Coralville Civil Service

Coralville Parks and Recreation Commission Meeting Minutes April 18, 2011 Call to Order Commission Chairperson Fred Fevold called the meeting to order at 7:03 p.m. Present were Commission Members Laurie Goodrich, Mike Moore, Marti Mount, and David Thayer, Managing Director of the Center for the Performing Arts Megan Flanagan, and Parks and Recreation Director Sherri Proud. Citizen Comments None Approval of Minutes Commission Member Moore made the motion to approve the meeting minutes from March 21, 2011; Commission Member Goodrich seconded the motion; unanimous approval. Introductions to the Managing Director Parks and Recreation Director Proud introduced Megan Flanagan, Managing Director of the Center for the Performing Arts. Flanagan began her position at the beginning of March. Flanagan moved from the Chicago area after being employed at Stage 773 and Landmark Auditorium Theater. Currently, her pursuit is to find people to use the multi use space within the Center. In addition, the hiring of two full time staff members and later part time staff members will be one of her many priorities. Other efforts will include securing a ticketing system, reviewing playbills, constructing the text and website for the Center, and advertising. Commission Members respectively introduced themselves related to their longevity with the Commission, connections to Coralville, family and residency, and employment. Flanagan and Proud shared their planning for an Open House event during the last weekend in August before the September 9 opening show of Hairspray is in the preliminary stages. Volunteers were requested. Commission Member Mount shared that the company logo and look may be a pursuit for business cards and letterhead logos. Proud reported that approximately 50% of the sponsoring seats have been purchased; sales for business sponsors for rows of seats and other areas continues. Regarding fundraising, approximately $140,000 still needs to be raised. The estimated costs for the Center will be approximately 1.4 million. Currently, office space for the City of Performing Arts staff is being provided at the public library. During May, the positions of Technical Director and Patron Services are being hired. Brown Deer Golf Course Budget Update Given the recent budget review of Brown Deer Golf Course with Finance Director Terry Kaediing, the budget must be adjusted to better match line items and actual revenues and expenditures. The green fees were down 4% in previous years and the average is showing lower amounts than the last two years. Along with the green fees revenue being lower, it is anticipated that the driving range and cart fees will also be down. An estimated $35,000 adjustment will be required. At this time, maintenance and staffing are being considered as to how changes may impact the budget. Proud shared that Fairway Suites, a hotel franchise connected with Hilton Suites from Kansas City, has made a proposal for an extended stay hotel located parallel to Country Club Drive. The Council has received some preliminary literature. Interest for this partnership has been enticed given the revenue increase that the location of hotel is proposed to link hotel users with the golf course and that a percentage of the occupancy sales along with the monthly ground lease agreement will increase revenue. With the hotel concept, patrons staying will lend to an estimated 4,500-6,000 rounds of golf. The hotel will not include a bar or food service, except for a breakfast service, so patrons will then be directed to the clubhouse and restaurant services. Commission Member Goodrich inquired whether there would be small meeting or break out rooms to attract business meetings with golf and social outings; Commission Member Moore clarified the differences between the site housing meeting rooms and the availability of the great  room at Brown Deer Clubhouse. Commission Member Thayer inquired about the patron capacity when the golf course is closed. Commission Members discussed the number of extended stay facilities in the area and the targeted patrons who would use an extended stay site. Commission Member Mount questioned as to how the proposals were considered. Commission Members discussed how these numbers could be elevated depending on Highland Park, IL projections and Kansas City, MO projections. Within the proposal, the report indicates that at least 9-14% of the patrons at this extended hotel will use the golf course. Likewise, the value of the land with the projected business was questioned. Commission Member Thayer inquired about the City’s commitment to the partnership over time. Parks and Recreation Director Proud shared that she will continue to report the correspondence between the project leader Joe Ross of Fairway Suites and the Coralville Council. Proud projected the course map on the screen for Commission Members to view the golf course boundaries and residential boundaries while explaining how these boundaries must be established or re-established. The City’s error was in not establishing these boundaries when the course was gifted and received. Proud’s goal for this issue is to secure a process on how to handle the present infractions and to communicate and share this information to prevent future issues. The community relations and being a good neighbor will need be weighed against what might be on City land. Any decisions are definite factors in how this will be addressed now and in the future. Consideration of whether the land gifting is a factor when considering the restrictions related to the sales of the land. In addition, there are question related to easements, time frames (given that the course gift to now has been over a ten year time span), individual infractions related to structures and stormwater run-off, present conditions and future policies. Commission Member Goodrich inquired whether the City wants to consider individual situations while Commission Member Thayer conveyed that there was no excuse for individuals to go over park land boundaries as the reciprocal would not be allowed. Although some of the locations may include land which is not needed, the City does not want to create a habitual pattern. It would be best if all land owners know where their property line is at and the related expectations with these property lines. The question of whether the Commission is the governing body to oversee this issue was raised; Director Proud noted that City Attorney Olson will be consulted regarding the recommendations and following action. Green Space Master Plan Commission Member Goodrich reported on the committee work being targeted from the Old Town Coralville to the Iowa River Landing. The beginning phases of the framework plan were documented. Although there are not a lot of specific choices, it does set the stage as to what kind of land will be maintained and moving people from varied locations. Within the Master Plan, there are questions related to how the IRP dam might change and to the effect in how this might change the dam and the water flow. Commission Member Goodrich noted that getting the feedback is one of the most important goals of this committee work. Director Proud conveyed that surveys have been sent out to community members. It is hoped that numerous people in a household will be able to authorize and submit their comments via this tool. She reiterated that the process now is to dream and envision what can be done in the land. Although monies will be a factor later, it is important not to correlate the costs at this time. Director’s Report Parks and Recreation Director Proud informed the Commission that the upcoming summer activities and programs are first and foremost on staff’s work agendas preparation of facilities for spring and summer activities are underway. Council Report Council Member Hoeft was not present for the meeting due to another commitment. Commission Comments Commission Chairperson Fred Fevold No additional comments. Commission Member Laurie Goodrich No additional comments. Commission Member Mike Moore No additional comments. Commission Member Marti Mount No additional comments. Commission Member David Thayer Commission Member Thayer inquired about the sidewalk connecting communities and trails. Proud reported that there are no monies earmarked for sidewalk or trail connections when the areas are not specifically identified in projects. In trying to identify what budget is responsible for the sidewalks or trail connections, questions have been raised as to if these should be funded with the streets department, the annual sidewalk program, parks and recreation line items, or trail panel placements or replacements. A request for funds was jointly submitted by parks and recreation and engineering with the FY12 budget along with a replacement plan that follows the city’s sidewalk maintenance schedule, but was not funded in the FY12 budget. Questions yet to be determined whether the areas are conveniences or transportation connectors. In addition, ADA may be a factor which supports the identification of the City regarding the funding line item. Determination may also be factored by whether the connector is a sidewalk which runs parallel to a street or a trail. With cracked sidewalks, Proud reiterated that the City is responsible for 50% of the total cost when it is an eight foot sidewalk. Proud noted that this concern will be forwarded to next month’s agenda to be discussed with Council Member Hoeft. Adjournment Commission Member Thayer moved to adjourn at 8:34 p.m.; Commission Member Mount seconded the motion; unanimous approval.