Coralville Civil Service

Coralville Parks and Recreation Commission Meeting Minutes February 27, 2012 Call to Order Commission Chairperson Fred Fevold called the meeting to order at 7:06 p.m. Present were Commission Members Laurie Goodrich, Marti Mount, and David Thayer, Council Member Jill Dodds, 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 January 23, 2012; Commission Member Mount seconded the motion; unanimous approval. Wage Scales Seasonal/Part Time Wage Scale Prior to reviewing the wages proposed, Parks and Recreation Director Proud reviewed the City of Coralville recommendations in relation to neighboring communities’ wage scales. As the wages were reviewed, Proud also noted how the varied wages were tiered according to duties and responsibilities. For Lifeguards, Proud noted that Coralville typically increases wages by .15 increments as opposed to Iowa City’s past strategy of raising wages $1.00 - $2.00 every six to seven years. Coralville and North Liberty are comparable in wages and related increases. Within the Parks Department, seasonal golf employees’ wages were increased to provide a greater wage given that employees were not being maintained or returning as wages were lower than the competition. Originally, it was proposed that the lower wage would be complemented with the benefit of being able to golf on site but few maintenance staff take advantage of this perk. Wages have been increased to be more enticing. Golf Superintendent and the seasonal Golf Course Manager are teamed with seasonal employees for special projects on the course. Parks Department seasonal wages were also increased 50 cents to be comparable with North Liberty. Iowa City’s range is higher. Differences between coordinators, site managers and site supervisors were compared given their varied responsibilities and roles on sites across the city. Some positions have minor responsibilities versus other positions which target questions and settling disputes. Commission Member Mount motioned to make a recommendation to the Council to approve the wage scales. Commission Member Thayer seconded a motion; unanimous approval. Facility and Equipment Rental Proposed Rates Proud presented the proposed rates for the facility usage and rentals and equipment rentals. Scott Prochaska, Recreation Superintendent, tracks the usage and rates. For the Community Showcase, Proud noted that the costs for maintaining the showcase are greater than the rental revenues. Although increases were noted Proud did not perceive that large increments would be warmly received, Commission Member Mount inquired about the justification as to why the increase would not be presented in the proposed rate and how many consistent renters would be affected by the rental increase. Proud discussed the breakdown of small, medium, and large rental usages. With the North Ridge Pavilion, Proud noted that the budget continues to be balanced with the proposed rate increase. Discussion was held as to whether other facility rentals also take care of future repairs and renovations such as roof replacement. Currently a small contingency is budgeted within the operating budget and major repairs are budgeted in the City’s building maintenance reserves funds. Other facility and equipment rentals and usage rates were also reviewed. Again, Proud reviewed cost comparables with neighboring communities and the hope that golfing interest will continue with youth and the sport will increase in play nationwide. Specific to the golf course rate increases, staff continues to maintain a high quality service for a course considered to be one of the more difficult courses in the area while striving to ensure a user friendly course. One such program encouraging new family players  is a family golf program that has ball drop markers closer to the pins. Proud also reviewed various pay options and related packages which impacted revenues. Proud projected how programs may alter their rate per class or sessions parallel to how the aquatic programs have been documented with per class rates and rates respectively according to how many classes are held in a session. Program changes have continued to be tweaked and altered according to feedback from staff, parents, community, and school personnel. One example of how programming is being altered includes K Rec which was previously a half day programming but will be altered to a full day program given difficulty with transportation and half day care. Proud said that rates are structured to cover direct expenses plus 30% above to help cover full time salaries and building operational costs. Prior to the motion to accept, Commission Members discussed the rates for the Community Showcase. Commission Member Thayer questioned the proposed rate increases and whether the rates would ever be increased at a rate to catch up with the costs. Proud and members discussed the discrepancy and the current rate. The previous purchase transactions were reviewed and the maintenance which is required for the twenty-year old showcase. Proud concurred that the rates could be increased to rates which would correlate revenue with actual costs. Commission Member Thayer made the motion to approve the rates as discussed. Commission Member Goodrich seconded the motion, unanimous approval. Director’s Report In 2013, it will be time for a five year review of department policies by the Commission. Parks and Recreation Director Proud noted that she has had questions related to the cemetery policies and intends to bring that subject first. A funeral director has made contact requesting clarification regarding cremains and a rigid container. Tennis Court bids are currently out and expected back at the beginning of March. Proud referenced the ADA Accessibility Study in conjunction with neighboring communities and the county. Proud noted that if a Coralville site has not listed, an ADA Accessibility Review will be conducted by the staff. Interior design of the Parks and Transit Building are now being finalized. Council Member Dodds inquired about the buildings in the existing area of the Parks and Transit Building and whether they will th be removed. Proud noted that there is a pump and backwash building along the new 10 Street area that involves the water filtration system and will remain. The storage buildings will be also be maintained and will be evaluated for need over time. Proud noted that she is excited that with this building all vehicles and equipment will be able to be maintained within a building. Commission Member Thayer reminded Proud to remove the sign indicating no outlet. The Community Garden Plots continue to move forward with concept and actuality. Discussion was held about a drive to the area. Gravel drives are not permitted so determination how the drive will be addressed during the interim are important. Proud reviewed the proposed creation of the plots, incorporating handicapped accessible plots, and use of top soil compost and newspaper compost or mulch. Proud noted that the result of the survey may guide the Department as to whether to utilize fencing. Temporary and long term solutions will be considered according to the funds awarded to this project of $28,000. Council Member Dodds noted that Kirkwood Community College provided a community garden class which her husband attended. Dodds will share additional information related to information and websites provided. The class supported patrons planting an additional row per patron noting a donation for the food panty. Given the numerous Master Gardeners in Johnson County and the extension office, this may be a feature proposed to future renters. Master Gardeners are required to provide volunteer hours for the community. Commission Members were interested in the survey tabulations and analysis statements which will be collected and shared by Eagle Scout Kenneth Goins. Council Report Council Member Dodds addressed the Commission requesting that if there are announcements or issues specific to Parks and Recreation that need to be presented to the Council to forward them at the meeting or via an email. Commission Member Fevold noted that any feedback the Council can provide to the commission would be appreciated.  Recently a Council goal setting session was held with UI Jeff Schott facilitating. A two year plan will be published from the session that will target completed priorities, accomplishments, concerns, and opportunities. This year, the goal setting sessions was held on two evenings. The outcome targets also will encompass organizational efficiency. Proud noted that the department heads were also surveyed for efficiency, effectiveness, communication, and priorities. Dodds noted that the community plan, which was last finalized about eleven years ago, will prioritize the agendas related to activities, financial concerns, and incorporating the history of Coralville and what has happened and build a strategic plan for the future. Proud added that the community strategic plan assists her in the grant writing she has completed and will pursue. Dodds shared that one section of the community which is currently being reviewed is Old Town Coralville. There have been three presentations targeting the area for multi use housing and commercial usage. Also relevant will be parking and density usage. Commission Member Mount inquired about the berm walls along Biscuit Creek. Dodds and Proud acknowledged that this area has been targeted as part of the flood protection in the future and the developer will be required to work with the berms and ideas of the master plan. Proud will forward the goal setting PDF to members when it is shared with departments. To coincide with the Council priorities, Proud will be moving forward in seeking grants with matching municipal funds. Currently, Council Member Dodds emphasized that the attention to the legislative commercial property tax reform could support or create hardships for our community. Iowa River Landing Master Plan – Commission Member Goodrich reminded members of the Open House to unveil the Iowa Riverfront Master Plan to the community which would be provided prior to the City Council meeting. Along with the executive summary, posters showing the progressional stages of the project and the timelines associated when monies may be available. As previously noted, trails are among the first of the priororities. The streetscape will not be on the agenda until the second phase. Commission Members discussed specific areas which will be completed during the first phase. Commission Members supported a bird watching area along the IRL; Proud noted that the bird watching facility at Rotary Camp is almost near completion. Parks and Recreation Director Proud announced that the community assistance days coupled with the local junior highs will include work days within the Iowa River Landing area with clean up of debris along the bank and seeding. Commission Member Goodrich supported these work days and encouraged fellow members to participate. Although the City of Coralville and the City of Iowa City are working cooperatively, it is important to note that this plan is reflective of Coralville’s planning. However, Commission Member Fevold’s inquiry about who would construct the walk bridge over Park Road, Proud noted that the City of Iowa City has this as part of their future projects. EPA dollars will be utilized with the Crandic Flood Mitigation of the pedestrian bridge over Clear Creek. Commission Member Fevold suggested the use of the educational signs related to businesses within the area and incorporating the historical section of this area. The concept of additional park land being added to the Parks Department responsibilities was discussed. Parks and Recreation Director Proud noted that there have been some preliminary discussions specific to districts. The downtown district may be charged with the general maintenance of certain areas of the IRL. In addition, resources would be coupled with funding by the Parks Department General Fund or a TIF to support maintenance needs. At this time, this has not been confirmed given that the commercial tax dollars have not been distinguished according to pending legislative bills. Commission Member Thayer stated that manpower must be considered when the City is targeting additional land to be maintained by the Parks Department. Commission Member Mount noted that a visitor noted the intriguing differences between the th cobblestone leading to the Marriott, the development to the north of E. 9 and the industrial waste land  to the south of E. 9th. Proud and members acknowledged the phases of the Master Plan and the related perspectives as the area has been planned for during the Master Plan project. Commission Comments Commission Chairperson Fred Fevold Commission Member Fevold inquired about the building at Camp Cardinal Trailhead and how the roof line will look. Proud noted that the gable roofs on the buildings will match the Charles Gay farm structures. Commission Member Laurie Goodrich No additional comments. Commission Member Marti Mount Commission Member Mount referenced the Cedar Rapids Gazette article noting the feature on Manchester and their use of the Maquoketa River’s white water rapids. Commission Member David Thayer Commission Member Thayer inquired about the outcome related the bulldozed areas at the end of Oakdale Blvd. and the wetlands and related mitigations. Proud noted that Johnson County has chosen to buy credits into a wetland bank account in the Tama area. Although this was not necessarily Proud’s recommendation and not one that the City of Coralville has utilized to date, this decision was necessary given the budget and related timeframes. Discussion was held about the impact of this action on wetland mitigation and the loss of water quality and conservation within our own watershed as opposed to investing to wetlands on a large scale but not within our watershed. Proud also noted that Johnson County is also discussing the creation of a wetlands bank in Johnson County. Adjournment Commission Member Mount moved to adjourn at 8:42 p.m.; Commission Member Thayer seconded the motion; unanimous approval. Parks and Recreation Director Proud reminded members that the next Commission Meeting will be held March 19, 2012. She also proposed to members to suggest city facilitates and locations which they might like to tour or review during future meetings. One of the sites Proud noted was the wetland park adjacent to the Marriott. Other sites might also include Rotary Camp Park and the trailhead on Clear Creek Trail.