Coralville Civil Service

Coralville Parks and Recreation Commission Meeting Minutes December 15, 2014 Call to Order Commission Chairperson Fred Fevold called the meeting to order at time 6:57 p.m. Present were Commission Members Eve Casserly, Alex Taylor and David Thayer, Council Member Laurie Goodrich, Recreation Superintendent Scott Prohaska, and Parks and Recreation Director Sherri Proud. Citizen Comments None Approval of Minutes Commission Member Thayer made the motion to approve the meeting minutes from November 17, 2014 with noted changes; Commission Member Taylor seconded the motion; unanimous approval. Budget Reports Parks and Recreation Director Proud presented copies of the budget reports. Reports include budgetary numbers from 2013, 2014, the current budget year and the targeted upcoming year. Forestry Budget The City budgets for an anticipated salary increase of 3.25% to each budget and is reflected in the forestry budget. An increase was also submitted for seasonal staff moving from $10.50 to $11.00 per hour. The last increase was in 2013. Proud noted that workman’s comp and insurance costs fluctuate according to claims and recommended finance formulas which are reflective in this budget. The budget projections accommodate the work which the Parks and Forestry areas can accomplish at current staffing levels. There are some deductions reflective of cost adjustments compared to actual costs and deductions related to the completion of the tree digging project costs at the Pratt Property. This budget includes a line item for addressing the tree injection to save selected ash trees within the city’s park system. Future policies will include the parameters which will designate the ash trees that will be saved within the city. Recreation Recreation Superintendent Prohaska discussed the balance between increases and decreases related to costs for facility rentals and the respective amounts of revenue accomplished in activities and programs. Concession stand budgets reflect what has happened and what will happen given incoming tournaments and events at youth sites. Changes in budgetary line items like Adventureland reflect how the process and sales are maintained with online purchases. The Athletic Coordinator which was new last year was aligned as a ¾ position beginning in June but with hotel motel tax monies. A full time position may be posed in the FY17 budget cycle but first surveying and documentation of increase of programs and services will need to be shown. Proud and Prochaska shared documentation specific to the increased need for additional clerical staff and the expectations related to clerical support for the thirty-three recreation and parks service positions and customer service support. Customer service support includes patron service for customers entering the door, registration, phone call service, and general front desk duties and tasks. Ultimately, the goal is to utilize the tools which have been invested with the services which are required for the City of Coralville. After the presentation of the data reflecting the need for additional clerical staff, Commission Member Taylor inquired about whether the angle targeting to the amount of revenue lost during an unanswered service call may impact the budgetary factors. At this time, major modifications have not been posed given that a determination of the Recreation Building expansion timeline is uncertain. Configuration of the back area targeting a two person work  area with flooring change may be considered given the clerical needs but additional targets have not been posed. It was noted that in the spring of 2016, considerations for future programming planning specific to senior citizens will be incorporated in the budget. The Commission discussed the upcoming community facilities which will support senior citizen housing in the community. The Recreation Department is considering whether services will be offered in the Recreation Center or within the new facility offsite. The partnership with site space and staffing has yet to be determined. Softball Recreation Superintendent Prochaska addressed related costs and fees respective of softball rentals and leagues across the city facilities. Related costs reflect overall consistency with utilities, maintenance of staff and sites. Partnership The combined sites of Van Allen and Wickham and Borlaug and Camp Coralville were reviewed from the restructuring that occurred. Breakdowns on the budgets included both combined service sites and individual service sites. The partnership budgets are within the black or slightly under budget. Sites have been appropriated with specific programs and offerings. Additional vans and alternate transportation were also considered to provide additional services and respective participation. The line item included a purchase of a fifteen passenger van costs were included for the mini bus replacement. Scholarship programming and now offered scholarships for free and reduced lunch participants are respective for cost appropriations to match cost needs as determined by the City of Coralville. The proposed budgets include the ICCSD equivalent for child care assistance following the associated guidelines with the state’s program. With the identified child assistance, the Parks and Recreation does not necessarily match the costs associated reflective of the ICCSD mandate policy and a recommendation has been made to not participate in the next Kirkwood Kicks grant cycle in order to move those funds to a child care assistance equivalent program. Additional funding will be secured with service organizations. The Commission Members discussed how partnerships with the City of Coralville and the relative agency locations may impact programming and additional partnerships with Kirkwood Community College for manpower and related services. Opportunities may be considered for STEM initiatives and practicums and on site academic credit options. Noting programming for school day and evenings may be conducive with the building construction with ICCSD, Kirkwood Community College, and the University of Iowa on Oakdale Boulevard. Transportation may be a factor to be resolved given locations. Director’s Report Parks and Recreation Director Proud reported to the Commission that the school start date is being scrutinized as to the effects it may have on not only the Before and After School programming but also on other summer programs and facility programming. Typically the City of th Coralville has their summer plan established by February 20 . This may have a definite impact on budgets and on summer services. Council Report Council Member Goodrich reviewed the windmill ordinance which allows private residential property owners to have windmills on their ponds to assist with aeriation. A similar ordinance will also be included for commercial owners. In addition, street construction in the Westview Estates includes current communication with the neighbors regarding the city’s actions. Commission Member Casserly shared that she received concerned comments about this proposed change. Goodrich also reported that the Council is currently reviewing Board and Commission appointments. Commission Member Casserly, along with the Parks and Recreation Commission, has also been reappointed to the Civil Service Commission. Next week, a joint meeting with the City of Coralville and  Johnson County Supervisors will be held at City Hall. The public is invited to attend. Varied topics which may be reviewed may include re-evaluation of the SEATS services and Oaknoll Park. Parks and Recreation Director Proud invited Commission Members to an event honoring the Eagle Scout projects which have been completed during the last sixteen months. The event will be held at th Pancheros on January 13 . Commission Comments Commission Member Fred Fevold No additional comments. Commission Member Eve Casserly Commission Member Casserly discussed the monies targeting Senior Services which will support communities. She shared that the Elder Services were evicted which has caused great hardship given the services and location changes. Commission Member Alex Taylor No additional comments Commission Member David Thayer No additional comments. Adjournment Commission Member Taylor moved to adjourn at 8:16 p.m.; Commission Member Thayer seconded the motion; unanimous approval. The following are the proposed Parks and Recreation Commission dates for 2015: th January 26 – 4 Monday, Martin Luther King th February 23 – 4 Monday, President’s Day th March 23 – 4 Monday, ICCSD Spring Break April 20 May 18 June 15 July 20 August 17 – this date may be cancelled depending on schedules and meeting agendas September 21 October 19 November 16 December 21