Zionsville Board of Park and Recreation

Summary Minutes of the Meeting of the Zionsville Park and Recreation Board September 10, 2014 The Zionsville Board of Park and Recreation met Wednesday, September 10, 2014 at ~7:13 PM (due to weather alert). Phil Howard, George Abel, Steve Bullington, Manda Clevenger, and Dorothy Hitchins were present. Also present were Matt Dickey, Park Superintendent, Park Naturalist Mindy Murdock, and Board Attorney Roger Burrus. Minutes Phil Howard made a motion to approve the August 13, 2014 regular board meeting minutes as amended. Dorothy Hitchins seconded and the motion passed unanimously. Public Comments/Presentations Andy Pickell with Beam Longest and Neff (BLN), made a brief presentation regarding the potential TAP application for federal aid, through INDOT (Starkey Road Rail Bridge). He presented the draft application, completed with the assistance of Mr. Lantz. Since then, the Town took a step back from the application process due to some non-park organizational issues. He also noted some of the engineer’s estimates have come in higher than expected, due mainly to the fact that it was priced presuming it to be an INDOT grant, which has full-time, onsite construction observation and other such factors. If the grant was applied for and awarded, the Town/Park would be responsible for providing about $198,200 in matching funds, but preliminary engineering could count. Mr. Pickell noted this December, there may not be an “open” call for applications, as had been the case when the Park Board was originally considering applying… recalling that after the application had been suggested by representatives from BLN, they had then recommended the Board pull the application from the open call and wait until Dec 2014 (for an open call at that time). Instead of an open call this December, it looks like projects will have to go through the Metropolitan Planning Organizations (MPO) so we will be in the 9-county Indianapolis District. Projects are already lined up for any MPO funds well in advance (often years in advance) so INDOT grant funding will likely be difficult for Zionsville to get for several years. According to Mr. Pickell’s statement, determination needs to be made to confirm whether Zionsville is in an “urbanized” area as opposed to within the “planning” area of the MPO. If it is in the MPO’s jurisdiction on any particular “call” for grant submissions (rather than an open call), any additional funds may have to go through the local MPO and their priority system. Mr. Pickell will continue to update the Board through this process. Mr. Howard noted his reluctance to push forward with a grant application without knowing the current condition of the bridge. His recommendation would be to perform an inspection on park bridge(s) first. Mr. Dickey noted there are some encumbered funds that might be used for such a project. Mr. Bullington suggested getting some proposals to conduct the desired inspections. Mr. Dickey asked Mr. Pickell for some suggested bullet points of tasks that would make sound “engineering sense” to plug into such a RFP. Mr. Pickell agreed to provide such. 1 Mr. Burrus also commented that, when previous park boards were in similar situations on this bridge, they went back to the Town council for guidance. Staff Reports The reports from the Superintendent of Parks & Recreation, the Park Naturalist, and the Assistant Superintendent for Maintenance Services were part of the Park Board packet and available for review. Mr. Dickey began his report by discussing a few items staff has been working on. The first item is the recent LARE grant. Mr. Dickey has been in contact with the grant coordinator, and unfortunately the DNR did not finalize its approval in time to get the project done for this year. While the project could be pushed through for this fall, there would be a very strong chance the plant life for the bio-engineering reinforcement wouldn’t have time to firmly establish before the first frosts. This would leave the project susceptible to any spring flooding events and work would perhaps then have to be redone. Our LARE Grant Coordinator feels the best option is to release the project this winter to get quotes for an early spring award. Permits could then be applied for by the winning contractor. Under such a scenario, construction would likely be mandated by the permitting agencies to start no sooner than July first and could also start in August depending on when optimal low water conditions would occur. If we get significant spring flooding damages, portions of streamside Trail EC-1 in Starkey Park might need to be temporarily closed for the summer. It would make little sense to re-route this trail and then abandon the cleared piece after the LARE project rebuilt the bank. Mr. Dickey continued his report by noting some seeding and aerating work being done at Mulberry Fields. Also about 10 trees near the boundary with the school have been dying and will more than likely need removal. The death is probably due to damages to root zone on both the middle school’s construction (grading, compaction, and utility trench cuts) and the park construction (root zone compaction). Mr. Dickey next spoke about budgeting and how smaller amounts of moneys had been shifted from several categories in 2013 to get a useable chunk to encumber forward, and how that’s been used in 2014. This careful use of saved moneys resulted in freeing funds from the 2014 budget in the same line-item. As a result the Department is able to move forward more quickly than originally supposed with the targets in the Department’s non- native suppression plans as well as the planned release and supplementation of natives. He’s received some quotes for invasive removal/treatment at various sites as well as additional native seeding and plugging projects. One of the first targets is beginning suppression on the already identified outbreak of the highly invasive and dense stands of Phragmites grass along the Rail Trail. The current Park Board may remember past Board member, Steve Mueller often mentioned this targeting as an important next step. Mr. Dickey then reported that he and Ms. Mindy Murdock have been looking at what might be potential projects for application to the Boone County Solid Waste District’s recycling grant program. Mindy had come up with the thought of using the recycling grant for new recycled carpeting at the Nature Center. The grant request would be $5,000 (the maximum amount). The Park Board liked the idea for the project and as discussed at 2 the meeting they projected covering any needed moneys to prepare the underlayment floor and bring it up to the necessary standards before carpeting would be laid (potentially a few thousands in work). The joint Park Board/Staff discussion moved towards looking to partner with the Friends of the Zion Nature group to provide $4,000 in matching funds from their “kitty” of over $14,000. This carpeting project would match the types of projects most Friends groups are created to support. Ms. Murdock spoke briefly about her search for local manufacturing sources for recycled carpeting but could only find out-of-state manufacturers who did so. She brought samples, describing how the material can be made out of recycled fishing nets. Mr. Howard made a motion to approve moving forward with the recycling grant submission and to request $4,000 in monetary support from the Friends of Zion Nature Center support group. Manda Clevenger seconded and the motion passed unanimously. Mr. Burrus began his report by stating he has been doing some quote/contract work helping with the Starkey Park grant project. As well as the following… Mr. Burrus also reviewed the Zionsville Bicycle Challenge waivers. Roger has also been busy going over details regarding Zion Nature Center with the School Corporation. A meeting with the Canterbury neighborhood residents regarding the Eagle Creek Trail has been arranged for next week. He noted he has sent an agreement to the Friends of Boone County Trails regarding property ownership and timing of that for the Midland Trace Trail project. Mr. Burrus asked their board to authorize the agreement for submission back to the Park Board for final signature. Mr. Bullington made a motion to move forward with the agreement and to have the park board president or his secretary sign the documents upon return (if no significant changes. Mr. Howard seconded and the motion passed unanimously. New Business None Old Business Mr. Burrus gave an update on the status of the property near 400S and the (undeveloped) Rail Trail corridor and at the time, owned by the Barrett’s. He reported that he had contacted the property owners with the information that the Board wishes to move forward with gathering two appraisals on the property. Mrs. Barrett then informed Mr. Burrus that they had accepted an offer on their property with a closing of September 15th so they could not entertain another offer at this time. Mr. Burrus asked if the Board wished to pursue the negotiations with perhaps a new property owner. He will remain in contact with the Barrett’s as this moves forward. 3 Mr. Bullington next spoke regarding the 2015 budgeting process. He and Matt had been meeting with the Town regarding cuts the Council would like to see made. The two park projects discussed by the Council for cuts were the irrigation well(s?) at Mulberry Field (~$25,000) and resurfacing the park tennis courts in the corner of Lion’s Park (~$15,000). Two additional projects were a new roof at the Nature Center and the small shelter at Laurel Street. As it turns out, the new budget estimates came back within a conservative margin of error from the Town Council’s fiscal consultants. Additionally, there may be nearly $400,000 in new tax funds that are now certified as coming to Zionsville for 2015. The final figures are not yet known, but certain other Town projects and programs may be able to be put back into the overall budget (but likely none of the ones coming back in will be in the Park Board’s budget). Mr. Dickey followed up with recent Town staff meeting information. He noted that the park board’s conservative spending over the last several years has resulted in the Park Budget portion of the funds showing “a robust” percentage in terms of available funds in the ending year unobligated tax balances. So for the 2015 budget, The Town Council appears to be leaning towards adjustment that the traditional amount of tax dollars being sent to parks will be reduced. To keep our budget at roughly the same level as in 2014, we will have to “spend down” some of that earlier “saved” park money. This will free up 2015 tax dollars that will be going to help fund those departments that have more planned expenses than their dedicated budget fund sources can cover and therefore require more distribution from the “flexible tax sources”. But, at this time, Parks is not being asked to make additional project cuts for 2015 (beyond the two discussed above). Ms. Murdock gave a brief presentation on the various programs and visitors the Nature Center has been seeing. August Nature Center and program attendance was a bit over 900 (about the monthly average from 2013’s totals). She noted that the Town is establishing an Instagram account, which should increase the visibility of the center and parks. One program idea is for campfire programs. Ms. Murdock contacted the fire department and obtained the Fire Marshall’s ok (as addressed in the ordinance). The Fire Marshall stated it should be fine as long as there are no citizen complaints during the event. Mr. Murdock asked the Board for approval to have a campfire in the park and to remain open after dusk (again as required in the Town Ordinance). Mr. Howard made a motion to approve the request. Ms. Hitchins seconded and the motion passed unanimously. Mindy next spoke regarding the continuing efforts toward the Park Board creating a professional guiding and planning document for the Zion Nature Center. In the board packet was information regarding a central theme (nature in your backyard), sub-themes (discovery, essential roles, pride and support), and storylines (id plants and animals, biodiversity, and citizen science and awareness). Also included in this phase of the plan are educational and promotional initiatives. Ms. Murdock explained the four stated goals (conservation, education, promotion, and partnerships). Mr. Howard made a motion to approve this portion of the planning document as presented. Ms. Hitchins seconded and the motion passed unanimously. As was discussed in the last Board meeting, Ms. Murdock will again be presenting the Park Board’s 4 information at the next Friend of the Zion Nature Center meeting (as an aside, as the Park Board’s process has unfolded, she did so present at both their August and September “Friends of…” meetings). Citizen Advisory Committee Reports Land Resources – Phil Howard. Neither the Land Resources nor the Pathways Committee have met since the last Park Board meeting, so Mr. Howard continued with an update on the Zionsville Bike Challenge. He is pleased there are 87 participants, and the Challenge has received quite a bit of positive press. The majorities of participants are Zionsville residents and but the overall numbers are pretty equally split between the 150 and 400- mile challenge. There are organized Wednesday evening and Friday lunch bike rides. The Friday rides are led by the Agrocyclists from Dow (our contracted partner in this program), but that particular day and time may be discontinued due to poor attendance. Finance/ Funding – Dorothy Hitchins. Dorothy reported on the upcoming golf outing, scheduled for September 26th. Bill Estes Chevrolet has donated a car lease as a hole in one prize. She noted they are short on teams. They can accommodate 18 teams total, and she asked board members to spread the word. She did note that Mr. McGuire asked if the Board would cover the cost of food and drinks, for a total of $300. Mr. Howard made a motion to use up to $300 from the recreation line-item for that purpose. Mr. Abel seconded and the motion passed unanimously. Communications – Manda Clevenger. She has sent out media blasts regarding the golf outing and bicycle challenge. She’ll send out a new one with the new information about the hole in one prize. She asked board members and staff to give her information and she’ll get it sent out. Recreation – Steve Bullington. Steve reported that he toured Mulberry Fields during football games and they are doing a much better job of not parking on the sidewalks/grass areas. However, parked cars are still partially blocking the parking turn-a-rounds at the ends of each bay of parking stalls. Certainly an improvement from past years, though. Facilities–George Abel. Mr. Able had the first meeting recently. This first meeting was basically a “meet and greet”. The next goal is to have members visit Creekside Park. 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 Dorothy Hitchins and seconded by Manda Clevenger at 9:07PM. The next regular Park Board meeting is scheduled for October 8, 2014 at 7PM, at the Zion Nature Center. ______________________________ ____________________________ Manda Clevenger, Secretary Steve Bullington, President 5