Coralville Civil Service

Coralville Parks and Recreation Commission Meeting Minutes July 17, 2017 Call to Order Commission Chairperson Fred Fevold called the meeting to order at 7:03 p.m. Present were Commission Members Eve Casserly, Marti Mount, Alex Taylor, and David Thayer, Parks Superintendent Alex Buhmeyer, and Parks and Recreation Director Sherri Proud. Citizen Comments Parks and Recreation Director shared that there were negative comments about the carnival connected with the 4th Fest event. Proud noted that the concern relates to the image on the City of Coralville resulting from the early arrival to parking lot from posted arrival, not being open on time, late departure, and the cleanup and maintenance required for the park and parking lot to assume normal operation. Those comments were forwarded to the 4th Fest Committee for their review and consideration. Approval of Minutes Commission Member Thayer made the motion to approve the meeting minutes from June 19, 2017. Commission Member Mount seconded the motion; unanimous approval. Cyclocross Agreement Parks and Recreation Director Proud and Parks Superintendent updated the Commission regarding the Cycle Cross course and agreement. This course is unique in the state of Iowa, There are two other similar sites but each provide distinct features. An agreement for joint operation and maintenance has been developed with Iowa City Cyclecross (ICCx). The City of Coralville will be named as an additional insured for events that ICCx holds at the course. The following work has been noted: bridge has skid resistant paint, railings will be coming soon, seeding completed, and woodland area currently roped off so seed can grow. Part of the western course may be available in November. Grading and additional seeding is still required in other parts of the course. Parks Superintendent Buhmeyer continues to learn about the sport and partake in the sport. Overall, City of Coralville will remain involved in the mowing, special event availability, and course work days. Buhmeyer will supervise and inspect the course with the IC Cyclecross Club maintaining the duties as course stewards and crew members. Currently, training and expedition events will not be charged. Large events will be charged depending on preparation and maintenance and reseeding required. In addition, the number of participants and frequency may also be factored when costs are appropriated. The fees will be included in the Parks and Recreation fee chart. The usage will be determined by both ICCx or the City to close the facility when it is wet; the City will determine when the course will reopen after it has bene inspected. Maintenance, rest periods, and growing seasons will all be factors initially. The agreement may be amended after the first three year term. Commission Member Thayer made the motion to recommend to the Council to adopt the policies and fee schedule for the Cycle Cross Course. Commission Member Mount seconded the motion; unanimous approval. Cyclocross Course Name The Commission discussed naming the Cyclecross Course. Considerations of other groups and kinds of usage were shared with future events. Given the unique features of the course and the extreme demands of the sport, the Commission targeted how to reflect these two within the name. Commission Member Thayer made the motion to include the X of extreme in the cross with consideration of the name Coralville Creekside Cross branding of XOSS or CROXX. Thayer noted that the marketing would be able to explore different layouts which may be considered for adoption. Commission Member Mount seconded the motion; unanimous approval. Special Event Permit Update Parks and Recreation Director Proud shared that problems with recent races and walks have had staff considering the need to change policies and to institute a permit deposit. Proud noted that the cleanup required after specific events that have used utility paint and/or paint, left route stickers or signage, and/or remaining wire hoops has caused these changes. Proud suggested that the costs for the additional maintenance may be secured through deposits. The Commission discussed alternate considerations that may be used: colored duct tape, flour or corn meal markings/ball field chalk, sidewalk chalk, standing signs. Changes in the permit will include suggested these items. In addition, volunteer clean up suggestions will be listed. Commission Member Casserly made the motion to accept the policy changes related to special events fees and deposits. Commission Member Taylor seconded the motion; unanimous approval. Director’s Report Parks and Recreation Director Proud shared Council Person Laurie Goodrich is at a conference. Proud reported that the 4th Fest was the better than last year in terms of clean up on July 5th. Efforts focused on the trash which results in decreased staff attention following the event from a 7 hour garbage pick up to about 3.5 hours. Over 600 purple bags were shared with attendees to be responsible for their own trash. Proud and the Commission discussed the updates related to the tax credit with the arena. Commission Member Taylor reiterated his caution for costs to the City and the taxpayers in relation to the city bond rating and business  property owners. Proud noted that she is participating in some fo the meetings which is looking at the field house operations. Proud reported that forty two stones were realigned and restored in the older part of the city cemetery over the past six months. The Iowa insurance company allowed $17,000 from the perpetual care fund to be utilized. Additional considerations related to the acquisition of addition land, the use of columbarium walls/cremation communal plots were briefly discussed. Projected timelines will allow the City to continue to provide plots for about twenty five years on current track. Proud highlighted the 12th Avenue tree and landscape project. This project will include new trees, storm water plants, turning pattern changes, and sidewalk repairs. Proud shared about upcoming Street Social. The 5th Street Social event in Coralville is being morphed from the Street Dance which was held last year. Volunteers are needed for the August event. Proceeds from the event will be directed to the Parks and Recreation Scholarship Fund. Commission Members provided feedback related to similar events and considerations for the upcoming event. Commission Comments Commission Member Fred Fevold Commission Member Fevold was pleased to comment about the summer lunch program success and the United Books drive and give aways on Thursdays. Commission Member Eve Casserly Commission Member Casserly shared that comments from senior exercise is in need of new exercise mats. Proud followed up from the last month meeting noting that a new position as the liaison with Grand Living continues to be pursed. Commission Member Marti Mount No additional comments, Commission Member Alex Taylor No additional comments Commission Member David Thayer No additional comments Adjournment Commission Member Thayer moved to adjourn at time 8:03 p.m.; Commission Member Taylor seconded the motion; unanimous approval. Proud reminded Commission Members that there is no meeting in the month of August.