Zionsville Board of Park and Recreation

Summary Minutes of the Meeting of the Zionsville Park and Recreation Board January 13, 2016 While this wasn’t specifically discussed in the January board meeting, below you will find a list of current Park Board Members, when they were appointed & who appointed them, when their term is open, and/or who they replaced. There have been a lot of changes recently and this will help to have in the Park Board records. Board Member Replacing 4 year term after Appointed by Serves through the Position next open (partial term) initial term end of for appointment in George Abel, 4 year term Town Council in 2017 2018 President 2016 Wayne Bevans School Board 2016 2017 Annual Appointment Tim Casady Phil Howard Town Council 2018 2019 Manda Clevenger, 4 year term Town Council in 2019 2020 Secretary 2/1/2016 Jeff Edmondson, 1 year term Mayoral 2016 2017 Vice President Appointment 2016 John Wollenburg Dorothy Hitchens 4 year term Town Council 2018 2019 The Zionsville Board of Park and Recreation met Wednesday, January 13, 2016 at 7:02 PM. The meeting took place at the town hall meeting room. George Abel, Wayne Bivans, Manda Clevenger, Tim Casady, John Wollenburg, and Jeff Edmondson were present. Also present were Matt Dickey, Park Department Superintendent and Roger Burrus, Park Board Attorney. Beginning of Year Actions Mr. Burrus temporarily accepted the gavel to conduct the election for President. Mr. Jeff Edmondson made a motion to elect George Abel as President. Tim Casady seconded and the motion passed unanimously. President George Abel then made a motion to elect a Vice President. Tim Casady nominated Jeff Edmondson. Manda Clevenger seconded and the motion to so elect passed unanimously. Mr. Abel made a motion appointing Manda Clevenger to continue as Park Board Secretary, with Superintendent Matt Dickey as back up. Mr. Edmondson seconded that motion and the motion passed unanimously. Ms. Clevenger made a motion to confirm the Park Board’s normal, 2nd Wednesday of the month, meeting schedule for 2016. Mr. Casady seconded. The motion passed unanimously. Tim Casady moved to retain Mr. Roger Burrus as Board attorney, per the contract Mr. Burrus had distributed to the Board, and authorizing the Park Board President to sign the contract for services. During discussion before the vote Roger Burrus related that the contract was exactly the same as last year’s with the same retainer fee for basic work and certain, identified supplemental rates for work above and beyond the base work/fee. Mr. Edmondson seconded the motion made by Mr. Casady. The motion passed unanimously. Minutes Jeff Edmondson made a motion to approve the December 9, 2015 regular board meeting minutes as presented. John Wollenburg seconded and the motion passed unanimously. Public Comments/Presentations Superintendent Dickey introduced Mike Maguire, who is the Zionsville Golf Course manager. Mr. Maguire went over the end-of-year annual report for the golf course. A copy of the report was presented to each board member. Mr. Maguire pointed out that the golf course officially opened for the season on March 20, 2015 and closed on November 25, 2015. The course was closed for a total of 35 days throughout the season due to weather related conditions. Total rounds of golf played last year were approximately 14-15,000. Upcoming at the golf course this year will be some tree and stump removals, trenching to improve draining on the course, improving the golf cart paths, level the tee box on #3 and #4, and to redo hole #8. Mike wanted to express his sincere appreciation to Orlin Coleman and his crew for the tremendous job they have done throughout the year. Superintendent Dickey pointed out a few items on the 2015 golf course expense/revenue form that he gave to each board member. A total of $75,000 has been set aside (over several years) towards a future purchase of a new cart fleet; the golf course should be able to have enough by the year 2023 to pay for this. Also, as of January 2016 the golf course has a total of $125,000 (collected over several years) for irrigation that needs to be done in the near future. All in all, Mr. Maguire did not think the golf course needs to raise its green fees presently. Staff Reports Superintendent Matt Dickey gave an update to his meeting with Town Manager Ed Mitro, Mayor Haak, and Fire Chief VanGorder on the future interim town hall building/Nature Center. During that meeting Mr. Dickey was given 2 contracts to look over. He would like to have a Park Board Member on the Nature Center Design Committee. He also, Mindy Murdock has been assigned to help. The first kick off meeting for this committee will be February 25, 26, and/or 29. President George Abel volunteered as a primary member with Wayne Bivans being the back up. Another item to discuss is the removal of the Jennings Field Park sign. The sign says it is a park and it also states the hours which will have changed also. Mr. Dickey suggested pulling up the sign and removing it permanently. Park Board concurred with this approach. Mr. Dickey shared with the board that the Parks Department has a contract from 2011 that controls policy in regards to Zionsville Youth Football using Mulberry Fields and that Rugby and Lacrosse would like to have similar arrangement. In that resolution, have policies for various sports leagues that would like to use Mulberry Fields. This resolution would require leagues to repair any damage done to the field, require leagues not to use the park on Sundays, if sport lighting is used, to pay a certain percentage of the electrical for the use of lights, and to pick up their trash after their events (all similar to the requirement upon the ZYFL). President Abel asked Attorney Burrus to write that up for future use. Also, Superintendent Dickey wanted the Park Board to be on notice of the Friends of the Zionsville Nature Center and their desire to present to the Park Board and to possibly have one of our Park Board members on their board. Old Business Attorney Roger Burrus informed the board that they have closed on the Vonterra swap December 21, 2015 and that he does have the deed for the Goodwin donation parcel and that this has been recorded. He is also working on the Vonterra commitments that he received last week. The contract with Rundell Ernstberger Associated (REA) on the Pedestrian & Bike Grant Master Plan has been received and is now being looked over. New Business Manda Clevenger suggested that a resolution be presented to Steve Bullington for his work as President of the Park Board. The Park Board agreed and Park Board Attorney Roger Burrus will have that ready to sign at the next meeting. Citizen Advisory Committees President Abel recommended that the board review the committees at the next meeting or in a special called meeting. Claims Manda Clevenger made a motion to approve the claims as submitted. Jeff Edmondson seconded and the motion was passed unanimously. The meeting was then adjourned with a motion made by Park Board Member Tim Casady, Manda Clevenger seconded at ~9:00PM. The next regular Park Board meeting is scheduled for February 10, 2016 at 7PM, at the Town Hall’s Beverly Harves Room. _______________________________ ____________________________________ Manda Clevenger, Secretary George Abel, President