Coralville Civil Service

Coralville Parks and Recreation Commission Meeting Minutes November 16, 2009 Call to Order Commission Chairperson Fred Fevold called the meeting to order at 7:03 p.m. Present were Commission Members Mike Knudson, Marti Mount, and David Thayer, Aquatic Supervisor Faron VanNostrand, and Parks and Recreation Director, Sherri Proud. Citizen Comments Parks and Recreation Director Proud shared that letters were sent to neighbors of the Auburn East/Meade Nature Trail. She reviewed the agreement accepted by the City of Coralville with Chick and Patricia Meade related to the development on a nature trail in the area. Proud noted that she continues to work on issues such as making sure there are good buffer distances between the trail and homes, and marking property line boundaries with boundary posts. She also noted that she is going to be further securing information specific to whether deer hunting will be permitted in this area. Commission Member Mount questioned whether other trail areas permit hunting and the related policies; Commission Member Thayer inquired as to whether hunting is permitted beyond personal private property. Proud will seek information from the police department deer kill program and share at the next meeting. Commission Members discussed issues related to children in the area, visual access within the trail areas, gun hunting vs. bow hunting, etc. Commission Member Knudson expressed concern regarding the maintenance that the 2nd suggested phase of this trail might require. Approval of Minutes Commission Member Mount made the motion to approve the meeting minutes from October 19, 2009 with the language usage corrections as noted by Commission Member Thayer; Commission Member Knudson seconded the motion; unanimous approval. Coralville Community Aquatic Center 2009 season (June – September) Aquatic Supervisor Faron VanNostrand addressed the Commission by sharing the record ups and downs from 2009. VanNostrand noted that the weather was a huge indicator of their summer swim season. In addition, he noted • monthly breakdown of weather conditions • attendance revenue and attendance breakdowns • general swim schedule vs. special events • population of patrons attending • budget projections and comparisons • concession specials (i.e. frozen pickle juice cups) • staffing issues related to training, maintenance, etc. VanNostrand noted that overall the pool attendance was down over 12,000 patrons from the previous year with August being a record low for the aquatic center. . VanNostrand shared information related to the Virginia Graeme Baker Pool and Spa Safety Act. Although great in concept, the challenge for pool operators across the country was the undue hardship to meet the act requirements. The act was created given the accident in a hotel/motel where a young child died after internal injury due to the inability to escape from the suction of a pool drain. The synopsis is that a suction control device must be placed over drains with a standard of a body size. The drains requires a governmental stamp certified drain cover that includes flow rate specifications. Compliance is mandated by Summer 2010. However, the grates are not readily available causing pools delays in obtaining and installation. Although the act was mandated beginning in 2007, standards were not provided until 2009. In addition, the obstacle of replacing the drains without having to empty the pool and the actual costs warranted were not budgeted in the short amount of time. VanNostrand reassured the Commission that he is confident that all of our facilities are safe and that compliance will be met in a timely fashion. Currently, drains have been obtained for all floor drains for the Aquatic Center, but are not available yet for the in wall suction grates. The new drain covers have been installed in the spa and wading pool at the Indoor Pool and drains have recently arrived for the main pool with installation anticipated this winter. Budget Fiscal Reports Parks and Recreation Director Proud presented the fiscal report for the current budget year. She noted that administrators are currently receiving training in a city-wide finance software package. Proud noted functions that the software package are able to do will allow the departments to complete the budget process with greater ease after this first year. Given the economical state for the City, City Administrator Hayworth and Finance Director Kaeding have indicated that the budget will reflect the previous year with the only change targeting cost of living increases for full time staff. Proud has directed staff to present budgets that change only when money can be moved from line to line. Concerns are noted given the repair and maintenance costs of operating an older indoor swim pool. Utility and chemical costs have been factors in the past and are anticipated to be factors during the next fiscal year. Proud reviewed fiscal year projections for the Aquatic Center. Given the information just shared about the Virginia Graeme Baker Pool and Spa Safety Act, the first round of grates was purchased out of the maintenance line item. The second set of grates may have be purchased from reserves for the Aquatic Center, a fund that is limited in size. Aquatics Supervisor VanNostrand and Parks and Recreation Director Proud requested Commission feedback regarding upcoming budgetary projections related to altered services at the Aquatic Center (outdoor facility). Upon presenting the options, Commission Members discussed the following: • service delivery related to patron usage and requests • clientele that is served throughout the day • late morning and early evening usage • seasonal opening date and closing date • possible partnerships with North Liberty during Memorial Day and Labor Day holiday weekends • use of the facility after school ends and begins • consistent time closings or alternate time closings • utility costs and wages compared to revenue hours of operation If faced with having to make cuts in service hours, the Commission as a group favored the closing of the pool in conjunction with the beginning of the school year. The Commission chose the reduced weekend hours as a second option. Third, closing an hour earlier each day was recommended. Finally, closing earlier on alternate evenings was recommended as a last resort. Commission Member Thayer inquired as to whether any guidance was provided regarding where the Department should be budgeting for the next year. He noted that he understands that monies should be coming out the same from last year to the next year but wonders whether this a good thing or not. Proud noted that the percentage of cuts or value of cuts has not yet been shared with the Management Team administrators beyond the direction to keep budget “flatlined”. Director’s Report Parks and Recreation Director Proud announced that the pursuit of a grant for the last portion of the Clear Creek Trail to the softball complex was not awarded. A review of the current city projects was provided. Fundraising for the Center of Performing Arts is still being pursued. The Horticulture and Turf bid meeting was attended by four groups with deadline next month for proposals. In the Iowa River Landing, the Wetland Park Phase 2 will be conducted with I Job funds. Edgewater Drive will be raised. Given the Master Plan, Proud highlighted the park entrance, wetland walkways, the walkway which will be made along the top of the berm, the boardwalks, observation decks, stories with outdoor features educational features, comfort stations, and the art structure. Proud noted the difficulty with the wetland walkways well below the berms; project team is attempting to interface these areas. Commission Members discussed the amenities identified in the Master Plan. The topics included: 10 year flood plan feasibility, handicap accessibility, landscaping, destinations and views with the amenities. Proud noted that RDG Planning and Design, Des Moines, is spearheading this project. Council Report Council Member Gross was not in attendance. Commission Comments Commission Member Fred Fevold  Fevold shared that given his attendance in the City sponsored Citizen Academy, he heard favorable comments related to expanded hours for families. Commission Member Mike Knudson Knudson requested clarification specific to the policies related to non profit use of our facilities especially the North Ridge Pavilion. Proud noted that typically rates are not entirely waived but may be reduced depending on the intentions of the group. The prevailing factor for a reduction in fees is whether the non profit group’s goal benefits Coralville youth and families. Commission Member Marti Mount Mount inquired whether the library hours and attendance on Sundays have been beneficial. Proud noted that given the short addition of time of operation on Sundays, janitorial services are not provided. Commission Member David Thayer Thayer inquired about whether the Parks and Recreation Department are assuming the land cleaning south of 5th and Clear Creek. Proud stated that the care of these areas are contracted to Quality Care. Adjournment Commission Member Mount moved to adjourn at 8:57 p.m.; Commission Member Thayer seconded the motion; unanimous approval.