Coralville Civil Service

Coralville Parks and Recreation Commission Meeting Minutes March 19, 2012 Call to Order Commission Chairperson Fred Fevold called the meeting to order at 7:01 p.m. Present were Commission Members Laurie Goodrich, Marti Mount, and David Thayer, Council Member Jill Dodds, Recreation Superintendent Scott Prochaska, 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 February 27, 2012. Commission Member Mount seconded the motion; unanimous approval. Passes and Punchcards Fees Recreation Superintendent Prochaska shared with the Commission that the Recreation Center will be acquiring a new software package upgrade which will allow memberships to be completed within the system instead of manually. In addition, Prochaska noted that patrons have requested additional options related to options for the indoor pool and aquatic center. The change would encompass the option of a 3-6-9-12 month pass and a combination pass of a pool pass with the addition of a weight room pass. The combinations will promote discounted fees. The pool rates have been increased slightly to align services with neighboring communities. The upgrade will allow membership passes to be scanned and passes will include corresponding pictures on the computer screen for the attendant to match with the picture on the pass itself. In addition, the weight room would also have a pass which would not include a discount but would provide a convenience. Rate increases for the weight room have not been proposed given that the room itself is small and limited in options. Punch card availability will allow convenience rather than cost saving for weight room users. Punch cards will be available for 10 or 20 punches with a two year expiration date. Membership cards will be reloadable. Commission Member Mount made a motion to approve the new membership options and rates. Commission Member Thayer seconded the motion; unanimous approval. Community Gardens Kenneth Goins, Eagle Scout from Troop 2000, returned to the Commission meeting to follow up on the survey provided for Coralville residents related to the Community Gardens. Over one hundred nineteen responses were received. Parks and Recreation Director Proud noted that the st projected date for the gardens will be May 1 . Proud reviewed that the Parks Department will be responsible for preparing the land by grading, importing top soil and compost, and building a few parking spaces with the projected budget for 2012 for $28,000. Recoup costs associated with the development of the Community Gardens may not be a priority; the development of the Community Gardens may be regarded as a recreational and leisure service. Goins and his fellow troop members will be responsible for preparing the gardens after the Parks Department has completed the initial work. Discussions specific and related to the Community Gardens included:  Site itself has a steeper grade than originally planned; area includes about three acres of usable targeted land for the project  Hillside of the land may be considered in the future for plantings for grapes, orchards, berries  Retention basin will be located near the building and Hughes Drive  Storage and equipment (garden tools, hoses, buckets, etc.) will be considered depending on the budget  Overall impressions related to the information gathered and comments provided  Discussion was held regarding comments which may or may not be in the concept plan  Discussion related to initial city, patron, and budget investments and then carrying over to one year later and several years later  Surveys were accessed via city facilities, online, fliers, school sites, newsletters, CV Beat, press releases  Findings from other sites and communities were briefly reviewed throughout the presentation as to practices and insights  Review of garden plot drawing provided  Plot size has varied from original projections; size options may be provided to patrons (10x40 and 10x20)  Plots will be delineated with pathways constructed with cardboard, newspaper, mulch  Grass walkways will separate varied areas within the garden denoting and providing space between plots which may utilize pesticide and those who do not  Consideration of how plots will be assigned initially and from year to year related to fair practice  A few plots will be made available for food pantry donated produce  Discussion related to handicap accessible plots (survey indicated 8% targeted handicap accessible interest) from access to the roadway, between plots on both sides, height of the plot/raised beds vs. boxes and within the plot (longer and thinner) was held  Discussion related to eligibility and related guidelines for the handicap accessible plots  Question of pesticide and organic, chemical free areas will be important and information secured regarding patron interest – planning will need to be considered regarding locations and separation of plots given the land configuration and related spray area and run off  Proposed compost structure on site; determination of how a compost site will be maintained  Consideration of whether Community Gardens may also house chickens; given location, it was determined that live animals would not survive and may not be appropriate for the neighborhood.  Issues related to policies and guidelines being proactive regarding current and future usage Commission Member Mount noted that development of policies and guidelines should be followed with a plan for future improvements  Determination of who will lead the cornerstone of the policies and guidelines and wanting it to be resident led rather than staff led.  Discussion related to challenge of personal usage of fencing to City provided postings which may be problematic when grounds are cultivated for the following year  Issue of deer within this area is a concern Parks and Recreation Director Proud noted that her hope is that a committee will form to self govern the Community Gardens. Council Member Dodd paralleled the governing committee to the Friends of the Library who might generate the policies and guidelines, as well as fundraising to target present and future needs. In addition, the role of the committee could be one in which disputes are referred, common work days would be initiated and supported, good will efforts and produce for the food pantry, etc. It is hopeful that a group of individuals will naturally assume this role and may receive the recognition for their volunteer and leadership efforts. Proud proposed the question, given the late availability of the gardens during the season, whether this season fees should be waived. Proud noted that the intention is to entice the patrons and get them hooked within the community and with the gardens. Council Member Dodds shared her hope that camaraderie develops for those patrons utilizing the gardens. Commission Members conversed about when patrons begin to pay and how their initial investment will be recognized and incorporated into the projected plans. Dialogue regarding whether a nominal fee was necessary compared to waived fees. For the following year when fees are charged, the initial pioneers or governing committee volunteers may have dibs prior to the general public. This triage may create levels of participation or may create a first right usage from year one to the following years. Commission Members discussed the question of whether the patrons who utilize the Community Gardens are individuals who actually have their own access to personal property. It was questioned as to the who the gardens are designed for and whether the gardens are meeting a service to community members who do not have access to personal property to garden or do have access to personal property. Members concurred that the Community Gardens are indeed a service to the community. Personal choices for property owners do not make them ineligible to access the gardens. Commission Member Mount noted that some yards inhibit gardens given the soil and amount of shade. Following the discussion, the Commission recommended that information be sent to those survey participants who provided their name and address. In addition, it was recommended that an additional  survey be forwarded to the respective patrons regarding the initial preparation. City and interpretative signage for the Community Gardens was proposed. Commission Member Goodrich made a motion to recommend that the Community Gardens provide varied plot sizes (10x20 and 10x40) with at least 1/3 of the plots providing organic gardening opportunities with a waived initial fee. Commission Member Thayer seconded the motion; unanimous approval. Council Member Dodds provided contact and referral information for the local food pantry. In recognizing the food back hours, donations may be considered respective of their site pantry volunteer hours and respective church offers. Proud will investigate and secure recommendations regarding donations to pantry sites site from a volunteer based governing group and patrons utilizing the gardens related to procedures and safety. Director’s Report Parks and Recreation Director Proud provided a brief update regarding the Parks and rd th Transit facility. The City will have access to the facility on April 23 with move in on April 30 . Prior to the next Council meeting, a sneak peek will be provided to City Personnel, Commission Members, and Council. Proud, Vice President of IPRA – Iowa Parks and Recreation Association, will be attending the state conference in late April. Program Supervisor Amy Faulkner has been nominated as a Director at Large position. Council Report Council Member Dodds shared the recent Council activities and upcoming activities. Commission Comments Commission Chairperson Fred Fevold Commission Member Fevold inquired whether the Commission will be charged with naming the Community Gardens. Commission Member Laurie Goodrich 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 8:42 p.m.; Commission Member Mount seconded the motion; unanimous approval.