Zionsville Board of Park and Recreation

Summary Minutes of the Meeting of the Zionsville Park and Recreation Board March 14, 2012 The Zionsville Board of Park and Recreation met Wednesday, March 14, 2012 at 7:00 PM. Steven Mueller, Steve Bullington, Manda Clevenger, and Neil Clements were present. Matt Dickey, Superintendent, and Roger Burrus, Park Board Attorney were also present. Vice President Steve Mueller called the meeting to order in President, Phil Howard's absence. Minutes Steve Bullington made a motion to approve the February 15, 2012 regular board meeting 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. Mr. Dickey began his report by informing the Board of the opening of the golf course, slightly ahead of schedule. The cart loaners are here and the new carts are expected by the end of the month. Yearly passes are selling well. Neal Clements asked about the well situation at the course. Matt explained about running the test well and that staff had been told that determining how much water is available from the test well's aquifer and whether the new aquifer is connect to the existing well's aquifer was very inportant since proper golf course irrigation design usually contemplates two separate wells to water the golf course. Steve Bullington asked for specifics on the planned rain garden. Matt Dickey explained the purpose and workings of this bio engineered storm drainage system. He mentioned this was a cooperative venture initiated by the Street and Stormwater Department but also involving the Park Department through its Nature Center arm. Steve Mueller asked if the garden plots are available for sign ups as of March 15th. Matt confirmed that last year's 80 plots are ready for sign ups. He reminded the Board that the plot's soil surface isn't actually turned over until later in the year. We have a couple of local farmers who are on tap to do that as they can with their own field work. Since Purdue Extension list that the last hard frost potential is set in mid May, the 15 year tradition in Zionsville is the plots are ready by May 15th (in practice often they are ready by May 1st). 1 Roger Burrus reported he has prepared a revised set of summary rules and regulations, which are ready for action this evening if the Board desires. There is no set deadline for this, so Mr. Burrus can also accept suggestions and comments. Steve Mueller stated his thought that the park hours could be a separate document from the rules themselves. This document will be brought back later for Board consideration. There was some discussion on the Jennings Field hours and on the smoking section of the rules. Roger will research some clarification will be necessary to adequately address the current law and to clarify meaning. Equestrian use was also a topic. Since long ago, there was a determination to abandon the equestrian trail along the rail trail, reportedly due to high maintenance and low use, this was removed from the park specific rules and regulations. Mr. Burrus noted another document he has been working on concerns use restrictions on parks that are contained in deeds. He will bring forward a comprehensive list of such restrictions and the park properties they relate to later. Mr. Burrus noted the donation by Family Farms of Indiana has had a few changes. He asked if the owner would have objection to the Park Board constructing a small (5 car) parking lot. He discovered a noise restriction as well, and asked for that to be clarified with the owners. Mr. Burrus is waiting for word back on those items. Mr. Burrus further reported he prepared a use agreement between Zionsville rugby and the park board for Mulberry Fields. He brought additional copies of the use agreement for the newer board members. Mr. Burrus also reminded the Board of Phil’s previous request to review the land resources assessment policy. New Business None identified Old Business Matt distributed the Urban Forestry grant agreement to the Board. Matt noted only 13 of municipalities were awarded grant funds this year. Zionsville got funding ($15,000 of a $20,000 request). We were the second highest funded entity of the 13. He noted that, like most grants, this is a reimbursing grant; once the Town spends moneys they are reimbursed 50/50 up to $15,000. Roger was earlier provided the grant agreement for review and had no comments. Neal Clements made a motion to enter into an agreement with the Department of Natural Resources. Steve Bullinger seconded. Manda asked if she should recuse herself since she is a state employee. Park Board Attorney, Roger Burrus determined there is no conflict of interest and she may vote on the motion. The motion passed unanimously. 2 Citizen Advisory Committee Reports Land Resources – Phil Howard. No report. Finance/ Funding – Neal Clements. No report. Communications – Steve Mueller. Mr. Mueller noted the department made an announcement regarding garden plot availability on the website. The Starkey Park trails closure to install signage was announced as well. Steve also asked about Laurel Street work. Mr. Mueller announced the garlic mustard pull series scheduled for each Saturday in April and noted there are several groups willing to help. He will get a request out to the public to submit names for the new park site. Recreation –Steve Bullington. Mr. Bullington proposed two names for this committee Jason Nutter and Dan Layton. Manda seconded the proposal and the motion passed unanimously. Mr. Bullington also reported on the recreation grant program. He asked for clarification on what direction the Board would like to proceed with the recreation program. The committee has received three requests, but only one could be considered “new”. Steve Mueller said he felt enhancements to existing programs could be desirable but he also wanted to review the original paperwork on this grant program. Roger Burrus read from the original document and noted existing programs are eligible but cannot receive funds in consecutive years. The Recreation Committee will meet the first Wednesday in April to discuss these requests. Facilities– Manda Clevenger. Ms. Clevenger has contacted former members asking about their interest in continuing on this committee. She has seven members for approval so far. Six of the members are returning from last year. There may be more later, once the Town Council gives a few membership suggestions. Manda made a motion to approve the membership list as presented. Steve Bullington seconded; motion passed unanimously. Mr. Dickey asked Board members to email a list of committee member names and contact information each year for future file use. Manda Clevenger has mentioned that proved extremely helpful to her when looking through potential committee members. Other Board Related Items Steve Bullington announced an upcoming bike rodeo and family fun ride. He reminded Board Members this is the same program done last year in May and proved to be quite popular. He asked the Board for their approval in supporting it again this year. There is no major financial involvement for this. The Board gave support by consensus for this event, currently targeted for May 19th. Claims Neal Clements made a motion to approve the claims. Steve Bullington seconded and the motion passed unanimously. The meeting was then adjourned with a motion made by Neal Clements and seconded by Steve Bullington at ~7:45 PM. The next regular Park Board meeting is scheduled for April 11th at 7PM. ______________________________ ____________________________ Steve Bullington, Secretary Phil Howard, President 3