Coralville Civil Service

Coralville Parks and Recreation Commission Meeting Minutes September 15, 2014 Call to Order Commission Chairperson Fred Fevold called the meeting to order at 7:01 p.m. Present were Commission Members Eve Casserly, Marti Mount, Alex Taylor, and David Thayer, Council Member Laurie Goodrich (arrived 7:40 p.m.) and Parks and Recreation Director Sherri Proud. Citizen Comments A University of Iowa student, Nathan Leaven, 1149 Hunters Run, Iowa City, a Geography major targeting a certificate in sustainability was attending to sit in and review a public meeting for his course requirement. Approval of Minutes Commission Member Thayer made the motion to approve the meeting minutes after securing clarification regarding the meeting minutes and with the noted corrections. Commission Member Mount seconded the motion; unanimous approval. Standards of Care for Turf & Horticulture Parks and Recreation Director Proud shared the related documents being reviewed related to the upcoming bid and current policies for standards of care for turf and horticulture. Proud noted that the manpower and the equipment required for some of the standards at targeted sites are cost prohibitive for the City to maintain and uphold. There are specified sites which the City has determined that it is more cost effective to maintain by contract rather than own and staff the operation necessary to maintain the level of standard targeted. The bid will be a three year bid with a two year additional renewal option. Proud reviewed the standards which have been documented to date, locations for the sites which are listed, justifications as to why and how these standards are implemented, and how the policies and projects are overseen with a monthly rate over the year. Parks Superintendent Coberly reviews the standards on a monthly basis to ensure approved materials are utilized and the overall aesthetic view of the city. Standards for Annual Flowers Maintenance Parks and Recreation Director Proud shared the documents being reviewed related to the annual planters and beds. The spring, summer, and fall planting seasons incorporate May to October. Proud and the Commission recognized the volunteer gardening services of Joan Weiss in and around Brown Deer and DIVOTS! Commission member Taylor asked if the department required the bidder to provide an hourly rate for their services. Proud replied at this time, the bid expectations are for the bidding company to study the standards and to determine their manpower, product, and equipment needed to attain the standard. Areas will vary site to site and City staff feel it would be disadvantageous in pricing to require a per hour cost be stated in the bidding but that a contractor would probably be willing to estimate an area for better understanding of costs for the City. Currently, the City has maintained that staff prefer not to micromanage but to ensure a high level of expectation and as noted, the upholding of standards. Commission Member Taylor indicated the benefits of being able to determine the benchmark costs when comparing business plans and related marketing, manpower, and time requirements. Proud noted that this is something she can work on with staff and contractor to see what comparisons can be achieved. Proud noted that the native areas and sustainability of the landscape continue to be a priority. It was recommended that Iowa State Extension may be able to assist with recommendations. Proud provided information about retention basins and how the basins are typically not chemically treated. The Commission discussed the advantages of the TIF location and targets in and around the Iowa River, the Marriott, and the wetland park. Standards for Perennial Woody Shrub Maintenance Parks and Recreation Director Proud shared the documents being reviewed related to the upcoming bid and current policies for standards of care for perennial woody shrubs. Proud referred to the ordinances and areas reported for dead, diseased, and  dying trees related to nuisance. Proud noted that there may need to be some amendments to the standards to ensure traffic line of site identified maximum height. Standards for Turf Maintenance Parks and Recreation Director Proud noted that this standard is often confused between the responsible parties between the private property owners and the City of Coralville around Hwy 6. There are different levels according to sites which determine the level of standard. The financial budget now includes actual costs for refurbishing and replacement costs and median renovation along Hwy 6. However, other areas of the turf maintenance budget costs are proposed within general funds. Proud referred to previously adopted policies related to trees, description of the invasive and exotic bush species, and what is used in landscape beds may need to be reviewed. Currently, the Engineering Department is reviewing new street tree projects. City Administrator Hayworth and Council Member Goodrich will be participating in the bid review which will include a three hour tour of the contracted areas. Council Report Council Member Goodrich reported that the trail connecting the Iowa River Landing to the Iowa River Power Company is being completed with a temporary asphalt with a 5-8 year life expectancy. After the wetlands and river front park are complete, the trail will be graded and completed as part of the new park plans. Proud updated the Commission on the trail reconstruction and rebuilding with the FEMA monies at the Muddy Creek location north of Wickham Elementary. Commission Member Casserly inquired about the accessibility of the drop box at the new Coralville US Postal Office. Goodrich noted that it is the hope for additional drop boxes to be available throughout the Coralville community. Director’s Report Parks and Recreation Director Proud reported a REAP grant was awarded to acquire an additional 15.57 acres west of Rotary Camp Park. Coralville was cited for the submission of the number one grant in the category of a medium sized city. Proud also reported that the State Recreational Trails Grant was a tough process and the City was not awarded a grant this year. In October, the City of Coralville will submit a Federal Recreational Trails Grant for the same -project. Proud shared that she is currently working on a project that would create an outdoor wedding ceremony area at Brown Deer. Neumann Monson and Brown Deer are targeting some temporary solutions with upper deck and patio opportunities. The consideration includes public access, simple treatments, hard surface area for chair placement, and the need for plantings and amenities. Commission Comments Commission Member Fred Fevold No additional comments. Commission Member Eve Casserly Commission Member Cassely announced she will not be present in October. Commission Member Marti Mount No additional comments. Commission President Alex Taylor Commission Member Taylor promoted the local option sales tax in the upcoming election which if approved, would provide rainy day funds or infrastructure for the City of Coralville. Commission Member David Thayer No additional comments. Adjournment Commission Member Thayer moved to adjourn at time 8:47 p.m.; Commission Member Mount seconded the motion; unanimous approval.