Coralville Civil Service

Coralville Parks and Recreation Commission Meeting Minutes June 20, 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, Center for Performing Arts Managing Director Megan Flanagan and Parks and Recreation Director Sherri Proud. Citizen Comments None Approval of Minutes Commission Member Thayer made the motion to approve the May 16, 2011 meeting minutes with a spelling correction. Commission Member Mount seconded the motion; unanimous approval. Coralville Center for Performing Arts Parks and Recreation Director Proud and Managing Director Flanagan reviewed the current construction status of the Center for Performing Arts. The completion of the theater shell will be completed by the end of June. At this time, it looks like this timeline target is accurate. Additional contractors for the electrical and sound work are now on site. The lobby portion of the theater is now being finalized with drywall and plywood for the walnut siding. The large tiling floor will be completed as a final step. Second floor offices are beginning to take shape with space formations and amenities. The staff will participate in a two-week training with Technical Supervisor Eric Burchett. User groups are also encouraged to participate in these trainings which will include mock situations. Flanagan noted that a final tour will be scheduled at the end of June; invitations will be sent to Council and city wide Commission members. A two-evening premiere event to be held the weekend of August 26 will include an evening with corporate and local financial sponsors and another evening with the Council, City Commission members, and seat sponsors. There will also be a general public lottery for additional seats at the special events. Varied performing groups and a tentative schedule of upcoming events were shared for the upcoming year. During Saturday afternoon, a public open house with be held with varied stage happenings occurring. On Sunday evening, Dreamwell and City Circle will create an improv short play project. Performing Managing Director Flannery shared a handout noting the proposed mission, vision, examples of the logo and stationary, and a listing of the varied committees and respective participants. Flanagan encouraged members to participate and share in the collection of event posters which will be framed and displayed in the Center. In addition, Iowan artists are being featured. Mary Lea Kruse, a local art consultant who previously was associated with the UIHC Art and assisted with the Marriott, is providing her expertise in decorating the Center. Several local families have offered art pieces which will be utilized throughout the Center and new art will also be pursued. Flanagan highlighted the featured events scheduled throughout the year. In addition, she shared the potential contracts which continue to be negotiated. There are some contracts which are being considered due to the amenities which are available with the facility. Some of the potential contracts are waiting until the Center is finalized for their commitment. Regina is planning their high school performance at the Center given the ability to utilize the flying system. Proud continues to monitor the construction and target changes which can be utilized during the final completion rather than after the Center has been completed. Commission Member Thayer expressed his excitement about the possibility regarding flexible lighting which will allow unique artistic creations. Thayer also noted that along with this flexibility, coordination of how the staff will ensure that the Center returns to a standard set up will be critical. Determining how the rental party and the staff manpower will coordinate the facility should be considered prior to the time that the rental contract is secured and used. Proud noted that the Center will be able to provide a continuum of amenities and a repertoire of services which will allow general usage of the standard features to expertise options. Commission Member Moore encouraged reasonable prices to ensure interest of patrons while avoiding sticker shock and with the encouragement of additional rentals in the future. Proud and Flanagan noted that with the kind of facility which is being constructed, it will be critical to ensure that the Center provides appropriate revenue without devaluing the Center itself. They noted that prices will be factored on frequency, longevity of events, day and evening weekday and weekend usage, multiple bookings, along with other variables. Larger bookings will be pursued; however, it is recognized that if commitments are not secured, the goal of the Center is to book as many events as possible. Thus, priorities and respective timing will be a challenge but a recognized component to be balanced. The Commission reviewed, discussed and finalized the mission and vision statements. Discussion points included • ensuring that the Center welcomes opportunities for both public and private events • supports the usage but emerging and established artists, companies, and organizations; varied levels of engagement will be encouraged • recognizes that the contracts may include patrons will all levels of tech and artistic skills • how to promote community involvement • how to train and provide a release of power which will decrease rental costs • opportunities for all aspects of stage production from artists to volunteers to spectators will be maximized Commission Member Mount made the recommendation to the Council to accept the Coralville Center for the Performing Arts mission and vision statement as stated with the addition of wording to include private events as well as public events. Commission Member Moore seconded the motion; unanimous approval. Proud and Flanagan shared the visual display chart including the logo with various publication options. Commission Member Mount recognized the various colorations and type faces for printed materials and screen printing quality. Proud shared the logo was altered from using the Coralville logo to an independent logo. Commission Member Goodrich made the recommendation to the Council to accept the Coralville Center for the Performing Arts logo and the related versions for the corresponding publications. Commission Member Thayer seconded the motion; unanimous approval. Annual Report Parks and Recreation Director Proud shared the draft of the Annual Report. The Annual Report features comparisons of participation and attendance of activities, visits, and activities over the years. In addition, the report also debuts targeted efforts throughout the year, special events and accomplishments, and program features from the 2010 year. There were some highlights which were featured from the previous year given the amount of time devoted to the efforts. Some of the ongoing projects featured this year may be included in the future as well. While sharing the Annual Report, updates regarding projects and activities were also shared. An update regarding the Transit and Park facility was also provided. The area has been graded and the original footings have been set. The grounds have been secured with locked fencing. The steel structure being erected will have preformed concrete walls with insulation. The Clear Creek Trailhead will be bid in July 2011 reflecting the concept planning which occurred during 2010. Proud reviewed the building maintenance projects highlighted in 2010 and the current projects for 2011. Proud also featured new program options which were held during the last year. The Leisure Line continues to be sent via the school weekly folders. Post cards are sent to community members notifying that the document is available at the Recreation Center and online. Commission Member Moore complimented Proud and the Parks and Recreation Department on the amount and success related to accomplishments completed during the 2010 year. Director’s Report Commission Member Goodrich inquired about a tennis court update; Proud responded that Recreation Superintendent Prochaska has been overseeing the tennis court and parking lot projects. The USTA (tennis association) has submitted a plan; the City of Coralville Engineering Department is reviewing this plan. Commission Members discussed the impacts that the trail systems and related projects have on the budget. This continues to be an area for ongoing discussion related to completion of trail connectors and locations. As discussed at previous meetings, questions still linger as to how finalization of trails will be financed. In addition, replacement sidewalks or trails continue to be a concern as these areas age. Commission Members also reviewed the progress related to the process of establishing boundaries between city-owned land versus property-owned land. This issue has been addressed during previous meetings as well. Communication and documentation by the City, property owners, and realtors indicate the great need to be proactive with these means rather than reactive. Most conversations have resulted in negotiated agreement or expected changes requested by the City; additional conversations will be held to resolve ongoing disputes. Commission Member Mount confirmed that additional signs will be posted and utilized to distinguish areas which could be uncertain as to land ownership. Iowa River Landing Master Planning Commission Member Goodrich provided a brief update on the events of the committee. Proposed development will be documented within the next two months as meetings finalize and drafts are created. There seems to be a great interest in the water features which could be utilized in this area. Further investigation regarding the investment of the Iowa River updates will be required, along with additional investigation related to the feasibility and sustainability of the river area. Additionally, a year round market venue has been considered for this area. One drawback of this area is the noise factor created by I80. At this time, the committee continues to investigate many options before a determination will be provided. Commission Member Mount shared about a location in Ann Arbor, MI which developed a man made or natural island. Goodrich also shared about a Pittsburg location which featured a splash pad that converts into a skating pad for both summer and winter recreation. Information related to the businesses which are being proposed along the landing is available online. Council Report Council Member Hoeft was unable to attend this meeting. Commission Comments Commission Chairperson Fred Fevold No additional comments. Commission Member Laurie Goodrich Commission Member Goodrich extended another welcome to Managing Director Flanagan and expressed appreciation for her efforts thus far and in moving forward at the Center for Performing Arts. Commission Member Mike Moore No additional comments. Commission Member Marti Mount Commission Member Mount inquired about staffing at the Brown Deer golf course on weekends. Concern was raised when Administrative Personnel were not on site and staff members are not equipped in numbers to address issues on the course (i.e. patrons driving through sand traps, etc.) Proud will review this concern and will propose a plan for handling related issues in the future. Commission Member David Thayer Commission Member Thayer informed Proud that the mowing along Muddy Creek Trail continues to be mowed incorrectly. Mowing should be in front of the sign instead of in back of the sign along the trail. Adjournment Commission Member Moore moved to adjourn at 8:57 p.m.; Commission Member Thayer seconded the motion; unanimous approval. Commission Members Moore and Goodrich announced their schedule conflict for the July Commission meeting. Proud reminded other members that their attendance would be critical to ensure a quorum so if conflicts arise, please notify her of additional absences.