Zionsville Board of Park and Recreation

Summary Minutes of the Meeting of the Zionsville Park and Recreation Board December 13, 2017 The Zionsville Board of Park and Recreation met Wed., December 13, 2017 at 7:00 PM. The meeting took place at the Zionsville Town Hall’s Council Chambers (Room 105). George Abel Tim Casady, Jeff Edmondson, John Wollenburg, Wayne Bivans were present. Not present was Steve Bullington. Also present was Park Department Superintendent, Matt Dickey & Park Board Attorney, Roger Burrus. Agenda/Meeting Jeff Edmondson made a motion to approve with a minor typo-correction, the November 8, 2017 regular board meeting minutes. Tim Casady seconded. The motion passed unanimously. Public Presentation/Comments - None Identified Staff Reports Superintendent Matt Dickey reminded the Park Board that per previous Park Board action, the Golf Course League fees (only) will be increasing this year. The Park Board had approved this increase earlier in the year. The daily rates will stay the same and the 10% early bird discount for membership will remain as is (runs through early February). Mr. Dickey also informed the Park Board that starting tomorrow the removal of the Ash Borer damaged trees along the rail corridor will continue. Mr. Dickey reminded the Board that the Parks Maintenance staff removed as many as they could handle in the spring time table; about 32-35 trees. For his report highlights, Park Board Attorney, Roger Burrus said that the Vonterra project is starting on section 2 and that he did receive the deed documents for another 12 acres of land destined for the Friends of Boone County Trails (who holds such “grantable” land for us). This will need to be signed by the President or the Superintendent. Mr. Burrus also stated that a public motion needed to be made and recognize that both deeds were acceptable to the Park Board. A motion was then made by John Wollenburg to approve the process for the first deed and the second deed as written. This was seconded by Tim Casady and the motion was passed unanimously. New Business Superintendent Matt Dickey gave the Park Board their first formal update on the 5 Year Master Plan. There have been 2 public input meetings with great response. The last public input meeting will be March 21st. He passed out the online survey responses to each Board member and pointed out various items. Compared to our last 5 Year Master Plan survey; they are very similar. With these survey responses, the Park can look at trends within the community. Park Board Vice President, Jeff Edmondson spoke to the public in saying how important it was for the Parks to get their valuable input. Old Business Mr. Dickey said that the Lake and River Enhancement (LARE) II has been turned in for permitting. The Parks has already received one of the permits, the one permitting from the Army Corps of Engineers. Mr. Dickey reminded the Board & public that this LARE II project is about stabilizing another 200 feet of bank in the Starkey Park along Eagle Creek. This has many biological benefits as seen in the first part of the LARE project. As of now Mr. Dickey needs the Park Board to authorize the contract or amendment to the LARE II project, subject to counsel’s review and approval of the final agreement. This motion was made by Tim Casady and was seconded by Wayne Bivans. The motion was passed unanimously. Mr. Dickey explained to the Park Board the Impact Fee progress that needs to be reviewed. He explained that there is a “shelf-life” specified by the State where the impact fee process has to be again reviewed. The impact fee is valuable for communities where developments are occurring. As new development comes in and population increases, you can use this fee charge per lot or home to help build features listed in the plan that need to be upgraded due to the increased population. The fee for the consultant team was not built into the Town’s budget as it had been done before. Mr. Dickey had to move moneys around in the Park’s 2017 budget to combine with 2018 funds with shifted priorities and thereby helping to pay for the process. Several firms were requested to provide a RFP (Request for Proposal). Mr. Dickey passed out the RFP’s for the Park Board to look at and give their approval. After looking at the proposals and discussing each firm, John Wollenburg made a motion to approve the Umbaugh (Accounting Portion) and Rundell Earnstberger Associates (Engineering Portion) RFP’s for the Impact Fee Process and to allow the sitting President or Superintendent to sign the contracts. This was seconded by Wayne Bivans and passed unanimously among the Park Board. Updates on Park Board’s Citizen Advisory Committees - None Identified Other Board Related Items Superintendent Dickey reminded the Park Board that by the Town Council Ordinance, George Abel (or any Board Member) cannot serve more than 2 consecutive years in a particular Park Board elected officer role (Pres. or Vice Pres.). Tim Casady’s appointment to secretary is a yearly term, but as an appointment it is not subject to the 2-year cap. Wayne Bivans will need to let the school board know if he wants to continue serving on the Park Board. The Park Board also cannot hold a formal election until appointments to serve on the Park Board itself are made. Also, on the agenda, Mr. Dickey wanted to discuss with the Park Board some draft future staffing potentials that had been prepared based upon the Mayor’s requests. He gave each Board Member a draft chart with a Department Organization chart. With the Overley-Worman Park, the upcoming Holiday Nature Park, the potential extension of the RT, possible new nature center, plus another potential Park, Mr. Dickey stated a need to hire another Full Time Park Tech, a full time future programmer for the Parks, a full time environmental program person, and a full time administrative assistant for entire Department; understand these all could easily be spread over 3- 6 years. After much discussion, the Park Board agreed that these changes would be beneficial. Claims Wayne Bivans 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 John Wollenburg, seconded by George Abel & the vote was unanimous at ~8:45PM. The next regular Park Board meeting is scheduled for January 10, 2018 at 7PM, at the Zionsville Town Hall’s Council Chambers (Room 105). _______________________________ ____________________________________ Tim Casady, Secretary George Abel, President