Zionsville Board of Park and Recreation

Zionsville Board of Parks & Recreation Regular Monthly Meeting Agenda Wednesday, June 11, 2014 at 7:00 P.M. Zionsville Town Hall, Bev Harves Room Call to Order/Roll Call - Approval of the previous month's regular meeting minutes Public Presentations/Comments - Welcome New Member Appointment from Town Council: George Able Staff Reports - Department Superintendent - Assistant Superintendent for Maintenance Services - Park Naturalist (Introduction and verbal report, this month) - Park Board Attorney New Business - None Identified Old Business - Buckingham’s Quail Run Project (required approval of a slight shift of the trail to the north from the previous southernmost route) - Skate Park Discussion Updates on Park Board's Citizen Advisory Committees (various Board Chairs) Other Board Related Items - None Identified Claims Adjournment Next regular meeting is currently scheduled for7/9/14 at 7 PM Note: Currently Proposed to be held at the Zionsville Parks Golf Course 10799 E 550 S; Zionsville IN 46077  Summary Minutes of the Meeting of the Zionsville Park and Recreation Board April 9, 2014 The Zionsville Board of Park and Recreation met Wednesday, April 9, 2014 at 7:00 PM. Phil Howard, Steve Bullington, Manda Clevenger, and Dorothy Hitchins were present. Also present were Matt Dickey, Superintendent and Roger Burrus, Park Board Attorney. Minutes Phil Howard made a motion to approve the March 12, 2014 regular board meeting and the board planning retreat minutes as amended. Dorothy Hitchins seconded and the motion passed unanimously. Public Comments/Presentations Mr. Andy Pickell, with Beam Longest and Neff, was in attendance to discuss a potential program funding opportunity available April 12th - May 12th. Communities within an MPO on the TAP program, under MAP 21, are eligible. There is a total of $13,000,000 available. One potential project is the old rail bridge over Starkey Road. He and Matt had discussed the possibility of a new bridge structure in this location. Mr. Pickell cautioned the Board that this funding opportunity is very competitive. He noted this particular bridge structure is not currently in the Park 5-Year Master Plan, which might be problematic for the grant purposes. He recommended the Board consider modifying the Plan to include this as a priority project, to make it more competitive with other grant requests. This INDOT Call for Projects is for projects to be constructed between July 2017 and April 2018, so there is time to prepare for this. Also, the Town must have its 20% match committed at the time of application. Mr. Pickell made an offer to assist the Board to get ready to apply for these types of grants as they become available. Mr. Howard asked about which group – Parks or Pathways Committee – should have this project on a priority list. Mr. Dickey noted the Pathways Committee is under the purview of the Town Council. He stated the Board could fairly easily add this project to its own priority projects list within the Park Board’s 5-Year Park Master Plan, and wondered if that would remove Mr. Pickell’s concern. Mr. Pickell stated it would help, but possibly not as much as the Town Council indicating it is a high priority. Mr. Bullington clarified that Mr. Pickell’s suggestion is for the Town to have a “shovel ready” list of projects (and necessary funds designated) to take advantage of grant opportunities as they arise. Mr. Pickell agreed, indicating that there is no reason that some of these shovel ready projects might be park projects. Mr. Bullington asked Mr. Pickell to prepare a proposal to draft an application so the Board can get as much information as possible prior to making a decision.  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 Board members about current golf course numbers. He noted this March underperformed based on last year, but that historically March has been up and down. He stated the golf carts were moved to higher ground earlier in anticipation of a significant amount of rainfall expected. A new fairway mower has been acquired. Mr. Bullington added some detail at this point about interviews for the new naturalist for Zion Nature Center. The interview committee conducted 10 telephone interviews and selected 3 for final interviews. An offer has been made, but not yet accepted. Mr. Bullington hopes to hear within a week, with an anticipated start date of June 1st. Mr. Burrus began his report with an announcement on the Lincoln Park concerts. He has prepared an agreement for the Board to consider. Phil Howard made a motion to add a renewal clause (by February 1st of each year) to the agreement and to approve, and to authorize the Park Superintendent or Board President to sign the agreement. Dorothy Hitchins seconded and the motion passed unanimously. Mr. Burrus stated he has been working on finalizing the commitments for the Quail Run project for the Plan Commission. Mr. Burrus continues to research non-reverting capital and operating funds. New Business Mr. Dickey spoke regarding settlement with DuPont for imprelis damage to trees. Mr. Dickey noted he has gone through the process to file a claim for damages and have received a significant amount of money as a settlement. Mr. Dickey would like the Park Board to consider following Clerk-Treasurer Yeo’s suggestion and place the payment into the non-reverting capital fund. There was a draft request letter prepared for the Board’s consideration. Mr. Burrus asked for clarification that at least some other grant funds have followed the same path – being placed into the non-reverting funds and spent later as needed. The answer was yes and as just one example, the recent 2013 LWCF reimbursements were deposited into the Non-Reverting Capital Fund. There was some discussion regarding enabling legislation (state and local) for operating and capital funds and which one fits this particular situation best. Mr. Burrus made some suggested changes to the letter presented for the Board’s approval. Mr. Howard made a motion to approve the letter as amended by Mr. Burrus, and signed by the Park Board President. Manda Clevenger seconded and the motion passed unanimously. Next, Mr. Dickey informed Board members about the new Creekside Business Park. It involves some land north of 106th and east of old Interurban rail line. He presented a conceptual plan, which contemplates a low environmental impact development – especially for storm water management. Matt explained that the proposal contains several trails along the bottomland, which the Redevelopment Commission may like to have the Park Board consider constructing. Mr. Bullington then inquired about the Park Board’s thoughts about summer camp this year at the nature center. Mr. Howard stated he is excited to have a good Park Naturalist coming on staff and would agree that trying to have summer camps this year would be a daunting task and should therefore wait until summer of 2015. Other members concurred. Old Business Mr. Dickey presented several informational items about rail trails. He began with an announcement that the new sewer will not be placed on the bridge, as originally presented to the Board, but will instead make a connection under Starkey Road. There may still be some impacts to park facilities during construction, but will hopefully be manageable. Mr. Dickey next spoke regarding “pot-holing” along the area where a utility did some clearing north of American Legion Trail Crossing Park. These holes are dug to determine where the pipes actually lie and how deep they are. Any damage might have to be repaired at the cost of the Parks. Finally, Mr. Dickey reported on a portion of the western side ditch along the Rail Trail north of Mulberry Park. The recent floods (December, January, and last week) have exacerbated this situation, and have deposited silt in these drainage ways. Matt spoke with the Street Department for some help in getting the ditches cleaned out, and as of today, this has been done. Many thanks to Lance and company Citizen Advisory Committee Reports Land Resources – Phil Howard. Mr. Howard reported that his committee is still making contact with landowners along Heritage Trail Finance/ Funding – Dorothy Hitchins. Dorothy announced an upcoming golf outing fundraiser to benefit the parks department. She has spoken with Mike and he is enthusiastic about the potential. He suggested September 26th as a good date. Dorothy proposes to make this a family event, with activities and food. Ms. Hitchins made a motion to move forward with a golf fundraiser on September 26, benefiting a specific item/project to be selected by the Board. Manda Clevenger seconded and the motion passed unanimously. Communications –Manda Clevenger. Manda reported that a press release went out recently announcing the Recreation Grant program and another will go out regarding committee membership availability. Manda will send out a press release on the upcoming bike ride. Recreation –Steve Bullington. The 4th Annual Family Fun Ride for May 3rd. Mr. Bullington announced that 45 attendees were present last year, and looks for more to attend this year. Facilities–No report. Mr. Bullington and Matt continue to meet and/or talk regularly. At this point, there was a bit of general discussion regarding garden plots and the number of reservations. Mr. Dickey announced that in January he had received a request for additional information from the State regarding flood grant moneys. He continues to respond and hopes to receive some payment for the 2013 Flood losses. Other Board Related Items None Claims Phil Howard made a motion to approve the claims as submitted. Dorothy Hitchins seconded and the motion passed unanimously. The meeting was then adjourned with a motion made by Manda Clevenger and seconded by Phil Howard at 8:30PM. The next regular Park Board meeting is scheduled for May 14th at 7PM. ______________________________ ____________________________ Manda Clevenger, Secretary Steve Bullington, President  Zionsville Board of Parks & Recreation Monthly Meeting: Wednesday, May 14, 2014 Superintendent’s Report Since the previous board report date, in the following areas and/or avenues of efforts, We/I have… Programs/Partnerships/Other Collaborative Opportunities - Zionsville Golf Course (ZGC): The March gross operating income for ZGC was $18,528. While this was our third highest in 6 years of record keeping, it was right at the average number of those 6 years. We also had 6 full days of weather closure and a few partial days as well. Numbers for this month have ranged from ~$9,262 to ~$28,974. Programmatic Events/Activities in the Parks - With the Assistance of State Senator Delph and the State of Indiana Nursery, Eagle Scout Candidate Jared Nielson worked with Park Staff on a native restoration planting of 100 tree seedlings (50 Tulip Trees and 50 Gray Dogwood) at Starkey Park. Mar Nielson and ~50 volunteers worked for about 2 hours to get these in the ground as part of one of the Parks Arbor Day activities. - We held our Annual Bike Safety Rodeo and Family Fun Ride again this year. We had shifted two weeks earlier at the school’s request to more enable them to work with their Bike to School week. We feel that may have hurt our attendance a bit since we were now on the weekend of the Indy Mini-Marathon. Even so we only ran about 10% less than last year 45 participants. We had at least 40 participants at the Bike Rodeo, but about 35 went on either the 7 or the 10 mile Family Fun Ride. Wew also picked 5 more up on the Rail Trail north extension to view Heritage Park. They wanted to hear the talk about the Park at the north end. - - Z’GreenFest was successfully held again this year with between 185-200 participants. This lower attendance this year was probably due to the fact it had to be held later in the years when peoples’ schedules were more filled with other activities. - In another of our cooperative Arbor Day/Earth Day activity that same day, ~10 members of the Worth While Kids 4H Club worked on a native plant restoration project with 15 Swamp White Oaks donated by Bartlett Tree Service. Park staff worked with these kids to get the seedlings into Elm Street Green, Turkey Foot, and Creekside Parks. - While not directly put on by us, that same weekend the annual Z-Run was hosted in our parks with 450 runners/walkers, plus additional spectators for about 2.5 hrs. This event uses Mulberry Fields Park and runs much of the internal trails in that park before moving out onto our Zionsville Rail Trail for the bulk of the remainder of their course. - Similarly, on the weekend after Easter was the annual Kite Day, also at Mulberry Fields Park. This attracted ~300 participants for 3 hrs and is an annual fundraiser of the Zionsville Boys & Girls Club, who really has no other feasible place to hold the event. - In a new endeavor, our local American Legion held a respectful event honoring the unclaimed remains of an Indiana soldier before they were transported for interment. This was held at our American Legion Park and attracted ~250 people for about 1.5 hrs. Partial Summary of Additional Efforts (in no particular order) - Considerable time spent in working out at and coordinating staff for the Nature Center. - As a part of these efforts have hired 1 Adult PT-Staffer and one high school PT-Staffer. This should go a long way to replacing the 2.5 PT-Staff who are phasing out in the June-August period. Additionally, and if they pan out when taken through the hiring process, we have potential for at least 1 more HS PT-Staffer and one more Adult PT staffer. But I thought it would be better, now that we have substantially prepared for the upcoming holes in our manning chart, to let our incoming full-time staff person have a hand in hiring (or not) those members of her team. - Several meetings and phone calls regarding the Town’s new proposal for another reorganization and the possible impact on the Park Department. - Attended two working sessions about the potential Back to Bikes program - Significant work on the potential INDOT grant discussed at the last Bd. Mt. - Met with (and toured park sites) a potential soccer promoter who wanted Mulberry Fields for “Pick-Up” games potentially running twice a week from April through Oct. - At their request, toured 3 parks with Design Consultants for Turkey Foot Park and its internal Trail. - At his request, toured 5 parks with Consultant for nonnative and invasives work. - Attended meeting with Town Manager, Director of planning and Economic Dev, and the two property owners regarding the 35 acres in Union Township. - Participated in several scheduled Town Management Team meetings (usually weekly). - Participated in several scheduled Creekside Tech Park Project meetings (often bi-weekly). - Participated in several conference calls with the Park Board President (usually weekly) - Attended the various Town Council meetings and pre-meetings. - Held the regular Park Management Team Meeting. - Made visits (in some cases, multiple) to various parks and areas such as Starkey Park, the Zionsville Rail Trail, Heritage Trail Park, Mulberry Fields Park, Turkeyfoot Park, Creekside Park Elm Street Green, Zion Nature Center, etc.  Presented May 5, 2014 Town Council Report for April 2014 Parks and Recreation Activity Highlights: Zionsville Parks Golf Course (ZGC)  This month our ZGC reported that the gross operating profits recorded for the month of April were ~$18,528. April can be quite dependent on the weather and hence variable, Over six years of records we have ranged from a low of ~$9,262 (last year) to a high of ~$28,974 (in 2012, and also the first year our new “cart rates came into play). While this past April’s numbers were our third highest recorded, they also fell nearly exactly on the average for the six years, indicating that the 6 full days of closure and several partial days still did have a significant impact. Events/Activities in the Parks  As Spring finally arrived, several events and activities have begun occurring in our Zionsville parks. Several of these are events and activities with which we have direct sponsorship or some other involvement, along with associated significant investments of park resources. Others are events that while not involving us quite as directly, still take significant resources as we ready specific parks for these community activities. Most of these other activities would likely have no place to hold their events if not for our parks and their features. Following, while not all inclusive for the month, is sampling of just a few of these to give a taste…  With the Assistance of State Senator Delph and the State of Indiana Nursery, Eagle Scout Candidate Jared Nielson worked with Park Staff on a native restoration planting of 100 tree seedlings (50 Tulip Trees and 50 Gray Dogwood) at Starkey Park. Mar Nielson and ~50 volunteers worked for about 2 hours to get these in the ground as part of one of the Parks Arbor Day activities.  In another of our cooperative Arbor Day/Earth Day activity that same day, ~10 members of the Worth While Kids 4H Club worked on a native plant restoration project with 15 Swamp White Oaks donated by Bartlett Tree Service. Park staff worked with these kids to get the seedlings into Elm Street Green, Turkey Foot, and Creekside Parks.  That same weekend the annual Z-Run was hosted in our parks with 450 runners/walkers, plus additional spectators for about 2.5 hrs. This event uses Mulberry Fields Park and runs much of the internal trails in that park before moving out onto our Zionsville Rail Trail for the bulk of the remainder of their course.  On the weekend after Easter was the annual Kite Day, also at Mulberry Fields Park. This attracted ~300 participants for 3 hrs and is an annual fundraiser of the Zionsville Boys & Girls Club, who really has no other feasible place to hold the event.  In a new endeavor, our local American Legion held a respectful event honoring the unclaimed remains of an Indiana soldier before they were transported for interment. This was held at our American Legion Park and attracted ~250 people for about 1.5 hrs. Other Highlighted Matters  The Parks and Recreation Department is proud to announce that we have officially hired Mindy Murdock to be the new Department Naturalist. Mindy comes to our Parks after spending 13 years with Cleveland Metro Parks. Most recently Mindy served as the Naturalist II at the North Chagrin Nature Center where she was directly and significantly involved with their summer camp program, the NestWatch program, and their early childhood education program. Mindy has a BS in Zoology from Kent State University where she graduated Magna cum Laude and an MS in Biology from the University of Akron. Mindy will be joining us in late May and will be focused thru the summer on getting to know our community and working with Zionsville’s Park Superintendent Matt Dickey and the Park Board to create a strategic plan for the Nature Center for 2015. Zionsville Parks & Recreation Department Maintenance Report – Regular Board Meeting 5/14/14 Submitted by: Al Smith, Assistant Superintendent for Maintenance Services Zion Nature Center (ZNC)/Zion Nature Sanctuary (ZNS)  Flood light bulb replaced (ZNC)  General janitorial duties (ZNC) Mulberry Fields  Three parking lot light bulbs were replaced.  The spray park has been started up.  The sled hill fence boards have been stained.  The vertical wear area on the sled hill, which was created by people running up and down on the same path has been filled with top soil and seeded. Elm Street Green  The landscape beds have been mulched.  The garden plot area has been tilled and staked out. All 30 plots have been rented. Starkey Park  Two bluebird houses have been installed in the power line easement native area. American Legion Trail Crossing  The landscape beds have been mulched. Zionsville Rail Trail  Several light bulbs have been replaced in the tunnels.  The Zionsville Christian Church Rest Area landscape beds have been mulched and the drinking fountain has been turned on. Lincoln Park  The landscape beds have been mulched.  The decorative fountain has been vandalized. The protective stainless steel pipes were dislodged. Heritage Trail  Three benches, three bike racks, and a trash receptacle were installed by staff.  Two bluebird houses have been installed.  The garden plot area has been tilled and staked out. All 60 plots have been rented. One reserve plot has also been rented. Zionsville Golf Course  The purchased 2013 Toro Reelmaster 3100-D fairway mower demo only had 23 actual hours of use on it, not the 90 hours reported last month. Tennis and Playground  The drinking fountain has been turned on and the water stream has been adjusted. Miscellaneous  Al Smith was on vacation from 4/14/14 to 4/22/14.  One parking lot light bulb has been replaced at the Municipal Building.  The landscape beds at Village Corner have been mulched. Supplemental information for the Quail Run/Buckingham portion of the 5/14/14 Park Board meeting. Below are the sections of the proposed commitments sent to Buckingham and pertaining to the Park Department. Basically, as can be seen in his email below Tim Ochs, is dismissing entirely #5. He also claims no validity to #7, but acquiesces to it. This then is in the Town/Park Board’s court as to if there is any more action to be taken on these particular matters. 4. Subject to the approval of the Zionsville Board of Park and Recreation (the "Park Board") as to the location and design, Owner shall complete construction of a pathway that connects the Real Estate to the Zionsville Rail Trail, at Owner's sole cost, prior to issuance of the first certificate of occupancy associated with the improvements Owner proposes to locate upon the Real Estate; provided, however, that if the Park Board determines it does not desire such a connection to the Zionsville Rail Trail at a Park Board public meeting, this Commitment shall be deemed satisfied upon written notice by Owner of said decision, delivered to the Executive Director of the Zionsville Planning Department. In lieu of completing said pathway prior to issuance of the first certificate of occupancy, if approved by the Park Board, the Owner may submit a performance bond for the full amount of the cost of constructing, installing, and completing the foregoing pathway by a public entity, as determined by the Park Board, in favor of the Town and the Park Board. The terms (including the amount) and issuer of said performance bond must be satisfactory to the Park Board for this alternative to be exercised. If at any time the Town and/or the Park Board is not satisfied, in its sole discretion, that the agreed path is progressing to timely completion consistent with these COMMITMENTS, upon written notice thereof to the Town and its Planning Department (via its Director of Planning), the Town and/or its Planning Department (via its Director of Planning) shall be entitled to suspend issuance of building permits and/or further occupancy of the improvements being constructed upon the Real Estate until such pathway is completed to the Park Board’s reasonable satisfaction. 5. Owner will maintain the entire length of the rail trail connection in perpetuity from the point it intersects the paved portion of the Zionsville Rail Trail outward onto Owner’s property, i.e., the Real Estate, and into Owner’s internal sidewalk system. This would include, but is not limited to, repairs, snow removal, re-surfacing, and replacement. 6. Prior to the commencement of vertical construction of apartments on the Real Estate, Owner shall enter into a written agreement with the Town of Zionsville for improvements to the Town's sanitary sewer system, which agreement shall be acceptable to the Town and shall include the obligation of Owner, at Owner's cost, to design and either construct or pay the Town to construct a 12" force main along the Zionsville Rail Trail corridor from the Real Estate to the Town's wastewater treatment plant. 7. The easement agreement associated with the rail trail connection shall be approved by all applicable parties and shall include provision that Owner shall indemnify and hold harmless the Town of Zionsville, its Board of Park and Recreation and Department of Parks and Recreation from any and all liability associated with the construction, use, and maintenance of the rail trail connection. From: Ochs, Timothy [mailto:Timothy.Ochs@icemiller.com] Sent: Wednesday, April 23, 2014 2:11 PM To: 'Carol Drake' Cc: Wayne DeLong; Ed Mitro; Ryan.Gallmeyer@buckingham-co.com Subject: RE: Amended and Restated Commitments Carol: Attached is a clean copy of the revised commitments. I will send a redline to you via separate e-mail immediately after sending this. I have inserted the language regarding enforcement by adjoining property owners since you indicated that this is part of the Town's standard form. With respect to the third full paragraph on page 4, that was deleted solely because it was a duplicate of the preceding paragraph. In other words, due to my own fault, was in the Commitments twice. I took it out to avoid confusion in the future. With respect to Commitments 5 and 7, I have a different view. Paragraph 5 was simply not discussed at the Plan Commission. The petitioner agreed to a trail connection for the very first time that night and we agreed that the location would be subject to the approval of the Park Board. At this point, if we put the trail anywhere other than the three locations that have been reviewed by the Park Board, the Owner would violate the Commitments without the new Commitment 5. From my perspective, therefore, it is not appropriate since it adds an issue that was not discussed by the Plan Commission and serves no real purpose. Bonding on the other hand, at least the ability to do so, was discussed. While I feel the same way about the Commitment 7 as I do Commitment 5, my client will voluntarily agree to put Commitment 7 back into the Commitments if that will allow this to move forward. The attached, therefore, includes Commitment 7. Tim Timothy Ochs Partner Timothy.Ochs@icemiller.com p 317-236-5952 f 317-592-4720 c 317-695-8386 Ice Miller LLP One American Square Suite 2900 Indianapolis, IN 46282-0200 To learn more about the firm and its services, visit us at icemiller.com 2014 ZNC Heating & Cooling Quotes (compiled by Al Smith) Cost for Both (same time Brand Efficiency Cost install) Thiele Rheem A/C Unit 13 Seer 3,488.00 5,988.00 Rheem Furnace 92% 2,842.00 Control Tech Lennox A/C Unit 13 Seer 2,870.00 4,846.00 Lennox Furnace 95% 1,976.00 Russell Heating & Cooling Bryant A/C Unit 13 Seer 3,600.00 5,600.00 Bryant Furnace 95% 2,480.00 I would recommend that the quote from Control Tech to replace the A/C unit and furnace (both are 1994 models). The combined amount would be $4,846.00. Replacing both units simultaneously will enable some labor savings. We are still (slightly) under the budget amount estimated for this back in the summer of 2013 during budget talks. (this page left intentionally blank) (this page left intentionally blank)