Parks & Recreation Board

200 South Hamilton Road City of Gahanna Gahanna, Ohio 43230 Meeting Minutes Parks & Recreation Board Eric Miller, Chair Jan Ross, Vice Chair Donna Simmons, Secretary Chrissy Kaminski Scott Lofton Kevin McGinn Ken Shepherd Wednesday, October 14, 2020 7:00 PM Virtual Call in details: 513-306-4583 Conference ID: 819 465 900# A. CALL MEETING TO ORDER Miller, Chair called the October 14, 2020 meeting to order at 7:05pm, via Microsoft Teams due to the continuing COVID-19 emergency. B. ROLL CALL Kevin McGinn joined the meeting at 7:07pm. Present: 7 - Kevin McGinn, Jan Ross, Donna Simmons, Chrissy Kaminski, Scott Lofton, Ken Shepherd and Eric Miller Staff in attendance: Stephania Bernard-Ferrell, Director and Pam Ripley, Office Coordinator. C. APPROVAL OF MINUTES Ross said there were two typos in the minutes; I. liter should be litter Section K, the second sentence should read: McGinn would like to continue the event and make it like the Chalk the Block at Easton. A motion was made by Shepherd, seconded by Ross, to approve the minutes from September 9, 2020 with corrections. The motion carried by the following vote: Yes: 7- McGinn, Ross, Simmons, Kaminski, Lofton, Shepherd and Miller 2020-159 PR Mins 9-9-2020 City of Gahanna Page 1 Parks & Recreation Board Meeting Minutes October 14, 2020 D. ADDITIONS OR CORRECTIONS TO THE AGENDA New Business - Fee Waiver E. HEARING OF VISITORS None F. OLD BUSINESS None G. NEW BUSINESS i. GASAC Re-appointment request Ferrell shared that at the February 26, 2020 Gahanna Active Senior Advisory Committee (ASAC) meeting there were three Committee members that were recommended for reappointment. A motion was made to recommend Jeff Caffee, Charles Culp and Patti Miller to the Parks & Recreation Board for appointment to Gahanna ASAC. Ferrell shared that this board approved the change in the By-Laws of the Committee to stagger the years of the committee members. At the February meeting the vote did not include who was staggering terms. The term for Caffee, Culp and Miller will be for one year. Once the Committee starts meeting again they will need to vote on who will serve a two year term. They will bring that decision back to the Board for an additional vote. Motion was made by Simmons, seconded by Lofton, to re-appoint Jeff Caffee, Patti Miller and Charles Culp to the Gahanna Active Senior Advisory Committee for one year. Motion carried with the following vote: Yes: 7- McGinn, Ross, Simmons, Kaminski, Lofton, Shepherd and Miller ii. Senior Center Reopening Plan Ferrell shared the draft Reopening Plan for the Senior Center. The tentative plan is to open the center on November 5, 2020. On November 3, 2020 the Center will be open for voting and cleaned the following day. The center will look different in regards to the number of activities and the number of participants allowed. Staff who work at the center will have bi-weekly COVID testing, as a requirement by the Ohio Department of Health. Staff currently have to do daily temperature checks and complete a COVID-19 screening form. This will continue once the center opens. City of Gahanna Page 2 Parks & Recreation Board Meeting Minutes October 14, 2020 Staff is collaborating with other local municipalities on what other Senior Centers are doing. 2020-161 Senior Center Reopening Plan 10-5-2020 iii. 2021 Capital Needs Assessment Request Ferrell shared the departments 2021 Capital Needs Assessments submitted to Council. The department has submitted requests for the items which we are confident in moving forward with for 2021. The request for park and trail asphalt resurfacing, park renovations, play elements and surface replacement and pools infrastructure replacement and maintenance program are part of the Sustainable Operating Model (SOM) The SOM is to equip us and help with the current assets we have; new roofs, boilers, playgrounds, etc. The SOMs were funded in 2020, so we are requesting that the SOM funding continue. The remaining capital requests are the one-time capital requests. Miller asked if all the funds for trail maintenance are not used can it carry over to the next year? Ferrell shared yes and the current priority is Woodside Green Park parking lot, Trapp Park trail and the Golf Course cart path. If funding is not available for all three projects, we will prioritize the funds by project need. Shepherd asked if the trails are rated like the streets are. Ferrell shared that as we continue to expand and improve the trail system. A trail maintenance program and a rating system for the trails will be needed. 2020-164 2021 Capital Needs Assessment iv. Fee Waiver Ferrell shared that the department received a request for a fee waiver for Hannah Park Shelter from Pinnell Dance Centre. Pinnell Dance Centre has had The Gahanna Christmas Extravaganza for 40 years. They have created a COVID safe production this year. They are working on safely filming the dances outside to produce a movie; which they hope to screen as a drive-in with a canned food drive as the price of admission. They collect the food for GRIN. Their previous events have filled the shelves of GRIN for months. This year's event will not be possible without support. They are asking the city to donate the use of Hannah Park shelter for set up and filming on October 30 and 31, November 6 and 7. Shepherd requested the total cost of the fee waiver. Ferrell shared it would be around $800. Miller asked if they are just going to tape the City of Gahanna Page 3 Parks & Recreation Board Meeting Minutes October 14, 2020 performances. Ross asked if the shelter is available on the dates requested. Ferrell shared that no one has the shelter rented for any of the requested dates. The Board would like additional information regarding the request. Miller requested a Special Meeting on Monday, October 19, 2020, 6pm. He would like a representative of the Pinnell Dance Centre to join in the virtual meeting. The Board will make a decision at that time. H. CORRESPONDENCE AND ACTIONS NONE I. DIRECTOR'S REPORT Ferrell shared the attached Director's Report. 2020-165 Director's Report for September 2020 J. COMMITTEE REPORTS i. Bicycle & Trail Advisory Committee (BTAC) NONE ii. Gahanna Active Senior Advisory Committee NONE 2020-163 Senior Spotlight Oct 2020 iii. Natural Resources Advisory Committee NONE K. POLL MEMBERS FOR COMMENT i. Gahanna Parks & Recreation Foundation NONE ii. School District Update City of Gahanna Page 4 Parks & Recreation Board Meeting Minutes October 14, 2020 Lofton shared the school levy is up for a vote on November 3, 2020. iii. Veteran's Advisory Committee NONE L. ADJOURNMENT There being no further business of the Board the meeting adjourned at 8:33pm. Pam Ripley Office Coordinator APPROVED by the Parks & Recreation Board, this day of 2020. Eric Miller City of Gahanna Page 5