Parks & Recreation Board

200 South Hamilton Road City of Gahanna Gahanna, Ohio 43230 Meeting Minutes Parks & Recreation Board Chrissy Kaminski, Chair Kevin McGinn, Vice Chair Eric Miller, Secretary Sue Horn Jan Ross Ken Shepherd Donna Simmons Nichole Butler, Clerk Wednesday, May 10, 2023 7:00 PM Gahanna Senior Center 480 Rocky Fork Blvd. A. CALL MEETING TO ORDER Kaminski, Chair Called the May 10, 2023 meeting of the Parks and Recreation Board to order at 7:01 PM. The agenda was published on May 5, 2023. B. ROLL CALL Present: 6 - Chrissy Kaminski, Kevin McGinn, Eric Miller, Jan Ross, Ken Shepherd and Donna Simmons Absent: 1 - Sue Horn Staff in attendance: Stephania Bernard-Ferrell, Director of Parks & Recreation; Nichole Butler, Clerk; Miranda Vollmer, Senior Director of Administrative Services; Kevin Schultz, Senior Director of Operations C. APPROVAL OF MINUTES A motion was made by Ross, seconded by Shepherd, that the April 12, 2023 minutes be approved. The motion carried by the following vote: Yes: 6- Kaminski, McGinn, Miller, Ross, Shepherd and Simmons Absent: 1- Horn Parks and Recreation Board Minutes 04.12.2023 ** Sue Horn arrived at 7:10pm after the roll call and approval of minutes ** D. ADDITIONS OR CORRECTIONS TO THE AGENDA Butler requested to add a fee waiver request from GRIN to new business. City of Gahanna Page 1 Parks & Recreation Board Meeting Minutes May 10, 2023 E. HEARING OF VISITORS Robert Thorn, 210 Creighton Ct in Gahanna, OH visited to discuss concerns about the Mountain Bike Trail. Thorn stated that there is a concern about having the bike trail intersect with the Big Walnut Trail. Thorn stated that this poses a high risk for accidents and the city could be legally liable should there be an accident where the bike trail and Big Walnut Trail intersect. Thorn is on the City of Columbus Parks and Rec advisory board, and the intersections of a bike trail and pedestrian trail were a serious concern for that board very recently. Thorn stated that there are no other trails in the area where mountain bike trail and pedestrian trail intersect - all trails have clearly defined boundaries and are seperate. Thorn stated that he is concerned that it could be very dangerous for the paths to intersect, and he would like clarity on where the intersections are if safety concerns are being considered. Ferrell stated that there are two intersections that occurs between the mountain bike trail and the Big Walnut Trail. Ferrell stated that the trail was designed by American Ramp Company. Ferrell stated that the construction of the trail will be done by a third party. The company involved also built the Berliner Mountain Bike Trail. Ferrell stated that the Parks and Recreation team had the same concerns about the intersection, and the designer helped design a trail that addressed those safety concerns. Ferrell stated that the two places where the trails intersect were strategically chosen because of the extensive sight lines. Users of the trail will be able to clearly see other pedestrians and bikers. Ferrell stated that in addition to the strategic position of intersections, there will be natural elements and signage on both trails to ensure users properly yield. Simmons asked for clarification about the map of the mountain bike trail and where the intersections would be. Ferrell stated that the current design of the trail is not finalized, so there is not a finalized trail available. Ferrell stated that the current map of the trail is only a concept map, so there are no specific locations listed on the map. Ferrell stated that the concept map is available to anyone who would like a copy. F. OLD BUSINESS G. NEW BUSINESS Staffing updates Ferrell stated that there have been quite a few changes to staffing in the City of Gahanna Page 2 Parks & Recreation Board Meeting Minutes May 10, 2023 Recreation Department. Ferrell stated that, as mentioned previously, Sarah Mill, Recreation Supervisor for Youth and Family Programming, announced her departure from the department. Ferrell stated that the Recreation Supervisor for Youth and Family Programming position had been filled by Chris Skidmore who has experience with the City of Columbus and the City of Reynoldsburg. Ferrell stated that the department is very happy to welcome Chris as he brings much experience to the position. Ferrell stated that the Recreation Coordinator for Youth and Family programming also announced her departure from the department creating another vacancy in the Youth and Family area. Ferrell stated that the department is looking to fill that vacancy quickly. Ferrell stated that, as mentioned previously, Julie Predieri was promoted to forestry Supervisor, which left a vacancy in the Forestry Foreman Positions that was filled by maintenance worker, Kody Rubright. Ferrell stated that this promotion left a vacancy in the maintenance worker position. Ferrell stated that in addition to this vacancy, the department added a Maintenance Worker II position to the Forestry division to allow the department to develop more specialized skills for the Forestry division and progress internal staff into more specialized positions. Ferrell stated that the Forestry Maintenance Worker II position was filled internally by Ben Stepp. Ferrell stated that there was a Maintenance Worker II who was promoted to the engineering department which left an additional vacancy. Ferrell stated that the other Maintenance Worker II position was filled by internal candidate, Travis Smith. Ferrell stated that the recent promotions have left many vacancies in the department, and HR held a civil service test and interviews to fill the positions quickly. Shepherd asked if that means there are now 2 openings for Maintenance Workers. Ferrell stated that there are 3 open positions for Maintenance Workers. Shepherd asked how many candidates had been interviewed and how close the positions are to being filled. Ferrell introduced Miranda Vollmer, Senior Director of Administrative Services, and Kevin Shultz, Senior Director of Operations, who visited to give information about the open positions. Vollmer stated that 20 people took the civil service exam. Vollmer stated that interviews were conducted after the exam results, and all positions in the Parks Department were filled. Vollmer stated there was also an offer sent out to the Recreations Coordinator for Youth and Family programming that she expects the candidate to accept soon. Kaminski asked how many people on average took the civil service test pre-covid. Vollmer stated that the Maintenance Worker II position is fairly new, and it was created during Covid so there are no pre-covid testing City of Gahanna Page 3 Parks & Recreation Board Meeting Minutes May 10, 2023 numbers. Vollmer stated that 20 people taking the civil service test at once is a good number. Mountain Bike Trailhead Ferrell stated that there was an evaluation that a trailhead was noted as a positive resource for the site. Ferrell stated that the trailhead would include drinking fountains, bike racks, benches to sit, and programmable space. Ferrell stated that since the mountain bike trail is a new resource for the community, the department hopes to host some programs on the site such as skill building, bike repair, and other programs. Ferrell stated that the Parks and Recreation Foundation is hiring a grant writer to apply for the Ohio Department of Natural Resources Nature Works Grant Program, and annual grant program that fits well with the bike trail projects. Ferrell stated that they hope to have the application submitted by June 1. Thorn asked if there was a site picked for the mountain bike trail. Ferrell stated that it would be in Academy Park near the playground and the parking lot. Ross asked when the committee would know if the grant was approved. Ferrell stated that an approval is expected by fall. Shepherd asked about the amount awarded by the grant. Ferrell stated that the max award for the grant is $150,000. Simmons asked how much money had been given by the Parks and Recreation Foundation for the grant writer. Ferrell and Ross stated that the funding was not to exceed $3,000. Horn stated that the Pelotonia Organization is hosting a Mountain Bike Race in the fall of 2023, so adding a mountain bike trail will be a good investment for the city. Ferrell stated that adventure sports and mountain biking were noted as activities the community was looking for based on data from the masterplan. Miller asked if the grant had been submitted yet. Ferrell stated that the grant will be submitted June 1. Miller asked if the Foundation will be able to see a copy of the grant before it is submitted. Ferrell stated that it will be available to those who wish to see it. Thorne asked if there will be an informational kiosk at the trailhead. Ferrell stated there will be. GRIN Fee waiver request Butler stated that GRIN has requested a fee waiver for a rental at the Senior Center on Thursday, December 7th for their annual volunteer holiday party. Simmons asked how long the party will last. Butler stated that the party will be from 4 pm - 10 pm. Kaminski asked for clarification about the current policy for rental discounts and fee waivers. Ferrell stated that in the current policy does not require staff to come to the board for rental City of Gahanna Page 4 Parks & Recreation Board Meeting Minutes May 10, 2023 discounts; however, the board must approve a full rental fee waiver. Kaminski asked how much it costs to rent the Senior Center. Butler stated that it costs $200 for a weekday rental. Ross asked if GRIN was still helping with scholarships for Parks and Recreations Programs. Ferrell stated that GRIN does not currently give any scholarships. Miller stated that the board waived the rental fee lasted year. Horn stated that since the party would be for GRIN volunteers who help the community, they would be okay with waiving the fee. Horn stated that as a community the board needs to show their support for GRIN by waiving the rental fee. A motion was made by Shepherd, seconded by Miller, that the the board approve the fee waiver for GRIN. The motion carried by the following vote: Yes: 7- Horn, Kaminski, McGinn, Miller, Ross, Shepherd and Simmons H. CORRESPONDENCE AND ACTIONS Kaminski asked about the artwork at Creekside park.Ferrell explained that the community arts group manages the murals under the Creekside bridge. They approached Parks and Recreation to update the murals. Ferrell stated that the arts group had multiple schools create new murals. The schools notified the city that some of the murals included images that could cause potential concerns for the city. Ferrell stated that city council identified the artwork as government speech. Kaminski asked if the city is going to create standards in the future to add some guidelines for student artwork. Shultz stated that the city administration is creating a new written policy to provide guidelines for images and community art. Schulz stated that the city had come to a resolution that the two murals will be placed, and the city will be working on a new policy going forward. I. DIRECTOR'S REPORT Ferrell stated that the golf course has been very successful and the senior golf league has over 75 participants this season which is significant growth from last seasons. Ferrell stated that Chelsea Heppert, Recreation Supervisor over special events and sponsorships, has gone over the last projection of $59,500 and has reached $60,100 in sponsorship dollars, a number that is growing. Ferrell stated that the goal of having that sponsorship money is to continue to provide programs that are free of cost to the community. Ross asked who all the sponsors are. Ferrell stated that she would be able to provide a list. Ferrell stated that the splash pad is open. Ferrell stated there have been some improvement made around the city to picnic tables and other City of Gahanna Page 5 Parks & Recreation Board Meeting Minutes May 10, 2023 amenities. Ferrell stated that there are portions of the dog park that are overused and the department will be placing Insta Turf in those areas to help with sustaining the facility. Ross asked if there are any plans to fix the buckling on the pickleball courts. Ferrell stated that there is no buckling on the pickleball courts, but there is bubbling. Ferrell explained that the installer of the court said this is a common occurrence and will relax over time. Ferrell stated that the department will be extending the warranty on the court in case the issues with the court do not resolve and the court needs replaced. Miller asked how pool memberships this year compare to last year. Ferrell stated that there are usually 750 memberships, and many memberships are sold on site at the pools. Directors Report May 2023 J. COMMITTEE REPORTS i. Bicycle & Trail Advisory Committee (BTAC)- None ii. Gahanna Active Senior Advisory Committee (GASAC) Simmons stated that the next meeting is May 16 at 3:00 pm. Simmons stated that GASAC is wanting to change their bylaws to have all of the committee members elected instead of some being appointed by the Parks and Recreation board. Ross stated that as long as GASAC had one representative from the Parks and Recreation board they would be okay with all members being elected. iii. Natural Resources Advisory Committee (NRAC)- None K. POLL MEMBERS FOR COMMENT i. Gahanna Parks & Recreation Foundation Ross states the Foundation will meet next week. ii. School District Update Horn stated that school is almost over and the last day of school is Wednesday, May 24 and graduation will be May 27. Horn stated that the Newsies musical will be running May 11-14 and there are a variety of end of the year concerts and activities happening throughout May. Horn City of Gahanna Page 6 Parks & Recreation Board Meeting Minutes May 10, 2023 stated that construction of the new buildings has been going smoothly and a lot of progress has been made recently. Horn stated that there are plenty of student volunteers who want to get involved, but they need to be asked early in the year so they can properly plan their schedules. iii. Veteran's Advisory Committee Shepherd stated that he sent out an email with the details for the Memorial Day Program which will take place at 1 pm on Monday, May 29. Shepherd stated that volunteers are still needed for the Blues and Jazz Festival for those who are interested. L. ADJOURNMENT Nichole Butler Clerk APPROVED by the Parks & Recreation Board, this day of 2023. Chrissy Kaminski City of Gahanna Page 7