Zionsville Board of Park and Recreation

Summary Minutes of the Meeting of the Zionsville Park and Recreation Board March 12, 2014 The Zionsville Board of Park and Recreation met Wednesday, March 12, 2014 at 7:15 PM. Phil Howard, Steve Bullington, and Manda Clevenger, and were present. Dorothy Hitchins was absent. Also present were Matt Dickey, Superintendent and Roger Burrus, Park Board Attorney. Mr. Bullington recognized Therese Burkhard, the park’s naturalist, who retired at the end of February. Minutes Phil Howard made a motion to approve the February 12, 2014 minutes as amended. Manda Clevenger seconded and the motion passed unanimously. Public Comments/Presentations Ms. Kim Donovan, President of the Friends of Zion Nature Center. She came to the Board meeting to inquire what has been done to hire a new naturalist in the time since Therese retired. She has done some work to help Mr. Dickey get some résumés and is excited at the caliber of applicants. She invited park board members to the next Friends of the Zion Nature Center meeting. Mr. Bullington stated the park staff and Board have not been idle and have been actively recruiting and going through the résumés. He related other Nature Center efforts underway as well. Mr. Bullington stated his opinion that perhaps summer camps should hold off for 2014 in order to get a new naturalist on staff and up to speed. Ms. Donovan again stated she feels she has a high degree of volunteer interest and when the time comes for them to actually commit, feels they would come through for her and the Center. She also announced Z’GreenFest upcoming on May 4th. Mr. Brian Newton, CEO of Boone County REMC appeared to speak about a community solar farm project. This is basically a collection of solar panels that REMC-member businesses and residents can buy a share. Proposed power generation is in the 40-45 kW range for the total installation. The initial investment for each participant is around $1,000 per a single share. This is a 20-year project and they are currently looking for a site, preferably with donated land. For this initial start-up, the farm’s owners must be a private, taxable company. They need to be 99% owners, for the first seven years, after which it is believed ownership would transfer to Boone REMC. Boone REMC will do all the maintenance. Mr. Newton stated this is a good opportunity for those who want to have solar power but may not be in an optimum location. Mr. Newton and Mr. Dickey have been touring park site potentials over the past week or so. However, Mr. Newton said that the 6 park tour had not enabled him to find that ‘perfect site”. One potential site was near Heritage Trail Park’s west side and actual just off of, but adjacent to Park property. A second potential park location is Mulberry Fields on the south shoulder of the 1 sledding hill. Larger installations would have buffer areas associated with them (such as airports, waste water treatment plants, etc.). Mr. Bullington asked about the ROI. Mr. Newton replied the return depends on the amount of electricity. Mr. Newton will also be contacting the schools for potential sites. Mr. Burrus pointed out that there could be a concern that parks department and private businesses, as a general rule, may not gain a profit for the provision of services on Town owned property. That may have an impact on whether or not the Board could participate by providing a site. Mr. Bullington noted the school corporation does partner with cell towers and gains financially by that. Mr. Newton will continue his site search and the Park Board extended an invitation to Mr. Newton to return for more discussions if he decided that a park site might indeed be a better potential than he had originally felt. 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. Manda asked about the park vandalism reported in the maintenance report. Mr. Dickey replied that there were some boards on the sledding hill fence that had been kicked down and subsequently replaced. At Heritage Trail Park, there are some vandal-resistant fasteners that were actually defeated and the entrance sign was detached and laid on the ground (no other damage). New vandal resistant fasteners were used Mr. Dickey continued his report with a brief on Ms. Burkhard’s retirement and the subsequent rapid response plan. He started a search for an interim person right away by contacting associates in the State’s interpretive network (including a Deputy Director of the DNR’s Division of State Parks and Reservoirs). These Contacts started on Friday evening just 3 or 4 hours after Therese dropped off her letter. Animal care is being continued by the same staff hired, trained, and assisting Therese. This animal care and the normal weekend public hours are already scheduled and covered for both the months of March and April. Mr. Dickey noted the position has been posted on a number of websites for professional Associations connected to interpretation at the national level or to professional Associations connected to parks a the state level. So far, and in just 12 days after Therese’s last day of service, seventeen résumés have been received. Superintendent Dickey has been sorting through them and interviews can begin soon. Mr. Howard asked about the center operating hours. Mr. Dickey stated the public hours are to remain the same and staff is already scheduled to do so for at least the two months after Therese’s last day (Feb 28th). Ms. Clevenger asked if there have been any university postings. Mr. Dickey stated no, the decision had been jointly made to relay on the two national interpretative associations job notice postings and the State Park and Recreation Association website posting as well. He noted that most college placement offices monitor those professional associations and encourage their students to join them as a matter of course. Also a person just out of college is unlikely to meet the employment experience requirements already in job description. However he went on to state that if incoming submissions were less than necessary to give a good selection of candidates this 2 could change. Mr. Bullington interjected that there has been a deliberate decision not to post in local newspapers because the job description (as an aside: approved by the Town Council and the Park Board in 2006) is quite correctly looking for a very specific skill set and that fact that any trained interpreter or nature center manager who is looking for work are already either members of one or more of these associations and/or monitoring these job posting services. Friends of the Zion Nature Center President, Kim Donavan inquired about the possibility of their members participating in the actual interviews. She went on to state that she was told the Friends of Zion Nature Center had to fire quite a few of the original part-time interpreters before Ms. Burkhard, was hired as a full-time person. Mr. Bullington stated the Board is required to follow the Town’s HR policy for interviews. Mr. Bullington went on to state he had checked with the Town Manager and then had also talked with the Town Council member who retired from the HR field. The continual message from the HR professionals in the Town Administration and Government was that it would be inappropriate for the Friends to participate in or even become too involved in the background during the selection process. Mr. Bullington did invite the Friends to certainly encourage any applicants whom they felt were qualified to apply. Mr. Burrus spoke off-the-cuff with additional legal detail on why it is necessary to follow that specific process. Mr. Burrus began his report with an update on the ZYFL football agreement. It is ready for the Park Board President or Park Superintendent to sign. Mr. Burrus stated he has been working on splashpad issues and the potential IDEM permit. Council President Jeff Papa has been concerned about IDEM’s potential involvement and the circumstances which precipitated IDEM’s actions and at his own request has become directly involved as well. Changing the subject, although still discussing the splashpad, Mr. Howard asked about the original contractor and the original construction work. Roger will follow up. Mr. Burrus continues to work on the utility guy wire easement location shift occurring at Heritage Trail Park Mr. Burrus continued his report with discussion on Jennings Field land swap. He has received and reviewed additional information, but this is mostly between the Town Council (as the owner of the Jennings Field Park), the School Board, and the Redevelopment Commission. The Park Board isn’t too involved, but Mr. Burrus suggested there needs to be the right person to approach the school about this regarding the future of the nature center at its current location. There could be a request to the schools to amend the current nature center deal to be without a time limit and in effect until (and unless) the Park Board notifies the school in writing that it is turning the property back over to them. Steve Bullington and Jeff Papa may want to touch base on this matter to ensure that the land swap doesn’t have any unintended negative consequences. Matt has been speaking with High school principal Tim East about ownership transfer items such as future mowing and field maintenance. As far as Park Impact Fees, the park system will lose a shelter, 91 parking spaces, and playground but gains a shelter at Heritage Trail Park, so there should be no net loss for the shelter factor 3 (the other mentioned components will remain losses to the inventory from the point of view of Park Impact Fee requirements). Mr. Burrus is also looking into the nature center operations and how part-time and/or programming staff has been paid and could be paid (independent contractor vs. employee). Most part-time are W-2 employees. Mr. Dickey explained that the best outcome would be able to legally have various staff (particularly day camp staff) be paid as independent contractors and hopefully with availability in some cases to pay from the Non-Reverting Operating Fund (to preserve maximum flexibility). But even if this can’t be achieved it is crucial the department clearly have identified the legal restrictions upon paying “staff” and the funds which can be used to do so (and to what degree and with what limitations). New Business Mr. Dickey introduced the discussion for a small parking area at 96th and Ford Road. Due to bridge work and road realignment, there will be a remnant parcel of land that could serve as public parking – about 4 spaces. Mr. Todd Settle contacted Mr. Dickey about this road work and wanted to know the Board’s stance on having an access road and parking lot in this area and would they also be interested in maintaining it. Mr. Dickey stated the parking would be beneficial, but the Board may not want to maintain it for the County. There was consensus that the addition of a lot would be favorable and a partnership with the County is a good idea. The Board’s stated goal was to ensure that the entrance route and small parking area be paved and maintained by the County (or at least NOT by the Parks Dept. or preferably even the Town’s Street Department. IN exchange the Park Department would place and maintain a bench for seating near the parking area and the Town Street Department indicated they would place the turf area on their contracted mowing schedule (as they do with some Roadsides) Mr. Dickey continued new business with a report on the 2014 Recreation Grant Program. Mr. Dickey presented a request that part of the money from the line-item used to fund grant projects be used for electric and audio upgrade at Lincoln Park (before any potential use for grant funding). The Lincoln Park Concert Committee has recommended that one additional speaker be installed halfway south from the Gazebo on the east side to help concert-goers in the back better hear the music. The request is for $2100, but the committee isn’t eligible for grant dollars as they received a grant last year. Mr. Howard inquired as to the amount of grant funding given last year. Mr. Dickey did not have an actual dollar amount, but noted it was less than 50% of the $10,000 originally budgeted. Mr. Howard thanked Mr. Dickey for facilitating this and bringing it forward to the Board and stated his thought that this would be a good use of the money and would be willing to reduce the potential grant budget for grantable projects to $7,900 to by spending the money off the top to accommodate this audio upgrade request. Mr. Burrus asked how to ensure the electrical design work is done according to current code. Mr. Dickey responded that the design would be prepared and installed by a professional electrician, and if he would be required to get a permit (a call made by the planning department) reviewed during the permitting process. 4 Phil Howard made a motion to approve the expenditure of $2,100 in Recreation Line- item funds to upgrade the electrical service/sound system at Lincoln Park as presented by Hayward Electric, and with the Park Board President or Park Superintendent to sign. Manda Clevenger seconded and the motion passed unanimously. Mr. Howard then made a motion to approve up to $6,900 for the 2014 Recreational Grant program. Manda Clevenger seconded and the motion passed unanimously. Upcoming garlic mustard pulls were next discussed. Mr. Dickey inquired if the Board would like to continue the annual garlic mustard pulls in the parks. Mr. Dickey noted there have been 4 or 5 groups pulling garlic mustard in each of the past three years. Mr. Howard stated his thought that this is a successful activity and would like to continue. Ms. Clevenger concurred. Mr. Dickey will move ahead with this. Mr. Bullington added three new agenda items at this time. His first item was a question directed to Mr. Dickey and Mr. Burrus regarding a department policy on background investigations for adult park employees. Mr. Burrus stated the Board did not have one, but the Town might. Mr. Dickey stated the Town also does not have a formal policy in place. He suggested talking with the Town Manager and HR Director. Mr. Howard noted there are a few different levels of background checks and that this should be part of any discussion of what would be appropriate to conduct for employees. Mr. Bullington will begin discussions with the Town Manager and report back. Mr. Bullington next opened discussion regarding the Board paying for and manning a booth at Z’GreenFest. Mr. Howard stated his desire to participate with the festival. Ms. Clevenger asked if the Board would again give away seeds. Mr. Dickey noted the Friends are giving away plants, so seeds might not be so popular. Mr. Howard asked if this festival is a Parks event or a Friends event. If it is a Parks event, why would the Board be required to pay for booth space, he asked? There was some general discussion regarding the past Park Naturalist’s level of work with this festival as a paid park employee. Mr. Howard made a motion to participate in Z’GreenFest with a booth and exhibit. Manda Clevenger seconded and the motion passed unanimously. Mr. Bullington then brought up the subject of summer nature camp this year at the nature center. Ms. Clevenger asked how far planning had progressed to date. Mr. Dickey stated that Therese reported before she left that she had not done any work for camps for this year. No advertising has occurred (which would have normally started in January), no themes have been decided on, and no programs and activities have been planned (for either the day camps or for any general programming past February). Mr. Bullington asked if there were adequate materials available at the nature center. Mr. Dickey stated there might be, but during a discussion with the Treasurer for the Friends group just the 5 Saturday before the Board meeting, her opinion was that camps should not be held this year. This Friends officer had gone on to relate that at an emergency Friends meeting the Thursday before the Board meeting, held in part for the stated purpose of deciding if the Friends would hold the day camp, the five people involved in that Friends meeting discussion were split with two definitely thinking camp should not be held in 2014, one feeling that camp should be held, and two undecided upon the matter. Mr. Howard noted that the President of the Friends group has stated there are adequate volunteers ready and able to conduct a summer camp program. Mr. Bullington stated there should be at least one park employee (preferably full-time) on site to supervise such a park department program. Ms. Clevenger asked if parents will have selected other camps since this one hasn’t been advertised yet. Mr. Dickey stated that if the Board should decide to move forward with camps, there should still be a number of children who would participate in the park’s programming, as there has usually been a waiting list of 50 or more in years past. Mr. Bullington stated his hesitation, as there is no way to actually ensure, at a point months away from the event, that volunteers will show up to work for the entire camp series over several weeks. Mr. Howard suggested placing the camps on hold for this year, and if a new naturalist is hired soon (and here in the community and on-staff by the end of April), then the camps could perhaps be held later in the year. Mr. Bullington suggested the Friends put together a business plan to conduct the summer camps and present it to the Board for consideration. Mr. Burrus noted the Friends would be required to have insurance according to Town rules for an event. Mr. Bullington noted a third option would be to have public events on week days during the summer (instead of the usual weekend-only hours now offered by the nature center), conducted by volunteer or contract speakers, in lieu of formal camps. This item will be discussed again at the April Park Board meeting (Note: during the discussion there were occasional commentary from the audience, but because they did not speak at the microphone they could not be captured. From the responses on the Board side comments appeared to be back and forth discussion on the topics relayed above) Old Business Mr. Dickey presented the general comments from the Board regarding the Buckingham development proposal for Quail Run. Mr. Burrus explained about commitments made to the Plan Commission and also discussion with Town Council on this project. At this time, Town Council and Administration and Buckingham have formalized the connection trail’s routing, so it is unknown whether Route Option A, B, or C has been/will be selected. At this point, there is not enough information to make a specific decision. Mr. Dickey asked if the Board should forward comments for either situation to the Plan Commission for their inclusion in the commitments. Mr. Burrus replied in the affirmative on this as the best course to protect the public’s interest as it regards to the connection to the Rail Trail. 6 Citizen Advisory Committee Reports Land Resources – Phil Howard. No report. Finance/ Funding – Dorothy Hitchins. No report Communications –Manda Clevenger. No report. Manda will meet with Matt to go over past committee draft products. Recreation –Steve Bullington. No report. Facilities–No report. Other Board Related Items None Claims Phil Howard made a motion to approve the claims as submitted. Manda Clevenger seconded and the motion passed unanimously. The meeting was then adjourned with a motion made by Manda Clevenger and seconded by Phil Howard at ~9:15PM. The next regular Park Board meeting is scheduled for April 9th at 7PM. ______________________________ ____________________________ Manda Clevenger, Secretary Steve Bullington, President 7