Coralville Civil Service

Coralville Parks and Recreation Commission Meeting Minutes February 22, 2010 Call to Order Commission Chairperson Fred Fevold called the meeting to order at 7:00 p.m. Present were Commission Members Laurie Goodrich, Mike Knudson, Marti Mount and David Thayer, Council Member Bill Hoeft, Sean McCarty, Brown Deer Golf Pro, Derek Birt, Brown Deer Assistant Golf Pro, Scott Prochaska, Recreation Superintendent, and Parks and Recreation Director Sherri Proud. Citizen Comments None Approval of Minutes Commission Member Knudson made the motion to approve the meeting minutes from January 25, 2010; Commission Member Thayer seconded the motion; unanimous approval. Brown Deer Youth Golf Program Brown Deer Golf Pro McCarty and Assistant Golf Pro Birt attended the meeting to share information about the new Junior Golf Program which will be provided beginning this spring and summer. The program will follow a package format. Other facilities in the area have provided a similar program in the past. At Brown Deer, the program will highlight core values, etiquette, rules of the game and course, instructional clinics, safety on and off the course, and provide play time at restricted hours. The program, designed for participants aged 10-18 years old, will jumpstart with a prerequisite meeting and a parent – student contract for participants and their parents to sign. Younger participants may be admitted to the program on an individual basis with pro approval. Commission Members discussed program aspects:  Hitting pads on the driving range may be considered for use. (driving range is not included as part of the package but mats should be considered if it is added.)  Supervision will be monitored by staff on site and issues addressed respectively  Supervision on the course will include pro shop staff, ranger staff, and beverage cart staff.  Targeted group is not of present concern regarding inappropriate behavior on the course  Three different golf packages can be utilized for certain play of participants and parents.  Greatest complaint on the course relates to the “play through” courtesy of players (this will be addressed as part of the program)  Weekend play will be allowed when parents are present or course play availability will be monitored and youth play approved on a case by case basis  Marketing will include emails, IC Golf Assoc, website, CV Connection, The Beat, word of mouth, radio schedule, high school teams, school based in Friday folders in CV schools, poster layouts  Commission suggested that the Marriott give consideration of lunch/restaurant perks along with the program  Varied incentives and games will be incorporated in the program to encourage participants to learn the aspects of the games  Support parent and child play along with peer and peer play  Expectations will be provided and maintained with a three strike and you are out ruling  Pro shop may feature clothing attire for the junior aged golfer  Program continuation will include a refresher course and continued play if a player signs up year after year. Commission Member Mount endorsed the program and the features which were highlighted as educational topics. Commission Member Knudson reemphasized the impact signage along the First Avenue Extension could provide the course and for DIVOTS! (Signage is not permitted according to City of Coralville Planning and Zoning policies). Regarding the Junior Golf Programming, Parks and Recreation Director Proud shared that this programming was originally discouraged in the Master Concept Plan. However, it is a program which has been reviewed and considered an educational and service which the City of Coralville supports according to their mission and philosophy.  Commission Members discussed the concern related to smoking on the golf course. As with other city facilities and grounds, the conversation noted where smoking is prohibited and monitored. In addition, the conversation also noted the difficulty in enforcing these policies. Additional restrictions were deemed not feasible but desirable. The Council has previously approved the budget line for this program. Commission Member Knudson made a motion to support the Junior Golf Program at Brown Deer Golf Course. Commission Member Mount seconded the motion; unanimous approval. Coralville Youth Park Policies Recreation Superintendent Prochaska addressed the Commission to present the policies for the Coralville Youth Sports Park. The ribbon cutting evening will be Thursday, May 13. With weather permitting, play will be scheduled in late May. Although these policies will include rentals and community events, the first priority is for Coralville programs. Caution regarding too much usage or abuse of the fields will occur through information that goes out in newsletters and schedules. Prochaska anticipates a huge demand for rentals for the fields. However, ensuring the fields are nurtured during the first year for the City of Coralville programming and expanding to community programming will be triaged respectively. The youth complex will not be able to be locked down because of the size of the complex and the neighboring features of the fields and access. The fields will be maintained at a higher standard than the park diamonds that exist. The policies being proposed are modeled after Creekside Adult Softball Complex. Related costs will be accrued according to the rental agreement. Council Member Hoeft inquired about additional costs for non-residents and their inclusion in the rental agreement. Commission Member Thayer inquired as to how community members will know whether the field is reserved or not reserved for open play or for programming; Recreation Superintendent Prochaska discussed how similar rented facilities in the city address this notification with updated weekly signage in the area. In addition, staff at the Coralville Recreation Center, Parks Department, or the facility itself will be trained to assist community members. Specific to concessions in the youth complex, Commission members proposed solutions to a variety of scenarios. Many of these scenarios have occurred at other facilities. Concessions may be included as part of rental agreements for events and tournaments. The proposed form will be revised to include the varied options and related fees discussed. Commission Member Knudson noted that tournaments may provide concessions as an alternate money maker to be able to sponsor such an event. Parks and Recreation Director Proud acknowledged that there may be agreements that include electrical usage to be able to provide concessions that do not compete with what the city concession stand sells. However, community groups will not be able to utilize the concession stand itself in providing these money making endeavors. Proud also noted that the model of keeping the concessions in house or just building a blank slate and allowing group usage was studied by staff and inquiries were made to many other communities on how they run their operations. In reviewing the city’s investment in the building and complex, the need for revenue through concessions to operate the fields, and the administrative considerations of allowing other groups to use, the in house model was selected prior to building. Commission Member Goodrich raised the question of a party rental agreement as opposed to a sport or recreational agreement. Additional conversations included: - Proposed and revised costs for concessions and field grooming will be considered as part of agreements - Additional staffing for tournaments will be manned with part time or seasonal staff members from other departments - Considerations for third party sellers will be provided according to the policies and related agreement - Given the smaller complex size initially, it will allow time for the youth complex to flourish slowly - As plaza space, landscaping, and lighting are completed, additional retail areas will increase revenue opportunities  - Although proposed similar to the adult complex, it is not perceived that additional revenue will be secured with fence signage - Partnerships with ICCSD may be considered as different phases are incorporated - Lighting will be provided at the complex and will be on timers for general usage and set during rental usage - Tournament play will be scheduled out a year in advance of beginning in the preceding February - ICCSD and the Iowa City/Coralville Visitors Bureau (i.e. Sports Authority) will coordinate special events with Coralville - As with other facility agreements, the inclusion of costs specific to resident rate and non resident rates will be included Clarifications and corrections in the agreement contracts were reviewed. Commission Members addressed the concern related to smoking in the facility given that the usage is designed for youth and clean air should be the goal. Given that there are several main access points and the complex is being outlined with trails, Parks and Recreation Director Proud reiterated that the City Attorney and the Police Department will not be able to enforce smoking in such a large area. Recreation Superintendent Prochaska noted that at Creekside Adult Softball Complex, a smoking area was designated in the parking lot. Although the smoking area had to be requested for this area, it has meant a cleaner environment closer to the fields. Prochaska noted that this promotes that smokers are out and away from the majority of the people. With a recreation philosophy of being more inclusive rather than exclusive, Commission Member Knudson expressed his disagreement related to this issue of smoking in the youth complex area. One side of the issue relates to how a city employee can or can not enforce the varied standards in different locations across the city. The standardization noting where smoking is prohibited across all facility locations (i.e. entries, doorways, access ways, etc.). Recreation Superintendent Prochaska reviewed the current programming partnership related to youth softball programs. These partnerships currently include Coralville and North Liberty. North Liberty has shown significant growth in their numbers. Given the new facilities, it is anticipated that some of the Coralville patrons who were traveling to North Liberty may stay local in the future. Related to the varied softball and baseball programs, there are differences as to what fields can be used specific to field size, related to grass or dirt infields, etc. Portable mounds may being considered if a demand is seen. Prochaska shared that the grass seed went down last fall. Because of the cold fall, the grass growth was not as great as expected. It is hopeful that the time and conditions will be conducive to a field that will be ready this spring. Monitoring the overuse will be important. On May 13th, either league play or an exhibition game will be scheduled. The cornerstone ceremony has yet to be arranged. Proud noted that the community has been responsive to the construction of the site; Prochaska’s fear is that the fields will not be ready and will need to be monitored to discourage use until the fields are determined adequate. Commission Member Mount requested more information about the agreement with the Kattchee Family related to the use of their name at the facility. Parks and Recreation Director Proud reported that the concession stand will be named Kattchee Pavilion and the drive will be Katchee Way. The Katchee Family endorsed these recommendations provided by the Commission at a previous meeting. Commission Member Mount made a motion to approve the discussed policies with the addition of a resident and non resident rate, the addition of field rental pricing as discussed by the Commission, and with the agreement grammar corrections for the Coralville Youth Sports Park . Commission Member Thayer seconded the motion; unanimous approval. Director’s Report Parks and Recreation Director Proud reviewed the scheduled equipment purchases specific to the Parks Department. Proud reported that a Mid American Trees Please grant in the amount of $1,000 was awarded to the City of Coralville.  The parcel of land adjacent to the Parks and Transit building will enable community garden spots to be provided to the community in the future. City Administrator Hayworth supported the change orders to include water piping to this area for irrigation. Wetland walkways bids for Iowa River Landing Wetland Park will be secured within the next month. Spring programming has begun at the Recreation Center. At Brown Deer, staff, in conjunction with the original contractor and designer, are working on maintenance areas (i.e. tree removal, repairs to the AC which include piping and ductwork, parking lot light repairs caused by the rock quarry blasting, etc.). The Spring Kick Off Event will be held March 29 and will include package play specials, programming features, and a buffet dinner. The Transit and Parks Replacement facility bid was 9% under engineers estimate and 14 general contractors bid on the project. Project was awarded to Henning Construction from Johnston, Iowa. Council Report Council Member Hoeft reported his concern related to the safety of the construction site of the Center for Performing Arts Center. He has encouraged the city to include a cement barrier and not plastic fencing and orange signage in the area. Commission Comments Commission Member Fred Fevold No additional comments. Commission Member Mike Knudson No additional comments. Commission Member Marti Mount No additional comments. Commission President Laurie Goodrich Commission Member Goodrich that she will not be in attendance at the March meeting. Commission Member David Thayer No additional comments. At the Auburn Hills Wetlands, Eagle Scout Tyler Chenhall has worked with Earthview and the City on the signage. The signage includes non fading, weather resistant material which will include signage headings: Auburn Hills Wetland Muddy Creek Watershed What is a Wet Prairie Wetland Woodland Wetlands Forebay Hydrology of a Wetland Wetland Vegetation Parks and Recreation Director Proud announced that the James Street wetlands have been released to the City of Coralville from the US Army Corps of Engineer. Adjournment Commission Member Mount moved to adjourn at 8:25 p.m.; Commission Member Goodrich seconded the motion; unanimous approval.