Coralville Civil Service

Coralville Parks and Recreation Commission Meeting Minutes November 15, 2010 Call to Order Commission Chairperson Fred Fevold called the meeting to order at 7:04 p.m. Present were Commission Members Laurie Goodrich, Mike Knudson, Marti Mount and David Thayer, Council Member Bill Hoeft, Golf Pro Sean McCarty, Programs Supervisors Travis Mia and Erica Eichhorn, Recreation Superintendent Scott Prohaska, 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 October 18, 2010; Commission Member Goodrich seconded the motion; unanimous approval. Budget Review – Brown Deer Golf Course Golf Pro McCarty reviewed the statistics specific to golf rounds during the current year and the past year including comparisons with Brown Deer and other community golf courses. Riverside Golf Course has yet to be included in these comparisons as it is difficult to get information about their rounds of play. Overall, the number of rounds played across the country is lower; additionally this is true at Brown Deer and the other community golf courses. The PGA reports the Midwest had a three percent decline in golf play for the 2010 season. Although golf play is down, it is recommended that the monies not be undercut for course maintenance and grounds maintenance to ensure the economy of golf play in the future. Locally, our goal is to retain golfers and to increase family play including kids. With continued attention to fertilizer application, drainage and maintenance, along with thatching, the course has maintained the course turf quality the staff desires. The City transitioned into a new accounting and reporting system so the FY10 numbers are sometimes reflected in different accounts than the one budgeted – making a line by line comparison difficult. Staff has been working with Terry Kaeding attempting to be adjust different accounts. For golf cart fees, prices were raised when the golf carts were replaced in spring 2009. Currently, golf cart fees at Brown Deer are higher than other courses. The group discussed golf prices but decided to leave golf prices the same for season 2011. Although a youth pass was originated this past summer, Finkbine Golf Course trumped this option with a season pass for youth and the option for the public to purchase a season long pass for $1200. McCarty reviewed golf pro shop special order merchandise and outing orders. To avoid seasonal stock costs, McCarty explained how demo sets from TaylorMade are utilized to assist with club sales.. Trying to avoid the inventory and the related costs associated with the inventory, TaylorMade is able to work with the golf staff to meet the needs of the patrons. In addition, TaylorMade also provides clinics for patrons. Costs associated with the clinics are discounted for patrons who then purchase golf clubs. Parks and Recreation Director Proud reviewed the expenditures and revenue associated with the partnership with Marriott Hotels. The shared costs with DIVOTS! and the Clubhouse rentals results in the City’s contracted services from food and beverage revenues. In addition, the principal payments, the enterprise fund reconciliation expenditure, reserve payments and debt payments were reviewed. The City has recommended to Marriott that DIVOTS! close during the winter months due to past year’s losses during that time. The proposed and actual savings will be noted in the budget. Commission Member Knudson inquired about twilight offerings; the twilight offerings are respective of weekday and weekend tee times. Knudson reiterated his recommendation regarding signage for DIVOTS! Upon their reopening in the spring, Parks and Recreation Director Proud and Council Member Hoeft noted that Council are reviewing signage which might permit signage as proposed. In addition, Knudson recommended publishing golf course specials in varied publications. Budget Review - Partnership Programs Recreation Superintendent Prochaska introduced Travis Mai and Erick Eichhorn, Program Supervisors at Wickham Elementary and Van Allen Elementary respectively. At Van Allen Elementary, Program Supervisor Eickhorn shared about the decline in the BASP given the transfer of students from Van Allen Elementary to Garner Elementary upon the opening of the new school in North Liberty. Currently, Van Allen Elementary’s population is low and the preschool program is a separate entity within the school district providing school day and before and after school care. Reviews of wait lists and extra publicity has been done to try to fill the vacant spots. Eichhorn also shared additional programs and activities sponsored by the City of Coralville at the facility. At Wickham Elementary, Program Supervisor Mai featured the Trail Trekers program. This community service program targets 6-9 graders with community opportunities and varied special trips and outings. A limitation for the program has been transportation. An affirmation for the program has been consistent staff counselors and continued service opportunities within the community. Some of the service opportunities have included planting trees in the wetland, volunteering at the food shelter, making treats for the animal shelter, and assisting with the Wickham Nature trail expansion. In addition to programming, summer camp at the varied locations and the before and after school programs were highlighted. Consideration of whether summer camps will combine, remain independent, or close at these 2 schools are still pending. Mai and Eickhorn discussed how wait list are constructed and when individuals can register for the wait list. Partnership agreements with the school districts regarding community space and the gymnasiums were also discussed. Commission Member Fevold inquired about transportation options which might provide links to the before and after school program. Present and future transportation plans were shared. At this time, attention to transportation costs is necessary as to not include additional costs to the programs. Commission Member Goodrich inquired about whether demographics are used when programming for the respective locations. Proud noted that in the past, surveys have been completed in the schools to determine if we are meeting enough families needs or how they are meeting their after school program needs. In addition, free and reduced lunch programs and other determining factors are considered when programming at the varied locations. The recommendation for the Before and After School Programs and Summer Camps will be an increase of $5 per programming option. Partnership programs are designed to break even with expenditures and revenues. An adopted budget will be amended for 2012 to ensure that revenues are over expenditures. For the next year, an increase for staff costs will be provided to include merit pay and cost of living. Budget Review – Forestry Parks and Recreation Director Proud briefly reviewed the budget and job highlights regarding the Forestry positions. At this time, the temporary seasonal staff, along with the Coralville Hope House, has provided the appropriate assistance for the Parks Forestry full time staffing and no additional increases have been recommended. The ability to supervise the seasonal staff and volunteers remains efficient at the present time. Proud noted that previous concrete repair costs on trail systems were deducted from this budget; concern is warranted for additional storm water monies and related concrete repair, drainage repair and tiling. Within the city, there are five regions which have resident sidewalk reviews every five years. Proud is proposing a similar plan for city trails and overwide sidewalks. The budget for forestry includes staff development training that previously was in the parks budget. In addition, turf contracting, limestone power washing, plant tree replacement, shrub and tree maintenance, and holiday lighting is all included within the forestry budget. Within this budget line, increases to include the hiring of additional staff, the renting of equipment, and other special projects are proposed. A 3% increase has been asked for in this budget line. Proud pointed out the location of the annual flower budget for Commission Member Goodrich within the budget.  Although the final costs were not calculated given that final budgets are yet to be completed with Terry Kaeding, a motion was made by Commission Member Mount to recommend the budgets to the Council when finalized as explained at this Commission meeting held on November 15. Second by Commission Member Knduson; unanimous approval. Director’s Report Parks and Recreation Director Proud reviewed the recent happenings with the individuals who have developed the off road multi trail ways on UI property without permission. As predicted, UI does not want the trail ways to be developed near the Mormon Handcart Park. Although the land development took a great amount of time and resources, the construction was not completed with permission. Coordination between Touch the Earth, the City of Coralville, ICOR, UI, and Earth Creek Environments mutually agree that determining a site that considers wetlands, archeological considerations, and plant studies is important. Liability considerations and related safe guards must also be considered with the construction and usage of the trail way. Proud shared that the process will be slow and has asked that the interested individuals to stop any kind of work, stop utilizing this area without permission, and be patient. A meeting was held with FEMA officials regarding the approval for the Transit and Parks Facility; it is hoped by December that confirmation will have been received for the approval of the project. At current time, approval was made for a $2.9 million dollar facility. However, the approval does not include street and water construction that will coincide with the facility or upgrades that are necessary with city codes and standards. Clarification will be sought regarding the letter approval and its related terminology. A Project Worksheet will be sent to FEMA Headquarters where notification of the project will be forwarded to our legislators and official notification to being work. Clear Creek Trail, Phase V, Part 1 has been approved by the Iowa DOT to begin. Preliminary plans are expected to be completed by mid-December. Council Member Hoeft inquired about flood mitigation in this area. Any trail projects are being coordinated with flood mitigation projects but this particular project does not have any flood mitigation near it. Council Report Council Member Hoeft proposed an idea regarding an event to promote trail use in the City of Coralville. Hoeft proposed approaching new UI Hawkeye Basketball Coach McCaffrey about sponsoring a trail ride or walk with 3:3 play with some of his basketball players and interested community members. Hoeft noted that specific programs or activities could be targeted for this event. Commission Comments Commission Member Fred Fevold No additional comments. Commission Member Laurie Goodrich Commission Member Goodrich expressed her excitement about the finalized frame over the First Avenue Bridge and the progress thus far. In response to the question about the holiday lights that adorn the Coralville Strip and why they go every other tree with trunk and canopy; Proud explained that the lighting was altered last year to include alternating trunks and branches to make the transition over to the quickly approaching time when the tree canopy is too big. Goodrich suggested the City go ahead and just do all trunks Commission Member Mike Knudson No additional comments. Commission Member Marti Mount No additional comments. Commission Member David Thayer No additional comments. Adjournment Commission Member Goodrich moved to adjourn at 8:33 p.m.; Commission Member Mount seconded the motion; unanimous approval.