Zionsville Board of Park and Recreation

Summary Minutes of the Meeting of the Zionsville Park and Recreation Board October 16, 2015 The Zionsville Board of Park and Recreation met Wednesday, October 14, 2015 at 7:02 PM. The meeting took place at the Town Hall Beverly Harve’s Room. Steve Bullington, Manda Clevenger, George Abel, Tim Casady, John Wallenburg, and Jeff Edmondson were present. Also present was Matt Dickey, Park Department Superintendent. Roger Burrus, Park Board attorney was not present at this meeting. Minutes Mr. Casady made a motion to approve the September 16, 2015 regular Park Board meeting minutes and the August 12, 2015 Park Board Meeting, as presented. Jeff Edmondson seconded and the motion passed unanimously. Public Comments/Presentations None 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 were available for review. Mr. Dickey updated the Board on the Lake and River Enhancement Grant Project. (L.A.R.E); construction is moving right along. Matt informed the board that he has been taking pictures for possible program usage. He and the Department of Natural Resources (DNR) Grant Coordinator have been checking on the construction weekly. The LARE coordinator is quite pleased with the progress. Last week construction began with the upstream j hook, which is the stone and wood energy dissipater device. It is oriented so it hooks with the bottom of the J facing upstream and generally will never be seen due to water levels. Large concrete blocks from the Wormen’s operation were used; so they are recycling concrete for the base foundation. Large limestone blocks on top of that foundation will be deeply buried, and only the top 3-5 inches will be seen when it’s all done, but these will dissipate the energy across. The long parts of the J are long timbers that are salvaged from the stream or were coming down due to part of the erosional issues. Construction has also started on placing the root wads. These are buried with roughly 55 feet of the tree trunk back into the bank. The root wad faces out and then soil lifts are placed on top of that to reconstruct the damaged bank. They have started the J hook at the downstream location too. Another item that Superintendent Dickey wanted to mention to the Park Board was the Ped & Master Bike Plan Grant. He informed the board that he has started a RFP (Request for Proposal) and hopes to have that ready by the November/December board meeting so that the board members can make some choices of consultants. Mr. Dickey also pointed out that there are two contracts sitting on Park Board Attorney, Roger Burrus’ desk that he would like to keep the Park Board updated on. One is a construction estimate on the connection of the wooden ramp that comes down from the rail trail to a walkway under the 100 foot bridge. The other contract would be for stone steps that 1 would come down from the walkway towards Zionsville Road. This is the most challenging portion of the route and most likely to benefit from engineering. To just let people walk up and down that swiftly eroded slope will badly damage the resource. Superintendent Dickey is also, meeting this week with a scout leader who needed to do some trail work. They will meet at the Eagle Creek corridor and our easement to look at possibly doing clearing along the future trail route that you can see from abutment near Zionsville road south westward to the edge of the Canterbury property. They will not be going up to the road or crossing the fence. Park Board asked if the drainage issue had been taken care of; Mr. Dickey stated at this time that apparently the hole has been filled inside the fence pasture. The Park Department Naturalist, Mindy Murdock’s final tally for the Nature Center Rummage Sale & with a matching $500 donation from the Friends of the Nature Center was just slightly over $1,300.00. She was able to clear out a lot of items in the Nature Center. All in all this was a success. Mindy’s plan is to use this to help jumpstart fundraising for an eventual, new turtle exhibit at the Nature Center. New Business None Old Business President Bullington opened up the floor for discussion on the Vonteera Project. Mike Andreoli, attorney representing Ryland Homes and Keith Lash of Ryland Homes were present to answer any questions that the Park Board might have. Attorney Andreoli gave the board a status report on the minor changes made after going through Park Board Attorney Burrus’ notes in regard to the Park Board decisions. One item Mr. Andreoli wanted to discuss with the Park Board is the language in the dedication. After conferring with Superintendent Dickey who had suggested that a dedication done through a Non-Profit entity; could be very helpful in the essentials of certain grant programs. Mr. Andreoli and Ryland Homes thought this was perfectly acceptable and did add that in the language. Ryland Homes however would like to be able to get the Park Board Impact Fee credits and has filed an application with the Town for the credits to be given. Another change in the revised plans that Attorney Andreoli wanted to point out to the Park Board were concerns on the location of the parking lot. Originally Ryland Homes showed the parking lot on their ground. What Ryland Homes had done is have the actual parking area on section P3, which will be the section that we would eventually be donated. This would have easy access; Ryland’s cul-de-sac would go right up to the parking lot with the road going right into the parking lot and subsequently the Park Board would be responsible for maintaining the parking area. So these changes just made sense. Another area Attorney Andreoli wanted to reference to is that Ryland Homes is committed to the construction of about 1,050 feet of rail trail with the appropriate designated width agreed upon (15 feet wide asphalt pavement) and to the park’s standard as to cross-section depths. Superintendent Dickey wanted to get some clarifications from Ryland Homes in regards to the drainage. Keith Lash from Ryland Homes stated that they have reworked the drainage by 2 taking this storm water to Crazy Creek (to the south of the pond). Mr. Dickey wanted the Park Board to know that storm water flow is no longer to the pond now. President Bullington asked Matt Dickey to explain the document from Alliance Environmental Group. Mr. Dickey informed the Park Board that the Alliance document is our consultant’s review of the environmental assessment work performed by Ryland Homes’ contractor. There were two minor concerns, but Mr. Dickey read from the back of the document which states, “based on the documents provided there appear to be no significant environmental conditions which would prohibit development in this area, from use as trails & parks.” That being said, Mr. Dickey’s did want to draw to the Boards attention to a couple of points by Mr. Shadley of the Alliance Environmental Group. One is explained in point number 2 which states that Alliance wasn’t able to determine if a boring had been done on the actual railroad itself. It states any work that requires actual significant disturbance of soils then the Park Board may need an additional investigation, but for typical trail work like minor grading, laying down stone, and/or asphalt capping should not be an issue. Another concern is in point number 4 regarding the wetland assessment. It appears that the sampling was at a depth of 18 inches and the Regional Supplement to the Corps of Engineers Wetland delineation Manual recommends a depth of 20 inches. Superintendent Dickey again stressed that these are minor concerns that won’t affect Ryland Homes, but could affect the Park at some future point, although probably only to a minor degree. It was also mentioned that by the time we might develop any park feature on the flood plain, the wetland report might be too old. A “stale” report might have to be redone eventually. Mr. Dickey had an email from the Park Board Attorney’s selected appraiser with his findings on appraising the land involved in the swap with Ryland Homes and the Park Department. The appraiser will have this in an official document with a full appraisal, but for now this is his email statement; “I have come to a conclusion regarding the value of the ~45 acres of park/recreational land, as well as the 1.075 acre Rail Trail land. My research and analysis of the value of the ~45 acre tract indicates $5,000 per acre or around $225,000 depending on the exact acreage. The 1.075 acre Rail Trail “swap” land is indicated at $7,500 per acre or $8,000”. The key point is that the value of what Ryland Homes is giving would be enough to match a $130,000 credit that they are requesting with room to spare. Tim Casady made a motion to accept, subject to legal review by the Park Board Attorney and subject to the Planning Commission’s eventual approval of the entire project, that the Park Board accept the proposed dedication of park land from Ryland Homes regarding the Vonteera sub division development and including Ryland Home’s list of commitments given to the Park Board this evening. Manda second that motion. George Abel recused himself from voting due to Ryland Homes being a client of his firm. Motion was passed. The second motion made by Tim Casady was again subject to legal review by the Park Board Attorney and eventual project approval from the Planning Commission, that the Park Board approve the proposed land swap between the Park Board and Ryland Homes for the north/south 1.075 acres on top of the Rail Corridor and that public notice be provided for the 3 land swap. Jeff Edmondson seconded that motion and the motion was passed with Mr. Abel again recusing himself due to Ryland Homes being a client of his firm. The third motion made by Mr. Casady again subject to Planning Committee approval and Town Council approval for the Park Board to approve a credit in the amount proposed for Park Impact Fees as set forth in the minutes of the Park Board’s last meeting for up to 107 lots on this ~55 acre Vonteera Property, but not to exceed $225,000 (whichever comes first). Jeff Edmondson seconds that motion and the motion was passed. George Abel recused himself again from voting due to Ryland’s Home being a client of his firm. Citizen Advisory Committee Reports Park Board President Bullington announced that the newly revised Park Board (due to the Perry Reorganization and Phil Howard moving out of state) will need to fill some roles. The first one being the Pathways Committee with Tim Casady committing to fulfil the rest of Phil Howard’s time on the Pathways Committee. George Abel made a motion that the Park Board approve this appointment. John Wallenburg seconded that motion and the motion was approved. The discussion then moved to the Park Boards’ own advisory committee. And after discussion, the current Advisory Committee Chair stands at this below until possibly reassigned as of 2016: Land Resources – Jeff Edmondson Finance/Funding – Tim Casady Communications –Manda Clevenger Recreation –John Wallenburg Facilities–George Abel. Mr. Bullington made a motion to accept the 3 new Advisory Committee chairs; Land Resources-Jeff Edmondson, Finance/Funding-Tim Casady, and Recreation-John Wallenburg. Manda Clevenger seconded that motion and the motion was passed unanimously. Other Board Related Items Mr. Dickey informed the board that he received an email from the Park Board Attorney, Roger Burrus. In the email Mr. Burrus wanted to get the park Board’s authorization to have the Friends of Boone County Trails serve as a holder of the Vonteera land. President Bullington explained that the Park Board has a current contractual agreement with the Friends of Boone County Trails, doing just this very thing for a portion of the Midland Trace. If we title the Vonteera land to the Friends of Boone County Trails, then the Park Board can apply for grants that recognize that as a donation back to us, which helps with matching grants. This will give the Park Board flexibility with the land particularly as pertaining to certain grant programs. Tim Casady made a motion that subject to the grant not interfering with the terms of our acceptance, for the Park land grants to be put in the name of Friends of Boone County Trails (FBCT) subject to our overriding land use agreement with that group or that the Boone County Community Foundation be used as a back-up organization to FBCT. Mr. Edmondson seconded that motion and the motion was passed unanimously. Claims President Bullington asked if everyone had reviewed the claims and asked for a motion to approve said claims. Manda Clevenger made that motion with Jeff Edmondson seconding. Motion was approved unanimously. 4 Special Presentation Naturalist, Mindy Murdock and Superintendent Matt Dickey wanted to recognize Gerry Smith for his years of volunteer service at the Zionsville Nature Center. Gerry was responsible for the Marine salt water tank and volunteered his time taking care of the tank for over a decade. He is unable to continue taking care of this tank. Staff would like to give the painting behind the tank to Mr. Smith (and for the Board to issue a formal thank you letter to him). He has always liked the painting and the artist was a staff member at the Nature Center at one time. The painting would have to be declared as surplus property of no value by the Park Board before they can do that. Tim Casady made a motion to declare the painting as surplus property of no value and for the board to issue a formal thank you letter to Gerry Smith signed by the Superintendent and Park Board president. Jeff Edmondson seconded that motion. As a part of the motion was the statement that the Park Board will also issue a letter of thanks as well. The motion was approved unanimously. The meeting was then adjourned with a motion made by Jeff Edmondson and seconded by George Abel at 8:30PM. The next regular Park Board meeting is scheduled for November 12, 2015 at 7PM, at the Town Hall’s Beverly Harves Room. ______________________________ ____________________________ Manda Clevenger, Secretary Steve Bullington, President 5