Coralville Civil Service

Coralville Parks and Recreation Commission Meeting Minutes May 18, 2015 Call to Order Commission Chairperson Fevold called the meeting to order at 7:00 p.m. Commission Members Alec Taylor and David Thayer, Council Member Laurie Goodrich, and Parks and Recreation Director Proud were in attendance. Citizen Comments None Approval of Minutes Commission Member Taylor made the motion to approve the meeting minutes from April 20, 2015. Commission Member Thayer seconded the motion; unanimous approval. Cemetery Walk Through and Discussion Parks and Recreation Director Proud shared that there have been concerns regarding the condition of some of the grave markers and grounds in the oldest section of the City of Coralville cemetery. It was reported to Proud after the Coralville Historical Society grave walk event last fall that some of the stones needed attention. It is uncertain whether the oldest family makers have family members to attend to the graves. During the cemetery walk, Proud pointed out areas in Block 1 and Block 2. In addition, there are other individual markers which need attention in other blocks. There are several markers which need attention for safety factors and to maintain the respect of the deceased which have been laid to rest in the cemetery. Attention needs include markers which need to be  stabilized due to changes in grounds, roots, and structures  propped so that the markers are level and not tipping  repaired so markers are upright according to original set  have bases replaced or markers replaced on the bases  monitored due to damage which may have resulted due to deterioration which may be result of weather or cemetery maintenance (i.e. mowing)  cleaned Commission discussed whether staff should contact families regarding the project and the desired action to maintain the safety in the cemetery. It was decided that actions could include attempts to notify the next of kin as listed in City Hall records, notification as a general ad in newspapers, and signage to be posted with the upcoming Memorial Day holiday, Flag Day, other summer holidays at the entrance to the cemetery regarding the City’s intentions. The identified areas could rotate each year in a fashion similar to the sidewalk reviews held within the city limits. Proud noted that there are several businesses which would be contacted to gain project estimation for work targeted. Proud said that there has been discussion to expand the cemetery grounds if adjacent land becomes available. These considerations will be determined as the plots continue to be sold and land utilized. Previous discussions within the City of Coralville cemetery included a columbarium. Proud reviewed the current cemetery policies. Given the policies, the proposal to do the above considerations would require the policies to be reviewed and revised or it would require for the identified work to be completed as a single special project recommendation. Current cemetery policies require that families be responsible for the upkeep of headstones. Proud noted that the Perpetual Care fund, a fund paid into as part of maintenance fees when purchasing a plot, may be utilized with this type of project of maintaining safety and resetting stones on bases. The City of Coralville has not utilized the perpetual funds as part of the general maintenance fund. The perpetual care fee is sanctioned under the state of Iowa which parallels to an escrow account. Commission Member Thayer made the motion for the Parks Department to pursue action after consultation with the City Attorney as recommended by the Staff for the single special project recommendation to maintain and restore the City of Coralville cemetery grave markers for aesthetic and safety reasons, in addition to ensuring a respectful cemetery. Commission Member Taylor seconded the motion; unanimous approval. Clear Creek Greenbelt Logo – Final selection Parks and Recreation Director Proud provided the revision of the logos as requested during the previous two meetings and reviews. Proud reviewed the logos with City of Coralville Marketing and Web Coordinator, Jenn Coleman. Her comments in consideration of the logo were to caution on the number of colors and caution on the gradation of colors. Coleman shared her preference was of the white trees vs. the black trees. Commission Members discussed their preferences and justifications. Commission Member Taylor made the motion of version 2b with the coordinated black and white version that correlates with 2b. Commission Member Thayer seconded the motion; unanimous approval. Council Report Council Member Goodrich shared that at the beginning of June, the intersection of Holiday Road and 12th Avenues will be closed for approximately one month for the road construction of a roundabout. Proud noted that road construction in the past as impacted the revenue for the aquatic facilities. Goodrich noted that the pursuit by the City of Coralville in the first phase of the Arena Project has passed. Goodrich reiterated that the costs would be thirds with respective parties of the grant, University of Iowa Hospitals and Clinics, and private fundraising. Iowa City/Coralville Area Convention & Visitors Bureau President Schamberger and City Administrator Hayworth will provide a presentation to the grant board as the next step for the economic development funds. Director Report Parks and Recreation Director Proud reported the projects completed with the work day connected with Northwest Junior High at the Youth Sports Complex. In addition, the Parks Department has graded all the trails to connect the four-plex and the trail pouring will be within the upcoming weeks. Whether permitting, the trails should be completed and opened by the end of June. In mid-September, the diamonds will be closed for the construction of the center shelter. Also included in this project are two additional shelters, one at the west side of the pond and one at the north side of the pond and two bocci ball courts. Proud announced that the Coralville Performing Arts new Director is Evan Hilsabeck from Spencer, Iowa. Commission Comments Commission Chairperson Fred Fevold No additional comments. Commission Member Alec Taylor No additional comments. Commission Member David Thayer No additional comments. Adjournment Commission Member Thayer made the motion to adjourn the meeting at 8:06 p.m. Commission Member Taylor seconded the motion; unanimous approval.