Zionsville Board of Park and Recreation

Summary Minutes of the Meeting of the Zionsville Park and Recreation Board May 10, 2017 The Zionsville Board of Park and Recreation met Wed., May 10, 2017 at 7:00 PM. The meeting took place at the town hall meeting room. George Abel, Wayne Bivans, John Wollenburg, Tim Casady, & Manda Clevenger were present. Jeff Edmondson was absent. Also present were Park Department Superintendent, Matt Dickey, & Park Board Attorney, Roger Burrus. Agenda/Meeting Tim Casady made a motion to approve the April 12, 2017 regular board meeting minutes. Wayne Bivans seconded and the motion passed unanimously. . Public Presentation/Comments Superintendent Matt Dickey presented each Board member with a commemorative Zion Nature Center bag which will be available to the general public for a donation of $50. He also showed the Park Board pictures of the Box Turtle Exhibit that will be finished in time for the Anniversary Celebration. Mr. Dickey then went to the next item to discuss which is the Overley-Worman Park and the grants for this. He explained that at the last meeting rough numbers were given on the cost of the OWP. The Park Board had previously talked about one Recreational Trail Program (RTP) grant and one Land and Water Conservation Fund (LWCF) grant. With the costs of the overall conceptual estimates, Superintendent Dickey wanted to research additional ways to bring in more funds. He figured out a way to possibly get 3 LWCF grants; and each of these would generate significant points and would be strong applications. However, in discussion with the DNR, Mr. Dickey found out that they allow only two LWCF’s per property. So he immediately started working on splitting our LWCF grant application in two, one for this year and one for next. Likely there would be one to three points less on the second 2018 grant application than this current application. On the RTP side of the equation, a second RTP grant application for the trail head could be used. But because of the way the point system works with lands for trails scoring higher, this 2nd RTP would be a more tenuous application that the 2017 one. Mr. Dickey wanted to verify the Park Boards’ direction for him to get as much grant funding as feasible. A final motion was made by Tim Casady to ratify the course of action that Mr. Dickey has pursued in light of the charge that the Park Board has given him…and for the grant application process to expand the authorization extended in the last Board Meeting to include a second RTP grant related to the Big-4 Trail Head. The motion also clarified that this included an investigation and implementation of a second LCWF grant for the Southeast portion, tentatively targeted for 2018 submission. Manda Clevenger seconded the motion. This motion was approved by the Park Board unanimously. Next on the agenda was a presentation by Tricia McClellan from REA (Rundell Ernstberger Associates, Inc), about the overall conceptual plan for the Overley-Worman park (OWP) design. Tricia stated that the overall design hasn’t changed since the previous Board meeting. REA did try to find some costs comparisons and those were listed in the information presented to the Park Board at this meeting. REA mainly wanted to present phasing options at tonight’s Board meeting. Ms. McClellan presented the Park Board with a preliminary document with a cost opinion with phasing potentials. These estimates in this document are preliminary and may well become more precise as the project moves into the construction planning level. The first objectives REA looked at outside of the Overley-Worman Park Master Plan is the Big-4 Rail Trail extension; from the 100 foot bridge up to the development as already built Trail Section. The next pages looked at the estimates based on industry standards which will give the Park Board a good range of costs. These suggested phasing was based primarily on the grants that the town is pursuing. Phase 1 includes the connection from the Big-4 Rail Trail to the entrance to the Park; the switchback trail. Also, this includes the paved trail that goes all the way to the parking lot, the mountain bike trail on the edge and the technical mountain bike trails on the mounds, one playground, reforestation & prairie meadow planting, and the fishing pier. The cost of Phase 1 is ~$1.2 million. Phase 2 at the south end of the Park includes mountain bike trails, additional parking spaces, a shelter and the disc golf course. This phase’s cost comes to just over $200,000. Tricia McClellan pointed out that based on some of the grants that the Town is going for, the points that would come out of these phases would go toward some of these grants. On Phase 3, this would include the second playground, a picnic shelter, and a 2nd interim fishing pier (until the board walk could be extended across the pond at a later phase). The cost of this phase is ~$350,000. Phase 4 includes the boardwalk, the pump tracks, and the paved trail. The cost of this would be ~$440,000. Finally, the last phase that REA calls the future phases; these could be with private/public partnerships to help with funding. This includes the cable suspension bridges, entry tower, boardwalk, bathroom, the tree trot. The cost of this private/public partnership projects “phase” is ~6.9 million. Park Board President George Abel opened the public input for comments or questions about the Overley-Worman Park design presentation. Zionsville resident, Cary Schein, asked the length of the technical mountain bike trail and the length of the bike trail along the disc golf course. REA figured this would be a total altogether of approximately 3 miles. When asked, Mr. Schein reported that he found the Park Design, “very exciting”. No other comments/questions were mentioned. Mr. Abel closed the public input meeting. Tim Casady moved that the Park Board approve the conceptual plan of the Overley-Worman Park dated May 10, 2017, as presented at tonight’s Board Meeting along with its segments and phasing proposed and clarified in our discussions. Wayne Bivans seconded the motion and this was passed unanimously among the Park Board. Staff Reports Superintendent Dickey gave a report on the golf course, which as of this meeting has had 10.5 inches of rain in 15 consecutive days thus far. He and the staff had moved the golf carts and other equipment uphill. The Messy Mission Run has decided to host their run on their own property instead of Starkey Park, due to all the rain and the flooded conditions throughout the flood plain. Also, the Starkey Park boardwalk kit has arrived. Mr. Dickey said the Department is waiting to hear from the Scouts on construction of this. The stairway, which is a series of 4 sets of stairways with landings that are 4 ft. wide x 7 ft. long and will take about 6-8 weeks for fabrication and shipping to us. The Park staff will probably be doing the construction of this. The Park Board was updated on the Friends of Zion and the video they wanted to professionally create to promote the nature center and parks. As of today, Mindy Murdock, Park’s Naturalist, has not viewed and/or approved said video. The Park Board again reiterated the stance expressed in their communication to the Friends’ President at their April meeting… the video needs to be reviewed and approved by the Park Board before it can be viewed by members of the public. Park Board Attorney, Roger Burrus said he has talked with Lance Lantz, Street Department Superintendent about a future round-about which would involve a small section of Mulberry Fields Park. Mr. Burrus said that the Park Board needed to authorize an additional right-of-way. John Wollenburg motioned that the Park authorize the approval of a dedication of a right-of-way for the round-about construction to the Town and to authorize the Superintendent or the Park Board President to execute the documents. Tim Casady seconded the motion. This motion was passed unanimously. New Business Superintendent Dickey wanted to discuss what he called a small housekeeping matter, concerning the LWCF grant where the Parks get points for their project being addressed in the current Master Plan. He thought it would be good to have an amendment to the current Master Plan. He explained their amendment really said the same things as elsewhere in the plan, just specifically applied them to OWP (Overley-Worman Park) by name. President George Abel opened the meeting to public input regarding the Master Plan; no comments were given. The public meeting was closed. A motion was made by Tim Casady to move that the Park Board amend their 5 year Master Plan to take into account the acquisition or potential acquisition of parks like Overley-Worman and amended in particular as proposed on page 23A in the Master Plan. This was seconded by John Wollenburg and passed unanimously. Old Business Attorney Burrus informed the Park Board that he has updated the Zionsville Youth Football League (ZYFL) Field and Usage Agreement. After noting the changes, Tim Casady made a motion to approve the updated Athletic and Field Usage Agreement with the ZYFL as proposed and to authorize the Superintendent and/or the President to make minor modifications. John Wollenburg seconded the motion. This motion was passed unanimously. Next up for discussion, was the possible action upon use of Zionsville Park Board managed facilities by other than IRS-recognized non-profit entities. Park Board Attorney, Mr. Burrus has written up a draft for the Park Board to study and review. He stated that he wanted this to be consistent with the Town policy, but with regard to anyone wanting to make use of a park then the approval of the Park Board would be required. In this draft Mr. Burrus included provisions that non-profit must have a 501C(3) and/or a 501C(7) signature letter from the IRS. After discussing this policy, the Park Board decided that events will have to be a non-profit only as the applicant and the operator of the event and the Park board also reserves the right to impose conditions on the use of a Park as the Board sees fit based on the scope of the event and potential damage and repair that’s needed. He presented this draft agreement to the Park Board to study and decide at the next Board meeting if they want to make changes and to approve as is. Updates on Park Board’s Citizen Advisory Committees - None Identified Other Board Related Items - None Identified Claims Manda Clevenger made a motion to approve the claims as submitted. Wayne Bivans 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 ~9:15PM. The next regular Park Board meeting is scheduled for June 14, 2017 at 7PM, at the Town Hall’s Beverly Harves Room. _______________________________ ____________________________________ Manda Clevenger, Secretary George Abel, President