Zionsville Board of Park and Recreation

Summary Minutes of the Meeting of the Zionsville Park and Recreation Board June 13, 2012 The Zionsville Board of Park and Recreation met Wednesday, June 13, 2012 at 7:00 PM. Phil Howard, Steven Mueller, Steve Bullington, and Manda Clevenger were present. Matt Dickey, Superintendent, and Roger Burrus, Park Board Attorney were also present. Neal Clements was absent. Minutes Steve Mueller made a motion to approve the May 9th, 2012 regular board meeting minutes. Manda Clevenger seconded and the motion passed unanimously. Public Comments/Presentations No comments from the Public Staff reports The reports from the Superintendent of Parks & Recreation, and the Assistant Superintendent for Maintenance Services were part of the Park Board packet and available for review. Due to programing workload, the Park Naturalist report had not been prepared at the time of the meeting (but will likely be available as part of the next month's packet). Superintendent of Parks Dickey also reported on the Fire Department Golf Outing at the Park Department's golf course (June 8). The outing went well and both the golf course staff and the fire department put in a lot of work. Fire Chief VanGorder also received compliments on course. Mr. Dickey also added that with the great golfing weather, the course continues to do well fiscally. There has been minimal negative public comment on the 2012 rate increases. Watering during these dry conditions is becoming a challenge; however, and the course could use some rain. Mr. Steve Bullington requested additional information regarding an email from Al Smith, Assistant Superintendent for Maintenance Services, on the golf cart issue. The temporary rental carts had a reinforced strip covering the plastic. The new carts without this strip are cutting into plastic on carts. Photos and a detailed report have been sent on to the manufacturer by the manufacturer's representative. We are waiting to hear the manufacturer's solution. Mr. Dickey asked Mr. Burrus, Park Board Attorney, if it is possible to withhold some percentage of payment to facilitate the manufacturer's attention to this detail. Mr. Howard played in the fund-raiser and complimented the park staff on the condition of the course. He also positively commented on the screening fencing near the port-a-john during the golf outing and mentioned that the course looked good. Mr. Howard specifically asked if a report from Zion Nature center was forthcoming. Mr. Dickey noted that due to heavy programming, ZNC was not able to provide a report but, there may be two months of reports at the July meeting. Mr. Bullington asked about the water issue in the storage room (formally a safe/vault) at ZNC. Mr. Dickey responded that the recommended construction option had been suggested by the Town's Building inspector and two contractors’. The final repair work has passed inspection by the Town’s Chief Building Inspector. The problem may have occurred due to a hole found in the upper corner of the rubber roofing material. This hole would likely have been undiscoverable without the siding working or without dismantling the edge of the roof (in the absence of the siding work). Condensation forming on the previously un-insulated wall could have also been a contributing issue. Or the interior wetness could have been some combination of a variety of these factors. The building inspector definitely felt that the exterior insulating and siding was needed to adequately address the deficiencies in the school's original construction of this room. Mr. Dickey also mentioned that the contractor placed four interior coats on the inside walls (Subsequent note: Two of these coats were at the contractors own cost). Roger Burrus began his report by announcing the Park Department closed on the 7 acre donation from Family Farms on May 31st. Digital and hard copies of the documents will be available to the Board. Mr. Dickey added that a set of original documents needs to be sent to John Yeo, as the Clerk-Treasurer's Office is mandated by State Law to be the repository of all official records.Mr. Burrus also added that he had completed research on the Grain Bin issue at Maplelawn Farm and had forwarded his opinion to the board. Mr. Burrus noted that because Maplelawn is a 501-c3 non-profit the usual conditions on selling parks surplus property do not completely apply. He found that the board has the authority to authorize the sale and allow the proceeds to be used by the Maplelawn group, but recommended the following conditions: 1. Maplelawn must be able to provide documentation that they receive fair market value for the grain bin; 2. Proceeds from the sale must be used towards preservation projects at the site; 3. The contract with the company providing the disassembly of the bin must comply with all laws and provide certificate of insurance listing the Park Department and the Town as "additional insured". Mr. Burrus will confirm the insurance amounts per incident and per aggregate so that these may be communicated to the non-profit group. Mr. Bullington asked why the bin would not go to auction. Mr. Burrus responded that because of Maplelawn’s 501-c3 status allows such exception from the normal procedure. Mr. Howard stated that he would entertain a motion to allow Maplelawn to sell the bin and use the proceeds for possible overhead line replacement. Mr. Mueller made the motion to allow Maple lawn to sell the grain bin with the conditions of sale. Mr. Bullington seconded the motion. The motion passed unanimously. New business Mr. Howard opened new business by stating that possible action may be needed to appropriately design a stormwater outlet for the new park design. Kevin Osburn of Rundell Ernstberger Associates, the lead design firm for the 875E/ 400S property presented. Mr. Osborn began by stating that as presented to the Board in late 2011, their Design Team has completed the park's conceptual master plan and is in process of putting together construction documents for the Park Board identified Phase One components. Mr. Osburn stated that part of the plan included the approach to stormwater management and the need to design an offsite stormwater outlet above and beyond the original design contract. Rich Kelley, a Civil Engineer with A&F Engineers, a Design Team member with Rundell Ernstberger, presented a proposed solution to the Board. Mr. Kelley noted that this solution has already been reviewed and approved by the Street/Stormwater department. Rich Kelly explanation also indicated that three separate stormwater outlet options were reviewed and that their recommended option included elements of two of the outlet options. Mr. Kelley passed out a handout of exhibit to the Board. Mr. Howard asked what caused stormwater challenge. Mr. Kelley stated that the subdivision immediately east of the entry road at Shelburne Way and 875E, the Preserve at Spring Knoll, which was all built as a part of that development to the east of the park site, appeared to have failed to create or perpetuate a drainage outlet for the land to its west (i.e. the future park site). Mr. Kelley continued that because of park's topography, the park land primarily wants to drain west to east (with a small northern portion draining to the County Legal drain north of the park property). Because there is no drainage structure under 875E and/or along Shelburne Way, hard rains (4-inches+ in a quick timespan or in already saturated conditions) can cause the water to pool on the park site. Mr. Kelley added that although there is a culvert draining north off of the park, it is not large or deep enough to provide drainage for the entire park site. Mr. Kelly and the Design Team suggest increasing the size of the already planned bio basins, (which have a perforated sub drain underneath them to capture the water that filters down through their specially engineered, filtering soils). These bio-basins slow and cleanse the stormwater and would eventually slowly feed that water to a pipe that would be designed to run under 875E and connect to a new 12-inch, outlet pipe running along and immediately to the south of Shelburne Way. This will allow gravity drainage for the site and will eventually meter the water into the retention ponds in the subdivision. Mr. Kelley also stated that the pipe would be large enough to accept additional runoff once the additional phases of the park are completed and the future fire station is built. Mr. Kelley noted that about 200 feet of offsite piping would need to be laid across 875E and would run beneath a sidewalk along Shelburne Way to tie into the existing pipe. This would be tight, but should be the cleanest route. There would be cost associated with patching and paving a cut across 875E and replacing the sidewalk, but this is envisioned to avoid a more expensive route of cutting the road pavement all along the length of Shelburne Way. Kevin Osburn also spoke at some length regarding the differences in conceptual-level cost estimating vs. construction documentation-level cost estimates and the differing contingency amounts for each type. Steve Mueller made a motion the Park Board accept the proposal for the needed additional design and construction documentation preparation monies in the amount of $5,800 total. Steve Bullington seconded and the motion passed unanimously. The Park Board President or Park Superintendent can sign the amendment document in that amount. The agenda then moved on to preliminary requests from two (separate and independent) physical fitness trainers who both wish to use parks in conjunction with for-profit, fee-based classes (Elm Street Green and Lincoln Park). Both had verbally contacted the department and were asked to supply additional detail precatory to the Park Board's input on the matter. After which if the Board was interested in going forward, proposals might be submitted and agreements reached. This process was identified because; reportedly, years ago, past Park Boards had discouraged the use of tax-payer supported park lands being used by for-profit entities unless the service they were providing was free to the Town's citizens (non-profit groups had been identified separately). While this practice had not risen to the level of a formally written Park Board Policy, both Al Smith and Roger Burrus had related the past stance. Both Phil Howard and Steve Bullington spoke to the issue and their belief that these two should be, with proper agreements and legal protections for the Town/Department, allowed. Mr. Bullington added comments that his Recreation Advisory Committee had even been considering advising the Board to set up such a policy. Apparently his committee feels that such partnering opportunities are crucial early steps in expanding the department's recreational programming offerings and also important towards their recommended long-term goal of establishing an appropriately staffed, full-scale recreational programming component to the park department. Park Board President, Phil Howard, requested that Manda Clevenger's Facilities Advisory Committee take on the task of preparing an advisory policy for the Board's eventual action regarding this issue. In the interim, he suggested these two be allowed to go forward as long as they work to satisfy the Park Board attorney regarding the provision of appropriate insurance and other protections for the Department and Town and also, if needed, agreement preparation issues. The Board, by consensus, appeared to feel that this was a good compromise. Regarding the next item of business, the currently received 36 naming suggestions for the new park (some of which were relatively similar variations of a theme), were distributed to the Park Board. Not for action at this time, it was intended that the Park Board have time to consider these suggestions and any others that come in up until about the week before the July Board meeting (where it is anticipated the Park Board will take action on this issue). At the next discussion session on this issue, Steve Mueller offered to assist the Board with a multiple-option voting technique with which he was familiar. He requested either a dry-erase board or a board with a large pad be made available. Old Business Phil Howard then moved the discussion on to the Land Resources Advisory Committee's recommendation to Park Board of a Land Resource's Policy. Pervious drafts had been earlier vetted by the Board and this represented a return to the Board after the Committee had been asked by the Board to add wording in a section pertain to sports related park land. This represented the committee's efforts and suggestions back to the Board. Steve Mueller complimented the efforts of the committee at refining a potential position on a complex and broad-reaching topic. He alluded to his personal concern regarding the dangers of too much rigidity in applying standards and numerical assessments, but acknowledged their importance and value. Steve Bullington commented he thought the new sports -related very well captured the current stance of this Park Board. Manda Clevenger moved for adoption of the policy before the Board and Steve Bullington seconded. The motion passed unanimously. The next topic under "Old Business" was a discussion of the new 5-Year Master Plan process for the park system. Phil Howard had previously distributed the results of the last Board Retreat on this topic and he went on to discuss that the name and contact information for those who are being considered for "stakeholder" status in this process should be gotten to Superintendent Dickey and himself by email and in Excel format (he will provide a sample format template shortly). Phil also will take the currently discussed sample questionnaires, attempt to appropriately meld them, and perhaps flesh them out with potential additions. In relation to this topic (and also the upcoming budget discussions), Superintendent Dickey also passed out a list of identified deficiencies from the Town Council’s Park Impact Fee Study. He reminded the Board that the Town Council's Impact Fee Plan states that these deficiencies will be addressed within the next five years. This will also need to be done before the impact fee dollars brought in by new developments could be spent for those deficient facility provisions. The Phase 1 of the new park will begin to address some of those and future phases (as envisioned) should fulfill some requirements. The currently largest deficiency left "untouched" is the need for a dog park This is slated at being deficient now and constructing a dog park should allow future impact fee money the potential to be spent on improvements to such a facility. Citizen Advisory Committee Updates Land Resources – Phil Howard. The group had reconsidered their earlier acquisition recommendations and found that they all were pretty much in the same order as during the previous discussion sessions. Phil also reported they are working on a list of key individuals regarding advisors and decision makers on the disposition of land and other estate assets. Steve Bullington asked for a copy of that list so that potential relational synergies might be identified to facilitate the best approach for a discussion. Finance/ Funding – Neal Clements. No Report. Communications – Steve Mueller. No Report. Recreation –Steve Bullington. Mr. Bullington initiated discussion on a recently received grant application request by the Optimist Club to install two swinging benches in Lions Park. The recommendation was put forth to award this grant and Steve Bullington so moved and Manda Clevenger seconded. During the request for comments considerable discussion ensued. Steve Mueller brought up a concern, asking why the Optimists were applying for a grant for Lions Park. He appeared to feel it might have been an attempt to circumvent the policy that after grants funds are awarded, a grantee could not reapply for a defined period of time. As discussion evolved, there were also points raised that a swinging bench is perhaps not really a recreation program or perhaps even not really much of a recreation opportunity. Also during discussion Phil Howard mentioned that he had not suggested that the Optimist's turn in any application so its eventual submission was somewhat of a surprise to him. Mr. Howard did relate that he felt it was good that a somewhat traditionally less active, smaller group like the Optimists would be potentially getting more involved. During this part of the discussion Steve Bullington mentioned that the Kiwanis were involved with the Plaza at Elm Street, even though that is still part of Lions Park. Eventually the question was called and there were three votes against Steve Bullington's motion (with Phil Howard abstaining). Steve Bullington also wished to explore the potential to partner with ZYFL for a Punt Pass and Kick event. Mr. Dickey commented that he had thought ZYFL's people were already working with that, but apparently that was not the case. The Board by consensus asked Roger Burrus to review the NFL's legal requirements in the agreement and for Steve Bullington to explore the partnership potential with ZYFL on this event. Facilities– Manda Clevenger. Ms. Clevenger noted the next committee meeting (June 20th at 7 pm) will be spent on site at Creekside Park while they discuss the members' review of 4 park sites. Committee members also plan to walk the Eagle creek corridor between Starkey Park and Zionsville Road at 5:30 on July 18th. Other Board Related Items The Park Board discussed the various budget timetables and potential deadlines and settled upon a 2013 budget retreat meeting on Tuesday July 3rd at 6-9pm in the Town Hall's Conference Center. Claims Manda Clevenger made a motion to approve the claims as submitted. Steve Mueller seconded and the motion passed unanimously. The meeting was then adjourned at ~9:00 PM, with the motion made by Steve Bullington and seconded by Steve Mueller. The next regular Park Board meeting is scheduled for July 11th at 7PM. ______________________________ ____________________________ Steve Bullington, Secretary Phil Howard, President