Coralville Civil Service

Coralville Parks and Recreation Commission Meeting Minutes December 19, 2011 Call to Order Commission Chairperson Fred Fevold called the meeting to order at 7:01 p.m. Present were Commission Members Laurie Goodrich, Mike Moore, and David Thayer, Parks and Recreation Director Sherri Proud and Council Member Bill Hoeft. Citizen Comments None Approval of Minutes Commission Member Thayer made the motion to approve the meeting minutes from November 21, 2011; Commission Member Moore seconded the motion; unanimous approval. Budget Review Parks and Recreation Director Proud showcased the budget proposal. Proud explained the process in the past for new staffing requests and the current opportunity when the City opens Norman Borlaug Elementary as a new partnership school. Recreation division staff recently underwent a review of staffing levels, areas of programming, times of year for heavier loads and participated in reviewing their current assignments and projects. The division also looked at how different grade levels of positions would be added to the division in the future. The result was a reassignment of duties within the division and budgets adjusted accordingly for the FY13 proposal. Proud shared current positions and programming targeting needs, peak seasons, and varied considerations specific to the roles and responsibilities. The planning included the present G level positions and the addition of a J Level position. The entry level position will be a cooperation for cross training, joint programming, and carryover of goals and services. Positions vary from a specific expertise to a greater recreational service with assignments including expertise but not territorialized. In addition, a review of the recreation and city facilities were highlighted which feature the range of services. Within the budgets, the following were highlighted: BASPS and Camps  camps and BASP numbers continue to alter given school and community offerings  fee increases needed in past to keep up with changes in salaries and benefits.  current and projected capacities and building capacities at various sites across the community now and in the future  the goal is to target a balanced or flat budget in partnership programs.  budgets for Borlaug will be comparable to other sites.  Ability to consider specialty camps and new programs  basis of programming reflective of philosophical and management of leisure services  proposed rotation of sites – camps, programs, etc.  marketing needs Commission Member Moore inquired about consensus with the school sites regarding the programming proposals and offerings; Proud noted that the agreement allows the flexibility within the partnerships. Council Member Hoeft clarified budgeting totals with camp revenues and programs following the various facilities and sites. Recreation  positions being transferred to parallel with programming and work schedules  review of beverage contracts impact on revenues; beverage drink preferences has made a difference with the current contract with MidAmerican Bottling not as popular as Coke or Pepsi products.  minimal programming increases  consideration of the summer lunch program without state notification of site and/or requirements according to census track and populations for 2012  Commission Member Moore requested the Department’s proposal related to the Summer Lunch Program and who the population of kids the program and community is targeting; Proud noted that there may be a better shift to a school site to couple with the Family Resource Center at a site like Kirkwood Elementary. The location and site may support familiarity, distance for patrons, commute time and ease, etc. Commission Members discussed how if registrations were required, arrangements and commitments would need to be honored to include lunch, leisure activities and recreation regardless of the site location. In addition, discussions regarding the differences between the school backpack food program and the summer lunch program were held. During the school lunch program, food is not permitted to leave the site. Commission Member Moore commended the Department for utilizing local distributors. Council Member Hoeft proposed the concept of the summer lunch program benefiting from the community gardens. Pavilion  supervisory position being transferred to parallel with programming and work schedules  revenue not met during the last year but program area remains in the black due to not having to expend pavilion checks salaries. Commission Member Goodrich asked about whether the budget includes costs for repairs and maintenance; Proud reviewed the budget allowance for interior costs and how charges were utilized for both interior and exterior costs. The maintenance budget for the pavilion roof is included in the building maintenance reserves. Softball A committee is currently looking at the following for Coralville Creekside Ballpark:  how to best utilize common space at the facility  marketing and facility changes to target gathering and leisure for families and friends at the sites  review of amenities at site for an adult oriented facility; adult oriented hang out and leisure activities (i.e. ladder golf, fire pit, outdoor anchored and protected TV, sand volleyball)  maintain 113 teams with consideration as to how these teams remain on site and spend money  proposed revising the shelter that is proposed to like a barn to have a hay mow mezzanine for overlooking games.  review of season play and extending these seasons for volleyball.  overall budget to remain lean as possible  reconsideration of Master Plan given economical changes and recreational needs Parks and Recreation Director Proud and Commission Member Moore participated in the first meeting that is revisiting the Master Plan at the Clear Creak Adult Sports Complex. The next meeting will be held in January with the consultants drafting schematic proposals and providing projected costs. Commission Member Goodrich asked how the funding would be provided for the plans; Proud noted that the TIF funds have paid for some of the complex construction costs. Proud noted that the funding issue will be posed to City Administrator Hayworth regarding additional funds to correlate with the plan. Aquatic Center  family memberships/passes continue to not be a popular option. Families prefer traveling to multiple community sites and enjoy the different amenities at different pools.  daily admit fees increase of 25c to $4.25 per person.  weather has had great impact on revenues over the last three years  budget costs include maintenance and future improvements (i.e. reserving for uv system which may become required by state , back wash system) Indoor Pool  daily admit fees increase of 25c to $3.25 per person.  Parks and Recreation Director Proud shared the increase expense included in the budget for American Red Cross Learn to Swim Program participation. Although other programs could be considered, the philosophical and research based programming of the American Red Cross have a proven track record across the nation. It has an excellent progression of skills and also uses a good cross over to those seeking to participate in competitive swimming. The price increase was provided without warning moving to nationwide costs of $5 per person (previously, the costs were $1 per person). The explanation was they standardized the price across the nation. Scholarships Proud reviewed the operational procedure for securing and distribution of funds for children specific programs. Forestry  inclusion of maintenance of over wide sidewalks where a cost share is needed. City participates in 50% of the cost of a repair of an overwide sidewalk. The review will take place along with the City’s review of all sidewalks based on the five quadrants for the City. (All sidewalks are reviewed every 5 years.)  City monies will match home owner or revenue source per $800 panel  budget does not contain funds for over wide sidewalks for the missing links. The list has been given to council land is held by Engineering. Parks  Eagle Scout project related to bike racks has not yet been completed  vehicles are maintained for approximately ten years  consideration of operational costs related to the new facility.  reserve monies continue to be evaluated to ensure that replacement plans are appropriately funded  flood mitigation and wetland monitoring along Clear Creek, IRL, Youth Sports Park. Building Maintenance  changes in the HVAC systems and computer compatibility will require upgrade to the C13 system. Finance Officer Kaeding and City Administrator Hayworth will review the budget and negotiation of line items will occur. Director’s Report Parks and Recreation Director Proud noted that during the last month, efforts have been on the worksheets and proposed budgets. Proud provided an update on the construction of the Parks and Transit building. Eagle Scout projects were also reviewed. Council Report Council Member Hoeft and Commission Members discussed the environmental studies occurring for Oakdale Boulevard extension and the various agencies involved in the process. Currently, the county is reviewing the plans and the project should be bid in the upcoming months. Commission Comments Commission Chairperson Fred Fevold No additional comments. Commission Member Laurie Goodrich Commission Member Goodrich referenced the Parks and Recreation magazine which featured an article on the mobeus play structure in Pella. In addition, she expressed her satisfaction regarding the Coralville holiday lighting along the strip. Proud explained the transformation to move to LED Christmas lighting along the strip in the future. The year, LED lights were purchased for E9th and Quarry in the Iowa River Landing and for First Avenue. Highway 6 will be broken down in to 3 years to purchase and implement LED lighting. Prior to completion, Staff explored lighting changes to the canopies, tree trunks, lighting colors, time saving efforts, etc. Commission Member Mike Moore No additional comments. Commission Member David Thayer  No additional comments. Adjournment Commission Member Moore moved to adjourn at 8:40 p.m.; Commission Member Thayer seconded the motion; unanimous approval.