Coralville Civil Service

Coralville Parks and Recreation Commission Meeting Minutes September 19, 2011 Call to Order Commission Pro Tem Chairperson Laurie Goodrich called the meeting to order at 7:10 p.m. Present were Commission Members Mike Moore, Marti Mount, and David Thayer, Council Member Bill Hoeft, and Center for the Performing Arts Managing Director Megan Flanagan. Citizen Comments None Approval of Minutes Commission Member Moore made the motion to approve the meeting minutes from August 2011 with the recommended notes; Commission Member Mount seconded the motion; unanimous approval. Center for the Performing Arts Tour Center for the Performing Arts Managing Director Megan Flanagan provided a tour of the facility after the initial debut of Hairspray. After the tour, Managing Director Flanagan shared insights about the opening performances. In addition, she noted that the last four weeks have targeted improvements, implementations of procedures, and alterations of the facility and procedures to target a facility in which everyone would be proud. She noted that there continues to be a great deal of learning and education as personnel address the needs of the facility and community. Hairspray The performance of Hairspray was a huge undertaking as the opening debut for the Center. Although final figures were not available, the theater truly showed a profit with four out of the seven performances sold out. In addition, the City Circle Acting Company also profited from their première in their new home. Flanagan briefly shared the overview of the rental agreement of the facility, ticketing fees, ticketing handling and adjustments, and overall revenue which included concessions. With the online ticketing option, Flanagan also noted that additional donations were secured. City Circle Acting Company The production of Hairspray was definitely a big budget performance embraced by the City Circle Acting Company. Managing Director Flanagan noted that there were initial concerns expressed regarding City Circle moving to the Center for Performing Arts. There was also reciprocated concern that the Center was assuming the City Circle as one of the main tenants. Flanagan indicated that the success created mutual excitement and commitment from both the City of Coralville and City Circle Acting Company. Given the longevity of the partnership in the past, the partnership seems optimistic in the future as well. One marketing strategy that was presented by City Circle Acting Company included the enticing consideration for individual ticket holders to transfer these costs to the overall season ticket holder costs. Center for Performing Arts Along with the revenues generated from the first booking of Hairspray, Managing Director Flanagan also shared that monies were also secured for seat sponsorship. The City of Coralville Finance Department has now been initiated into typical theater financial payouts; indeed, the learning curve has been great for personnel across the city departments. Flanagan noted that upcoming productions will not be as large but will provide a steady stream of community patrons and high quality performances. In October, there are numerous one night events that will allure a variety of community theater attendees. Policies Managing Director Flanagan presented the Commission with the revised policies that were discussed at the July 18 Parks and Recreation Commission Meeting. Flanagan and Commission Member discussed the ambitious goal of requesting production floor plans one month in advance. Flanagan reported that with the first rental agreement, the plan was received within the timelines. Although it is recognized as motivating, it also recognized that it may not consistently happen. Flanagan noted that she felt it was imperative to provide a supportive and progressive mindset related to these procedures.  Discussions were held regarding the Center’s rental agreements with parties that may include potentially objectionable material. Although this is already covered in the policy, additional conversations were held regarding common language wording with the varied renters and related events that will be held in the facility. Within the facility handout, the contract wording targeting that the Center for Performing Arts is the rental facility and not sponsoring the event. The premise is that the City of Coralville is not passing judgment on rental parties and their related events. Discussion was initiated by Commission Member Thayer related to the offensive wording proposed regarding that rentals may be contingent on the supervisor approval. Although all members agreed that like wording was needed, projected wording was not provided for review. Commission Member Thayer also noted that individuals involved with common theater think they are able to do whatever on someone else’s equipment or within the facility. Discussions then centered around the topic regarding the instruments and related replacement costs which would need to be endured by the Center if renters were not respectful of the Center property. In addition to the equipment, technical sound requests should also be proposed within the handout noting what can and cannot be provided. Discussions were held regarding safety procedures as recommended by the fire marshal and the related codes of the facility. In addition to the maximum capacity and the related cast associated with a performance, standard procedures for theaters were reviewed. With the exception of smokers and individuals smoking on stage as part of the performance, are there specific considerations which need to be adhered to or waived. Council Member Hoeft recommended that the Center of Performing Arts Personnel meet with Fire Chief Stannard and closely follow his recommendations. Animal presence both individually owned and stage animals needs to be finalized within the policies. Commission Members conversed regarding their interpretations related to the role and abilities of the City of Coralville to censor events and related materials associated with events held at the Center. Members recognized that indeed potentially objectionable materials could be presented. These events could include nudity, neo Nazi themes, and a wide assortment of other conflicting issues. The First Amendment issue was noted that it is an umbrella but provides little information for guidance for facilities such as the Center for Performing Arts. Commission Member Thayer noted that there may not be alternatives to objectionable materials if it is included within a copyrighted production. Issues of discrimination were raised as to questions related to why facilities were or were not rented to such parties. Council Member Hoeft felt that the artistic freedom and fulfillment of the First Amendment are critical to be preserved. Commission Member Moore encouraged Managing Director Flanagan and all of her Staff to utilize the chain of command for support and guidance. Council Member Hoeft interjected the question as to the protocol for groups that do not openly provide offensive or conflicting contract issues prior to their production. Members recognized the importance of supporting the plan of the facility and securing and ensuring legal ramifications are identified and documented. Commission Member Thayer encouraged the Staff to be proactive so that as the facility expands, boilerplate comments are secured prior to the prevalent issue. Flanagan will investigate similar venues and their respective procedures related to such issues and will draft language for renters related to disclaimers including the mature controversial nature. Commission Member Thayer made a motion to approve the policies as discussed for the Center for Performing Arts. A second motion was not secured. Commission Member Mount recommended that similar facilities procedures be secured in comparison to the related issues discussed during the meeting. Commission Member Thayer withdrew his motion. Commission Member Moore made a motion to table the discussion until the revisions were secured and reviewed. Mount seconded the motion; unanimous approval. Iowa River Landing Master Plan Commission Member Goodrich and Council Member Hoeft shared information regarding the latest events related to the Iowa River Landing Master Plan Committee. Goodrich visited a river way with similar plans in the Davenport area. The amenities and features of the visited site were shared. The site was partnered with youth so the perspective was varied from an all adult committee. Another site that was visited was Charles City. Council Member Hoeft shared that  the ultimate goal is to maximize on a marina focal point. Coralville’s open space riverfront extends from the I-80 Iowa River Bridge to Crandic Park on the south end. The Committee are targeting September 22nd for a special event to feature the amenities established to date. Director’s Report Parks and Recreation Director Proud was not in attendance at this meeting. Council Report Council Member Hoeft encouraged Commission Members to explore the River Landing and the walkways and observatory tower erected over the river behind the Marriott Hotel. In addition, Hoeft noted that he loved Hairspray and thought it was a great kick off for the new Center of Performing Arts. Commission Comments Commission Member Laurie Goodrich No additional comments. Commission Member Mike Moore No additional comments. Commission Member Marti Mount Commission Member Mount noted the positive comments received about the recent performances of Hairspray. Mount did share the concern regarding restrooms not being provided on the first floor; Flanagan noted that due to space of the facility and the common shared facility lobby, indeed restrooms are not provided on the first floor. . Commission Member David Thayer Commission Member Thayer reiterated his concerns related to mowing and trail way connections within residential areas as shared during previous meetings. Adjournment Commission Member Mount moved to adjourn at 8:49 p.m.; Commission Member Thayer seconded the motion; unanimous approval.