Zionsville Board of Park and Recreation

Summary Minutes of the Meeting of the Zionsville Park and Recreation Board December 14, 2016 The Zionsville Board of Parks and Recreation met Wednesday, December 14, 2016 at 7:00 PM. The meeting took place at the Town Hall’s Beverly Harves meeting room. George Abel, Manda Clevenger, Jeff Edmondson, John Wollenburg, and Tim Casady were present. Wayne Bivans arrived somewhat into the meeting. Also present were Superintendent Matt Dickey and Park Board Attorney Roger Burrus. Minutes John Wollenburg made a motion to approve the November 9, 2016 regular board meeting minutes. Tim Casady seconded and the motion passed unanimously. Public Comments/Presentations No public comment given. Staff Reports Superintendent Matt Dickey asked if the Park Board had any questions about the enclosed reports in their packets. The report on the Nature Center contained highlights from the year 2016 and Mindy Murdock, our Park Naturalist was available for any questions that the Park Board might have. Park Board member, Manda Clevenger asked Mindy what process did she have to go through to get certified as a Heritage Interpreter CHI. Mindy explained that she had to answer essay questions, provide examples of work she had done on displays & written materials, and she had to videotape herself performing one of her programs. The Park Board congratulated her on being one of just 4 CHI in the state of Indiana and also thanked her for doing an outstanding job with the Nature Center and as the Park Naturalist. New Business Superintendent Dickey also updated the Park Board on the Vonterra Project; stating that it is moving forward into Phase One. CalAtlantic Homes of Indiana, Inc. will eventually have 30 days from their recordation of their plat to get the portion of land associated with that project section donated to the Park Department. Mr. Dickey reminded the Park Board that CalAtlantic wanted to donate in pieces when they came before the Board in 2015 just before their meeting with the Plan Commission; so that would mean that at this point, a little over an acre and a half of land would come to the Park Department in what CalAtlantic calls Blocks P4 and P5, basically a narrow strip on the south edge. This is also the piece CalAtlantic built their Rail Trail portion upon. Mr. Dickey went on to explain that after contracting an appraiser and getting a value on the land, and given the amount of land that CalAtlantic was giving to the Parks this value was more than enough to cover their impact fee. The trouble with that is CalAtlantic wanted this passed at the Board meeting a year and a half ago, but we can’t value that project by state law until that portion is actually built and donated. You have to use the actual construction cost. Now CalAtlantic wants to pull their building permit for their model and they haven’t given the Parks anything yet. Superintendent Dickey continued explaining that the Parks has nothing to generate a credit with yet by state law because nothing has been given. He is working with Wayne DeLong, Director of the Planning/Economic Division so that, upon donation, CalAtlantic can claim a value for the trail now that it is built. This will get them closer to matching lots. CalAtlantic did get some cost information to the town engineer, who after crunching some numbers was able to (on the land that’s come and the trail) get credit enough to fully cover 28 of their 30 lots. After Mr. Dickey, Park Board Attorney Roger Burrus followed up with more information on the Vonterra Project. Mr. Burrus said that about a year and one month ago this Park Board took a look at this based upon information that the developer was submitting. At that time the Park Board approved the written findings; the process of how we determine what to give CalAtlantic credit for. Mr. Burrus mentioned that Mr. DeLong was present because his office collects the impact fee credit when developers apply for a building permit. Basically what Attorney Burrus is presenting here is an amended set of findings from those that the Park Board did 13 months ago. Mr. Burrus pointed out the document that the Park Board members had in front of them. He and Superintendent Dickey put this together to provide some guidance for the planning department for when this developer comes in to say they have credit of certain amounts against these impact fees. Mr. Dickey said that by state law, the Parks will have to receive the product in order to get the credit. Attorney Burrus asked Mr. DeLong what he thought of this approach. Mr. DeLong stated that he approves of the amendment as proposed this evening and he believes that it will help clean up the record. He also believes that CalAtlantic will be pretty successful in their project. President George Abel recused himself from voting due to CalAtlantic being a client at his firm. Tim Casady moved that the Park Board approve as submitted the amended findings and approval of petition for park impact fee credit and to empower the President or Vice President to execute whatever documents are required to implement the findings and approval. Jeff Edmondson seconded that motion and it was passed unanimously with 4 in favor, 0 against, and one recussion. Mr. Dickey had several items to discuss concerning the Golf Course this year. He asked the Board to recall that each year the Golf Course saves $15,000 for carts and $25,000 for irrigation; which means that the Golf Course would need to go above $40,000 net to have those earmarks without dipping into the emergency balance. Superintendent Dickey explained that this year the weather has wreaked havoc on the course, a culvert needed to be replaced, and a mower had to be fixed. The culvert cost $13,000 to replace; this put the golf course in the estimated range of $30,000 for net. Also, Orlin Coleman and Mike Maguire have resigned, both feeling it is time for them to enjoy their retirement. Mr. Dickey has talked to the current staff and no one wants to step up and take on their responsibilities. He is talking with other possibilities and as of today no one has been hired. He has this position listed on our Town website. Wayne DeLong updated the Park Board on Creekside Corporate Park. He asked the Park Board to look at the document he presented them with. Mr. DeLong said that about a year ago, Brad Johnson, the president of RDC briefed the Park Board on Creekside Corp Park. It is about a quarter of a million dollars from being completed. He stated that the reason for being at the Board meeting tonight was to answer any questions that the Board may have and to focus on the internal parklet and the ravine trail system. Superintendent Matt Dickey had helped with the lay out of the trail system and the design of the parklet. What Mr. DeLong wanted to focus on tonight in particular is where the trail system embraces one residential property. That residential property has frontage on South Main Street; Zionsville Road and the trail is to the north. This is all illustrated in the handout provided. Mr. DeLong is currently working on trying to find a reasonable way to provide screening in that area that would meet the property owner’s expectations. Mr. Dickey provided information on various natives that could be used for screening and also reminded the Park Board that RDC will be paying for this; not the Parks Department. Also, this screening will not be maintained by the Parks and the property owner can provide additional screening on his side of the property. Wayne DeLong said that Creekside Corp. Park’s trail system is closed for now. They are still working on the CAM charge and figuring out how RDC can collect those funds. These funds could be used for a portion of the mowing/maintaining the trail system, possibly via the Park Department. The same funds could be distributed to the Street and Stormwater Department for maintenance of the street side trails the storm water faction, etc. Old Business None given. Citizen Advisory Committees No reports given. Other Board Related Items Attorney Burrus asked if the agreement for the Zionsville Youth Football League had been signed. Mr. Dickey explained that the agreement has been given to the ZYFL, but he hasn’t heard from them yet. He also talked with the ZYFL president to explain to them what their portion of the agreement is and what they would need to do to maintain the fields their league will use. Roger Burrus did update the Board on the Holiday property donation; he is trying to set up a meeting with the heirs about this donation and the restrictions. Mr. Dickey also mentioned that in the last election Indiana citizens passed a right-to-hunt on public land and mentioned he is considering what that means for our parks, which do not allow hunting or fishing. He said the Town Attorney is looking into this and will let us know what the Town Attorney decides on this matter. Park Board member, John Wollenburg said that he went to the Friends of Zion Nature Center meeting. The Friends decided at that meeting to release their own press release from now on due to a concern they had that a reporter/newspaper did not give them enough credit on a particular donation they had made. After much discussion, the Park Board enlisted their Attorney, Mr. Burrus to work on a policy to provide a parameter of what can and can’t be done in regards to donations/fund-raising with the Friends of Zions Nature Center and that will have to be approved by the Park Board. Claims Jeff Edmondson made a motion to approve the claims as submitted. Manda Clevenger seconded and the motion was passed unanimously. The meeting was then adjourned with a motion made by Park Board Member John Wollenburg, Tim Casady seconded and the meeting was adjourned at ~9:00PM. The next regular Park Board meeting is scheduled for January 11, 2017 at 7PM, at the Town Hall’s Beverly Harves Room. _______________________________ ____________________________________ Manda Clevenger, Secretary Jeff Edmondson, Vice President