Zionsville Board of Park and Recreation

Summary Minutes of the Meeting of the Zionsville Park and Recreation Board February 8, 2017 The Zionsville Board of Park and Recreation met Wed., March 8, 2017 at 7:00 PM. The meeting took place at the town hall meeting room. George Abel, Wayne Bivans, John Wollenburg, Tim Casady, & Jeff Edmondson were present. Manda Clevenger was absent. Also present were Matt Dickey, Park Department Superintendent & Roger Burrus, Park Board Attorney. Welcome Town Council Appointment to Park Board Tim Casady made a motion for all of the 2017 officer nominations to be made permanent for 2017. Jeff Edmondson seconded that motion and the motion was passed unanimously. Continuation of Agenda/Meeting John Wollenburg made a motion to approve the February 8, 2017 regular board meeting minutes as presented. Wayne Bivans seconded and the motion passed unanimously. Public Presentation/Comments Superintendent Dickey and the Park Board presented Orlin Coleman with a resolution that recognized his contributions to the Parks Department and the Zionsville community. Mike Maguire, who was similarly honored, was not able to attend the meeting. Park Department Superintendent Matt Dickey will present Mike’s to him the following day. Matt Dickey introduced the new staff members at the Zionsville Golf Course. Scott Barson is the Golf Course Manager and Steven Robinson is the Greens Keeper. While Mr. Barson and Mr. Robinson were present, Mr. Dickey wanted to next ask the Park Board for their wishes on the possibility of increasing the 2017 base golf fees. He presented to the Park Board two spreadsheets showing the fees at various golf courses throughout the state, with an emphasis on the local courses averages compared to our course fees, but also showing an average for these listed courses state-wide. He informed the Board that the Zionsville Golf Course has not raised fees for 5 years. Park Board member, John Wollenburg asked manager Scott Barson what makes our golf course better than the other courses. Mr. Barson explained with the greens in great shape, the golf course is a consistent play-ready course. It is a quick 9 holes which is excellent for youth and seniors. Mr. Dickey and the Park Board discussed how much of an increase for the golf course rates that they should implement. John Wollenburg made a motion to increase the course’s base rates to fees of $12 walking and $21 with cart and on weekends & holidays, $13 walking and $22 with cart. Tim Casady seconded the motion and this was passed unanimously. After considerable discussion, it was noted that this, by specific design, increased the cart-related fees by $2 more (rather than the $1 previously considered). The Board sincerely hoped that this “extra” dollar for carts could generate funds that could be used to help match public donations to capital items, cart path improvements, cart fleet replacement, or other such important capital costs. The Board discussed identifying a specific first use for the funds generated by the “extra” dollar…but after considerable discussion came to the reluctant conclusion that to specifically tie it down to one item with a motion & vote wouldn’t be prudent in case of unforeseen emergencies or circumstances. Mr. Dickey also wanted to discuss with the Park Board the overall Department’s Annual Report, two of which each member had been provided a copy to look at. One main item that Superintendent Dickey wanted to mention is that when looking back over 2016, the Park Department and its staff were awarded two new grants, completed two others, completed a major fundraising effort to total nearly $10,000, and otherwise garnered donations of land and other items of value. All told these grants, land donations, etc. totaled over $230,000 in dollars and in kind value. Plus this total is not counting the full donation value for the Overley Worman Park (OWP). Mr. Dickey asked the Park Board if there were any questions from the Park Board about this 7 page report. None were given at the time. The Board thanked him and complimented the Park staff on their 2016 progress. Staff Reports Superintendent Matt Dickey reported that the Park has started work on the OWP charrette with Rundell Ernstberger Associates, Inc. (REA) and also on the future of the 5 year Master Plan process (starting in mid-2017). He reminded the Park Board of the budgeting process for 2017- 2018, and that the Vonterra homes developer will eventually be donating ~45 acres to the Parks Department. This will take place in several phases as homes are sold. This valuable, conceptual design process was also used in the Heritage Trail and Elm Street Green parks. He provided the Park Board with a schedule of the charrette process and that this will be first on the planning point-of-view agenda. These meetings will take place March 7-9 of this year and will include stakeholders, potential users, and general public who will have the opportunity to provide with their various points of view at various stakeholder and public input meetings. Public input opportunities will be available online as well. This may take 4-6 months. Mr. Dickey explained that after the charrette, they will need to start working on the 5-year Master Plan, for the entire Park system; another stakeholders and public input process that should consist of 4-5 months. Mr. Dickey is hoping that this would lead to a couple of significant grant applications which could “win” and bring in $200,000 each. Also, Mr. Dickey reminded the Park Board of one other item coming up and that is the Park Impact Fee renewal. This by state law has to be redone every 5 years. While this is a Town lead process, the Park Superintendent & often a Park Board Member is usually appointed to the required committee and Superintendent Dickey led this during the last cycle. In other matters, Superintendent Dickey stated that the Parks has received a $347 potential disbursement from the Leffel Memorial Endowment to be used for Lincoln Park. Also, $939 has come in from the Community Foundation of Boone County for the Lincoln Park Concert series. Mr. Dickey asked the Park Board if this should be used for talent as we did last year. The Park Board agreed that this should be used again for talent. Another item that has come up Mr. Dickey explained is the Indy Micro Brewery and their desire to work with the Zion Nature Center. Mindy Murdock informed Mr. Dickey about this earlier and had relayed to him, she didn’t personally feel this was the right fit for the Center, she would leave it to the Board if there could be a larger partnership with the department as a whole. After some discussion, the Park Board decided that such a business would need more information/detail as to what exactly the IMB wants before the Board could properly evaluate. One last item by Superintendent Dickey was the Ash tree removal along the trails. Superintendent for the Maintenance, Allen Shaffer, and the maintenance staff, Andrew Burnett, Jeff Bennington, & Rick Hypes have all been working hard to remove several Ash trees up and down the Parks trails and have been doing more that Mr. Dickey thought they would be able to do. He has directly thanked them for their work, but wanted to acknowledge them to the whole Board as well. Park Board Attorney, Roger Burrus has drawn up draft agreements for the two part-time positions, course manager and greens keeper, once approved by the Board these will be signed by management the two new golf course employees. These agreements are similar to what Mr. Burrus had done eight years ago for the previous manager. Tim Casady issued a motion subject to approval and signature by the Park Board President, Superintendent Matt Dickey, and Park Board Attorney Roger Burrus that the Park Board authorizes engagement of the manager agreement for Scott Barson and the greens keeper agreement for Steven Robinson as proposed. John Wollenburg seconded this motion and this was passed unanimously. New Business Under new business, Mr. Dickey presented to the Park Board a request from the Zionsville Chief of Police, Mr. Robert Knox to use Mulberry Fields Park for the 2017 Teen Academy in June. Jeff Edmondson moved allow Superintendent Dickey to let Mr. Knox know that this is approved. Updates on Park Board’s Citizen Advisory Committees None were discussed. Other Board Related Items Superintendent Dickey updated the Park Board on the fallen tree on SP-1 in Starkey Park. This damaged the stairway, picnic table and a 40 foot bridge. The insurance has authorized $7,500 for initial work on this. (Subsequent Note: In an appeal process, the Park staff, the Park Board in the 2016-2016 budget process, submitted for metal stairs, which would have a 30+life span; longer if they are painted after 30 years. These would have built-in hand rails with concrete footers. This could cost $24,000 to $30,000. In the past, the Parks has worked with a church group through “Pull for Parks”; Mr. Dickey has asked if this group of volunteers has any interest to help here. He had the foot bridge in mind for the church group to help with, but not the stairs, which would probably have to fall to an outside contractor to install. Claims Jeff Edmondson made a motion to approve the claims as submitted. Tim Casady seconded and the motion was passed unanimously. Adjournment The meeting was then adjourned with a motion made by Park Board Member Wayne Bivans, John Wollenburg seconded at ~9:00PM. The next regular Park Board meeting is scheduled for March 8, 2017 at 7PM, at the Town Hall’s Beverly Harves Room. _______________________________ ____________________________________ Manda Clevenger, Secretary George Abel, President