Coralville Civil Service

Coralville Parks and Recreation Commission Meeting Minutes January 25, 2010 Call to Order Commission Chairperson Fred Fevold called the meeting to order at 7:03 p.m. Present were Commission Members Laurie Goodrich, Mike Knudson, and David Thayer, Council Member Bill Hoeft, and Parks and Recreation Director Sherri Proud. Citizen Comments None Introduction of Commission Members Parks and Recreation Director Proud announced to the Commission that Marcia Stoos was stepping down from her position with the Parks and Recreation Commission. Marcia will be recognized for her service. Former Commission Member Stoos had been on the Parks and Recreation Commission since 1997. Each Member introduced themselves: • Laurie Goodrich – Laurie and her husband, Jim, are active with Athletes in Action. Jim is the chaplain with the University of Iowa athletic programs. Laurie’s children are now adults but her entire family has been involved within the Coralville community. • Bill Hoeft – Bill has been recently elected as a Council Member. Bills’ wife is an OBGYN physician and his children aged 11, 10 and 7 are active in many activities. Bill moved from many positions and high school activities to youth activities. Bill’s current project is to write a screenplay from the novel about Nile Kinnick. • Fred Fevold – Fred is currently employed as an UIHC Clerk with the UI Work Injury Recovery Center. He has been active in the community and has volunteered as a youth soccer coach. His children are ages 25, 20, and 17. • Mike Knudson – Mike is employed with the UIHC Department of Pathology. His children are a freshman th and 7 grader. • David Thayer – David had been a resident on and off for the last fifty years. He has been retired from UI and continues to volunteer with the theater. David shared that his concerns on behalf of the Commission are the offerings which should be provided for senior citizens and the special needs population. He shared that his 7-1/2 years old grandson is autistic. He wants to ensure that the City of Coralville provides opportunities for citizens outside the realm of the athletic arena. • Kim Lestina – Kim shared that as a part-time City of Coralville employee, she has been with the City of Coralville since 1989. Her roles currently include Parks and Recreation Commission Secretary, North Ridge Park Pavilion Clerk, and Aqua Aerobics Instruction while resigning from the front desk several years ago. Kim’s employment is at Grant Wood AEA as an Itinerant Teacher of the Deaf/HH. • Sherri Proud – Sherri shared that she has been with the City of Coralville since 1992 and has served in four different positions within the Department. Three of the four positions were new positions within the City until she assumed the position in October of 2005 as Parks and Recreation Director. Approval of Minutes Commission Member Thayer made the motion to approve the meeting minutes from December 21, 2009 with the correction related to his comments about the wording referring to handicapped access including the playing surface as an aspect to be considered; Commission Member Goodrich seconded the motion; unanimous approval. Review of Budget Parks and Recreation Director Proud began with explaining the format of the document. Proud noted how she has continued to crunch numbers and how she attempts to gather data and numbers that reflect the facility usage and season highlights. With the document, Proud highlighted the following: • Brown Deer Golf Course usage in 2009 was 7% higher in number of rounds for the golf season. • During 2009, there is a fiscal difference of 2% from the previous fiscal year. • General facts regarding the number of golfers playing 18 and 9 holes, number of cart users respectively, average costs of each round including course, clubhouse, etc.($25.42 and $15.98), weekend and weekday play costs, definitions of the special play times (early morning, twilight discounts, regular play in afternoon before 3 and after, premiums for golf outings).  • Reviewed the development of a junior golf program and shared that the golf pros are working on ways to create a program distinct from others in the area. • Overall costs of grounds maintenance per playable yard ($49.75) Commission Member Knudson inquired as to whether the average cost for a round of golf changes every month given the differences in costs. Discussion was held as how the average costs were compiled and to how the costs are reflective over the season rather than monthly. Proud led the discussion related to bent grass tees and fairways – two features of the Brown Deer Golf Course. She noted comparisons with other courses in the area and across the state (most of these courses that feature bent grass are non-municipal); she noted that there are very few municipal courses which utilize bent grass. These courses are more susceptible to disease and require higher maintenance. At Brown Deer Golf Course, there is 6350 linear yards with bent grass tees and fairways. As part of the marketing, outings are being pursued with the Marriott Hotel and Convention Center related to company events. Staff is trying to build greater rapport with companies however some outings are rotated through community golf courses. Commission Member Knudson inquired as to whether long term investments in donations of course usage would assist in marketing. Parks and Recreation Director Proud shared information and facts about the statistics related to the national costs of golfing and usage among courses. Overhead costs of redoing features in the upkeep and maintenance of the clubhouse create additional financial hardships. The food and beverage expenditures and revenues have assisted in the entire facility budget. Although the total events may be misleading, the efficiency of the events within the last year is more sound financially. As the Marriott revenue plugs into the budget, the net gain is documented as each month is reported, altered, and changed. Proud reviewed budget revenues, expenditures, and adjustments noting the financial differences along with the debt payment requirements and general funds transfers from the past and present. She noted the changes in operation which have occurred over the last several years from time of gift to present. Overall, increases in revenues will be obtained from package play, slight increase in green fees, and increase in cart fees. At the February meeting, the youth program will be highlighted. General comments were made regarding the youth program regarding program expectations and participation and comparable community programs. Council Member Hoeft inquired whether there is an agreement with golf retail locations and Brown Deer; Proud described that this marketing pursuit has been considered and needs to be handled discretely given the services which are provided locally and on site. Other marketing targets quick lessons, family golf play, golf and dining specials, alcohol incentives, inclusive weekend couple events, pro shop special orders and merchandise sales. Over the next several years, budgeting for repairs and maintenance and capital will be important. Ongoing expenses include major maintenance costs such as the elevator and air conditioning. Costs which have occurred but not scheduled or budgeted have continued to create hardships. Proud noted that the golf division has changed as much as she feels possible at this time without making changes to philosophy, quality, or service at the course. . Parks and Recreation Director Proud noted that during the NRPA Congress, she attended several break out sessions on golfing. Commission Member Thayer asked about the projection for the future of golf across the nation; Proud reported that golf is down across the nation as much as 30% in some markets over play five years ago. However, when at the Congress, she shared the Brown Deer budget and projections with two PGA pros. The PGA professionals were optimistic for the course considering the fact that operating expenses are met by revenue and much of the debt has been also in each year’s budget. They noted that most courses with debts fail in the first three years of operation. Although it is noted that great efforts are being provided in a non-ideal situation, Proud was excited with this review. Commission Member Knudson inquired and Proud reviewed how the monies were applied with TIF monies, enterprise funds, and the debt. Proud will secure specific numbers related to these line items. Council Member Hoeft requested clarification as to the department and revenue totals and transfers and how this assists with costs from previous fiscal years. Given the new software program, these comparisons are more difficult and Proud will need to seek clarification with Terry Kaeding, City of Coralville Financial Clerk. Commission Member Thayer made the motion to accept the budget as reviewed by Parks and Recreation Director Proud; he also recommended the approval for the increase in golf cart fees for both 9 and 18 holes. Commission Member Knudson seconded the motion; unanimous approval. Parks and Recreation Social Networking Parks and Recreation Proud highlighted the recent social network platforms which have been initiated. The in-house expert, Matt Hibbard, is a Recreation Supervisor and has an interest in utilizing these platforms as another aspect of getting information to community members regarding announcements and programming. Proud noted that guidelines are currently being drafted and will be included in the policies and will target the professional manner in which the social networks will be conducted. Partnerships that are recognized by the City of Coralville will be featured and others will not be linked. Proud noted that violations to the guidelines and policies will result in parallel employee discipline actions as documented in the employee handbook. Commission Member Thayer expressed his concern noting that it would be dreadful if the communication to the public is reduced to only these social networking options; Proud noted that the social networking will only be added to the Leisure Line, regular press releases, and fliers. She noted that the goal of the social networking will target the population of individuals that are utilizing these platforms (i.e. T evening 9 p.m. basketball league participants). Discussions related to reaching patrons and “friending” and “unfriending” patrons may be important depending on the correspondence. Director’s Report Parks and Recreation Director Proud reviewed updates and projects: • The City of Coralville has received the official letter signing off on the specifications for the Parks and Transit building. In coordinating with Transit, Vicki Robrock, has secured a grant via the Rebuild Iowa Infrastructure. • The sculptures originally being proposed as part of the on the Marriott Hotel and Convention Center wetland walkway has been put on hold. The tower will be ten feet over the berm and will have a view across the river to the scenic bluffs on the east shore. Following the Master Plan, the grate will cover deep water and cover plantings in water. • The Recreation Center is featuring and supporting the Live Healthy Iowa program with facility and programming usage. • The Recreation Center hot water boiler has failed. Recommendations were secured to determine the best usage of a new hot water boiler for the entire facility or sections of the facility and future usage. It was recommended and approved that the hot water boiler should be replaced individually. This will maximize the areas and will not require additional repiping within the Center. Council Report Council Member Hoeft expressed his excitement to be a member of the City Council and his appointment with the Parks and Recreation Commission. In response to Commission Member Knudson’s inquiry about the potholes on First Avenue; Hoeft noted that at the present the City is addressing these potholes with temporary fixes and will require their attention five to six times before work is completed to actually correcting the problems. Hoeft noted that safety factors are of great concern; he also recognized the wear and tear on cars. Hoeft requested that Commission Members keep him informed of issues to report back to Council and he would do vice versa. Commission Comments Commission Member Fred Fevold Fevold commented that he has observed individuals using the North Ridge Park Trail. Given this is the first year that this additional trail has been cleared along with the policy cleared trails, this area is being monitored for use by patrons and ease for clearing by staff. This area allows for a level place to be cleared and accessed during the winter. Commission Member Knudson noted that given the city facility in this area, it seems that this seems to be an appropriate selection. Proud noted that she had received a phone call requesting that the trail from North Liberty to Oakdale be cleared to  assist access to work. After checking on this area, the city plow is not able to access this ten foot trail given the size of the vehicles while noticing that this area also drifts. Fevold inquired about the Officers for the Parks and Recreation Commission. The By Laws were reviewed and questions related to the written document and the Parks and Recreation Commission actions were identified: when the annual meeting is held, when chairpersons are selected, what additional offices are utilized. Proud noted that the By Laws will be reviewed in either March or April. Commission Member Laurie Goodrich Goodrich expressed her appreciation for the fellow Commission Members for welcoming her and her interest in participating in future meetings. Commission Member Mike Knudson No additional comments. Commission Member Marti Mount No additional comments. Commission Member David Thayer Parks and Recreation Director Proud shared that she has new plans for Commission Member Thayer to review for the Coralville Center for the Performing Arts. Proud’s concern is the plans, which include a virtual tour, do not include the detailed planning and schedule of events as desired. Thayer expressed his interests in the cat walks; Proud noted that these have not been completed. Commission Member Thayer asked about the Dempster Street Trail by the retention pond. He noted that the trail continues but there is no sidewalk. Proud noted that she will check with Scott Larson regarding this area. In the Senior Living magazine, Thayer pointed out that the article, “Iowa City A Great Place to Live & Age”. The article projects that there will be 38, 444 people age 50 or older who live in Johnson county which will account for 26.5 percent of the total population. It notes increases of over 10,000 people from 2000 to 2009. These numbers require our attention to the senior population and the Commission needs to be concerned about the number of programs and services offered to older adults. Adjournment Commission Member Knudson moved to adjourn at 8:52 p.m.; Commission Member Thayer seconded the motion; unanimous approval.