Zionsville Board of Park and Recreation

Summary Minutes of the Meeting of the Zionsville Park and Recreation Board February 15, 2012 The Zionsville Board of Park and Recreation met Wednesday, February 15, 2012 at 7:00 PM. Phil Howard, Steven Mueller, Steve Bullington, Manda Clevenger, and Neil Clements were present. Matt Dickey, Superintendent, and Roger Burrus, Park Board Attorney were also present. Beginning of Year Actions Park Board President, Phil Howard, welcomed new Board member Manda Clevenger. Manda is starting a 4-year term and was appointed at the Town Council's February meeting to replace past Board Member Ellen Butz. As such, President Howard noted that Ellen's departure left a void in the officer structure the Park Board had voted upon at the January meeting. Election of Park Board Vice President. Phil Howard therefore requested nominations for Vice President. Steve Bullington nominated Steve Mueller for Vice President. There were no further nominations and since seconds are not required for a motion on officers, the question was called. The motion passed unanimously. Neal Clements nominated Steve Bullington as Secretary. Superintendent Dickey briefly noted the duties of that office primarily as providing official signatures on those documents which require two of such, and also to assist in preparing the minutes if need be. It was further mentioned that as the Park Board had already authorized the Superintendent to serve as the second signature in cases where the Board Secretary is unavailable, and since the Park Department usually handles most minute-related duties, neither of the official duties of the Board Secretary are very often activated. There were no further nominations or discussion. The motion passed unanimously. Minutes Roger Burrus made a minor addition to the minutes clarifying that the Board President or Superintendent had been authorized to sign the attorney agreement contract as part of the original motion. Neal Clements agreed, and made a motion to approve the January 11, 2012 regular board meeting minutes as amendment to the minutes as suggested. Steve Mueller 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. 1 Mr. Dickey began his report by informing the Board of the customary reports included in the Board packets. He noted for this month, there is the addition of an annual report. He asked if there were any questions regarding these written reports. Steve Bullington inquired about what will go into the Marathon easement. Mr. Dickey noted that Marathon in removing a section of abandoned pipe where it crosses Eagle Creek within Starkey Park. While note a "park department project", this is work was a result, in large part, of the Park Department drawing Marathon's attention to the eroding conditions around the pipeline and the increasing exposure of this large metal structure. The area is to be stabilized and reseeded at Marathon's expense when the pipe removal is complete. Mr. Dickey next updated the board on Elm Street Green garden plots. There had been a State-required amendment to the site design for elevations provided before soil was ever turned on that project, and the contractor said the site inspector was working off the original plan. The corrected grades have been will be used for the final inspection, as ensured by the onsite project as-built surveys. Mr. Dickey continued to inform and press the contractor of the urgency of having the garden plots available for reservation to the public by March 15th. Phil thanked Board members for their attendance at the recent Board retreat. Superintendent Dickey noted that the official board action item from that meeting, ordering new golf carts, has been done. Mr. Dickey reported he has applied to get the Park Board/Department a table at the Z’Green Fest in April. He noted a fee has not been required of the Board in past years. Roger Burrus reported he has prepared a set of summary rules and regulations, which could be ready for action this evening if the Board desires. Phil Howard suggested this item be brought back at a later date to give the newest board members time to study them before voting. Mr. Howard asked a question on fireworks and how they are addressed, or will be addressed in these draft rules—according to Mr. Howard, the current draft had it as "none are permitted". He suggested adding language “without prior approval” so as to accommodate the Fall Festival fireworks and to preserve availability. Mr. Dickey interjected his thoughts regarding items for sale in parks (such as food items). He receives occasional requests from groups wanting to sell items but the rules are currently silent on this issue. There was discussion on licensing requirements. Mr. Dickey will explore the Town Ordinance and report back. Steve Bullington had a question regarding parks/trails designated for horses. Matt explained that the trails historically have not seen much equestrian use, "Illicit" horseback use hadn't been much issue, so it may have been felt that item could be omitted from the rules. The past horse use on some park land had been discontinued for some time before Mr. Dickey was hired so he wasn't sure what that Park Board's reasoning had been. Mr. Mueller suggested separating the park hours so they can be posted separately if such were deemed necessary. 2 Mr. Burrus inquired if the Board wants to take action on the land donation by Family Farms. The land donation agreement is nearing its final form and the required maps and surveys have been completed. Mr. Burrus noted the agreement includes several restriction requests made by the current owners. They wish this park to be used more as a nature park and trail area, with a limit as to how close to the creek a pathway could be placed. Facilities would be limited to a picnic shelter/gazebo. Matt asked Board members to consider if a small, five-space parking lot might be desirable to the Board and should that use/facility be added to the agreement. Steve Bullington suggested that be added in. All board members concurred. There was also discussion clarifying the ultimate donation boundary. Ms. Clevenger suggested a couple of minor edits to the document. Mr. Burrus will mention to te current owners about the Board's request and report back to the Board in April. New Business Mr. Howard then moved on to a request from the Zion Nature Center for speaker fees. The Nature Center is requesting the Board provide $1,000. This has been done in past years after the Board’s budget has been set. Since that isn't official until sometime after the first of this year, and in 2012 that final official budget wasn't set until weeks after Jan 1st, This was the first Board meeting where the issue could be considered. Steve Mueller made a motion to earmark $1,000 from the recreation budget for Nature Center speaker fees. Steve Bullington seconded and the motion passed unanimously. Old Business: None identified Citizen Advisory Committee Reports: Phil Howard began by noting the committee Chairs (as represented below). He also asked each Chair to submit member names so the Board can approve them. Land Resources – Phil Howard. Phil updated the Board on this committee’s first meeting. He noted the membership would remain the same with one addition—Wayne Bivens. Mr. Howard made a motion to accept this membership list. Neal Clements seconded and the motion passed unanimously. The committee met in January and confirmed the goals and meeting schedule. One challenge for this committee is to produce a land resources policy document, which was included in tonight’s Board packet. Mr. Howard noted a few highlights from the draft policy and asked Board members to review and offer comments prior to the March 24th committee meeting. Steve Mueller made a suggestion to the criteria section to be sensitive to geographic area when considering new park sites. Finance/ Funding – Neal Clements. Mr. Clements updated board members on the urban forestry grant. The Board was awarded $15,000 (of the $20,000 requested). These reimbursable matching moneys (at 50% matched) will be used for a street tree inventory, some amount of invasive removal, and tree planting in the various parks. The project list was varied because it helped make a stronger application. Communications – Steve Mueller. Mr. Mueller made a motion to approve the members of this committee: John Ulmer, John Wallace, and Mary Jane O’Brien. Ms. Clevenger seconded and the motion passed unanimously. Mr. Mueller noted the department made an 3 announcement regarding garden plot availability on the website, but suggested it be noted in the newspaper as well. Steve is also working on a park naming article for the website. He also announced the garlic mustard pull series scheduled for each Saturday in April. Mr. Mueller is also working on a wildflower guide publicity piece. Recreation –Steve Bullington. Mr. Bullington reported he is actively pursuing membership. He has recently met with Zionsville Youth Football. That group is very interested in executing a formal agreement for Mulberry Fields use. They anticipated coming to the April Board meeting for action on the agreement. Facilities– Manda Clevenger. Ms. Clevenger has contacted former members asking about their interest in continuing on this committee. She hopes to bring names to the March meeting for approval. Mr. Dickey asked each of the Board member chairs to email a list of their committee member names and contact information for future use. Manda Clevenger commented that such proved helpful with the transition for her regarding the Facilities Advisory Committee. Other Board Related Items None Claims Neal Clements made a motion to approve the claims. Steve Mueller seconded and the motion passed unanimously. The meeting was then adjourned with a motion made by Steve Mueller and seconded by Neal Clements at approximately 7:55 PM. The next regular Park Board meeting is scheduled for March 14th at 7PM. Mr. Howard noted he expects to be absent from that meeting. ______________________________ ____________________________ Steve Bullington, Secretary Phil Howard, President 4