Coralville Civil Service

Coralville Parks and Recreation Commission Meeting Minutes October 18, 2010 Call to Order Commission Chairperson Fred Fevold called the meeting to order at 7:02 p.m. Present were Commission Members Laurie Goodrich, Mike Knudson, Marti Mount and David Thayer, Aquatics Supervisor Faron VanNostrand, Program Supervisor Amy Faulkner, and Parks and Recreation Director Sherri Proud. Citizen Comments None Approval of Minutes Commission Member Thayer made the motion to approve the meeting minutes from September 20, 2010 with the spelling correction; Commission Member Mount seconded the motion; unanimous approval. Budget Review - North Ridge Pavilion Parks and Recreation Director Proud provided Commission Members a one page document for the North Ridge Pavilion budget. Program Supervisor Faulkner provided the following information about the North Ridge Pavilion: • Facility was erected and ready for rentals in 2003 • Comparisons for the rental years 2008, 2009, 2010 related to number of rentals and revenue • Overview of the costs of the facility usage depending on days of the week, length of rentals • Programming and non-profit usage of the facility • Justification of the yoga class use of the pavilion compared to the Recreation Center (programming and usage related to revenue across facilities) • Triage of needs related to rentals and then programming • Targeted financial budgeting affected by the New Word System operations to show direct correlation for year to year comparisons • Proposed fees increase in July 2011 – information will be included in an updated brochure (occurs approximately every three years • Overview of facility utilities cost, maintenance and repairs cost, operating supplies, office and program supplies fees, reserves budget • Contracted services with outside janitorial services – operations, scheduled maintenance and extra maintenance, bids secured every two years • Use of Facility Attendants who document necessary charges for facility patrons • Goal of the facility is that patrons use it and clean it (or pay for cleaning fee) so facility maintains itself • Goal is to organize new financial budgeting program with needs to ensure ongoing comparisons Commission Member Thayer inquired about instructor costs in the pavilion budget; these costs are paid through the programming line items. Commission Member Mount noted the change in the contract to state when access is permitted for the facility rental. Commission Member Knudson commented that given the utilities costs that the facility is not very green when it was constructed with used materials and incorporated a green roof and pavement. Parks and Recreation Director Proud noted that the roofs are not supported by research to be a utility savings. Proud noted that in her readings and given the experience with the construction and utilities of the facility, based on the number of square feet that the building is (1900 square feet) and the cost to heat and cool it, it is not a green utility saving site. Aquatics Supervisor VanNostrand also noted that additional costs are expected given that doors are propped open, security lighting has been installed, and various other factors with a rental location can increase general operation costs. Budget Review - Aquatics – Indoor Pool Parks and Recreation Director Proud provided Commission Members a document for the Aquatics-Indoor Pool budget. Aquatics Supervisor VanNostrand provided a quick overview of the statistics which were included in the previous annual report and reflective of operations and programming to date. VanNostrand also noted the following specific to the Indoor Pool: • Programming including swim lessons continues to be strong. • Space and balance of programming for ICCSD, City of Coralville, partnerships, and programming continue to be a challenge • The Indoor Pool is over twenty-three years old; industry standard for replacement is 30 years.  • Present maintenance needs and future renovations need to be kept in perspective given needs and costs. • In 2006, the HVAC filter system was replaced. In 2010, the boiler computer systems were replaced and tanks inspected. • In 1999 and 2006, the pool basin was painted. Anticipated time frames for painting are approximately three to five years. There is only one area of the concrete which has aged greatly compared to the rest of the deck. • In 1999/2000, the deck was resurfaced. The quartz mixture with poxy sand glue and paint has several layers. Overall, the surface has worked well but the color has not maintained. • The lighting in the pool continues to include the original light fixtures; additional sets have been added. • In 2006, the ceiling was not sand blasted and painted with the rest of the renovation. It is beginning to age and show the wear and will need to be addressed soon. • Nation wide, pools are adopting UV (ultra violet) systems to keep ahead of growth of crypto and e choli. Reports indicate that UV lights which will be encased in multiple tubes which water will flow through will kill 99.9% of fungi. This will be an expense for the City of Coralville but one which, although is not mandated to date, will probably be mandated soon. At this time, a mandate date has not been given. An estimated expense of $49,000 was noted for the pool and spa. Additional estimates are being sought for comparison. • Justification of UV lights and chemicals/chlorine were explained related to safety for patrons, savings, and noted differences between the present and proposed conditions • Various neighboring facilities are beginning to utilize these practices which will aid the City of Coralville in getting cost estimates and understanding how it works. • Consideration of the Master Plan for the Recreation Center including the Indoor Pool pose questions related to demolition, upgrades, renovations, and additions. Economically, are there features that can be reused and salvaged? • ICCSD 28E Agreement continues to contribute for 1/3 of operational costs. • Salaries will be increased to maintain competitive wages with neighboring facilities and to maintain moral and longevity with staff • Overview of facility utilities cost, maintenance and repairs cost, operating supplies, office and program supplies fees, reserves budget, vehicle maintenance and purchase • Proposed fees increase in January 2012 – increase will occur after deck and basin painting is completed Commission Member Knudson inquired about the affect the new UI Recreation Building has with the Recreation Center and programming, especially swim lessons. He also noted the controversial issue related to swim clubs. Aquatics Supervisor VanNostrand noted that at the present time, no impact has been noted. Staff continues to investigate attractions to maintain and generate patron attendance. Commission Member Mount inquired about the revenue and expenditures related to the operations of the indoor pool and how this is subsidized. Proud and VanNostrand acknowledged that pool expenditures are typically larger with greater percentage losses noted. At this time, the budget targets a 49% assistance for operational costs. Additional research related to facility and technology to decrease costs is an ongoing pursuit. Commission Member Thayer inquired about the Council’s position regarding enterprises such as the pool. The comparison of the golf course and their respective revenue and expenditures was raised. At this time, the Council has not made a statement regarding the extent of the subsidy required to maintain the indoor pool. Thayer inquired to what extent the City is prepared and under what circumstances will the City provide or not provide these subsidies. Parks and Recreation Director noted that historically, the Council has not denied these subsidies for their facilities and staff has tried to keep the subsidy nearly even each year. Commission Member Knudson commented that he supports the subsidy due to the importance of the need for every child in the community to learn to swim. Although at the present, the Council supports the present plan, the question of national norms and local norms should be considered. Commission Member Mount proposed that the subsidy of the indoor pool is included in the strategic plan. Questions were raised related to public input for subsidizing facility operations and programming and making this reflective in the Community Plan. It is noted that the capital campaign for the public library included subsidized operational costs. Commission Member Thayer commented that the bus system is not subsidized and therefore cannot extend routes given the need to maintain coverage and costs. Proud noted that a federal formula specific to population is provided for bus service as opposed to a recreational service. Budget Review – Aquatic Center Aquatics Supervisor VanNostrand continued to report on the Aquatics Center: • Comparisons specific to attendance over the last three years was provided: 2010 was one of the wettest years which created a dismal swim season • The weather had a great impact on late openings, early closings, and closed days • Impact is not only on the revenue but also with employment; strategies to accommodate low attendance and maintaining appropriate staffing needs for the Aquatics Center and the Indoor Pool were implemented • Aquatic Center completed year eight in operations; rebuilding and changing pumps met needs but was not ideal; filtration system with backwash system appropriate • Aquatics Center building showing water seepage at tuck points and at gutter lines that will need to be addressed. • Hot water heaters have already been replaced. • Proposed fees increase dependent on neighboring facilities admission fee increases • Overall goal of providing a neighborhood family-friendly facility continues to be maintained • Concession operations continue to be considered to meet needs of patrons • General concerns related to opening and ongoing operational factors have been rectified (i.e. congregating at facility entrance, etc.) Proud and VanNostrand shared proposed amenities to be added to the Aquatics Center according to plans and budgets. Some of these considerations include an additional slide feature, water wiggles, mushroom dome, splash pad features with touch balls and/or a water bar. Commission Member Thayer inquired about the Master Plan and these amenities. Director’s Report Parks and Recreation Director Proud reported on the mountain bike clinic and related presentation that she attended in Cedar Rapids. There is a high interest in developing and the utilization of these trails within the community. Proud recently was invited to visit a non-sanctioned area that has been developed on the UI property. The development of this area raised questions as to property ownership, permission for development and trespassing, liability, and the pursuit to secure ongoing support. At the present time, the location in which the land has been developed for mountain bikes is being considered to be parceled off. Proud has requested that the interested individuals halt ongoing development until an agreement for land property acquisition and an agreement on trail development be completed. The University of Iowa, City of Coralville, City of Iowa City, and ICCOR must partner in this pursuit. There is much concern about the current location and its proximity to the Mormon Handcart location and the archeological impact that this development may have on this land. Prior to this meeting and the presentation of the current actions, additional sites were being considered for the mountain bike trail. Proud reported that community gardens will be available south of the transit building at 10th Street and Hughes post construction of the new parks and transit facility. This is an ideal location with parking, city supervision of the grounds, water access, and proximity to additional grounds being maintained. Kenneth Goins will partner with the City of Coralville on the development of the community gardens as part of his Eagle Scout Project. DIVOTS will be closing during the months of December, January, and February given the low traffic resulting in low revenues. For the past three years, the Marriott requested to keep the restaurant open despite losses; City staff determined that the facility should close during the present winter months to see if this will help the bottom line. Staff will be transferred to the Marriott for hours. The Center for Performance Arts is beginning to advertise for a Managing Director. An Advisory Committee is also being assembled. From the Advisory Committee, fundraising, and operation policies will be proposed. Proud announced that hard hat tours are expected to occur yet this fall. Varied amenities in the center were shared which include a wine room, restaurant, residential space, and commercial space.  During late October, seven City of Coralville Parks and Recreation Staff Members will be traveling to Minneapolis to attend the National Recreation and Parks Association conference. Proud reported that three Commission Member terms will expire effective December 31, 2010; these members include Commission Member Knudson, Commission Member Mount, and Commission Member Thayer. Terms are for three years. Applications may be secured at City Hall in November. Council Report Council Member Hoeft was not present; Hoeft was attending the City of Coralville Fire Department training. Commission Comments Commission Member Fred Fevold No additional comments. Commission Member Mike Knudson Parks and Recreation Director Proud shared that a conversation occurred with the operational staff at The Edgewater Grille regarding the poor dining service experienced at Fry Fest. Commission Member Marti Mount No additional comments. Commission President Laurie Goodrich No additional comments. Commission Member David Thayer No additional comments. Adjournment Commission Member Thayer moved to adjourn at 8:57 p.m.; Commission Member Mount seconded the motion; unanimous approval.