Zionsville Board of Park and Recreation

Summary Minutes of the Meeting of the Zionsville Park and Recreation Board April 12, 2017 The Zionsville Board of Park and Recreation met Wed., April 12, 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. Jeff Edmondson made a motion to wish Manda Clevenger a Happy Birthday; this was seconded by Tim Casady and this was passed unanimously. Agenda/Meeting Wayne Bivans made a motion to approve the March 8, 2017 regular board meeting minutes as amended with the scribner corrections stated by Park Board Attorney Roger Burrus. Jeff Edmondson seconded and the motion passed unanimously . Public Presentation/Comments The first item for discussion was the presentation by Mr. Cole from Run2Race, a for-profit running event sponsor. Mr. Dickey also wanted to discuss the potential event usage of the Park Facilities. Specifically he wanted to discuss the use of for-profit vs. non-profit events. The Town’s stance is basically to check on the event application form whether the particular sponsors event is an IRS identified non-profit. Mr. Dickey researched other nearby Parks’ policies and most all do not allow for-profit sponsor events in their Parks. Specifically, we have been told Carmel, Westfield, & Fishers do not. After discussing the Town’s policy, the Park Board thought that the final decision should be made by Mr. Dickey. Mr. Dickey and Park Board President George Abel decided that they would meet with the Deputy Mayor and get an idea of where the Town’s stance is on this. The Park Board also asked Mr. Mike Cole from Run2Race, to describe the “for-profit” event he would like in Zionsville. Mr. Cole said that the USATF (United States Track & Field Association approached him about having the State Championship Trail Race in Zionsville. This would take place at Starkey Park in December and he stated he will cap entrants at 300.. He stated that he usually breaks even as far as profit goes. He pledged his company will give some of the profit from this trail race to the Zionsville Christian Church for their use of their parking lot, for the 300 entrants, some to the cross country team, and for a run planned in early fall 2017 some profit is expected to go to the Lions Club. Mr. Cole would like to bring this championship trail race and other races to his community because he believes the runners would bring more money to local businesses. The Park Board thanked Mr. Cole for explaining and will consider his opinion as they decide their policy on this and future “for-profit” event sponsors. Up next was Tricia McClellan from Rundell Ernstberger Associates, Inc. (REA), she was present to discuss the Overley-Worman Park conceptual design process and to hear feedback from the Park Board on the consolidated conceptual drafts. To the point of this meeting, the public input and conceptual design process for this 50-55 acre donation of flood plain land and the attendant plan to request several federally funded grants has been running for almost 4 months. This initial charrette process started off with a full day of stakeholder evening meetings, public input meetings at the beginning and at the end of the three days. The Park Board meeting for March was on the middle night during the three day charrette. At that March Board meeting, the Park Board additionally held a public comment session to receive input on the flood plain donation and possible federally funded grants for this Park. This all resulted in a refined draft of the Overley-Worman Conceptual Design plan presented at this April Board Meeting. REA stated that Eco Logic looked at the site and did an assessment of the woodland that is there and also the health of the stream bank and gave a long list of invasive species. With all the input from the charrette process, REA put together 3 initial conceptual scenarios and at the tail end of the charrette, and during the several weeks leading up to the April Board meeting, the public had further chances to comment as the three scenarios. A clear public direction was that this plan is intended to compliment Starkey Park not supplement it. In the refined single plan, REA pointed out various items and discussed these with the Park Board. Mountain Bike Trails, Paved Trails, a fishing pier, an ADA cable bridge going from the Rail Trail into the entrance of the Park, BMX/Mt. Bike pump track, and a playground were all included in the concept presented to the Park Board. Tricia McClellan also included 3 additional publically requested features in this draft document. These are things that the Park Board can add back into the plan or drop out, perhaps depending on donations or other private finances. The first one is a paved loop. This would give an increase of 1.4 miles to the paved trail shown on the design. The advantage of this would be giving more robust access to the Park’s interior and a paved trail would increase the accessible routes and be easier to maintain. The next option is the Tree Trot; a canopy walk. This was illustrated in the information that REA provided. And the third option was a 9 hole disc golf course, which is lower in cost and easier to build. These options were discussed and the Park Board decided to keep these in the plan, but to designate these as private/public partnership opportunities. Park Board Attorney Roger Burrus stated that the Parks needs to keep in mind that the developer has pledged to donate 8 parking spots. Second Mr. Burrus asked if REA would provide a phasing plan, and Superintendent Dickey reminded the Park Board that this was indeed part of their original contract. Staff Reports Superintendent Matt Dickey reminded the Park Board of Z’GreenFest. He stated that an email will be sent out to the Board with the date and times that individual members had offered to work at this event. Superintendent Dickey had met with the ZYFL (Zionsville Youth Football League) to discuss the use of Mulberry Fields. He reminded the Board that the ZYFL has not signed an agreement yet due to discussions over the Board-required agronomic treatments. After talking with two key officers of the ZYFL, Mr. Dickey and the officers jointly submitted to the Park Board that in place of the typical agronomic treatments, that this year the ZYFL would roll the fields as a part of their 2016 commitment. For their 2017 commitment, ZYFL would aerate, weed and feed, and overseed the sports turf area. The ZYFL would also like (possibly with a letter of understanding) to adjust the original agreement by perhaps having an off duty police officer to police the parking area through the first 3 weeks of their normal season. After the 3 weeks, then the ZYFL would have their own people monitor the parking area. Mr. Dickey also suggested that on the original sports agreement that the 30 days of notification be changed to 60 days to match the Town Event Form. The Park Board had no issues with these changes. Matt introduced discussion of the 15 year celebration for the Nature Center. As a part of that he also mentioned items that the Park Naturalist had relayed just the day before from the Friends of Zions Nature Center meeting. The Friends want to have a video prepared, interviewing a couple key early members of the Friends organization. Mr. Wollenburg mentioned that Brian Hurhusky, President of the Friends, was present, so Mr. Hurhusky came to the podium. Brian explained that the Friends want to celebrate the initial founders of the Friends, some of whom had been involved for 14 years. The video production would be professionally done, by a company for which he is a consultant. Park Staff wondered whether Park Board approval of the video is required, as the Town does limit “commercial productions” using Town facilities. Attorney Burrus indicated that the video is a great idea, but since there has been some turnover in the board of the Friends, it is important to make sure the information is accurate. Secondly, the content should be approved by Town Staff, both Parks and at least the Town Director of Communications. There was further discussion and the Board asked Mr. Hurhusky to provide a script for prior approval. The script should be shared with the Board, but if Town Staff approves, formal Park Board approval is not required. Mr. Dickey also asked Mr. Hurhusky about a possible donation of land. Mr. Hurhusky confirmed that the Friends have been discussing a possible land donation, but no further details are available at this time. New Business Superintendent Dickey wanted to give more info to the Park Board on the Rail Trail Garden. The Town Counsel did authorize a resolution to acquire this property. Mr. Dickey reminded that Park Board that this property is south of the Rail Corridor and south of Heritage Trail Park and is where the Streets Department and Parks Department will likely be moving to perhaps via construction of a combined building for both departments. Old Business Mr. Dickey updated the Park Board on the grant applications and that he is well underway of rating formulas and narratives on the RTP (Recreational Trail Program) grant and the LWCF (Land and Water Conservation Fund). He needs signatures on certain basic required forms before the next Park Board meeting to authorize going ahead with the grant applications. Roger Burrus has previously seen these forms. These documents are one for assurances that the Parks will comply with the Civil Rights Act of 1964 and the other for certification regarding suspension and eligibility of the Parks. Tim Casady moved that the Board apply for both the LWCF and the RTP grants in 2017 and that the Park Board authorize the president, George Abel and Park staff, to execute the required agreements. Jeff Edmondson seconded the motion and this motion was passed unanimously. Updates on Park Board’s Citizen Advisory Committees - None Identified Other Board Related Items - None Identified Claims Jeff Edmondson made a motion to approve the claims as submitted. John Wollenburg seconded and the motion was passed unanimously. Adjournment The meeting was then adjourned with a motion made by Park Board Member John Wollenburg, Wayne Bivans seconded at ~9:35PM. The next regular Park Board meeting is scheduled for May 10, 2017 at 7PM, at the Town Hall’s Beverly Harves Room. _______________________________ ____________________________________ Manda Clevenger, Secretary George Abel, President