Coralville Civil Service

Coralville Parks and Recreation Commission Meeting Minutes March 24, 2014 Call to Order Commission Chairperson Fred Fevold called the meeting to order at 7:02 p.m. Present were Commission Members Marti Mount and David Thayer, Council Member Laurie Goodrich, Golf Pro Sean McCarty. Citizen Comments None Approval of Minutes Commission Member Mount made the motion to approve the meeting minutes from February 24, 2014; Commission Member Thayer seconded the motion; unanimous approval. Eagle Scout Proposal Eagle Scout Candidate Jack Wingert was in attendance with Scout Leader Steve Rose regarding the Eagle Scout proposal which was originally selected and initially planned with Parks and Recreation Director Sherri Proud. The proposal targets for a shed at the community gardens to store gardening equipment. Wingert described the sized shed desired with sliding to side opening doors. He noted that he was seeking a variety of donations for construction materials and assistance with the overall project. Comparisons of costs related to materials that must be purchased were also shared. A timeline targeting completion by beginning or mid summer is proposed. The Commission Members inquired about the following related to the project: o Who will provide the tools for the construction of the community shed? There are a variety of individuals who will be involved with the project that will provide the appropriate tools for construction. o Will the tools be provided by the community garden patrons or the city? The City of Coralville in cooperation with the Eagle Scout project will provide the equipment; additional tools may be donated and then made available for public use. o What will the interior design of the community shed be like? The interior will include both shelves and hooks for ease in storage. o How will the security of the equipment within the shed be provided? There has been conversation about whether a combination padlock will be provided to the community garden patrons or whether only the honor system will be utilized. o Was this project a result of the community garden survey? This project was proposed by the City of Coralville as a need at the community gardens. o What is the permanency of this community shed? The community shed will be onsite year round. It will be possible to move the shed to varied locations on site given the proposed construction and structure of the community shed. o How will patrons know that the garden equipment will be available to them upon arrival to the community gardens? Basic tools will be provided. A wheelbarrow will also be stored for patron usage. At this time, it is uncertain as to how the equipment will be maintained and secured. o Is it possible for the roof to be constructed of steel? A steel roof may be considered for longer durability and less maintenance. o Where will the donations for materials be secured? The individuals originally involved in the project have proposed donated supplies and materials which may be used. Other supplies and materials may also be secured through additional inquiries. O Where will the exact location of the shed be in relation to the community gardens? At this time, it is proposed that the community shed be located near the gravel pile near the raised garden beds. It was noted that the community shed’s design will lend itself to portability so may be moved if a better place is determined. o What is the size relation of the doors and the community shed itself? The community shed will be 8x8x10. The doors will be approximately six feet high. The metal doors were vetoed by Parks and Recreation Director Proud give ease to opening and possible rust issues.  Commission Member Thayer made the motion to accept the Eagle Scout proposal regarding the construction of a community shed. Commission Member Mount seconded the motion; unanimous approval. Commission Chairperson Fevold authorized the Eagle Scout proposal. Policy Review – Section 900 Golf Golf Pro McCarty briefly reviewed the policies and the proposed changes. McCarty shared that the online availability to schedule tee times eight days in advance has increased registrations by 42% and provides access to patron emails. McCarty addressed the issue of the effect of winter activities on the course. He noted that culvert waste is required to be cleaned up in spring but is minimal and overall the winter activities have not created any hindrances to the course maintenance. McCarty shared about the acquisition of the new GPS systems which will be used for notification to patrons on the course. Messages may vary from pending weather to monitoring the rate of play. For those that are walking, the patrons in city owned carts will be encouraged to update walkers and non-city owned cart users. Personal golf carts require a trail fee usage charge. Along with the GPS system and severe weather, McCarty clarified how credits will enable staff to monitor values related to the point sale system. Discussion was held regarding the wording related to the prohibition of non-golf activities. The question of whether patrons would read the statement the same was raised. The wording may need to be reviewed with one consideration including that the phrase “individual day” rather than season. Commission Member Mount made the motion to adopt the proposed changes as presented. Commission Member Thayer seconded the motion; unanimous approval. Council Report Council Member Goodrich expressed the appreciation to Golf Pro McCarty for the ongoing efforts to maintain and provide a top notch golf course on behalf of and within the City of Coralville. At the approaching Council Meeting, Goodrich noted that the selection and final approval for the Arts Commission will be completed. Megan Flannery will be the liaison to the Arts Commission. In addition, preliminary plans have been provided to the Council for a senior facility on the land east of the golf course made by a Minnesota based organization. The majority of the Council meeting will be to review the finances of the City and the respective departments. Golf Course Department Report Golf Pro McCarty shared that staff are monitoring he golf course with the hopes of opening on Thursday. The final decision will depend on the anticipation of precipitation in the forecast. McCarty reported that the driving range has continued to hold moisture, the frost remains at about eight inches down, there are several pine trees affected by winter kill that create a wall for shank balls, and flood repair work occurring. McCarty reported that the new golf carts are on site, along with the beverage/refreshment cart. The installation of the GPS systems will be two day project in the upcoming week. McCarty reported that his staff has been secured for the upcoming season. His staff includes four retired persons. He also discussed the ongoing partnership with Taylormade Adidas clubs and the offset costs and related sponsorship of an iPad app which records ball speed and the angle to suggest a specific golf club. The agreement to return merchandise to the company at the end of the season and focusing on the marketed feature are both perks for the partnership. McCarty also noted the Youth Camp related to past and projected numbers within the program. Camp dates have been flexible matching the end of the school year. In addition, DIVOTS! is currently open for lunch with April 11th targeting dinner service respectively. Commission Comments Commission Member Fred Fevold 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 7:43 p.m.; Commission Member Mount seconded the motion; unanimous approval.