Coralville Civil Service

Coralville Parks and Recreation Commission Meeting Minutes January 26, 2015 Call to Order Commission Chairperson Fred Fevold called the meeting to order at 7:06 p.m. Present were Commission Members Eve Casserly, Marti Mount, Alex Taylor, and David Thayer, Council Member Laurie Goodrich, Parks Superintendent Scott Coberly, and Parks and Recreation Director Sherri Proud. Citizen Comments Parks and Recreation Superintendent Proud referenced her Agenda Notes regarding the patron request and her response related to the use of metal detectors in the parks. Although there is no ordinances or policies specifically aimed at metal detector use in the parks, Proud shared that use of metal detectors is welcome but digging for findings is considered vandalism and could be prosecuted under that ordinance. Approval of Minutes Commission Member Taylor made the motion to approve the meeting minutes from December 15, 2014 with the noted corrections; Commission Member Thayer seconded the motion; unanimous approval. Budget Review Parks and Recreation Director Proud and Parks Superintendent Coberly addressed the Commission regarding the budget reviews for the following featuring general requests for revenue increases as well as targeted expenditures with cost of living for employees and maintenance and operational costs. Additional discussions included: Building Maintenance Proud and Coberly discussed the impact which upcoming retirement(s) may have on the department related to manpower, history, knowledge and skills, and current or remaining employees for both building and parks. Options to also consider include computerized and automated amenities which have been initiated or could be utilized. Targeting needed skill levels to address the services required now and in the future is important. Seasonal positions and a variety of levels within building and maintenance given the multiple sites and times which services are needed across the city continue to challenge the best use of resources. Ensuring salaried positions without required overtime or the ability to utilize vacation and personal leave continue to be challenged with the staff currently in place. A review of major purchases and requests for increases given the multiple department and facilities added for general operations and aesthetic maintenance like fountains, flags, signage, and parking was discussed. Given the reserved line items, the money is designated for operational costs as they arise and typically do not follow set dates for replacement. Longevity of mechanical needs, repairs, equipment, or vehicles cannot be easily determined. Parks Proud reviewed the agreement with the University of Iowa related to management of the land and mitigation wetlands for the University Parkway project near the STEM school are included in the budget as a new item. With this project, the city has requested that the City separate the wetland mitigation project with the forested wetland which will then parcel the total acreage area to deter the costs from beginning to end and the related variables for success. Discussion was held regarding maintenance of ongoing parks and locations as well as the new work. Grants may only support the new construction and does not include ongoing and long term needs. In addition, along with general daily operations there are additions of seasonal changes, Eagle Scout events, special holiday and celebration events, and maintenance of volunteer groups for targeted projects. It is recognized that many of these activities are scheduled for evenings and weekends which is not included in the typical work day. Reviews will be conducted for determining if contractual services would be secured for yearly, incidental, or seasonal. Also included in the parks budget is additional project costs for maintenance for sand blasting and painting the North Ridge Park under interstate tunnel, maintenance for developing field 3 soccer drainage, and completion of the Scanlon Master Plan. A line item omitted and replaced includes plant replacement across the city.  Golf Proud reviewed the golf budget end of the year reconciliation documentation with budget year comparisons. At the Auditor’s request, monies were utilized from the reserve and interfund loans but not reflected over to the operating budget which necessitates creating a reconciliation document showing all expenses and revenues. Proud noted that credits were accounted for in correct year allotments but the transfer of funds were not accounted for respectively in the New World system which could be a problem in future years when reports are run. The result misrepresents that the budgets were not planned appropriately which is not accurate. Attention to this issue will be accounted for in future budget years. Proud reviewed the golf revenues slightly under the projected goal given season was shorter due to weather by five weeks than a typical year. In addition, facility event rentals at both the Marriott and Brown Deer were down compared to the previous years. However, DIVOTS had a record breaking year. Proud shared that there is a new sales director with the Marriott and the Marriott Assistant Manager for food and beverage are addressing an action plan to increase rentals. Plans are also included to expand a wedding venue outside Brown Deer for an all-encompassing and unified funding site. Advertisement on the golf carts will include five spots for City owned facilities with additional opportunities for businesses. Advertisement on the billboards will be reviewed for contracts and appearance on site. Council Member Goodrich reiterated that Brown Deer is a municipal amenity that provides a service more than a profit generated business. Proud reported that the next step in budget is for the council to look at capital improvement projects. Proud has noted that a priority is the Coralville Recreation Center parking lot. Commission discussed the impact of the school start date scheduled closer to Labor Day holiday. Proud reported that at this time, there are two drafts of all correspondence given the uncertainty which creates double expenditures for summer services and agencies. Proud stated that the timeline of March 1st is really the latest which parks and recreation departments across the state need to know school start dates in order to plan accurately and has communicated this to the Governor’s office. Clear Creek Greenbelt Logo Proud addressed the Commission for the charge to create a logo which could be utilized along the Clear Creek Greenbelt. This area is approximately 5.2 miles in Coralville to date with an additional 2 miles to be constructed by 2017. Commission Member Mount referenced a similar site in the Parks and Recreation magazine. The brain storming session targeted the following questions: What does the logo represent? What feeling or message do you want your logo to convey? Green Environmental Quiet and peaceful Peaceful hike or bike ride through nature Park like Trees Water Stream or whatever Birds Nature It is not urban It is not cement – not structural, vertical Wood benches, not cement benches Greenbelt as journey not a destination Who is your target market? Who are we talking to – who do we want to sell this to? Who do we think the greenbelt is for? Bike riders, walkers Active people Action oriented Non community members Not current trail users Sell it to people that are picnickers – include picnic tables Selling it regionally – alternate to Hickory Hill, Lake McBride You are not selling it to football crowds – local hotelers with amble traffic; alternate to on campus or up to north liberty Nature lovers Bird watchers Attract money as regional amenity – will this area help us to attract as a destination – pay money in our community Marathon length Connect communities People powered activities – not motorized Snow ski Who do we not want to target – who do we want or not want to target? Not –Campers, snowmobilers, equestrians, Position as another place as Hickory Hill or another location – we have hundreds of acres Remote hikers will utilize the areas What part of the name do we want to emphasis? Clear Creek Greenbelt – is that the right name? Not only specific to the trail Consideration whether it is specific to Coralville – Corridor – Tiffin – Access to softball field Brand logo through the entire area Looking at access along trail and both sides Include direction south – indicate location East west located duration Greenbelt access Does Clear Creek indicate where it is or not Image of south side of Coralville – directional along south Preferred for greenbelt which is unique and brand image that no others have utilized Branch of system marked greenbelt – Parallel of Boston/Indianapolis with green necklace – demonstration of site Do you have specific imagery in mind for your logo? Anything else to add – trees, creeks, birds What does Indian Creek Nature Center – similar location and focus (leaf) Do we want to do this as a contest for kids as foundational for Maura to develop the graphics – community engagement with contest concepts? What are your color preferences? Natural Earth tones Blue green Green yellow Same pallet as nature Goldfinch  Any colors that should not be included? Red and blue Rainbow Goth colors Are there similar logos we like? Indian Creek Nature Center Honey Creek IRL Do you want City of CV logo to coincide with the logo? No – competing with other corridor communities Too many graphics City logo should be used for location within the greenbelt area that is within city limits What kind of shape or image should the signage be? Ribbon mimic stream or trail Ribbon should not be used that not hilly Mile marker sponsored which might include city logo Do sponsorships for trail maintenance, cleaning, service project to maintain cleanliness – Junior Achievement, Optimists, Boy Scouts Compact logo for corner of signage with 6-8 inch Longer graphic with corner graphic Vertical and horizontal version options Map like – inset map location in overall pic of greenbelt duration Other comments Stamp with passport along greenbelt Scavenger hunt with Indian head Rubbings on the side to include marker completion QR code on each of greenbelt locations to build location and info related to site location Director’s Report Parks and Recreation Director Proud revisited the culmination of the budget with the Department and City division heads including the budgets overviewed along with capital expenses. The charge to create an innovative review presentation of the annual report. Proud announced upcoming events at the Coralville Center for Performing Arts and within the department. Proud shared that the upcoming twenty anniversary of the BASP will include reviews of the rules and procedures for the city sponsored program. Differences since the origination and changes within the Department of Human Services and the National After School Alliance provides the framework for the City regarding numbers, staffing, child programming to determine their own standards. Proud noted that the social opportunities which make the BASP different than other programs, age range served, and available space given school district partnerships and site availabilities. Proud announced that with the assistance of Meg Bailey, Coralville now has completed the Parks and Recreation Pro Ragis data base through NRPA for the years 2011, 2012, and 2013, and is currently working on 2014. Coralville is the first city in the state of Iowa to have completed this task. The data base, when completed, will allow Coralville to compare the city to other like locations. Recognizing that Coralville is unique, Coralville is identified second to Des Moines which includes a great difference in population, amenities, and services. Parks Superintendent Report When asked about priorities for the Parks Department, Parks Superintendent Coberly responded that additional staff for building and maintenance would be a primary  need. When considering Coralville’s master planning, the employee numbers are reflective now as they were twenty to thirty years ago. With the acquired nature greenbelt areas, watershed areas, new amenities, and aging locations, there are multiple priorities. Coberly reiterated that often grants look at new location properties rather than maintenance required for existing location properties. In addition, future projected needs include replacement plans for shelter and playground equipment. Council Report Council Member Goodrich reported that she attended a joint meeting for Johnson County. One focus of the joint meeting included affordable housing. Goodrich highlighted Coralville’s commitment to this charge by addressing efforts which include Habitat for Humanity, senior citizen housing, and other efforts. A community meeting event focusing on the land west of Cosco includes over two thousand acres of land which may include industrial and/or commercial land use. A RAGBRAI community overview meeting will be held at the Coralville Center for Performing Arts following the recent announcement of RAGBRAI overnight stop in Coralville. Commission Comments Commission Member Fred Fevold Commission Member Fevold proposed that with the announcement of RAGBRAI in Coralville that a map targeting trail system would be a marketing opportunity be provided to participants and visitors to the area which will bring them back to the community after the event. Discussion was held regarding any gaps in trails and connectors that need to be completed. Proud reported that recently corrections were sent in to MPO. Design of a downloadable app and QR code scans could include trails, greenbelt, and other city amenities for the upcoming event. Commission Member Eve Casserly No additional comments. Commission Member Marti Mount No additional comments. Commission President Alex Taylor No additional comments. Love running on winter trails Commission Member David Thayer No additional comments. Adjournment Commission Member Taylor moved to adjourn at 8:56 p.m.; Commission Member Thayer seconded the motion; unanimous approval.