Coralville Civil Service

Coralville Parks and Recreation Commission Meeting Minutes December 18, 2017 Call to Order Commission Chairperson Alex Taylor called the meeting to order at 7:06 p.m. Present were Commission Members Eve Casserly, David Thayer and Marti Mount (via speakerphone), Recreation Superintendent Scott Prochaska, and Parks and Recreation Director Sherri Proud. Commission Chairperson Fred Fevold arrived at 7:10 p.m. to assume Chairperson duties. Citizen Comments Parks and Recreation Director Proud and Council Person Goodrich shared that some of the neighbors inquired about the impact of the land lease with the proposed hotel brand for the neighbors at a recent Council Meeting The Council will continue to review the PUD and hotel specifications and have told residents they will get an opportunity to see the proposed exteriors. Approval of Minutes Commission Member Taylor made the motion to approve the meeting minutes from November 20, 2017 with the noted correction. Commission Member Casserly seconded the motion; unanimous approval. Review of FY19 Budget Parks and Recreation Director Proud and Recreation Superintendent Prochaska shared the budget reports for the varied budget lines and departments respectively. A review of how the budgets are designed and the reports indicate the amounts for 2015, 2016, and 2017 with projections of 2018 and 2019. Recreation Center  Attention to recreation programs revenues targeting correct line items  Comparison focused on five year history with projected and actuals  Morning Supervisor wages incorporated within the expenses given school district start times  Correction of Administrative Assistant wage for projects and vacation coverage for the front desk  Playground projected action expense costs for upgrades and including district neighborhood funding and TIF to general fund  Commission Member Taylor recommended that the City of Coralville coordinate with ICCSD regarding their current attention to playgrounds; City of Coralville ADA recommendations will also be incorporated into the action plan. Softball  Adult softball currently showing decrease in participation.  Concessions and rentals have decreased the amount of subsidy required.  Maturity of field turf has also helped in reducing expenses. Senior Programming  Proposed 30 hr./wk Staff to partner with Grand Living. If partnership does not come to fruition, the position would be 20 hours per week.  Proposed startup costs and related programming expense and revenue also included. Partnerships  Borlaug, Van Allen, and Camp Coralville BASP and Summer Programs  Wickham BASP and Trail Trekkers  Increase in annual fee, no school days, and daily costs to comprise a balanced budget due to increased rates related to staff insurance costs and program food and transportation costs.  Changes in school time schedules over the years created some fluctuation with before school programming and after school programming. Brown Deer  Budget is always prone to being affected by weather  Cross over from enterprise fund to general fund to support revenue and expenses during the budget projections has made reporting from year to year harder to track. Tony Roetlin is helping to prepare a report to show FY18 end compared to budget.  Reviews of varied programming and related costs were reviewed.  Facility maintenance is included on golf side rather than food and beverage side of budget. Onsite management provides the direction to ensure daily and ongoing maintenance.  Foods and budget are impacted by low numbers of weddings onsite which resulted in decreased line items.  An updated and final budget will be reviewed by Marriott as well. Discussion was held regarding the decreased participation of patrons across the programs. Expenses continue to expand without the increased participation. Considerations for future programming will continue to be reviewed.  Commission Member Thayer inquired whether the staffing meets the proposed budget and respective programming especially for the all staff and the new proposed Senior Programming Staff. Proud noted that in the future, continued focus on staff and their respective budgets is critical for reviews and projections. Given the monies allocated for the budget, the Department focuses on what monies are requested and how efforts are implemented. Commission Member Thayer made the recommendation for the Commission to approve the budgetary recommendations as reviewed to the Council. Commission Member Taylor seconded the motion; unanimous approval. Director’s Report Turf and Horticulture bids were posted to target budgetary projects. Proposed IRL operation changes may be assumed within the City of Coralville with some full time and part time seasonal dedicated personnel. With the new development and with the arena needing urban attention, both these targets are included within the budgetary projections. At this time, WATS group oversees the CAM District and the City of Coralville Parks and Recreation Director and Parks Superintendent provide support and consultation as needed. Commission Member Taylor inquired about whether there is an association that would be developed to oversee these related needs; Proud indicated that at this time, this has not been determined. Leisure Line was released for winter and registrations is underway. In spring, Commission will review playground proposals for Creekside Ball Park and Kiddie Korral Park. Council Report Council Member Goodrich reported that continued focus on building and road work across the city. Road work addresses the connection between the water lines with Drury Hotel and parking ramp. Goodrich reported that east of the gas station on Oakdale, condominiums and town houses will be erected. Ethan Allen Furniture will be a new facility at the IRL. Council Member Bill Hoeft will end his current term with Meghan Foster assuming a new term on the Council. Council Member Goodrich reported she will transfer to the Arts Commission with Commission Member Jill Dodds will be reassigned to the Parks and Recreation Commission. Commission Comments Commission Member Fevold Commission Member echoed the sentiments of service to Goodrich and to the Parks and Recreation staff for their ongoing services. Commission Member Eve Casserly Commission Member Casserly thanked Council Member Goodrich for her service to the Parks and Recreation Commission and her ongoing role on the Council. Commission Member Alex Taylor Commission Member Taylor expressed his appreciation to Council Member Goodrich for her service to the Parks and Recreation Commission. He also extended a thank you to Parks and Recreation Department for their leadership and services. Commission Member David Thayer Commission Member Thayer inquired about the Scanlon Development. The water and sewer hook ups are continuing to occur. Watts Group was overseeing the development but Scanlon has taken it back over. Proud noted that the Master Plan for the park has also been put on hold. Commission Member Marti Mount Commission Member Mount inquired about the renovations and funds contributing to the Kiddie Koral. Mount inquired about whether this area would be lucrative for a small park with the land area and benches rather than play equipment and other amenities. The Commission discussed the Before and After School Program viability of offering a before school program given the time schedule with the Iowa City Community School District time slots and before school supervision. With only about 35-40 minutes of program, do the costs outweigh the use and benefits. Proud noted that ongoing discussion with the school district and related surveys with parents will be important to determine next steps. Adjournment Commission Member Taylor made a motion to adjourn the meeting at 8:05 p.m.; Commission Member Thayer seconded the motion; unanimous approval. Next Meeting: January 22, 2017 -- (one week later due to Martin Luther King Jr. Holiday) No meeting in February 2018.