Zionsville Board of Park and Recreation

Summary Minutes of the Meeting of the Zionsville Park and Recreation Board September 12, 2018 The Zionsville Board of Parks and Recreation met Wed., September 12, 2018 at ~7:00 PM. The meeting took place at the Zionsville Town Hall’s Council Chambers (Room 105). Board members Tim Casady, John Wollenburg, Steve Bullington, Jeff Edmondson, Wayne Bivans and George Abel were present. Also present was Park Department Superintendent, Matt Dickey & Park Board Attorney, Roger Burrus. Agenda/Meeting Tim Casady made a motion to approve the August 8, 2018 regular board meeting minutes. Wayne Bivans seconded that motion and this was passed unanimously. Public Presentation/Comments -None Identified Staff Reports Park Superintendent Matt Dickey thanked the Park Board for signing up to work the Parks Department booth at the Fall Festival however the Lions festival cancelled that entire weekend due to weather. The Lions Club is offering half off for a booth at next year’s festival. Mr. Dickey was informed at the last Department Head meeting by the Fire Chief that the Boone County Public Safety Task Force who wanted to use Starkey Park 2 nights for two separate Search and Rescue drills. The times would be from 8PM to midnight and they would handle the press release of informing the public of this. Steve Bullington made a motion to allow the Boone County Public Safety Task Force to use Starkey Park outside of standard operating hours and on the dates requested. This was seconded by Tim Casady and was approved unanimously. Park Board Attorney, Roger Burrus informed the Park Board that he looked into suspending the Citizen Advisory Committees per their request at the last board meeting and stated that the Park Board will need to make a motion to do this, if such was still their wish. Mr. Burrus went on to explain that while the committees of the past have been of value and assistance to the Park Board, he found no provision in the statutes that require the appointment of advisory or special committees. The Park Board can certainly appoint one or more committees at any time it deems it beneficial to do so. Steve Bullington then made a motion to suspend the established committees until such time the Citizen Advisory Committees need to be activated in at some form or another at some future date. John Wollenburg seconded this motion and the Park Board did pass unanimously. New Business Park Board President, Jeff Edmondson wanted to discuss several items with the Park Board. The first item being the design process for the Nature Center and Parks Department building and that this is moving along. Mr. Edmondson estimated about 30% of the conceptual design will soon be done. Now they are working on the phasing concepts to be integrated into the project and also into the existing Heritage Trail Park. The Town’s Walk Friendly application was turned in September by the Pathway Committee. Mr. Edmondson thinks that with the improvements the Town of Zionsville has made, Zionsville should have a better chance of getting recognized this time. Mr. Edmondson met with some Boy Scout Troup leaders asking to volunteer in the Zionsville Parks. One project that Mr. Edmondson thought of was to have the Scouts count how many people use our trails. Mr. Dickey added to this by informing the Park Board that he is looking for sources of recyclable lumber material for the Eagle Scouts to build more picnic tables. Jeff Edmondson informed the Park Board that he has been working on improving the Town’s website, particularly as it relates to Park issues. His goal is to make the website more user friendly and to be able to get more information about our parks to the public. Old Business Superintendent Dickey presented the Park Board with the bids for the golf irrigation, golf pump house bid & the well drilling & well electrical quotes. Mr. Burrus reviewed each bid by Albanese & Lutzke for the Irrigation project. Park Board Attorney, Roger Burrus’ review regarding A & L is reproduced below. 1. Failure to submit a bid for Toro sprinklers: the designer and the instructions specifically required bidders to bid on both Toro and Rain Bird sprinkler heads. This was so that we could choose between Toro and Rain Bird sprinkler heads in awarding the bid. Albanese did not submit any bid for Toro sprinklers. 2. Failing to submit a certified check in lieu of a bid bond. The Notice to Bid and instructions allow for a certified check in lieu of a bid bond, but Albanese submitted a non-certified check. The purpose of the bid bond or certified check is to provide assurance that the bidder will enter into the contract and provide performance and payment bonds. Without a certified check, I cannot ascertain that you have security should they not comply with the bid award requirements. 3. Failing to provide financial statements with enough detail to make a proper determination of the bidder's capability for completing the project if awarded. Albanese provided a one page statement of profit and loss for January through July of 2018, showing income of about $323,000 and expenses of about $233,000. They did not submit any balance sheet or other information to indicate that the company has assets or equipment with which to comply with contract requirements. I cannot say that Albanese does not have sufficient assets; the point is that they did not submit such information as required by Indiana law. Albanese did submit a list of equipment available to perform the work, but again, there is nothing to indicate that they own such equipment. 4. Failure to satisfy the qualification statement set forth in the designer's specifications. In section 2.11 of the specs, bidders are required to submit a list and information on similar projects they have completed within the preceding two (2) years, with a minimum of 5 similar projects. Albanese provided a list of 6 jobs, but one has an incomplete date, one is more than two years ago and it also appears that Albanese was not the actual irrigation contractor on some of the listed projects.  5. Failure to provide evidence of qualification to do business in the State of Indiana. The instructions to bidders require either evidence of the bidder's qualification to do business in the State of Indiana, or a covenant to obtain such qualification prior to award of the contract. Albanese did not submit either item in its bid, and my search of the Indiana Secretary of State website indicated no listing for Albanese. John Wollenburg motioned to award the Golf Course irrigation bid to Heritage Links for the Toro Infinity Series Sprinkler Heads. Per the Park Board after consideration of the Board Attorney’s review, Heritage Link, a division of Lex County Corporation was considered the lowest responsible or responsive bidder, the Park Board reviewed the apparent low bid by Albanese for Rain Bird Series sprinklers only, but after consideration of the factors set forth in Indiana Code 36-1-12-4B, Park Board finds such bid not responsive as more fully detailed in the opinion by Park Board Attorney, Roger Burrus which are included by reference in this motion. This motion was seconded by Steve Bullington and was passed unanimously. Action was needed for the Golf Pump House bid; Steve Bullington made a motion to move forward with the additional pump equipment for $119,000 with Mid-West Pump as recommended by Park Board Superintendent and Consultant. This contractor was the lowest responsible and responsive bid for this portion of the project (and the lowest actual bid).This motion was seconded by George Abel and passed unanimously. Next item that needed a motion on was the Well Drilling and Well Electrical quotes. Steve Bullington motioned to authorize Superintendent Dickey to go forward with the work to do the additional drilling for the well and any electrical work to support the pump station based on the current quotes Mr. Dickey totaling $30,808 (in aggregate). This was seconded by John Wollenburg and did pass unanimously. Park Board Attorney, Mr. Burrus suggested another motion to authorize Park Board President or Superintendent to sign said contracts. George Abel made a motion to authorize Park Board President and Superintendent to be designated owners and to be granted change orders for up to $25,000 as long as this is within current budget and also to include authority to sign said contracts. This motion was seconded by Steve Bullington and passed unanimously. Mr. Dickey explained that a new appropriation will be needed for the irrigation project. This is to access golf saving moneys previously reserved during past years of operators. Steve Bullington motioned that the Park Board request appropriation of up to $150,000 out of the golf savings fund and into the an appropriate line item in the golf budget to pay for the irrigation project and that this be taken to the appropriate peoples and boards for approval and execution. This was seconded by Wayne Bivans. The Park Board passed the motion unanimously. Other Board Related Items Superintendent Dickey wanted the Park Board’s decision about a non-profit fundraiser at Mulberry Fields. This is a bake sale fundraiser for Habitat for Humanity and will take place at the Zionsville Youth Football League for one Saturday only. There was considerable discussion as the Park Board can get numerous requests for this each year. In the view of some Board members, this might be a slippery slope that of facilitating non-profit fundraisings at no cost using tax-payers supported facilities. Other Board members were less concerned as long as the non-profits follow the Town Council Event form policies by actual getting an approved form by following the entire process. Tim Casady motioned that Habitat for Humanity fundraising team’s Bake Sale on the 29th of September be approved; provided that they obtain proof of insurance for the event with the Town of Zionsville & Zionsville Parks & Recreation as the additional insured. Motion was seconded by Steve Bullington and passed unanimously. Claims Steve Bullington 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 Steve Bullington and was seconded by Wayne Bivans & passed unanimously. The meeting was adjourned at ~8:45PM. The next regular Park Board meeting is scheduled for October 10, 2018 at 7PM, at the Zionsville Town Hall’s Council Chambers (Room 105). _______________________________ ____________________________________ Jeff Edmondson, President John Wollenburg, Secretary