Zionsville Board of Park and Recreation

Summary Minutes of the Meeting of the Zionsville Park and Recreation Board August 10, 2011 The Zionsville Board of Park and Recreation met Wednesday, August 10, 2011 at 7:00 PM. Ellen Butz, Steven Mueller, Phil Howard, and Neil Clements were present. Matt Dickey, Superintendent, Therese Burkhard, Interpretive Naturalist, and Roger Burrus, Park Board Attorney were also present. Minutes Phil Howard made a motion to approve the July 13, 2011 regular board meeting minutes as presented. Neal Clements seconded and the motion passed unanimously. Roger Burrus requested that the August 10th Park Board minutes specifically show that he previously disclosed he has in the past worked both for the Park Board and Manchester Square Homeowner's Association (MSHA) on completely separate and unrelated items (and often different timelines as well). Regarding a potential conflict of interest on the specific issue of the Park Board's and MSHA's discussions regarding MSHA's potential pedestrian linkage to the rail trail, Mr. Burrus related to the Board he indicated to Manchester Square that he would under no circumstances be representing them as he is under retainer to the Park Board. 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. Therese Burkhard spoke regarding program development at the ZNC, highlighting programs, publicity, and professional development categories. From January 1-July 31, 2011 there were 88 programs given, with a total of 4,725 attendees. Generally, there have been over 7,000 people who have attended some kind of nature center program to date. In 2010, just over 10,000 people benefited from the nature center programming. Ms. Burkhard highlighted some specific programs, like Wild Wednesdays, nature hikes, and nature crafts. She noted also that summer camp is probably the most popular individual program. This program accounts for a significant number of program participants each year, many of them returnees. There have been an additional 32 outreach programs. Some were programs with groups such as Boy Scouts or the library, and some are general public such as Z’Greenfest. Publicity is another important component of the job. Ms. Burkhard is very pleased with the professional company she’s working with currently. Ms. Burkhard highlighted the work done to physically maintain the nature center such as general cleaning and animal management on the inside and grounds maintenance. 1 Therese also spoke about staff professional development. She noted she tries to attend a few workshops each year. She also noted the considerable volunteer hours so far. President Butz, the Park Board, and Superintendent Dickey all thanked Therese for her presentation that night and her and her staff's and the volunteer's many efforts at ZNC. Ellen spoke briefly about the recent budget meeting. She noted Matt Price wants to see something done about the impact fee. As this initial meeting was mostly informatory in nature, there were a few questions, but no clear change of direction from the Town Council at this time (as to any potential adjustments in the budget. Mr. Dickey began his Board report by updating about the golf course irrigation. He distributed two drawings showing different design/estimates. A recommendation was received to drill a 5-inch test well for ~$3,500 to ~$4,000 to further refine the potential design of the required pump house. This detail could further refine the budget estimates for this much need capital infrastructure replacement. Superintendent Dickey reported we have finally received notice last week from the state giving permission to repair part of Eagle Creek Trail (in Creekside and under the 334 bridge). Regarding the damaged portion under the 334 bridge, per the previously identified approach, Matt will be "pitching" the DNR on potentially dropping the engineering requirements that had been communicated to the department from the DNR/BLN Engineering meetings. During this discussion everyone was reminded that as the plan to address these issues had been laid out to the Board in the late Spring and early summer; the repair of these two pieces was targeted to be done at the same time and by the same contractor as the one doing the 334 pathway. That is mostly likely to garner the parks department the least expensive price and save the coordination issues of two contractors trying to work in the same place (said construction has been slated to take place in the fall of 2011). Mr. Dickey reported on a meeting he had with the Boone County Solid Waste Executive Director about the recycling grant the park board received. One new idea is installing crossing guards made with recycled materials and are also solar powered. The Executive Director mentioned that while the various items proposed in the earlier grant application were all good and had been approved, she preferred the crossing guards and recommended we go with those to satisfy the grant. Mr. Dickey has also discussed this potential with Lance Lantz and got input as well. The acquisition cost is $12,000 per pair and Boone County is willing to give $5,000 to the total cost. Matt suggested these could be placed at 875E where the rail trail will cross into the new park when that site is developed in 2012. Ms. Butz asked if the crossings are required. Matt responded that they would not be at this time, but as more people use the trail they could well become a necessity. Matt noted the grant money does have to be spent by October of this year. After a bit further general discussion, Phil Howard made a motion to purchase the crossings utilizing grant money coupled with our existing budget for the remainder; Steve Mueller seconded and the motion passed unanimously. 2 There was some discussion about recent work at the Mulberry Fields splash pad. There was an issue with the drain, which has been resolved. Superintendent Dickey mentioned there are various ideas are being researched to at least attempt to minimize the amount of smaller stones and gravel getting into the drain. Roger Burrus mentioned the previously discussed potential eight acre donation. He noted the town council may need to commit to extend a partially built pathway along the nearby east-west roadway as part of this donation. The details of the land to be transferred need to be agreed to by the Park Board. Roger is working on review of the title insurance documents and some other minor items. Roger's work details could likely be ready to come before the Board for their review in September and if so, would be part of his report that month. There may be some use restrictions placed on the property by the owners as a part of the donation. If so, it would be up to the Park Board if they wanted to except those restrictions if they felt they were too limiting on the land in terms of the provision of park and recreation benefit vs. access and maintenance load. Mr. Burrus continued his report by noting his continuing work on rules and regulations. He also noted there may be an addition to the use policy passed last month by the Board. New Business None Identified Old Business: Matt Dickey noted the signup sheet in Board member packets for booth coverage at the Lions Fall Festival. Members are encouraged to sign up for two-hour shifts. Matt generally covers those shifts no one signs up for, and the festival isn’t well attended during the 10AM to Noon time period (due to the parade) so there probably doesn’t need to be anyone for that shift. Citizen Advisory Committee Reports: Land Resources – Phil Howard. Beginning to draft land resource acquisition guidelines Finance/ Funding – Neal Clements. No report this month. Communications – Steve Mueller. No report this month. Recreation –Scott Bruns. No report this month. Facilities– Ellen Butz. Ellen reminded the Park Board about the New Park Conceptual Design Charrette on August 11th and the 1st Street Charrette on Aug. 17th. Other Board Related Items None Claims Neal Clements made a motion to approve the claims. Steven Mueller seconded and the motion passed unanimously. The meeting was then adjourned, with a motion made by Phil Howard and seconded by Neal Clements at ~8:12 PM. ____________________________ ____________________________ Scott Bruns, Secretary Ellen Butz, President 3