Zionsville Board of Park and Recreation

Summary Minutes of the Meeting of the Zionsville Park and Recreation Board February 12, 2014 The Zionsville Board of Park and Recreation met Wednesday, February 12, 2014 at 7:15 PM. Phil Howard, Manda Clevenger, and Dot Hitchins were present. Also present were Matt Dickey, Superintendent and Roger Burrus, Park Board Attorney. Minutes Phil Howard made a motion to approve the January 8, 2014 minutes as amended. Manda Clevenger seconded and the motion passed unanimously. Public Comments/Presentations None Staff Reports The reports from the Superintendent of Parks & Recreation Assistant Superintendent for Maintenance Services, and the Interpretive Naturalist were all part of the Park Board packet and available for review. Mr. Dickey began his report by informing the Board that the LARE grant was submitted and is moving along and should be available for the March meeting. Mr. Dickey noted the Board is now up to over $285,000 in five years in grant dollars, donation dollars, and in-kind services values. Phil Howard asked about the spending at Zion Nature Center – it appeared to be higher than in the past. Mr. Dickey explained some of the expenditures are for the camps, which do not typically cover their costs. Also, part-time expenditures were quite a bit higher than the $13,000 used before. Also the Board may wish to be reminded that during one of the last two budget cycle discussions with the Town Council, a Council member pushed for Parks to cut their total part-time budget by $10,000. In between budget meetings, Phil Howard, Steve Mueller and Matt Dickey discussed the “request” and the decision was made to go ahead and acquiesce. In discussions with Mr. Mueller and Mr. Howard it was decided that the $10,000 cut would be borne $5,000 on the parks side and $5,000 on the Nature Center side. Phil Howard remarked on the particularly snowy winter and asked how staff was keeping up with clearing the trails. Mr. Dickey reported staff has been working diligently with snow clearing trails and had, in fact, received several nice compliments from trail users and only two “strong” complaints. Mr. Burrus began his report with a comment on last month’s minutes where he had reported on a two-year statute of limitations on making a claim. He reported the time limit is longer than that for one of the types of claims that could be involved. 1 New Business Mr. Dickey introduced the potential of transfer of land ownership near American Legion Trail Park. He directed Board members to item #3, and noted there is a strip of land along Ford Road that did not get initially transferred for construction of the proposed roundabout. While unlikely, the drinking fountain could be impacted by construction activities, but if so would be repaired in the event of damage. To complete construction, the Park Board will need to transfer a small parcel to the Town. The project has not yet been bid, but Mr. Dickey stated it is in the land acquisition phase and estimates construction will begin in the first half of this year. Mr. Burrus added to the discussion, noting a couple of minor corrections. He also noted the documents included a quit-claim release for the water line easement that serves the American Legion Post. He noted that is not something the Park Board can do – that easement was given to the Legion. Phil Howard made a motion to approve the land transfer, with the understanding that the functionality will be restored to its original state, and authorizing the Board President or Matt Dickey to sign the documents. Manda Clevenger seconded and the motion passed unanimously. Old Business There was some discussion about Jennings Field. Mr. Dickey noted he has not had time to really dig into the impact fee potential. There has been no formal presentation at this point by the School Board. Mr. Howard noted that it is technically the Town’s land. Mr. Burrus noted this would also impact the Board’s lease of Zion Nature Center. Mr. Dickey agreed there are a number of potential impacts to consider in costs and management of the potential 10 acres of undeveloped property that is part of this overall trading issue. Citizen Advisory Committee Reports Land Resources – Phil Howard. Mr. Howard is seeking to reappoint committee members from last year – those members have been contacted to see if they wish to continue on the committee. The first meeting is anticipated for the end of February. Pathways Committee has submitted an application for Walk Friendly Community certification. They have also reapplied for the Bicycle Friendly certification. Finance/ Funding – Dorothy Hitchins. Busy with future fundraiser and foundation ideas. Plan to meet at the end of February. Members of this committee haven’t been appointed, but Dorothy will bring names forward at March meeting. Mr. Howard asked Matt to put a notice in the paper seeking committee volunteers and it was decided that this notice would go in after the March Board meeting so as to hopefully have the new Board member in place. Communications –Manda Clevenger. No report – this is a new committee assignment. Recreation –Steve Bullington. No report. While the Parks had not received a request yet from the Friends of Zion Nature Center, Matt also made a request to support Zion Nature Center’s typical request for $1,000 for speaker fees. Phil Howard made a motion for $1,000 contingent upon the Friends actually needing/wanting the funds and submitting a request. Manda Clevenger seconded and the motion passed unanimously. Facilities–No report. 2 Other Board Related Items Mr. Dickey noted that in today’s department head meeting, the end of year report for Clerk Treasurer must be done at the end of this month. This is normal due to the timing of the annual report due to the State. He also noted that per normal Town (and across the State) process, there were some funds encumbered forward at the end of 2013. Mr. Dickey also reported he has answered follow-up questions regarding the request for flooding relief. The total amount of returning grant moneys for the LWCF and Urban Forestry Grants have now come back and been deposited in the non-reverting capital fund. Except for occasional inspections and possible tweaks by the DNR, the grant portions of these projects can for the most part be considered complete. Mr. Dickey reported there is a bit over $300,000 in impact fees as of the last report (as a side note, Noblesville’s Park Impact fee Fund sits at over 2 million). These dollars may only be spent on new additions as a result of new residential development. There is the potential to apply for the Bicentennial Heritage Trust grant for land acquisition that could help extend the Rail-Trail. Other potentials are LWCF and/or Recreational Trails grant for acquisition and development in Heritage Trail Park and extension of the Rail Trail Mr. Dickey suggested the Heritage Park Ribbon cutting for mid to late April and asked Town Council in his February report to let him know if Council preferred a weekday or Saturday event. Other maintenance items to consider for later Board discussion are the graffiti on hundred footbridge and log jams in the stream. There are a few different ways to tackle the graffiti, but they all involve considerable ongoing labor and costs. There was a question on preventing future logjams, but Mr. Dickey noted there really isn’t a good method to do that. Also, only the property immediately around the bridge and on one side within the park is under control of the Parks. Other areas along the stream belong to private property owners, who are responsible for their own maintenance and for us to get on their land to do work, could be considered by some as spending taxpayers’ dollars for the benefit of private landowners and possibly trespass as well. Mr. Dickey also noted that Heritage Trail Park playground equipment is being featured in a playground manufacturer’s international catalogue and passed out copies of same. Claims Manda Clevenger made a motion to approve the claims. Phil Howard seconded and the motion passed unanimously. The meeting was then adjourned with a motion made by Manda Clevenger and seconded by Phil Howard at 7:45PM. 3 The next regular Park Board meeting is scheduled for March 12th at 7PM. ______________________________ ____________________________ Manda Clevenger, Secretary Steve Bullington, President 4