Coralville Civil Service

Coralville Parks and Recreation Commission Meeting Minutes January 23, 2012 Call to Order Commission Chairperson Fred Fevold called the meeting to order at 7:03 p.m. Present were Commission Members Laurie Goodrich, Mike Moore, Marti Mount, and David Thayer, and Parks and Recreation Director Sherri Proud. Citizen Comments None Approval of Minutes Commission Member Moore made the motion to approve the meeting minutes from December 19, 2011; Commission Member Mount seconded the motion; unanimous approval. Budget Review Parks and Recreation Director Proud announced that during the February meeting, the finalized budget reports and the program and rental rate increases will be proposed and approved. Within the remaining budgets, the following were highlighted: Brown Deer  utilization of package play cards projections was reviewed  reflective of reports presented in the fall.  the balanced budget includes actual costs and rack rate costs  last rate increase for rounds was 2005, last cart increase was 2010.  Proposed increase to golf seasonal employee positions to be nearer same rate of pay as park seasonal employee positions to remain competitive  varied avenues for PR includel pursuits for advertisements (Mediacom, TV stations, radio, newspapers, etc. as well as social media and email blasts.) With the employees at Brown Deer (i.e Sean, Brian, and Tom), the IRS will not allow employees without an invested interest to be considered as contract employees as they have in the past. Thus the budget shows related costs for benefits such as taxes, IPERS, commission allowances, and insurance stipends to be balanced in varied line items. – costs may or may not appear in one budget worksheet but will be balanced in another area Parks and Recreation Director Proud reviewed previous reports which were shared with the Commission regarding operations and an overall synopsis regarding the sport of golf across the country. Commission Member Moore inquired about the marketing of packages and use of suggestive selling; Commission Member Mount proposed staff training on the marketing tool at the beginning of the season. Commission Member Goodrich inquired about the impact of the weather on revenue; Proud noted that reduced staff is often not an option but that weather had direct impact on revenues on at least eight weekends this past year. Proud shared that an ADA single rider golf cart has been included in the FY13 budget and plans are being made to purchase this spring. Policies related to the use of this new cart will be developed in accordance to current course policies. Center for Performing Arts Given that the Center for Performing Arts has not been in existence for one year yet, the proposed second year budget is being honed without an accurate review of the previous year.  projected goal for next year includes 22 week long renters  marketing will target rentals for day conferences, expanding usage for projection screen presentations, special events and family movie series, various age use of the facility: children, youth  suggestion was made to encourage marketing between facility recommendations to include the Marriott and CPA  pursuit of concessions contract with the neighboring wine bar operation  staff needs to develop a plan to seek annual donors consistently and frequently   utilization of a volunteer pool to assist with productions; exploration of volunteer duties  utilization of part time maintenance employees before, during, and after events Commission Member Thayer asked about reserve funds for the Center for Performing Arts; Proud acknowledged the need for reserve funds and have $5,000 set aside in the FY13 budget. Iowa River Landing Commission Member Goodrich and Parks and Recreation Director Proud reviewed the most recent Master Plan for the Iowa River Landing. The final meeting is scheduled for February. An open house will be held at the end of the month respectively to share the Master Plan with the community. The following amenities were highlighted:  recreational feature of a zip line across the river and the flooding of the lower level to feature ice skating in the winter th  an over-sized sidewalk along 5 Street  consideration of grants to assist with final flood mitigation projects are being pursued.  review of the transportation center (which was originally targeted to include a railway)  review of the intermodal concept of the transportation center Commission Member Thayer noted that the transportation center and the railway may be getting lost in the plan; the original proposal included a railway connecting Cedar Rapids and Coralville. Tennis Court Project – S.T. Morrison Park Proud noted that the tennis court project will go out for bid on February 15. A 3D image of the proposed plan was shared featuring four courts. The courts will include both tennis court markings and pickleball markings. At this time, lighting has not been included in the budget but will include the infrastructure for the electrical conduits. Amenities of the area will include plaza space, shaded areas, and benches. In addition, sewer clean out accesses and water availability will be included. The bio retention area will filter water. The cement work for the area will include the tennis court and midway sidewalk; the parking lot will also be an alternate bid to ensure financial responsibility determined by costs with one or two projects. After reviewing the tennis court project, Commission Member Goodrich noted that the simple picnic area and related coverings could be featured at both this site and the adult softball park. Director’s Report Parks and Recreation Director Proud referred to her monthly report noting that most of the efforts during the past month have been on the budget. Council Report Council Member Jill Dodds was assigned to the Parks and Recreation as a Commission Liaison to the Council. Given the recent assignment, Dodds was not able to attend the meeting this month. Commission Comments Commission Chairperson Fred Fevold No additional comments. Commission Member Laurie Goodrich No additional comments. Commission Member Mike Moore No additional comments. Commission Member Marti Mount No additional comments. Commission Member David Thayer No additional comments. Adjournment Commission Member Thayer moved to adjourn at 8:33 p.m.; Commission Member Goodrich seconded the motion; unanimous approval.