Coralville Civil Service

Coralville Parks and Recreation Commission Meeting Minutes June 21, 2010 Call to Order Commission Chairperson Fred Fevold called the meeting to order at 7:01 p.m. Present were Commission Members Mike Knudson, Marti Mount, and David Thayer, and Parks and Recreation Director Sherri Proud. Citizen Comments None Approval of Minutes Commission Member Mount made the motion to approve the meeting minutes from May 17, 2010 with the spelling correction of senior citizen noted. Commission Member Thayer seconded the motion; unanimous approval. Presentation of Annual Report – Brown Deer Golf Club Parks and Recreation Director Proud presented the highlights in the Five Year Review. The report included the course gift acquisition, history and expansion of the Brown Deer Clubhouse and Golf Course. In addition, the Golf in Review included both rounds by season and by the fiscal year, along with outings by the season, from 2005 to the present. From 2007, the junior rounds were also documented. In the review, there is also information related to the course and grounds, which can also be comparable to other courses across the state. Proud highlighted the budget comparisons with expenses and revenues from 2005 to the present. Actual number for 2007 for banquets were discussed and the cross over occurring that year from city managed to Marriott managed was explained. Proud emphasized that given past budgetary reductions that future reductions may inhibit and alter the basis for the philosophy and operation system of the facility. For example, the bent grass course is an amenity with additional operating costs as opposed to other courses. In addition, the FF&E (Furniture, Fixture, and Equipment) funds have been established just recently. Although this budget line item is managed by the City, it does benefit operations throughout the facility. The budget along with the debt payments were reviewed historically, to date, and regarding the future. Various factors, such as TIF accounts, combined budgetary line items in FY08, and payments associated with reconciliation of accounts, create variances in payment amounts from year to year. Although there are some budgetary transfers which occur at City Hall, Proud continues to track the operational revenues and expenditures. Proud pointed out that the golf course is becoming more self sufficient but is still operating at a deficit. Along with the improvements, land projects, and goal reviews, Proud reiterated that the number one goal for Brown Deer Golf Club is to maintain expenses (including debt payments and capital improvements) that are less than yearly revenue. Land projects that were conducted to sustain, protect, and improve the Brown Deer area included the Muddy Creek Stream Bank Stabilization in 2006, Brown Deer Wetlands and Prairies, and the Brown Deer Wetlands Forebay which was built in 2009. In the Auburn Hills Wetland, the US Corps of Engineers released all but two acres of the land. Proud made a note that she was interested in researching the Audoban Society regarding their involvement with designated habitats. After the Food and Beverage highlights were shared, the Commission discussed the current operating system of the Marriott contracted services. Proud shared that the reframed thinking related to the number of events and whether the events are or are not money making. Given the overall budgetary comparisons, it is not evident that more events constitute a better operational system. Contractual agreement, incentives, marketing, and utilization are continually monitored related to the Marriott offerings for event planning. Commission Member Mount inquired about whether there was still advantages of smaller events that may not provide a great financial benefit providing opportunities for individuals who may not have an opportunity to visit the facility. Proud noted that under the present contract, the City is unable to force them to host events which are not cost productive. Presentation of Annual Report – Coralville Parks and Recreation 2009 Reflections  Proud reviewed that the document shared was specific to highlights during the last year; an electronically filed document including data and specific programming and activities information was also available but was not presented at the meeting. Proud reviewed each of the featured pages: • Transit and Parks Replacement Facility – The City is still waiting for FEMA notification to proceed. Proud is coordinating with the Contractor to request change orders respectively for materials and labor given the delays from the bid received in February to present day. It is hopeful that once the project is approved; the updated change orders can also be approved. • Coralville Center for the Performing Arts – Proud is attempting to redesignate other duties given that this project will be requiring additional time as the construction continues. • Sharrows Mark the Way – The sharrows mark the way for bicyclists who use on street routes as their transportation source. • Clear Creek Trail – Phase IV, Part 2 was completed connecting the boardwalk on the south side of the railroad tracks near Hawkeye Court Apartments to the north side of Highway 6 and the Clear Creek Bridge. • Coralville Youth Sports Park – As noted in the document, the reason for the delay in the desired turf was related to the late seeding which did not germinate given the cooler temperatures. It is hoped that ball will be played at the complex after the beginning of the July. • Iowa River Landing Wetland Walkways – The Commission reviewed several project presentations and visuals related to this project during the last year. • Focus on Community Events, Partnership Programs, Recreation Programs, Aquatics, Sports, and Special Events - Respectively, the Department/City must review their philosophical stance on recreational and competitive activities and programming. Determining their role will be important as different trends tend to provide competitive activities and programs at younger ages. • Stewards of the Green – Stream Bank Removal, Building Maintenance Projects, removals, plantings, and seedlings included some of the noted activities being completed by the Parks Department. Proud clarified that the budget follows a fiscal year while the annual report follows a calendar year. Director’s Report Parks and Recreation Director Proud noted that the Iowa Water Land Legacy forum has been tentatively scheduled for September. This endeavor which will be jointly hosted by Iowa City and North Liberty will include a panel-like presentation which will be informational and testimonial. The Camp Cardinal Trail Project financed by the $800,000 Harkin Federal Appropriation Grant has finally been approved by the DOT; approval is still required by the FHA (Federal Highway Administration). Once the project has been approved, a project consultant will be secured. The education process for the Wetlands near the Youth Sports Complex has required additional effort given the amount of rain which has interfered with seed germination. Council Report Council Person Bill Hoeft was absent from the meeting. Commission Comments Commission Member Fred Fevold Fevold responded to the article in Parks and Recreation regarding GPS in the parks. He noted that this is an area that has been missed and would like Coralville to investigate and pursue the use of the GPS for recreational usage. Proud noted that Assistant City Engineer Scott Larson may be able to assist with direction related to this inquiry given other requests and correspondences. Commission Members discussed the University of Iowa Geography/GIS classes, Eagle Scout Projects, current usage within the city, GPS access available on personal cell phones, and other community/state offerings which have been accessed. Fevold noted that trace wires may be able to be maximized but that ultimately access via a memory chip or website may be advantageous locally and within the county. Commission Member Mike Knudson Knudson suggested that with the completion of Phase I of the Coralville Youth Complex, the city provide easier access for patrons to enter the complex location with a black top or chip trail on  the north end of the complex. Knudson reiterated that a more user friendly access to the complex on the north would be of great benefit since that area walkway would not be completed until Phase II. Commission Member Marti Mount Mount shared that the May edition of the Parks and Recreation magazine included an article, Tennis in the Parks, indicating the rise of tennis across the nation. This was shared given the tennis court considerations at the previous month meeting. Commission Member David Thayer Thayer shared that the June edition of the Parks and Recreation magazine included an article, Miracle League Playground. Thayer noted the importance of such a playground and wanted to be sure to call attention to this article. Thayer inquired about what was happening on the trail between Oakdale and Glen Oaks Ridge; Proud noted that due to the black slime created by the shaded area and the water not draining, side tile has been used on the west side. In response to side walk and/or trail connections, Proud responded that she met with City Engineer Dan Holderness six weeks ago regarding the concerns. Proud would like to pursue and ensure that appropriate budgetary lines be utilized for the repairs and connections respectively. In response to grass cutting and trimming along Muddy Creek Trail, Proud noted that she will check with the Parks Department to ensure that only the three foot wide clearing is being completed. In response to finalizing the land acquisition agreement between the City of Coralville and Thayers, Proud noted that she is working to ensure that the all the necessary paperwork is compiled instead of fragments signed and released electronically or in copies. The question of who ordered the survey may not have included the sewer easement as part of the action. Adjournment Commission Member Thayer moved to adjourn at time 8:25 p.m. Commission Member Mount seconded the motion; unanimous approval. Commission Members were invited to travel via golf courts to the Auburn Hills Wetland to review the site and see the Eagle Scout Project completed by Tyler Chenhall.