Coralville Civil Service

Coralville Parks and Recreation Commission Meeting Minutes December 17, 2018 Call to Order Commission Chairperson Fred Fevold called the meeting to order at 7:09 p.m. Present were Commission Members Eve Casserly, Alex Taylor, and David Thayer, Council Member Jill Dodds, Parks Superintendent Alex Buhmeyer, Recreation Superintendent Scott Prochaska, and Parks and Recreation Director Sherri Proud. Citizen Comments Parks and Recreation Director Proud reported that a call was received about the snow removal request for Forever Green Road to Oakdale Boulevard. Proud shared the trails and sidewalks that are included in the snow removal policies. Varied routes were shared with the patron regarding alternate routes. Approval of Minutes Commission Member Taylor made the motion to approve the meeting minutes from November 19, 2018, Commission Member Casserly seconded the motion; unanimous approval. Budget Review Parks and Recreation Proud, Parks Superintendent Buhmeyer, and Recreation Superintendent Prochaska reported on the following: Aquatic Center Currently on year 15 of the facility; typical life is 25-30 years Limited funding for maintenance, delayed maintenance, and corrosive water and weather conditions have created greater expenses than we are keeping up with in the budget. Reserve funds currently will not cover the proposed maintenance plan. Review of targeted projects and equipment replacement requests were prioritized. Increase of 25c for admission for rate of $4.75 was recommended; last increase was 2016. FY20 reflects budget averages over three years for expenses like water and utilities. Discussion of employee wages across corridor, especially IC Parks and Recreation, conflicts with rates for City of Coralville. The rates that IC are proposing with a $1 jump in wages are not feasible for Coralville Parks and Recreation so other incentives are being considered within training, spirit incentives, and inclusion with programming, Indoor Pool Budget similar to FY19; Indoor pool life expectancy is a big factor in trying to look at improvements. The Indoor Pool is thirty years old and a typical indoor facility life expectancy is 35-45 years. Targeted maintenance will be replacing the grate system; expense included in mechanical reserves. There are additional funds in Citywide capital improvements due to possible future Iowa mandate regarding adding UV disinfection to all commercial pools. Increase of 25c was recommended for a rate of $4.00; last increase was 2016. Partnership Programs Review of student services at the varied sites were discussed. Reserves are included for a 45 passenger bus, 24 passenger mini bus, and 15 passenger van Reserves are also set aside for kitchen appliances at sites Recommendation made to increase fees $5 for summer camp and $5 for each of the categories of before school, after school, and both for BASP. Recreation FY19 included slight increase of fees in some sports areas and for shelters. Coralville Youth Sports Complex schedules primarily for games and tournaments; the Phase II expansion plan would free up diamonds for practices and increase the viability of the facility for bigger tournaments and not being dropped from tournaments for facilities with 8 diamonds instead of 5. Reserves are dwindled given the building maintenance required with an older facility so money has been allocated for replenishing reserve. Building longevity and repairs need to be considered; currently 14 year old air handler next on replacement list; Roof evaluation will be conducted in Spring 2019. Money has been allocated for a summer mailing or postcard mailing for the Summer Activity guide. Although participation numbers have been steady, it seems newcomers to town are not award of the vast array of Parks and Recreation services that are offered. A yearly reminder to mailboxes may help in this regard. Summer lunch program plan being considered related to mission, community need, USDA requirements, population access, camp interest and participation, transportation, access, and the appliance cost investments which will be required.  Alternate special events include: Food Pantry offerings/paper bag lunches; Adopt a Library with healthy food/snacks; Community events including a meal program and activity Senior Programming City of Coralville has maintained a 20 hr. position Current partnership on hold given capacity not yet secured on site at Grand Living. There is reciprocal programming on site at Grand Living and within City of Coralville sites which has created advantages for both and kept interest high. Camps Van Allen – larger summer camp program Wickham – programming is different with no full day summer camp but has ½ day programs and Trail Trekkers. Events include bike rodeos, bike helmets, trail trekkers, trail ambassador role for the loss in the Wickham budget. Parks Woodland Restoration Program includes funding as a REAP Grant and remaining funds in the FY20 budget request. Eagle Scout projects will support Altmaier Family Park Archery Range and MA Ewalt parking lot. Consultant has been secured for Creekside Cross flow trail to determine next steps for terrain and down hills. Brown Deer Clubhouse Review of programming with Marriott and Brown Deer targeting options, location rental, catering options Consult regarding budget analysis with Swift Foundations Parks and Recreation Director Proud noted that overall the budget expense request is a 4.4% increase with a budget revenue proposal of a 2% decrease. The decrease comes in mostly the CCPA. With the budget proposed, The cost of Parks and Recreation services is just $190 per resident per year. Commission Member Casserly made a motion to accept the budget recommendations. Commission Member Taylor seconded the motion; unanimous approval. Update on Hawkeye Redi Mix Site The Hawkeye Redi Mix site will be incorporated with the Riverfront Planning at the Iowa River Landing. This project will be cooperatively addressed by Planning and Zoning and Parks and Recreation. Beginning conversations will focus on the easement, storm water, removal of concrete and a berm vegetating the surrounding area. Upcoming grading and trail work for the Riverfront Park will be completed. Future amenities may include an amphitheater, splash pad, and a Farmer’s Market area. The dam at the site may include a stream banked mitigation site. This will allow for canoe and kayaks in a water elevated pool. Although a marina has been recommended for this area, the funding has not yet been secured. Ideas for trying to meet the funds available for the Crandic Trail may be to reduce the trail in size from a 10 ft. trail to a 6 ft. trail. The Master Plan for the Iowa River Landing was completed in 2012. Council Report Council Member Dodds reiterated that the Woodland Restoration Project is moving forward. Within the next six to eight weeks, the attorneys will lead work sessions to address the funding and closings for the Iowa River Landing development. The Council will begin with budget work in December. Dodds also shared about her family experience during the amazing and stunning performance of City Circle’s Beauty and the Beast. At the North Ridge Pavilion, she reported the entrance code did not work and the stove heat light is stuck on. Recreation Superintendent Prochaska will follow up with the two concerns, ensure that a call number is printed on the receipts and follow up to ensure the handicap access is functioning. Director Report Parks and Recreation Director Proud reported that staff are working on partnership programming ideas for the Field House for the Council. The City plans to program space promoting community sector while ArenaCo will promote the private sector. Proud noted that the focus will be on new programs, expanding programs, location transfer of activities, and consideration of special population programs. A consideration in question for staff is whether programming includes a rental fee. The Community Meal held last Friday with over 300 people being served a spaghetti dinner. Trader Joes sponsored the event with their donation of spaghetti and spaghetti sauce. This event also included a prize walk (similar to the traditional cake walk), a bouncy house, gym play, and take home spaghetti containers. The Community Meal is scheduled quarterly.  Proud announced that Commission Member David Thayer will be retiring from the Parks and Recreation Commission with over twenty years of service. Commission Member Thayer will be honored at a January City Council Meeting at 6:30 p.m. Proud made a recommendation to the Commission that a member that has served for a designated amount of time should be recognized with a planted tree and a rock salutation in honor of their service. Commission Member Taylor made the motion supporting the Parks and Recreation Department to honor Commission Members that have served over three terms as recommended. Commission Member Casserly seconded the motion; unanimous approval. Commission Comments Commission Member Eve Casserly Commission Member Casserly questioned whether Council Member Dodds would maintain with the Parks and Recreation Commission in 2019; Council Member Dodds replied that she understands that appointments may change in 2019 but her request will be to remain with Parks and Recreation. Commission Member Fred Fevold Commission Member Fevold expressed his gratitude to David Thayer for his mentoring and guidance on the Parks and Recreation Commission. Commission Member David Thayer Commission Member Thayer confirmed that the Thayer Conservatory will be maintained by Parks and Recreation; Parks and Recreation Proud recognized the efforts which Judy has contributed to the conservatory. The Commission also recognizes Judy Thayer. Commission Member Alex Taylor No comment Adjournment Commission Member Thayer made the motion to adjourn at 8:37 p.m.; Commission Member Taylor seconded the motion; unanimous approval. Next Meeting: January 28