Zionsville Board of Park and Recreation

Summary Minutes of the Meeting of the Zionsville Park and Recreation Board July 13, 2016 The Zionsville Board of Parks and Recreation met Wednesday, July 13, 2016 at 7:00 PM. The meeting took place at the Town Hall’s Beverly Harves meeting room. George Abel, Tim Casady, Jeff Edmondson, Wayne Bevans, John Wollenburg, and Manda Clevenger were present. Also present were Park Board Attorney, Roger Burrus & Superintendent Matt Dickey. Minutes Tim Casady made a motion to approve the June 8, 2016 regular board meeting minutes as presented. John Wollenburg seconded and the motion passed unanimously. Public Comments/Presentations None were given. Staff Reports Superintendent Dickey informed the Park Board that the pre-bid meeting for the New Nature Center took place last Thursday and the bid opening meeting is scheduled for next Wednesday. Board Attorney Burrus said he and Superintendent Dickey attended the Plan Commission meeting where the Plan Commission approved the New Nature Center. The Commission also recommended to the Town Council the approval of the Zionsville Strategic Trails Implementation Plan. New Business Mr. Dickey wanted to discuss with the Park Board about a potential monetary gift and how this may fit within the parameters of recognition and sponsorship the Park Board had previously discussed. He went on to explain that the Friends of Zion Nature Center have offered to donate money for the ZNC Turtle Exhibit and in exchange would like name recognition for a $5,000 donation. Previously the Park Board had been leaning towards in situ signage being considered only when the donor was giving at least half toward a $10,000 or more projects. The offered donation was for an item slightly less than a full $10,000. Mr. Dickey went on to say he and the Park staff were recommending Board approval. The Park Board approved signage on nearby wall to be later moved to a Giving Tree if implemented. Old Business Superintendent Dickey explained to the Park Board his thoughts with the Zionsville’s Strategic Trails Implementation Plan (Z-STIP). One is his concern with the current Town Ordinance that currently requires 8 foot wide pathways; while the plan professionals who prepared the Z-STIP recommend nothing less than 10 foot pathways for the Town to have Federal Grant eligibility on trail projects. So, probably 10 feet should be the minimum width in the Town’s ordinance. Also, the Town Ordinance requires perimeter pathways and that usually has been interpreted as along roadways. But the Z-STIP includes trail development plans along Eagle Creek, the greenway type pathways. So does the term “perimeter” cover that or does the ordinance need reworking for that? Another item to consider is what if there is a development along Oak Street for where Z-STIP calls for both bike lanes and side- pathways. Should the ordinance specifically address that as well? Park Board member Jeff Edmondson suggested, if appropriate, for the Park Board write a general letter to the public through the newspapers, or on the website that would thank the community and the Town Council for their engagement and contribution to the development of the Strategic Trails Implementation Plan. Citizen Advisory Committees No reports given. Other Board Related Items Superintendent Dickey shared his condolences concerning the Holliday family and the passing of John Holliday. Mr. Holliday put together approximately 800 acres of family land that is being held north of Turkey Foot Park and mostly East of 975 E., and over to State Road 421. This is an area where there have been bald eagles nesting sighted. Mr. Holliday targeted nearly 50 acres to come to the Parks Department. This was in a life estate reserved to the Parks. Mr. Dickey has asked Attorney Burrus to contact the firm that worked with this in the past. Mr. Burrus showed the Park Board a map of the property and explained that there are significant restrictions placed on this property; one being the name, which is Holliday Nature Park. For now, Attorney Burrus recommended to the Park Board that the title insurance be updated. Superintendent Matt Dickey received an inquiry from the Chamber Director about working together on recreating another Town brochure with some bits of Park Department information. Mr. Dickey’s concerns with a brochure were that it needed to direct viewers to the Zionsville website for more current maps and updated items. The last brochure is very outdated; he would like a more general brochure, as it turns out, our map needs changing every year. Mr. Dickey updated the Board on a potential inquiry of the Wetland Reserve Property. This inquiry reportedly will be coming from a property owner, and allegedly involves the parking lot and teens using it for parking, and some homeowners using the property to dump their landscape material. Mr. Dickey gave some background information about this property. The Parks Department in 2010 looked at building the boardwalk that had been previously reneged on by the development, but this would be expensive and very involved. The Wetland Reserve Property has two significant wetlands on both ends, plus two lesser ones in between. At one point, the Board considered selling it, but concluded none would buy. As of now, it is considered to be undisturbed wetland. Mr. Dickey showed the Park Board the map of police presence in the last month on the property and along all roadways within 500 feet of the Park. Police informed Mr. Dickey there were only 4 runs in two years to the area and none to the Park. The police made 496 drive-byes in the area of this Park in the last month; probably scouting for speeders; 1/3 of them were at night also. No citizen complaints have been phoned in on teens parking or of anyone dumping landscape material. That being said, Superintendent Dickey would like the Park Board’s input before meeting with the homeowner. The Park Board stated that they did not think this would be deemed an Attractive Nuisance since a parking lot would not be considered an object that would attract children. Also, there hasn’t been any police activity stating a problem with teens or dumping. Another Board item to discuss is the Park Department budget. Mr. Dickey directed the Park Board to the budget with the Parks and the golf course. He started with the golf course budget (Fund 275). Mr. Dickey reminded the Board that the golf course is earmarking $15,000 a year for carts and $25,000 a year for irrigation. After conversing with the golf course, Mr. Dickey made the decision, with the Boards’ potential approval, that the $13,000 originally budgeted for the releveling of green #8 to be shifted to the culvert that is caving in and replace it. After discussing various items in the golf course budget, Park Board Member, John Wollenburg made the motion to approve the Zionsville Golf Course budget as is. Jeff Edmondson seconded that motion and the Park Board unanimously approved the budget for the golf course. Next item to discuss is the General Park budget (Fund 216). Superintendent Dickey showed the Park Board several items highlighted in yellow, the first one being the $10,000 shared amount required by the Town to help fund the Town Public Information Officer. Mr. Dickey directed the Board to the 300’s line item explaining that next year the Park has several things going on.  The Impact Fee Plan 2017-2022 process which the town/park department will be working on next year.  Building the Nature Center  Probably designing and implementing the new LARE Grant process  Conceptually designing the Overly Worman Park  Possibly designing and building the next LARE (Land and River Enhancement) project  Starting the January 2018 draft submission for the next 5 year Master Plan. Due to time constraints, Mr. Dickey informed the Park Board that he’s very concerned he will not be able to write this plan, so if the Park Board agrees this is not feasible what with running the Department and all the other projects, the Park Department will need to vote these consulting funds into their budget request to council to fund this.  The Parks has received recommendations that there are about dead Ash trees (emerald Ash borer plague) that need to come down just along the Rail Trail; our maintenance cannot remove all of them. They are able to remove some but not all of the ~85 trees. Next on the budget, Mr. Dickey directed the Board to the Capital Outlay line item. He explained this year, if we get the grant and if Heritage Trail Park; Nature Center Project runs like the Parks expects it too, our remaining money in the non reverting capital fund could easily get down to about $17,000 in the hole. One way to get around that is to spend the grant money as we go verses a one-time submission like we have done before. There were questions concerning how to get more money into the non reverting find, about future budgetary needs and capital planning by the Park Board. Superintendent Dickey and Park Board President George Abel would like to set up a meeting with the Mayor to discuss these needs. Jeff Edmondson made a motion to approve the Parks General Budget as it was presented tonight with giving Superintendent Dickey and President Abel the flexibility and discretion on making any necessary changes to the budget after meeting with the Mayor and getting his input and approval. Claims Tim Casady made a motion to approve the claims as submitted. Wayne Bevans seconded and the motion was passed unanimously. The meeting was then adjourned with a motion made by Park Board Member Manda Clevenger, Jeff Edmondson seconded and the meeting was adjourned at ~9:45PM. The next regular Park Board meeting is scheduled for August 10, 2016 at 7PM, at the Town Hall’s Beverly Harves Room. _______________________________ ____________________________________ Manda Clevenger, Secretary George Abel, President