Zionsville Board of Park and Recreation

Summary Minutes of the Meeting of the Zionsville Park and Recreation Board April 13, 2016 The Zionsville Board of Parks and Recreation met Wednesday, April 13, 2016 at 7:02 PM. The meeting took place at the Town Hall’s Beverly Harves meeting room. George Abel, Wayne Bevans, Tim Casady, John Wollenburg, and Manda Clevenger were present. Jeff Edmondson was not present. Also present Matt Dickey, Park Department Superintendent, and Roger Burrus, Park Board Attorney. Minutes Wayne Bevans made a motion to approve the March 9, 2016 regular board meeting minutes as presented. Tim Casady seconded and the motion passed unanimously. Public Comments/Presentations None given. Staff Reports Superintendent Matt Dickey updated the Board on the Creekside Corporate Park progress. This is a town project, but he reminded the Park Board that the Zionsville Redevelopment Commission (RDC) discussed a potential to eventually have the interior of Creekside Corporate to have some trails built within and that they could be transferring this to the Parks Department. Brad Johnson from the RDC was present at the January Board Meeting to present this concept to the Park Board. To date, there has been some tree clearing as part of this process. RDC is still looking for ways to transfer funds that would be collected as part of an association type fee to the Park Board to help with the maintenance of the Park. Mr. Dickey contacted the president of the Cultural District Committee about the $975 reimbursement grant donation from the Community Foundation of Boone County, as a part of the Board donating this to the Cultural District Committee. As required by the Park Board, a report should be made directly back to the Boone County Foundation from the cultural District Committee while copying the Park Board on this information. Again, the Park Board grant can be used to reimburse already completed and paid direct expenses for giving the concerts. Indy 11 Soccer has decided to work with the Zionsville Community Schools and use Jennings Field for their soccer camp. According to Zionsville Youth Soccer Association (ZYSA), Indy 11 declined to work within the parameter ZYSA set for a possible cooperative venture. Attorney Roger Burrus discussed with the Park Board that he has been working on several agreement type situations. He revised the agreement with Butler University in using/placing motion-triggered cameras at Creekside Park as discussed in the March Park Board Meeting. The Vonterra Project has been signed and recorded. Mr. Burrus has prepared the agreement with the Smiths on the Golf Course fence and is waiting for the Smiths to get back with him. George Abel stated that the Smiths have accepted the agreement and will sign when they are available. Attorney Burrus stated that he is reviewing the plans and bidding documents on the Zionsville Rail Trail/Eagle Creek Trail Stairs project. New Business Park Board President George Abel stated that under new business, there is the notion to consider the renaming of Zionsville Rail Trail. Mr. Dickey explained that this was discussed between the Lebanon Mayor and our Mayor Haak. In the interim, the Friends of Boone County Trails have already made public that they did rename their section of the Rail Trail. He pointed this out in an article by the Lebanon Reporter. One item that Superintendent Dickey would like to stress with a name change is that we keep the names of the Nancy Burton and David Brown Corridors as is. These properties were donated to the Parks by the families of Nancy Burton and David Brown and the Park Board should keep in mind the terms of those donations. Mr. Dickey said that Mayor Haak would like the Board’s stance on possible moving ahead with the name change. Tim Casady moved that the Park Board would support renaming the County wide corridor known as the Zionsville Rail Trail as the Big 4 Rail Trail (or the Big 4 Trail as the second choice) and that the Park Board will look forward to working with the Lebanon, Whitestown, and Thorntown communities on this name change. The Park Board is not interested in something like the Big 4 Heritage Trail or some such. And the Park Board will keep the names and not violate the terms of those donations with the Nancy Burton and David Brown Corridors. And if any such future donations arise in the near future, that the Park Board has that same authority with any donations, but keep the Big 4 Rail Trail name for the entire rail trail, if the Town does decide to change the name. John Wollenburg seconded the motion and the motion passed unanimously. Old Business Superintendent Dickey updated the Park Board on the Zionsville Nature Center/Heritage Trail Park Project. He reminded the board on what was previously discussed with this project; the Town and Mayor approached the President and the Park Board last summer about a potential hybrid building. This was earmarked at $300,000 in Park future, with the town matching that amount. This has become a fast-moving challenging project since then. After meeting with the design team (Keystone Construction and Browning Day Mullins Dierdorf Architects), Mr. Dickey explained that the design team informed him that there is potential for two buildings; a nature center and a future fire station and this would be within the budget. Mr. Dickey asked the Board to look at the enclosed prints of the Nature Center in their packets. He went on to describe what the consultants presented. Additional costs may include a southern parking lot to which would be the Park’s Department responsibility and a roadway (an internal roadway up from the current HTP entrance), which the Park’s Department share would be $20-25,000 and the Town would be responsible for the other half of the costs of the roadway. Before the Board discussed costs of the ZNC/HTP changes, Mr. Dickey want to give an update on the surveying and engineering studies that have been done on the intersection of the Rail Trail Bridge and Trail EC-1. Using the documents enclosed in the Board Member’s packets, he explained the trail steps and material studies that could be used for this project. They looked at stone steps, wood tie material with gravel behind it, also, they looked at pouring concrete in place, and building wood supports with recycling plastic tread; walking timber support structure similar to Turkey Foot. At the end of the document, Mr. Dickey pointed out that the best long term solution would be the wood supports with recycling plastic; trax decking. Looking at the additional document showing the overall concept plan, he pointed out that this was designed with ADA guidelines in place. Estimate total cost would be $130,000; this would be for everything except the two additional observation decks (decks estimated at $5,000-$6,000 total). The engineering documents will transfer whenever we want to do this; the work that’s been done will not be lost. The engineers did do the project’s cost estimates. Superintendent Dickey explained funding options with a couple of probable and possible needs. One probable need is the $20-25,000 in additional funds for the Park’s share of an internal roadway up from current Heritage Trail park entrance. One possible funding source would be retargeting the $25,000 from this year’s Town Council approved budget funds that had originally been targeted for switching the Mulberry Fields Sports area irrigation to well water instead. A possible need is an additional funding of $65-70,000 for the Park Department to complete the originally planned, internal parking, its southern sidewalk, and possibly the western trail up to 400S and the short parallel sidewalks from the shelter north to the new parking, plus the $15- 20,000 in design and construction document fees (a quote from REA who did the original design). This expanded parking is a part of the eventual Park Master Plan and would be crucial since the garden plots are shifting south away from any nearby parking and also there will be significant asphalting onsite as part of the New ZNC Project. A funding source for this and deemed most feasible would be re-targeting the $50,000 in the (3) custom iron stair units for the east side of the EC-1 Trail expansion to Zionsville Road plus the $10,000 for fencing on that same item. Since the park Board has had to pull the originally earmarked $200,000 away from this project last summer to comer the Town’s concept of the new building north of Heritage Trail Park. This trail project is on hold until the required $250,000 to $300,000 and can be replaced into our coffers. The remainder needed for the consulting work will most likely come from our Consulting Line-Item in our General Budget. This is the likely source to add to the $60,000 to get closer to the expected $65-70K figure described above. Tim Casady made a motion to approve the re-figuration of the road from the nature center to the roadway within the Park and that the funding identifies as coming from the Mulberry Fields budget line item. John Wollenburg seconded that motion and this was passed unanimously. Another motion was made by Tim Casady. Mr. Casady moved that the Park Board’s executive along with the chair be authorized to explore and seek bids and engineering studies for the internal improvements so shown and discussed during the Park Board meeting tonight. Wayne Bevans seconded. The motion was passed unanimously. Other Board Related Items Mr. Dickey informed the Park Board that upon inspection of the Park’s playground located in the Lions Park, east of the tennis courts, there is some decay occurring at the interface between the safety surfaces on the poles. According to our Park maintenance staff (who is certified playground safety inspectors) this doesn’t need to be replaced yet and is not causing any immediate issues. As funds are becoming increasingly difficult to come by, the maintenance staff and Mr. Dickey both came up with a couple of concepts to take care of this and extend the lifespan of the playground. One concept was 4 plates on 4 sides of the poles and another concept was two angle iron pieces to cover the four sides. After discussing with the Board, a motion was made by John Wollenburg to allow Park staff to cover the funds for stabilizing the posts by using the angle iron method on the posts in the playground. Wayne Bevans seconded, the motion was passed unanimously. Another Board related item was to inform the Board that the Mayor did agree to the Park Board’s request to hire an additional maintenance employee; Maintenance Tech II for the Parks Department. Also, our Maintenance Supervisor, Al Smith has decided to retire. So, we have two positions that the Park Department can start looking to fill. Another item to discuss is from the Mayor. He is asking each town department to prepare a chart of their department organization. The Mayor thought this would help with seeing where any additional staffing might be needed at some future point. Mr. Dickey would like from the Board their approval of the chart he has presented (and his decision to hire two additional employees). John Wollenburg made a motion authorizing Superintendent Dickey to replace an employee and to hire within the budget an additional maintenance position. Wayne Bevans seconded this motion and it was passed unanimously. John Wollenburg made a motion to approve the Department Organization Chart as presented by Superintendent Dickey as is for submission to the Town. Tim Casady seconded the motion. This was passed unanimously. Citizen Advisory Committees No reports given. Claims Manda Clevenger made a motion to approve the claims as submitted. John Wollenburg seconded and the motion was passed unanimously. The meeting was then adjourned with a motion made by Park Board Member Wayne Bevans, Manda Clevenger seconded at ~9:15PM. The next regular Park Board meeting is scheduled for May 11, 2016 at 7PM, at the Town Hall’s Beverly Harves Room. _______________________________ ____________________________________ Manda Clevenger, Secretary George Abel, President