Coralville Civil Service

Coralville Parks and Recreation Commission Meeting Minutes December 16, 2013 Call to Order Commission Chairperson Fred Fevold called the meeting to order at 7:01 p.m. at the North Ridge Pavilion. Present were Commission Members Eve Casserly, Laurie Goodrich, Marti Mount, and David Thayer, Council Member Jill Dodds, Recreation Supervisor Scott Prochaska, and Parks and Recreation Director Sherri Proud. Citizen Comments None Approval of Minutes Commission Member Mount made the motion to approve the meeting minutes from November 18, 2013; Commission Member Thayer seconded the motion; unanimous approval. Budget Reviews Parks and Recreation Director Proud and Recreation Superintendent Prochaska reviewed the following budgets: Softball The last several years of operation have maintained an average number of teams for play across leagues; one field has been designated as a church league on Friday nights and additional tournaments have been scheduled at Creekside. While trying to keep team fees in line with other organizations, public relation efforts were to encourage patrons to utilize concessions on site instead of moving to an offsite location so we can continue to keep fees the same. Improvements in sales have been noted both in the regular season and tournaments. Contract and wage scales have remained fairly consistent. Additional amenities and shade areas are still being considered and proposed with a playground and a shelter for an Eagle Scout project(s). ADA recommendations have been targeted to be completed this year. Feedback includes the lower number of diamonds on site makes it hard to attract higher level tournaments but efforts have built coordination of sites across the community which has allowed Coralville to host some major events. A department challenge is when to open seasonal practice and play without causing damage to the diamonds. At the Youth Sports Complex, trail pathways need to be designated and placed with considerations between elevations and bleacher sites in order to meet ADA requirements. Recreation Since the last review of budget, the paired administration roles with cross training has supported personnel, reduced stressors and built positive reactions to daily and unforeseen events. Within the department, Athletics continues to be challenged. An Activity Coordinator position has been included in the budget request given the value impact for the community reflective of the position and tournament opportunities which may be tapped. Commission Members discussed the breakdown of line items with units, revenues, and expenditures related to specific focus, programming, wage increase, history average, and expenditures. Capital requests in the FY13 budget were delayed given tight funding during the last year. This year, a proposal of a three year budget procession will include a steel roof shade structure with related amenities for the Youth Sports Park. Focus for future department expenditures include a playground, game room and weight room equipment and a reserve for vehicles. Golf During this fall, golf carts at the golf course were secured through a leasing contract. GPS units which includes multiple functions with opportunities for messaging and advertising are being reviewed. The system comes with a screen in the clubhouse which allows staff to monitor patrons on the course.  Budget line items were reviewed. Similar to Recreation, Proud is questioning as to how pairing employees may assist with maximizing overall department functions in parks and golf. Proposed budget included costs related to irrigation, DIVOTS! upgrades, maintenance equipment. Proud reviewed the golf division challenges and related questions that come when considering leasing or purchasing equipment. Currently, the shared budget proposal remains unbalanced given FF and E (furniture, fixtures, and equipment) monies and food and beverage allocations which remain to be completed by the management team. Area golf course comparisons were shared with a variety of comparisons noted. With all operations city wide, the department explores varied options for leasing, improving operations, altering and promoting venues while appeasing to the public’s needs. Community Plan Commission Member Goodrich shared the document compiled from the City of Coralville’s Comprehensive Plan Committee. This plan will encompass city efforts for the next fifteen to twenty years. Commission Member Goodrich shared the highlights of the plan specific to parks and recreations. Parks and Recreation Director Proud will plan to share when this document is available electronically on the city web site. Director’s Report Parks and Recreation Director Proud briefly shared that the staff are continuing to complete budgets and when time permits from immediate needs, begin planning for spring. The current Leisure Line began with registrations over the weekend with numerous calls today for registration of new programs and activities. Council Report Council Member Dodds reminded Commission Members of Mayor Fausett’s retirement reception prior to the last council meeting. The reception will be at the Coralville Center for Performing Arts. In addition, Dodds wanted to express her appreciation to the Commission for their work during the last year while she has been the liaison. Recognizing that she is unsure how newly appointed Mayor Lundell will assign council personnel to commissions, Dodds wanted to express her gratitude. Dodds reminded the Commission to participate in the Linda Severson Challenge for community service and donations targeting the food drive for the Coralville Ecumenical Food Pantry. The area communities donate and count food donations with division correlated with the number of employees within a given city. The current trophy holder is University Heights. Commission Comments Commission Member Fred Fevold No additional comments. Commission Member Eve Casserly Commission Member Casserly posed to Proud that Linn Street Band will be practicing in Coralville in late January and that a connection might be made with the City. Casserly also inquired about recreation center patronage with individuals who visit the recreation center daily. Proud addressed Casserly’s concerns noting that they are aware of patronage and do not allow individuals to sleep in the facility and monitor longevity of attendance and activities. Commission Member Laurie Goodrich Commission Member Goodrich thanked the Commission as she moves from Commission Member to Council Member. Commission Member Marti Mount No additional comments. Commission Member David Thayer Commission Member Thayer commended Proud for her request for additional staff given the numerous additions which have occurred within the city over the years. Thayer emphasized that it is important for the city to match the growth with personnel to support the growth. Adjournment Commission Member Thayer moved to adjourn at 9:10 p.m.; Commission Member Mount seconded the motion; unanimous approval.