Zionsville Board of Park and Recreation

Summary Minutes of the Meeting of the Zionsville Park and Recreation Board April 13, 2011 The Zionsville Board of Park and Recreation met Wednesday, April 13, 2011 at 7:00 PM. Ellen Butz, Steve Mueller, Scott Bruns, Phil Howard, and Neil Clements were present. Roger Burrus, Board Counsel and Matt Dickey, Superintendent were also present. Minutes Roger Burrus made a suggestion for the March meeting minutes on page 5, noting the phrase... field usage "agreement"... should read, field usage "policy". Phil Howard made a motion to approve the March 2011 regular board minutes as amended. Neal Clements seconded and the motion passed unanimously. Public Comments/Presentations None Staff Reports The reports from the Superintendent of Parks & Recreation, the Assistant Superintendent for Maintenance Services, and the Naturalist were all part of the Park Board packet and available for review. Matt Dickey presented information regarding a recent site visit to Mulberry Fields. Three firms had in the past visited the site and gave suggestions regarding native plantings, rough specifications, and proposals. One firm, Eco Logic, Inc was selected to be a consultant for the 2011-2013 native planting maintenance at Mulberry Fields. This is the first of at least four visits per year over the next several years contracted with Ecologic. Mr. Dickey also reported he has again walked the Eagle Creek trail route through Starkey Park to Zionsville Road to inspect flooding damage and identify challenge areas needed repairs. He noted several specific areas of water pooling and some 8-10 areas of concrete/rubble piles and some 8-10 areas of soil piles that will need removed before the trail is installed. Some areas will need to be carefully designed (as the land portion remaining upon which to put a trail is only 8 feet or so) and there will be some challenging areas for trail users. Matt also noted he has been trying to get quotes from Town Engineers for Floodway Permitting of flooding repairs at Creekside Park, particularly under the St Rd 334 bridge. Mr. Dickey thinks their fee- numbers are high and is trying to get those firmed up for either his approval or for possible future Board approval. In his Attorney's report, Mr. Roger Burrus stated he had been reviewing an insurance claim where a tree limb fell and reportedly hit a car. The Town's Insurance Agent had determined the tree was not on Town Property and as such the Town was not liable. The Town's Agent so informed the vehicle's owner. 1 The Midland Trace property will be before the County Commissioners on Monday for possible transfer of a few tax-delinquent parcels to Friends of Boone County Trails. The concept being the trails non- profit would eventually transfer those titles to Zionsville Parks and Recreation. Phil Howard and Matt Dickey will be present at that meeting to represent the Park Board/Department. Ellen asked how quickly property could be transferred; Mr. Burrus stated the transfer could happen fairly quickly, but there will be other pieces to assemble before any work on the trail could start. It was also mentioned that holding the title in the non-profit until a grant application might be awarded was a good potential reason to keep title in the non-profit. Mr. Burrus also presented some changes to the ZSA field use policy. He is still waiting on some information before getting signatures. This year, the Rugby team and the Boys and Girls Club (flag football) are the only two organizations using the fields. Scott Bruns stated there might be some monetary issues with only two organizations instead of the usual three or four helping with maintenance costs. ZSA is currently reviewing exactly what maintenance program to use given this cost factor and whether to issue grants to those organizations to help them pay their share. There will probably be a request (next month) from Boys and Girls Club to the Board for a grant. Roger will incorporate the changes regarding termination of agreement and ZSA’s play schedule to the use agreement. Mr. Dickey noted a request from a coach with Zion Little League to use Mulberry Fields for practice. He thought the Park Board would like to be aware of the interest out there. Scott Bruns made a motion to approve the Field Usage and Scheduling Policy as presented. Phil Howard seconded, and passage was unanimous. Mr. Burrus discussed the Eagle Creek Trail between Starkey and Zionsville Road and what needs to be done from a legal standpoint on getting the trail in. He believes the legal paperwork is in order and is just waiting on the property owner to finalize his commitments. He will meet and see exactly what still needs work (i.e., exact fence location re-staked, outfall structure in place or filled in, etc.). At this point, Mr. John Ulmer, an Officer of the Eagle Creek Watershed Alliance who frequently attends Park Board meetings, asked to speak about this matter. Mr. Ulmer noted the Eagle Creek Watershed Alliance has ceased to work with Canterbury Stables on the outfall structure. The Alliance had previously agreed to cost share on the fence and outfall projects with the property owners via the Alliance's 319 grant program, but unfortunately that has fallen by the wayside. John Ulmer mentioned that possibly the Stables property was in violation on their State Grant and Permit related paperwork. Mr. Dickey asked if the DNR had initiated any permit violation action on the property owners. Mr. Ulmer stated that like many State agencies, IDEM is understaffed and relayed that while IDEM would like to hold the landowner accountable they just don't have the manpower. New Business Matt Dickey discussed the 2011-2012 Mowing Proposals. Presented were quotes from three firms. The quotes were in a “by the mow and by the park” format. A typical full season of mowing includes about 26 mows. Hardin & Sons (current firm) submitted a quote for $22,230. Earth & Turf’s quote was $20,618 (about $1,600 less). Staff contacted references for all firms and, due to the lower quote, recommended approving the quote from Earth & Turf. Both quotes are within 2011's budgeted amounts. Neal Clements asked if had problems with Hardin? Matt replied there have been no serious issues. 2 Another Board Member asked if Earth and Turf is a Zionsville company. Neal suggested the known quantity (i.e., Hardin and Sons) might be the better recommendation. After significant additional Board discussion, Neal Clements moved to approve Hardin and Sons. After consideration, Phil Howard seconded and passage was unanimous. President Butz mentioned she understood that Staff's motivation was to save budgetary funds and commended their diligence. Old Business: Steve Mueller discussed a Rules and Restrictions summary from the communications advisory committee. Mr. Mueller stated he tried to consolidate current rules with suggestions from various committees into one document. Public safety is the number one priority, with some guidelines for public enjoyment. One of his intentions is to incorporate this document into the parks website and to clearly post the rules and restrictions at centralized locations within the parks themselves. The ultimate goal is education and awareness as opposed to absolute enforcement. Ellen asked Roger Burrus to clarify the authority of the Indiana Code enabling rules to be enforced. Roger related that there must first be the enabling statute to have the authority and also a Town Ordinance outlining the rules in order for the rules to have force. She expressed concern it might be confusing to cite the Indiana Code that generally allows the setting of (unspecified) rules, as opposed to the rules-specific Town Ordinances only. Mr. Burrus also mentioned clarification of some of the particular cites noted in the proposed document. Mr. Burrus noted that after looking at the draft, he initially had some concern with being able to enforce any rules the Board might have listed. His thought was there might be a better way to educate the public and also to inform them there are some enforceable rules, and people should refer to Town Ordinances for those. Phil asked about exceptions to the rules. It was discussed that of course, there are always some exceptions and those times will need to be noted. Ellen stated she appreciated the effort so far and that consolidating the rules is a good idea. She asked Roger to review the document and make suggested changes prior to it being finalized. This could be back before the Board within the next two months. Citizen Advisory Committee Reports: Land Resources – Phil Howard. Phil presented the names of his committee for approval. They are Andrew Auersch, Ulma Lathrop, Greg Storen, and Nancy Carpenter. Scott Bruns made a motion to approve the committee membership. Neal Clements seconded and the motion passed unanimously. Phil also noted Matt Dickey is generally included on this committee in a technical support role. Phil noted the committee met in February and discussed goals and objectives, and supporting Midland Trace trail land acquisition. The 4th Wednesday of each month will be the regular meeting date. Finance/ Funding – Neal Clements. No report. 3 Communications – Steve Mueller. Steve clarified the Nature Center hours of operation (Saturday 10AM to 5PM; Sunday Noon to 5PM) which had been mistakenly noted in the potential park rules document. Mr. Mueller then stated he has a start on the combined map of pathways and parks. Samples were passed out to the Park Board. This is intended to be posted on the website, not printed for distribution. He feels this is a good start and wants to get this to the Park's wayfinding consultant for their information. Steve next wants to move into a second phase of individual, detailed park maps and a map of the rail trail. Neal asked if staff has the capability to make needed changes to the original document, or if a consultant would need to be hired for this work. Matt and Steve both stated that, with the appropriate software and training, staff could make changes but that currently the parks does not have the graphics and image software required or the training that goes with it. Steve noted a consultant would be needed to prepare any phase two detailed park maps. Recreation –Scott Bruns. This committee will continue to review usage policies and fees. Also, committee members will be working on accumulating information on various recreation programs from other agencies and potential bike pathways. Scott and Matt will also be taking a tour of the Town parks with an eye toward recreation opportunities and available space. May 7th is the Anti-Mini Run. Facilities– Ellen Butz. No report. Other Board Related Items Mr. Burrus made note of a few changes he made to the field usage policy. One is to give the Superintendent the authority to adjust field use depending on site conditions/capacity. Another was to soften some of the language for special events. The Town’s policy is a variable window of permission; this current version has a 60-day notice to the Park Board. The Board will vote on this next month. Steve Mueller reported on his very successful volunteer garlic mustard pull event at Starkey Park. Additionally, on April 16th, Matt will meet a group at Elm Street Green and Steve will take a group to Turkey Foot Park. On the 18th, a group will meet at Starkey Park to finish there. There are at least three groups scheduled for April 30th. Bill Patton, a citizen in the audience, asked if there are plans to have a flagpole installed at Mulberry Fields entry. Matt stated there had been some preliminary research to do so because of potentially donated pole. But it was deemed that potential donation pole was too short for the park sites location and scale. It was felt if implemented, a taller (than 16 feet) pole would be more appropriate. Consideration would need to be given to ensure the flag could be lighted and raised and lowered as appropriate, as well as be vandal-resistant. Upon questioning it was mentioned that currently there are three and sometimes four locations (when we assist Town Hall) where the park staff raise/lower flags (the Town follows the Governor's decrees). These decrees usually mean that flags are flown at half mast several times a year. This sometimes requires park staff to come in on weekends and holidays a few times each year. 2010's 4th of July holiday weekend was particularly full. The Governor had decreed flags to half mast Saturday morning before the 4th, fully raised the morning of the 4th, half mast again the evening of the 4th for the rest of the observance period (which meant the raising back to full-staff height was later within the normal work week). Phil Howard mentioned if this is pursued, it likely needs to become a budgetary item in this summer's preparation of the 2012 budget request to the Town Council. Phil asked about Z’Green Fest and whether the Board was participating. Matt stated he had talked with Therese about this, and she said there wasn’t enough room for all of last year's groups to participate, so there is no room for a park booth. The Parks Department staff has also offered to assist several times but 4 was told extra hands weren’t needed. Park Board members are, of course, welcome to attend the day of the event. Claims Neal Clements made a motion to approve the claims. Scott Bruns seconded and passage was unanimous. The meeting was then adjourned, with a motion made by Phil Howard and seconded by Steve Mueller at ~8:30 PM. ______________________________ ____________________________ Scott Bruns, Secretary Ellen Butz, President 5