Coralville Civil Service

Coralville Parks and Recreation Commission Meeting Minutes October 17, 2011 Call to Order Commission Chairperson Fred Fevold called the meeting to order at 7:02 p.m. Present were Commission Members Laurie Goodrich, Mike Moore, Marti Mount, and David Thayer, Council Member Bill Hoeft, and Parks and Recreation Director Sherri Proud. Citizen Comments None Approval of Minutes Commission Member Mount made the motion to approve the meeting minutes from September 21 with clarifying corrections noted related to the Center for Performing Arts policies; Commission Member Moore seconded the motion; unanimous approval. Review of Center for Performing Arts Policies Prior to the discussion and review of the final draft of the Center for Performing Arts, Proud shared the following additions: • The Coralville Center for the Performing Arts is available for rental by individuals, organizations and businesses for performances, meetings, events and other uses. The CCPA and the City of Coralville neither approves nor disapproves content, topics, subject matter, or points of view of events held in the CCPA. • Refusal of rental can be made if 1) a group has not fulfilled the terms of a past rental contract, or 2) if an event has been reviewed by appropriate City and it is determined that the safety and security of those attending the event cannot be secured. • STATEMENT OF EVENT SPONSORSHIP: The use The Coralville Center for the Performing Arts facilities by any organization, individual or group of individuals, does not in itself constitute endorsement by The Coralville Center for the Performing Arts of that organization, individual or group of individuals, nor of any product, service, percept or tenant of any kind. Those using The Coralville Center for the Performing Arts facilities are forbidden to express or imply such endorsement in any of the programs or performances carried out in the facilities or in advertising or promotion associated with such events. A statement of true event sponsorship must appear in all advertisements of this event. The Coralville Center for the Performing Arts reserves the right to withhold its name or logo from any advertisement, if used in any way other than for place of event. The Commission discussed the above additions and previously stated policies related to the Center for Performing Arts. Concern was expressed regarding the rental contract and how consequences would be issued for rental parties and patrons that do not follow the policies. Parks and Recreation Director Proud noted that the application policy is similar to the special events permit which requires review by Human Resources Mike Funke, Chief of Police Barry Bedford, and City Attorney Kevin Olson. Proud also recognized that Fire Chief Dave Stannard will need to be consulted regarding candles, smoking, and related fire ignited props. Commission Member Thayer noted that if a copyrighted play is being performed, changes in the script cannot be done. Proud referred to the application process noting that these special requests and copyright actions would need to be documented in the application. As with the special permits, activities and exceptions such as sound permits, fireworks, large gatherings, etc. will need to be red flagged for review. After discussing the wording related to reviews, it was determined that the collective term “Staff” will be utilized instead of naming each entity which will be included in the review depending on the documentation. Council Member Hoeft noted that City Attorney Kevin Olson will review the application with the big scope and he will steer towards the other entities needed related to their expertise. Commission Member Thayer made additional wording recommendations for clarifications. Commission Member Mount clarified wording related to the City providing the rental facility and not the presenting facility or event sponsorship.  Commission Member Mount made a motion to accept the Center for Performing Arts policies with the documented changes. Commission Member Goodrich seconded the motion; unanimous approval. TIF Monies: Parks and Recreation Director Proud requested that Council Member Hoeft address the Commission with information related to the TIF. Given the recent announcement of VonMaur moving from Sycamore Mall to the Iowa River Landing, there are mixed emotions expressed in the press related to the relationships and business events. Both Proud and Hoeft wanted to ensure that the Commission had the most current information regarding the TIF and how these monies are earmarked and utilized within the city. Within the next legislative session, TIF monies will be reviewed and possible new guidelines will be implemented. Proud noted that TIF dollars have been important to Parks and Recreation for project funding. Hoeft met and reviewed TIF funding with City Administrator Kelly Hayworth to ensure his understanding and support his presentation to the Commission. As part of the presentation, Hoeft explained where and what designated value of lands were adopted, how the plan supported the local, county, and school entities, timelines, and targeted infrastructures. Hoeft also addressed how TIF monies assist local businesses. These assistance correlates with the enticed relocation for VonMaur. TIF’s are strategically targeted in various phases to stabilize development. There are significant benefits to the land, the businesses, and the community related to the population and the property values. Without TIFs, anchor stores and retailers may not commit with letters of intent. With or without the commitment, there may be a domino effect with businesses within a development. Commission Member Moore inquired about incentives for the UIHC clinic being constructed in the Iowa River Landing. Hoeft noted that TIFs promote applications for rebates but also indicated that state and government facilities may not receive the same benefits. Commission Member Fevold confirmed that the valuation of the land within the urban renewable area is frozen within the duration of a TIF agreement. With these designated funds, the monies are streamlined and may not be utilized in different revenue lines than the original targeted improvements in infrastructure or projects in that area. Equipment purchases and personnel costs may only be completed within this designated area. Proud shared that for TIF areas, it is often easier to contract turf and landscape maintenance so that the direct costs can be easily tracked and staff are not pulled from the TIF to work in other areas or projects. Commission Member Thayer expressed his dissatisfaction with how it has become practice of governments to enticing and attract business: Hoeft agreed that the entire process is difficult to assume of the prescribed method but that the process indeed occurs more often than would have perceived. When asked, Council Member Hoeft noted that the pursuit of a TIF is the responsibility of the Council and their decision targeting development in specified areas. Council Member Hoeft encouraged Commission Members to read and review the information presented and to ask questions to clarify their own understanding related to TIFs. Iowa River Landing Master Planning IRL Commission Member Representative Goodrich and Parks and Recreation Director Proud reported on recent committee visits across the state and within the IRL area focusing on varied amenities being explored and projected. The waterway behind the Marriott Convention Center will be maximized; Council Member Hoeft expressed his concern specific to safety factors in the area if a boat goes dead in the water. One of the most recent surveys indicated community interest in the pursuit of pedestrian nature trails and wildlife habitats. Goodrich noted that another public meeting and an additional interest survey are being proposed for completion in the near future. Some of the amenities which may be included in this survey include icons from I80, a pedestrian bridge, a zip line recreation feature, trail ways and green space, truck and trailer access to the river, and construction of white rapid waters. The committee recognizes the challenge to connect this area with the downtown Coralville district. Commission Members reviewed the Master Development Plan Concept #3. Director’s Report Parks and Recreation Director Proud shared pictures showing the beginning stages that Eagle Scout Michael Hayworth has made on the bird blind previously approved by the Commission on the Camp Cardinal land.  The Meade family, via their attorney, has asked that the City complete the nature trail loop they intended with their gift of land in Auburn Hills East sub-division. Part of the loop has been completed to date. Proud noted that the budget will be addressed within the next eight to ten weeks. Given the extra expenses associated with the monies not secured via FEMA, additional projects will need to be triaged. Contingent funds that were set aside for other projects may be reallocated. She noted that projects like the tennis courts and parking lot may carry over to 2013. Commission Comments Commission Chairperson Fred Fevold No additional comments. Commission Member Laurie Goodrich Commission Member Goodrich inquired about the custodial needs across the city and most specifically at the Center for Performing Arts. Proud noted that currently part time staff are covering the CCPA facility; a Building Maintenance III position was advertised in house for to assume duties at both the CCPA and the Library. Commission Member Goodrich also asked about the installation of the signage on the bike trails that were reviewed during the summer; Proud noted that a delay occurred given the specifications provided by the DOT. At this time, requests for quotes are being pursued with installation being planned in the spring. Commission Member Mike Moore No additional comments. Commission Member Marti Mount Commission Member Mount shared that the bike trail bridge on the east side of the power company has gravel which could create bicycle mishaps. It was documented that the gravel was seen in front of the substation. The City of Coralville has not yet taken over possession of this area. A walk though prior to acceptance of this area will be required. Commission Member David Thayer No additional comments. Adjournment Commission Member Thayer moved to adjourn at 8:59 p.m.; Commission Member Moore seconded the motion; unanimous approval.