Zionsville Board of Park and Recreation

Summary Minutes of the Meeting of the Zionsville Park and Recreation Board August 9, 2017 The Zionsville Board of Park and Recreation met Wed., August 9, 2017 at 7:00 PM. The meeting took place at the town hall meeting room. George Abel, John Wollenburg, Manda Clevenger, Jeff Edmondson, & Tim Casady were present. Not present was Wayne Bivans. Also present were Park Department Superintendent, Matt Dickey, & Park Board Attorney, Roger Burrus. Agenda/Meeting Tim Casady made a motion to approve the July 12, 2017 regular board meeting minutes with minor changes as mentioned. John Wollenburg seconded and the motion passed unanimously. . Public Presentation/Comments - None Identified Staff Reports Superintendent Matt Dickey, at the request of the Town’s accounting consultant developed a budgetary report with the conceptual capital estimates from the consultants for Overley-Worman Park (OWP) which he shared with the Board. He also directed the Park Board to look at the top document presented to them with Phase 1 of the OWP and the percentages at the bottom of the page. The conceptual estimates scenario he discussed contemplates adding in the Rail Trail southward, paving of the trail, and with the suspension causeway grand entryway to the Park included & replacing the switchback entirely. The remaining phases 1-4 are attached to the back of the sheet, along with other Park projects that aren’t related to OWP. Also, Mr. Dickey explained the 216 and 275 Park and Golf budgets as presented to the Town Council. Lastly, Mr. Dickey talked about the document with the running balances from the past and that include several items such as the 2017 LARE-2 project, potential Tennis Court resurface & lights, and the potential new ZNC. All in all approximately 20 projects are listed. Mr. Dickey highlighted Naturalist, Mindy Murdock’s report on the summer camps, and after expenses the camps came in at a profit of ~$3,505. Mr. Dickey also passed around a poster promoting the Tails on Trails Dog walking program. This program will start in September and continue on through the end of October. It is similar to the Zionsville Bike Challenge (ZBC), the walks all highlight and visit a different park each week. Park Board Attorney, Roger Burrus, informed the Park Board that the Vonteera project was getting ready to donate their second piece of land ~12 acres in it. Mr. Dickey has asked him to research the State law and local ordinances on having those future donated sections of land to go into an entity holding non-profit (Friends of Boone County Trail) and as to how grant feasibility could be best maximized. In other items, Mr. Burrus has been working on that along with the Sheetz Cemetery situation and also other tasks related to a topic scheduled later. Other Board Related Items Mr. Dickey reminded the Park Board of the Fall Festival sign up and asked Board member to let the Department know if they were interested in manning a shift at the Park info booth. A new item to discuss is the active cemetery at Mts. Run Baptist Church located on State Road 32 and 775 East. Mr. Dickey showed the Park Board an aerial photo of this area and explained that this is titled to the Mts. Run Baptist church. An elderly gentleman called the Park office today that is a member of the “Cemetery Board” for the cemetery, (but he no longer attends Mts. Run church). This gentleman explained that the Cemetery Board was concerned with the fact they are currently charging insufficient fees to take care of the cemetery. Attorney, Mr. Burrus explained the statute which talks about the township trustee possibly maintaining a cemetery, does not apply to a cemetery that has funds for maintenance, the Mts. Run Baptist Church and/or the cemetery board appears to have at least some funds for this. Mr. Burrus also stated if the land is a parcel upon which property taxes are assessed and paid, then this law doesn’t apply to the township trustee being responsible for maintaining it. Mr. Dickey thought at this point that the Town attorney needs to get involved and for the Town as a whole to decide how to handle such potential situation. This cemetery situation came about as to reorganization with the Union, Eagle, & Perry Townships. New Business - None Identified Old Business Mr. Dickey reminded the Park Board that at the last Park Board meeting he was asked to check and see if the Run2Race organizers were going to be utilizing the portion of the route that passes the Park managed facilities for aid stations. Mr. Dickey reported that he was told that they are not planning on using the Park’s property for aid stations. Mr. Dickey explained that The Run2Race is a for-profit event and that by the Town Council Event Form document, the Park Board will need to charge a fee for this. A motion was made by Tim Casady to approve holding the event and to amend that charge to $100 for the portion of the trail used by Run2Race event rather than the $250 offered by the event organizer. Jeff Edmundson seconded this motion was passed unanimously. Updates on Park Board’s Citizen Advisory Committees - None Identified Claims Jeff Edmondson made a motion to approve the claims as submitted. Jeff Edmondson did have a clarification question regarding the required advance payment portion for the stairway at Starkey Park (Trail SP-1). Mr. Dickey explained that this amount was a smaller portion of the total cost instead of half up front as originally requested by the company. John Wollenburg seconded and the motion was passed unanimously. In Other Business The Park Board stated how they have enjoyed working alongside Manda Clevenger and thanked her for serving on the board and that she will be missed. Park Board President said that at the next board meeting they will have to select a secretary to replace Manda Clevenger. Adjournment The meeting was then adjourned with a motion made by Park Board Member Manda Clevenger, Jeff Edmundson seconded & the vote was unanimous at ~7:48PM. The next regular Park Board meeting is scheduled for September 13, 2017 at 7PM, at the Town Hall’s Beverly Harves Room. _______________________________ ____________________________________ Attested George Abel, President