Coralville Civil Service

Coralville Parks and Recreation Commission Meeting Minutes July 17, 2012 Call to Order Commission Chairperson Fred Fevold called the meeting to order at 7:02 p.m. Present were Commission Members Eve Casserly. Laurie Goodrich, and David Thayer, Council Member Jill Dodds, and Center for Coralville Performing Arts Director Megan Flanagan. Citizen Comments None Approval of Minutes Commission Member Thayer made the motion to approve the meeting minutes from June 2012 with spelling correction of name. Commission Member Goodrich seconded the motion; unanimous approval. Center for Coralville Performance Arts Director Review CCPA Director Flanagan provided an overview highlighting the mailing provided to residents regarding the facility. One feature service provided for the community includes facility opportunities for the area school usages. During the last year, the area schools secured dates and for the upcoming school year, area schools have already confirmed their 2012-2013 dates. Given the opening of the facility during the last fiscal year, CCPA Director Flanagan noted that the projected budgets will not coincide given the start up and initial costs. Flanagan noted that the first year was one which provided learning experiences resulting in revised policies and procedures. In cooperation with the Old Creamery Theater and City Circle Acting Company, summer camps have been held in July and will continue through August. In addition, a handout regarding upcoming events was shared and reviewed. A one year birthday celebration for the facility will be held includes featured acts, silent auction, and the birthday cake. A Mendoza sponsored wine tasting event with concert will be held in August for Center Stage Society members. Center for Coralville Performance Arts Director Policies and Procedures CCPA Director Flanagan highlighted some of the procedures which have been of greater importance and forth bringing within the contract. Flanagan shared some of the incidents which have created some revamping of deposit and rental agreements related to cancellations. The alternate goal related to this target results in the ability to rent the facility to an alternate party or secure a withholding deposit which might provide covering costs. Flanagan reserved the right to adjust the percentage of the deposit depending on whether the rental party was local, recurring renter, etc. As a key part of the budget, Flanagan compared the differences between events which utilize the box office compared to events which do not utilize the box office. Service provisions for the staffing for the box office are key to the budget. Tiered rates are within the policies and procedures when the box office is utilized. Although she noted that there are certain events which do not lend themselves to the utilization of the box office. Some of the additional updated clarifications related to the policies and procedures also included  rental period time factors  backstage clean up and maintenance  notification regarding piano usage specific to tuning and maintenance  notification and related expectations related to set up and take down for portable equipment  expectations and related fees for lighting gel damage  notification and usage of facility projectors  notification and prior approval requirement for lobby displays Commission Member Thayer inquired whether arrangements had been secured related to smoking on stage as included in play scripts; Flanagan noted that due to the Iowastate law, smoking is not permitted anywhere in the facility. Thayer expressed concern regarding the integrity and consequences related to contracts secured by acting groups. He noted that often smoking is part of the play and thus can create a void in the play without the action. Flanagan noted that it has not been an issue thus far. Commission Member Casserly asked about other venues across the state that might also be addressing the same issue. Flanagan noted that many venues are privately owned rather than municipally owned. Other topics which were discussed by the commission members included:  reflection on the donations and related revenues as noted in the financial report  the challenges and remaining balance on the capital pledge playoffs  standard arrangements of lighting usage  recognition of the strike checklist with descriptive information and related pictures  advantage of the sound system – acoustical opportunity compared to other venues in the area  rental rate changes from the initial budget to the present targeting usages as many items are menu selected respective of the rental needs; concern was noted that parties would not select amenities as which were needed but not priced favorably  clarification of the services provided by the tech crew  clarification of packages and related light plot restoration during and after rentals  charges related to gel damage clarification, template and gobo usage and replacement policies  doing away with partial stage vs.full stage rentals in favor of comprehensive event rental packages  use of the space for varied nontraditional and non-typical theater and performing art events (i.e. weddings, rehearsals, birthdays, etc.)  partnership forming with Mendoza for before, during, and after events, as well as food preparation for targeted events CCPA Director shared the partnership of Mendoza with the center. Refreshments will be provided with manpower provided by Mendoza itself. Flanagan noted that the concessions have truly not been in the design of services and business reflective of the department. In the past, the concessions have created a great amount of labor without a lot of return. In the final review of the policies and procedures, Commission Members reviewed points of discussion and then provided leading questions for Flanagan to consider in clarifying the current document. In addition, discussions were held regarding costs to the center which may or may not be charged to renters. Commission Members congratulated CCPA Director Flanagan on the first year and the advances which were made to enhance the center and provide clear and concise contractual policies and procedures. Commission Member Goodrich made a motion to accept the policies and procedures of the Coralville Center for Performing Arts with addition of the provision of not putting anything in the path of the fire curtain. Council Member Thayer seconded the motion; unanimous approval. Commission Member Thayer made a motion to accept the rental rates and packages of the Coralville Center for Performing Arts. Commission Member Casserly seconded the motion unanimous approval. Council Report Council Member Dodds reported that the Council will be entering negotiations with the contract development for the Old Town. Dodds noted that additional input is needed for development of the city owned areas. Dodds noted that the Council will have an upcoming work session. Dodds reported that Parks and Recreation Director Proud provided a power point presentation annual report; Dodds will request that Proud forward the power point to Commission Members. In addition, Dodds reiterated the water restrictions across the city. Proud has been requested to develop a plan for irrigation at city facilities. The golf course utilizes the pond water and does not utilize municipal water. Commission Comments Commission Chairperson Fred Fevold Fevold reiterated the complimentary statements to Flanagan and her staff for their first year and their ongoing efforts to review events and the service provided. Commission Member Eve Casserly Casserly shared how impressed with the accomplishments of the CCPA in a relative short amount of time.  Casserly expressed concern regarding the Coralville Farmer’s Market. Commission Members discussed how the market has changed, attendance and vendors are limited within Coralville, competition of fellow community markets, how entertainment may be utilized now and in the future, addition of additional markets in the corridor, the impact of the present drought, the impact of the economy, etc. Parks and Recreation Director Proud and Recreation Supervisor Hibbard are requested to address their impressions related to the Coralville Farmers Market respective of other sites. Commission Member Laurie Goodrich Commission Member David Thayer Thayer shared his concern related to completion of projects and the acquisition of new projects. He recognized the financial considerations but expressed that the City must plan for and triage projects from start to finish. Council Member interjected that many projects are grant dependent. Commission Member Goodrich responded that addressing various projects across the City is beneficial. Commission Thayer noted that he is aware of specific projects such as the Aquatic Center’s original plans indicating more slides and a lazy river, the Youth Sports Complex original plans indicated additional diamonds and amenities, etc. Council Member recognized the City’s initiatives and Proud’s leadership with the master plans and projections. Given the City’s budget, Dodds noted that a great amount of the budget is specific to parks and recreation. Adjournment Commission Member Thayer made a motion to adjourn at 8:24 p.m. Commission Member Goodrich seconded the motion; unanimous approval. Commission Member Thayer shared with the Commission that he will be absent through December 2012 given Judy and his participation in the University of Virginia Program Semester at Sea/Atlantic Ocean with 700 other graduates. .