bair reiterated as how the communication and the related commitments among volunteers provide the unity among individuals and word of mouth and the seeing of familiar faces continue to bring people together. • A Web 2.0 or Facebook page should be explored for the social networking and instigate public awareness. In addition, current community publications (hard copies and electronic copies) should be maintained. Email lists and list serves, along with the city website and city newsletter, should be maximized. Various avenues need to be utilized and considered to reach the community in varied access options (i.e. computer users, non-computer users, etc.) • Targeted businesses close to park and open spaces may be contacted and a partnership developed. For example, Old Navy assumed the tunnel area near Red Lobster. Participants discussed recruitment of businesses to adopt areas and the role in which the Parks Department would have related to the areas. Recognition seems to be an important part of maintaining the longevity of this pursuit. • Commission Member Knudson shared about his experience with the planting of the wetlands near the Marriott Hotel and Convention Center. • Chick Mead – gifted land with the need for a mulched trail to follow in the donation by Auburn East. • Parks and Recreation Director Proud shared how the projection of a trailhead at Camp Cardinal which would include a kiosk could be used to provide more information regarding trails/project., etc. • Commission Member Thayer recognized the positive direction in which the public forum provided but also expressed concern regarding the issue of staff dealing with the volunteers. He questioned the city liability and responsibility regarding where and what volunteers do. Council Member Gross noted that a conversation with the city legal staff would be important. Parks and Recreation Director Proud noted that different projects would require different implications for the city. • Commission Member stated that he continues to be concerned with the acquisition of more land when it is clear that the staff will have difficulty maintaining the land. Discussion was held regarding what would be required to organize volunteers along with the daily duties of the parks staff and their ability to get their jobs done. On the flip side, it was noted that not using the community could also have a negative effect on the city. Both facets need to be considered when reviewing the pursuit and the process in which to accomplish the pursuit. • Parks Superintendent Coberly noted that one of the difficulties with volunteers is that the time factor typically results in evening and weekend hours. Comp time and overtime both create undue burdens. • Discussion was held as to how to recruit experienced volunteers, retired contractors, or project leaders to maximize project sites and provide some autonomy of work sites that would not need staff to be present during the volunteer team hours. • A Parks and Recreation Citizen’s Academy may be an additional avenue to recruit. Parks and Recreation Director Proud, Council Member Gross, Parks Superintendent Coberly, Native Vegetation Expert Worrell, and Commission Members thanked Tom, Jennifer, and Andrew for their participation in the meeting. Council Report Council Member Gross shared that the hearing with public comment addressed the present budget. He shared that this budget was not really affected by the floods but that the next budget would definitely show the affects of the flood. In pursuing the Vision Iowa Grant for the Performing Center for the Arts, the application review has not yet been completed. After the scoring by the reviewers, the City will be notified. Fundraising in the last month for the Center has been solid; the Seats Campaign is scheduled for March 11 as the official kickoff event. The Council will be discussing the one cent tax to be targeted towards solely flood mitigation within the six specific projects as identified by the Council. Gross noted that the economical down turn and natural phenomenon or disaster provides a two front battle. If the vote is passed, Gross noted that the tax option would be utilized for five years. He noted that differences that have not been addressed yet include whether it will be a local tax or state tax. In response to Parks and Recreation Director Proud’s  question about the impact on an average family of four, Gross noted that there are exemptions that would ease some of the burden. Council Member Gross noted that the state climatology has reported that the ground is more saturated than a year ago. This could have detrimental effects if the City is faced with the ongoing challenge next year while still recovering from the most recent events. He noted that the Crandic Railroad secured funding to raise this structure and provide a solid concrete base. In addition, he noted the proposal for a flood wall along the river to incorporate a trail with a river walk connection between Coralville and Iowa City. This project will be a multifaceted plan and extensive input is being gained. The difference noted between the Flood of 93 and the Flood of 08 included significant mitigation components. The mitigation plan was adopted at Council in early December. Gross noted that he will forward the flood mitigation plan for Proud to disseminate to Commission Members. Commission Member Knudson inquired about the sales tax regression given the disposable income which has now become less creating the difficulty with the more you spend and pay with less money. Council Member Gross noted that one element of the stimulus bill targets a flat tax which includes exemptions and would also include tax deferred options on sales tax on specific purchases in 2009. Commission Comments Commission Member Fred Fevold No additional comments. Commission Member Mike Knudson No additional comments. Commission Member Knudson noted that his questions related to the mountain bike trail should not be taken in a negative context. He clarified that the partnership with ICORE seems to be advantageous for the development of the trail and advantageous for the regional draw to the Coralville community. Commission Member Marti Mount No additional comments. Commission President Marcia Stoos No additional comments. Commission Member David Thayer No additional comments. Council Member Gross inquired about the meetings arranged and held regarding the Performing Center for the Arts. Schedules of similar events in the community were researched and dates considered before setting the Seats Campaign date. The setting the State Campaign Celebration will be held at the Coralville Marriott Hotel and Conference Center. The Coralville Marriott is hosting the event space as part of an in- kind donation. Adjournment Commission Member Thayer moved to adjourn at 8:51 p.m.; Commission Member Knudson seconded the motion; unanimous approval.