Zionsville Board of Park and Recreation

Summary Minutes of the Meeting Of the Zionsville Park and Recreation Board January 9, 2019 Board Member Replaced 4 year term after Appointed by Serves through the Position next open initial term end of for appointment in Jeff Edmondson, 1 year term Mayoral 2019 2020 President Appointment 2019 Wayne Bivans 1 year term School Board 2019 2020 Annual Appointment Tim Casady, Phil Howard in 4 year term Town Council 2021 2022 Vice President 2016 John Wollenburg, Dorothy Hitchens in 4 year term Town Council 2022 2023 Secretary 2016 George Abel 4 year term Town Council 2020 2021 Steve Bullington Manda Clevenger in 4 year term Town Council 2019 2020 2017 Welcome Appointments to Park Board -Jeff Edmondson was reappointed as the Mayor’s annual appointee -Wayne Bivans was reappointed as the School Board annual appointee -John Wollenburg was reappointed by the Town Council Beginning of Year Actions - Election of a Park Board President - Jeff Edmondson • Motion made by Steve Bullington, seconded by Wayne Bivans, approved unanimously - Election of Park Board Vice President - Tim Casady • Motion made by John Wollenburg, seconded by Steve Bullington, approved unanimously - Appointment of Park Board Secretary and Identification of back-up signatory • John Wollenburg was appointed for Park Board Secretary and for Matt Dickey to be back-up signatory (no motion & vote needed) - Appointment of Park Board Designee to Town Council Pathway Committee • Motion by Steve Bullingtion and seconded by John Wollenburg & vote approved unanimously for Wayne Bivans as the Park Board Designee - Confirm regular Wed meeting dates • Park Board approved 2nd Wednesday of the month for monthly meetings unanimously - Retention of a Park Board Attorney Roger Burrus • Motion made by Steve Bullington, seconded by John Wollenburg, approved unanimously. Agreement to stay the same as in 2018 (dollar amounts & scope both) Continuation of Agenda /Meeting -The Park Board by motion and vote approved the previous month’s minutes with a minor correction noted by Park Board Attorney, Roger Burrus. Motion made by Wayne Bivans, seconded by Tim Casady, approved unanimously Public Presentations/Comments -None Identified Staff Reports Park Superintendent, Matt Dickey informed the Park Board of the South Rail Trail situation. The two appraisals in each of the two southern property cases that the Parks received, the eastern half, if the property owners are willing are done. The Statements of Just Compensation haven’t been tendered yet with offers because there is a surveying component that the Parks had also contracted as part of that. The consultants surveying work is to be done with a 48 hour notice to the landowner(s). It was the recommendation from the engineering consultants that offers not be tendered to a landowner until that property owner could see the stakes. Also, on the southern end of the rail trail, about 2-3 times a year the Parks Department has to repair the fencing along the south end. Vandals cut the chain-link fence and/or climb the fence. Mr. Dickey said that this time he armored the fence by adding to the chain-link with vertical slat fence panels. He is hoping this will be less climbable and cutable. A sign has been put up stating “Please respect our neighbor’s property rights.” The Deputy Mayor was on board with the fix. The solution cost a little more, but Mr. Dickey thought this would be approved by the property owners to the south. Mr. Dickey said that in regards to the land along the south side of 400 about a half mile west of 800 east, and reminded the Park Board of the Parks Department in the past approached the landowner about purchasing the 2 acres of land along the north, south side of 400 E. to the northern potential expansion. Mr. Dickey believes this can be done if it is less than $33,000. He explained that the money can be pulled from the Non-Reverting Capital fund by state law. The Town council will need to weigh in on this and a line item for capital items can be added as long as it does not exceed $33,000. A motion was made by Tim Casady to sublimate last month’s motion made authorizing our President and/or Superintendent to continue negotiation with the homeowners of the 2 acres along the south side of County Road 400 and that the Park Board authorize for the President or Superintendent to spend $30,000 prior to our next Board meeting for engineering. Steve Bullington seconded the motion & passed unanimously. Mr. Dickey updated the Park Board on the Zionsville Youth Football League (ZYFL) contract. The ZYFL has a new president and Mr. Dickey thought this would be a good time for him and President Jeff Edmondson to sit down and explain certain contractual terms with the Parks Department and the new ZYFL President. Another item to update the Park Board on was the positions for the Assistant Superintendent for the Maintenance Services, the PT Golf Course Manager, and the Maintenance Tech II. The positions have been posted on the IPRA and the Town’s website. As of today, we have less than 10 applications turned in. Mr. Dickey is going to begin interviews in February. One of the Park’s Maintenance Tech II employers will need to renew his CEU’s as a certified arborist. This can be done at the annual Arborist Conference on January 22-24 of this year. Mr. Dickey has concerns with having one less maintenance guy for all three days and if he is needed on those days of the conference. The Park Board also agreed to go ahead and send him with an understanding to come back to job if needed. Superintendent Dickey would like to submit Mindy Murdock’s name, our Park’s Naturalist for the Master Naturalist’s Award. This is a 3 page limitation with 3 letters of recommendations. Mr. Dickey would like for one of those letters to be from one of our Board members, Wayne Bivans, since he had worked with the Patoka Lake Nature Center for the State DNR for many years. Park Board Attorney, Roger Burrus informed the Park Board about an unusual twist on the lease with Creekside Corporate Park. According to the contract it appeared to the attorney that the Parks Department will be doing all the maintenance with no extra money. The Park Board thought that a maintenance fee by the property owners or a separate Community Development Corporation Fund would take care of the costs. What was presented a few years ago seems to be not what is being presented now. Mr. Burrus said that he would like for this to be explained by the property owners before it is finalized. New Business Mr. Dickey was presented with an idea from the Zionsville Waste Water Department about having a weather station at Mulberry Fields Park. This would be a 5K investment and would gather quite a lot of weather information which would be online and a camera would be installed. WeatherSTEM would install this at no extra cost. Mr. Dickey thought maybe installing this on the restroom structure. The WeatherSTEM would track rainfall amounts and would cost nothing to the Parks as the Wastewater Treatment budget would cover it. Steve Bullington made a motion to approve this proposal to include the WeatherSTEM at Mulberry Fields Park. Tim Casady seconded this motion and the motion was passed unanimously. Old Business -None Identified Other Board Related Items Park Board Member, Steve Bullington explained that as the Park Board President meets with the Mayor on a regular basis, and asked the question should each Park Board member pair with someone on the Town’s Counsel to discuss the Council’s goals and to keep informed of the Town’s business decisions & direction. Mr. Dickey recommended the Park Board President to run this by the Deputy Mayor first and get his approval. Claims A motion to approve claims was made by Park Board Member, George Abel and seconded by John Wollenburg. Motion was approved unanimously Adjournment The meeting was then adjourned with a motion made by Park Board Member Tim Casady, seconded by John Wollenburg & the vote was unanimous at ~8:00PM. The next regular Park Board meeting is scheduled for March 13, 2019 at 7PM, at the Zionsville Town Hall’s Council Chambers (Room 105). ______________________________ ____________________________________ Jeff Edmondson, President John Wollenburg, Secretary