Coralville Civil Service

Coralville Parks and Recreation Commission Meeting Minutes May 19, 2014 Call to Order Commission Chairperson Fred Fevold called the meeting to order at 7:08 p.m. Present were Commission Members Eve Casserly, Alex Taylor and David Thayer, Council Member Laurie Goodrich, and Parks and Recreation Director Sherri Proud. Citizen Comments None Approval of Minutes Commission Member Taylor made the motion to approve the meeting minutes from April 21, 2014 with word usage and sentence intent clarification; Commission Member Thayer seconded the motion; unanimous approval. 100.00 Recreation Policy Review Parks and Recreation Director Proud presented the policies governing programs. An internal staff committee initially reviewed the policies and posed the policy changes to the Commission. Proud reviewed policies related to customer service and related justifications specific to registrations. In addition, she noted how making contacts for waiting lists have changed from people responding to phone message to having better luck by e-mail contacts. One of the policy considerations was related to the request from the Iowa City Community School District that we provide scholarships to BASP students. The directive given to Partnership Programs has been that it must not be subsidized so staff has been working on this challenge to determine what is best for the department and BASP programs. Staff proposed using a sliding fee scale to make sure that any hard costs such as materials and consumables are covered and proposed raising the working ratio from 1 adult to 10 kids to 1 adult to 11 kids so that this cost is still maintained within the program. The programs provided in school site buildings remain accessible to all individuals which utilize these locations. Related programs within the school system or at other sites may differ according to licensure and scholarships. Currently the program is exempt from licensure via DHS. DHS licensure and the departments program have very similar requirements in the areas of staff background checks, guidelines related to supervision, appropriate activities and snacks, ratios and spaces to use. At this time, there are not apparent benefits for the City of Coralville to move to a licensing system. With the addition of a scholarship program, this would add a mechanism for families in need of financial support to participate in programs. Proud noted that a draft of the proposed policy related to financial assistance will be reviewed and shared specific to Before and After School Programs. This will be congruent with the city policy for other programming options. Commission Members discussed the impact related implications would have on revenue line items depending on city financial assistance options. Additional considerations for the BASP include two year windows for wait lists, ensuring spots are utilized, utilizing an integrated waiting list and maintaining a diverse and equitable service. Additional factors may include endowments or community fund monies and building funds for summer placement. Proud reported for current recreation program scholarships, about $3000-$4000 are used each year. Other highlighted changes included clarifying the satisfaction guarantee to promotion of a quality customer experience and clarifying the change in definition of age for an adult versus a youth program. Commission Member Taylor made the motion to accept the 100.00 Program Policies with the appropriate edits recommended by the Commission. Commission Member Thayer seconded the motion; unanimous approval. Director’s Report Parks and Recreation Director Proud noted that next month’s agenda will include sharing of the Annual Report and the proposed policy review of the 200.00 Cemetery Policies. During the next month, a meeting with a cohort group regarding proposed trends and the City’s role related to funerals and cemeteries will be conducted.  Proud shared about the upcoming school partnership events related to specific days, schools, and targeted projects. The Play Every Summer Day event was highlighted. Fortunately, there have been not cancellations related to golf outings but play has been limited. Proud will also be approaching the season of grant writing. Proud announced that Wes Holtkamp was hired for the Recreation Supervisor position. Council Report Council Member Goodrich reviewed the ongoing topics which are occurring at the recent meetings. The City continues to investigate the organization for financial institutions related to bonds and loans. Commission Comments Commission Member Fred Fevold No additional comments. Commission Member Eve Casserly Commission Member Casserly shared that she was onsite for the unveiling of the Herky statue onsite at the Coralville Youth Complex. She noted trash was on the grounds at the complex. She supported that this would be a site which peer modeling regarding responsible and ownership of the community would be advantageous. Commission Member Marti Mount Absent Commission President Alex Taylor No additional comments. Commission Member David Thayer No additional comments. Adjournment Commission Member Thayer moved to adjourn at 8:40 p.m.; Commission Member Casserly seconded the motion; unanimous approval.