Coralville Civil Service

Coralville Parks and Recreation Commission Meeting Minutes January 28, 2013 Call to Order Commission Chairperson Fred Fevold called the meeting to order at 7:04 p.m. Present were Commission Members Eve Casserly, Marti Mount, and David Thayer, Council Member Jill Dodds, and Parks and Recreation Director Sherri Proud. Citizen Comments There were no citizen comments. Commission members introduced themselves to the Eagle Scout, Billy Goins and his mother, Sheila Goins. Approval of Minutes Prior to the approval of minutes, Parks and Recreation Direction Proud clarified that along with the MPO, DOT were also included in the updates related to Clear Creek Trail planning and its future connection with Tiffin. Commission Member Thayer made the motion to approve the meeting minutes from December 17, 2012; Commission Member Mount seconded the motion; unanimous approval. Eagle Scout Project Proposal Billy Goins, Eagle Scout, addressed the Commission about this project proposal. Goins’ proposal includes building raised, accessible garden beds within the community gardens. Taking into consideration the Commissions questions, Goins will now research and propose his project indicating how many, size of the raised flower beds, and related style and materials. At this time, the Boy Scout Administration has made the recommendation for the raised flower beds to be 4 foot by 4 foot in size. Proud commented that probably wasn’t going to be large enough to accommodate many types of plants. Goins will gather additional information and provide a proposal to Parks and Recreation Director Proud and Parks Superintendent Coberly. Access considerations and the structure which will be able to support the weight were two targeted questions which will also be included in the proposal. During the initial survey regarding the community gardens, nine individuals expressed interest in raised garden beds. Along with the structural proposal, another consideration will be to determine how individuals may acquire a raised bed site. Goins and Proud will call on community organizations for information which will help determine eligibility. Proud shared with the Commission that the community gardens are targeted for availability at the beginning of April with the raised beds closer to beginning to middle of May. Commission Member Mount made a recommendation for Eagle Scout Goins to move forward with the research necessary for a project proposal regarding raised beds at the community gardens. Commission Member Thayer seconded the motion; unanimous approval. Commission Chairperson Fevold authorized the Eagle Scout project. Presentation and Approval of FY14 Price Structure for Programs and Services Prior to the Parks and Recreation Director reviewing the fee schedules for both the facilities, programs, and services, Proud revisited the discussion held regarding the need for marketing for the Coralville Center for Performing Arts. Proud noted that administration recognizes that user groups may not have the knowledge, financial resources, or time for marketing and the Center may need to become more active in this area in helping user groups. Mini grants may be one consideration to assist in the process to support marketing efforts related to events scheduled at CCPA. Regarding the fee schedule for the facilities, Proud noted:  increase in exercise room punch pass cost from $1.50 to $2.  increase in gym rentals to strive to align them more with corridor area like facility costs  increase in North Ridge Pavilion fees The Commission reviewed other facility usages. Periodic reviews of the city facilities and related fees will continue to be reviewed as shown on the fee schedule provided. Increases for pool usage would be looked at for June 2014. Proud reviewed how contract services are currently formulated ranging from a 65-35 split to a 80-20 cost appropriation for the instructor and the City. Contract services are reviewed in cooperation with  City Human Resource Manager, Mike Funke, regarding the service, expertise, credentials, and related programming. Related to programs, Proud noted:  increase in softball registration fees is typically raised yearly.  increase in American Red Cross programs parallel with fees administered by ARC (increase includes both babysitting and swim lesson programming)  increase in BASP costs which is typically raised yearly. The Commission discussed how summer camps will vary at sites across the community which will allow for recreational and leisure opportunities. The camps will not be exclusive to the home school community. Commission Member Thayer made a motion to accept the fees for fees specific to facilities, programs, and services. Commission Member Mount seconded the motion; unanimous approval. Director’s Report Parks and Recreation Director Proud shared that the contract renewal with Quality Care is being reviewed. There is an option of a two year extension which would need to include changes since the last acceptance of the contract. With the additional proportion of costs, if an increase of twenty percent is warranted, the contract will need to be rebid. Proud shared that a meeting was held the week prior regarding the community gardens. Some highlights of the meeting include decision to not fence the first year but to allow individual plot renters to fence his/her plot. If project money is left over in the development budget, a request will be made to ask that the money be held for possible future fencing. Other decisions were to host the garden as free from synthetic chemical products such as herbicides, pesticides ,or fertilizers. Proud noted that the planning committee recognizes that it may be several years to determine the community preferences and the related challenges with the site and service. The priority has been placed in getting the plots established and parking and water prepared, then future projects may be a cooperative growing area for perennial plants and fruit trees. Proud is currently working with ICORR (Iowa City Off Road Riders) for an agreement specific to the mountain biking area. At the Coralville Center for Performing Arts, the rails are being adjusted to better accommodate patron viewing in those seat areas. Elected in December, Proud now assumes the role as the Iowa Park and Recreation Association President for a two year term. Next week, the Department will visit the UI Recreation and Wellness Center. In previous years, the Department visited the printer responsible for the Leisure Line publication and other sites that offer similar services. Council Report Council Member Dodds reported that the transition with the outgoing and incoming Director of Finance has been smooth. The new Director of Finance is Tony Roetlin, a resident of Coralville. Dodds reported that there will be an increase in property owner taxes due to the State’s roll back formula which will provide additional funds to the city general fund. Capital improvements continue to be a challenge. Dodds shared the concern related to the decrease in subsidy from county to the city level for paratransit services. Previously, SEATS was partially funded through Johnson County. As a mandate, the municipal is responsible for continuing the services for the elderly and disabled but the County is no longer willing to subsidize this service. The Commission discussed the various needs related to this service which includes computer and dispatch, communications center, and transportation. Council has discussed options like maintaining a door to door service or changing to curb service. The paratransit system is mandated to run the same hours of regular bus service. Although the possibility of  the discontinuation of transportation services on Sunday result in a $22,000 savings, this does not account for very much of the cost which will be assumed. Commission Member Mount inquired whether the City of Coralville is looking to couple with other cities in the corridor. The Council recognizes that this is a difficult question with no easy answers. The for current budget proposal, $319,000 is allocated for only the City of Coralville services portion of SEATS service. Commission Comments Commission Chairperson Fred Fevold No additional comments. Commission Member Eve Casserly Commission Member Casserly commented on the variety of programs being offered targeting families. Proud highlighted some of the most favored programs and new programming for families. The Commission discussed the fundraising being created by the local schools for Dance Marathon with on site events respectively at the schools. Commission Member Marti Mount No additional comments. Commission Member David Thayer Commission Member Thayer inquired about the schedule for developing the trail west of the youth sports complex. Proud commented that there are current plans for trails on the west side of the soccer room and east side of the pond as part of the development agreement. The alignment was walked last fall and construction is anticipated late spring. This will include the trail over the railroad crossing to connect to the North Ridge Liberty Trail west of the railroad tracks. Adjournment Commission Member Mount moved to adjourn at 8:11 p.m.; Commission Member Thayer seconded the motion; unanimous approval.