Coralville Civil Service

Coralville Parks and Recreation Commission Meeting Minutes December 20, 2010 Call to Order Commission Chairperson Fred Fevold called the meeting to order at 7:03 p.m. Present were Commission Members Laurie Goodrich and Mike Knudson, Council Member Bill Hoeft, Parks Superintendent Scott Coberly, Recreation Superintendent Scott Prochaska, 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 November 15, 2010 with the change in the meeting minutes noting his comment specific to special prices be published in various publications and Commission Member Goodrich clarified that her preference would be that the holiday lighting be changed from the current decor. Commission Members and Department Personnel discussed the current décor of the holiday lightings from efficiency and outcome related to manpower utilized, strands and outlet usage, damage and condition, and alternatives. Parks and Recreation Director Proud noted that the efficiency and outcomes related to the holiday lighting will be reviewed in January. Commission Member Goodrich seconded the motion; unanimous approval. Budget Review Recreation Superintendent Prochaska and Parks Superintendent Coberly addressed the Commission continuing with the varied budget reviews. Recreation Superintendent Prochaska highlighted that with the current budget, the “like accounts” (i.e electrical, gas, etc.) across city facilities are all inclusive in one account. Within the Parks budget, there are few revenue opportunities. Targeted changes in expenditure costs include:  training dollars  enrollment in the three year program with the National Playground Institute  wetland mitigation requirements  financial line supporting Eagle Scout costs  cooperative purchases of bike racks with local businesses  upgrade of the 20th Avenue berm landscaping.  start up costs for community garden development  project list purchases: city tent with pop up structure  purchase and installation of Dovetail Lake aerators  review of reserves related to needed equipment, related costs, and trade off schedules Within the Building Maintenance budget, there are not a lot of significant increases. Additional city fountains are being considered for the Iowa River Landing and Coral Ridge Avenue, and the mixer at Dovetail. Future HVAC computerized monitoring system upgrade includes the original fire station and the projected Center for Performing Arts. Reserves include mechanical vacuum, repairs and upgrades for facility exteriors, and related equipment. Catastrophic funds and research costs continue to be reviewed. Some individual facilities have separate reserve item budgets for things such as carpet and furniture, however the reserves for building exteriors and for mechanical systems are under the building maintenance budget. With the Coralville Creekside Softball Complex budget, varied challenges to increase revenue were noted. The challenges include obtaining business sponsorship, enticing patrons before and after events to increase onsite beverage and food sales, lack of shade and family activities on site, and contractual rental usage. Leagues have been full in most categories but players and families don’t tend to stay after their games. The demographics of league players seems to be trending older with ongoing patronage rather than including returning players with the addition of new players. League fees will increase $25 and remain steady reflective of the price comparables to neighboring communities. A sand volleyball  court and bocci ball court have been considered for the area. An Eagle Scout project constructing a shelter or some kind of coverage will be considered. The 2011 budget has been amended accordingly to correlate with anticipated revenues and expenditures. Within the Recreation Center budget, recreation rentals have decreased with venue changes for church usage and yoga classes during the last year. Tae kwon do is still offered but given that the instructor splits his course time between Coralville and North Liberty, a decrease in revenue has been calculated. Varied line items were reviewed. The Recreation Department is investigating team leagues with organized sport teams. A review of ASA guidelines and how the city department might partner with parent run organizations are being considered. There are multiple programs that may run parallel to support a concession stand operation with both a site supervisor and a concession supervisor. Staff have been challenged to change programming numbers and options given that the budget will remain stagnant. Reduced expenditures with printing and mailing of the Leisure Line have realized a savings. Reserves include a vehicle, computers, safari computer software upgrades, and game room and weight room expenditures. Capital improvements requests include tennis courts and replacement of parking lot. Streets Department has recommended that the entire parking lot be removed with a new parking lot constructed. Within the next month, additional information will have been secured to determine next steps specific to the tennis courts and parking lot. Master Plan projects will be completed with grant opportunities or will remain unfunded. Council member Hoeft noted that in seven years, the TIF will be completed for the mall. The budget highlights will be shared at the City Council meeting during January 2011. Director’s Report Parks and Recreation Director Proud announced that the FEMA notification has been accepted for the Parks and Transit facility. Along with the monies provided by FEMA, there will be additional costs covered by the insurance and final costs assumed by the city. At the Iowa River Landing, parks have been working on welding the steel rods near the wetlands while the pond is frozen over. For the current year, trail projects have been completed. Winter snow removal is the time consumer for parks staff during the next several months. The Performing Center for Arts construction is currently at 25% completion. Currently, interviews for the Managing Director are being held. A hard hat event is being planned for late February to unveil the construction completed thus far. Council Report Council Member Hoeft requested that Commission Members pose questions. Hoeft praised Tom Cope, City of Coralville Lobbyist, for his efforts. Hoeft noted that with Governor Elect and the incoming House Members, commercial taxes may be altered from the current practice. Questions related to how the tax system will be set up and how businesses will be credited are issues that will be city will need to address. Commission Member Knudson inquired about how much revenue will be generated by the commercial properties. Hoeft also shared about a compliment received from a citizen who operates a daycare. During the last month, the City of Coralville garbage truck operator demonstrated the use of the truck and gave the children mini garbage trucks. Hoeft shared that this kind of extra efforts make great public relations within the city. Commission Comments Commission Member Fred Fevold No additional comments. Commission Member Mike Knudson No additional comments. Commission Member Laurie Goodrich No additional comments. Parks and Recreation Director Proud announced that Commission Member Knudson has decided to not seek reappointment with his position on the Parks and Recreation Commission. Proud will arrange with Knudson to attend a City Council meeting to recognize his terms of service on the Parks and Recreation Commission. Adjournment Commission Member Knudson moved to adjourn at 9:02 p.m.; Commission Member Goodrich seconded the motion; unanimous approval. Parks and Recreation Director Proud will forward the 2011 Parks and Recreation Commission Meeting schedule. Proud reminded members that January, February and March meetings will be held on the fourth Monday of the months due to holidays and spring breaks.