Zionsville Board of Park and Recreation

Summary Minutes of the Meeting of the Zionsville Park and Recreation Board January 11, 2012 The Zionsville Board of Park and Recreation met Wednesday, January 11, 2012 at 7:00 PM. Ellen Butz, Steven Mueller, Phil Howard, and Neil Clements were present. Matt Dickey, Superintendent, and Roger Burrus, Park Board Attorney were also present. Beginning of Year Actions Election of Park Board President & Park Board Vice President. Ellen Butz nominated Phil Howard as President. There being no further nominations, Neal Clements made a motion to elect Phil Howard. The motion passed unanimously. Neal Clements nominated Ellen Butz as Vice President. There being no further nominations, Neal Clements made a motion to elect Ellen Butz. That motion passed unanimously. Confirm regular meeting dates. Neal Clements made a motion to generally retain the regular meeting schedule (2nd Wednesday at 7 PM in town hall). Changes could be made and appropriately noticed if needed. Ellen Butz seconded; motion passed unanimously. Phil Howard also noted there is typically a Board retreat in late January/early February. He suggested having this retreat later to accommodate potential upcoming appointments to the Park Board. February 11, 2012 at 9AM to Noon was selected by consensus. Park Board Attorney. Ellen Butz made a motion to appoint Roger Burrus as Board attorney for 2012. The motion included the authorization for the President or in that absence the Superintendent to sign the formal agreement copy. Neal Clements seconded and the motion passed unanimously. The contract for attorney services will remain unchanged from 2011. Mr. Burrus noted the name as his firm has changed as he has taken on a partner. He reminded the Board the contract is with him individually, and not binding upon his partner, but otherwise everything else remains the same from the point of view of service to the park board. Minutes Ellen Butz made a motion to approve the December 14, 2011 regular board meeting minutes as presented. Neal Clements seconded and the motion passed unanimously. Public Comments/Presentations Mr. Larry Shiller, representing ZSA, spoke regarding use of the fields at Mulberry Fields Park. He suggested the cost to maintain the fields was cost prohibitive, since there are only two sports groups splitting those costs. There was some discussion about a “pay to play” division—the team or group using the fields the most would pay more for maintenance. Mr. Shiller asked if the recreation grant given by the Board could be earmarked for a certain amount to be used at Mulberry Fields. Phil suggested this be taken up by the Board at a later Board meeting after there has perhaps been a chance for advisory committee level discussion. 1 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. Mr. Dickey began his report by informing the Board that he received a call last week inquiring why the golf course was closed in good weather. Mr. Dickey had explained publicly owned golf courses are typically closed during winter/early spring to allow the course turf to rest after a season of play and to be ready for play as early as possible when the weather breaks. And that our golf staff has been concerned that opening while the turf is dormant could cause damage that is slow to self repair, since the turf is not actively growing. A few Board members commented that such closures were there understanding as well. Mr. Dickey also updated the Park Board on a town staff member who was let go from the Clerk Treasurer’s Office. That office is moving quickly to replace that person, since claims is part of that job description. Ellen announced on January 25th at town hall, beginning at 6:30 there would be a presentation on the new 1st Street plan. She quickly mentioned a few of potential effects this could have at Lincoln Park. Roger also reported he is still awaiting some information from the contractor for Elm Street Green. Although he has not set a firm deadline, he is encouraging the contractor's attorney this issue to be resolved quickly to ensure the garden plots go in on time. Mr. Burrus is also working on contracts for signage at Starkey Park and for REA for design services for the new park at 475. He also continues to work on the donation agreement with Family Farms. Mr. Burrus had previously distributed an updated draft of the park rules and regulations. Roger would like to have Board member input on the draft. He’ll include changes and bring the final document back. New Business Mr. Dickey introduced a request from the Zionsville Police Department regarding a potential donation of one of the old golf carts from Parks to Police. The Police Department offered to formally recognize this donation by labeling such on the cart. The park board liked the idea of recognizing this interdepartmental cooperation. Neal Clements made a motion to transfer ownership of one of the used golf carts to the Zionsville Police Department. Ellen Butz seconded and the motion passed unanimously. Old Business: None identified 2 Citizen Advisory Committee Reports: Land Resources – Phil Howard. Phil announced January 18th for this committee’s first 2012 meeting. Finance/ Funding – Neal Clements. No report. Communications – Steve Mueller. He announced a special program regarding invasive species at Zion Nature Center to be held February 1st, at 6:30. Mr. Mueller also asked if the Board’s recreation grant program will continue, and if so, it is time to make that announcement. There was consensus to continue the recreation grant program. Mr. Dickey reminded the Board that the DLGF has not yet approved the Town’s budget, so any amount set by the Board might need to change later. Mr. Mueller announced the members of his committee will continue to be John Ulmer, John Wallace, and Mary Jane O’Brien. Recreation –Steve Bullington (absent). No report. Facilities– Ellen Butz. No report. Ellen suggested waiting to formally appoint new members to the various committees until February or March after the Board Chairs can confirm interest and potential membership. Other Board Related Items None Claims Neal Clements made a motion to approve the claims. Ellen Butz seconded and the motion passed unanimously. The meeting was then adjourned with a motion made by Neal Clements and seconded by Steve Mueller at ~7:45 PM. The next regular Park Board meeting is scheduled for February 8th at 7PM ______________________________ ____________________________ Secretary Phil Howard, President 3