Zionsville Board of Park and Recreation

Summary Minutes of the Meeting of the Zionsville Park and Recreation Board February 13, 2019 The Zionsville Board of Park and Recreation met Wed., February 13, 2019 at 7:00 PM. The meeting took place at the Zionsville Town Hall’s Council Chambers (Room 105). Tim Casady, Jeff Edmondson, John Wollenburg, George Abel & Wayne Bivans were present. Not present was Steve Bullington. Also present were Park Department Superintendent, Matt Dickey & Park Board Attorney, Roger Burrus. Agenda/Meeting Tim Casady made a motion to approve the January 9, 2019 regular board meeting minutes with a minor correction. George Abel seconded. The motion passed unanimously. Public Presentation/Comments - None Identified Staff Reports Park Superintendent, Matt Dickey informed the Park Board that the Starkey stair treads for the stairs on SP-1 have arrived. And the local installing contractor has gotten those installed. Once the ground thaws, our local contractor can rework the earthen approaches & remove construction trip hazards. Right now the site is still theirs and they are liable. Mr. Dickey said that the Park Board will need to later discuss a design for the set of stairs on Trail SP-3. The SP-3 stair can utilize the tread the fabricator incorrectly made for the SP-1 stairs. Mr. Dickey is working on applying for a grant. He explained that a new grant program has opened up, the Next Level Trails grant (NLT). This $90 million grant will open up in at least 3 rounds and would be an 80%/20% match, with Round-1 having total dollar of $20-$25 million for projects of reginal significance, $5 million for those of local significance. Mr. Dickey is applying for the grant to cover extending the north and south rail trail ends of the current corridor. This grant is going to be very competitive, but Mr. Dickey pointed out that extending the north and south corridor by about a quarter mile each end would enable connection to over 500 miles of continuous paved pathways and this would be a plus in getting this grant. Park Board President Jeff Edmondson praised Matt Dickey, the Mayor, and the Deputy Mayor for jumping in and getting letters of support. Mr. Dickey also praised our Boone County Community Foundation and Friends of Boone County Trail partners for their assistance with donations. Matt Dickey needed motions to approve a couple of contracts for HWC Engineering and (BLN (Beam, Longest, Neff). The first one was approved by the Park Board last month, but didn’t have a full contract from the firm; HWC Engineering’s contract for $4,500 was received Monday. The contract is for preparation of all materials related to the NLT grant application. Park Board Attorney, Roger Burrus has looked at the contract and had no issue with it. Tim Casady made a motion to approve the contract from HWC Engineering and to authorize our Park Board President and/or the Superintendent to sign said contract. George Abel seconded that motion and the Park Board passed this unanimously. The next motion needed is at the request of the Mayor to get an appraisal needed for the northern connection of the rail trail corridor. BLN quote for this came in earlier that day. Tim Casady made a motion to approve the appraisal from BLN for the ROW staking & appraisal of the northern connection; last half mile of the north end of the rail trail. This motion was seconded by George Abel and was passed unanimously. Park Board Attorney, Roger Burrus brought a one page summary of the discussion he had with Wayne DeLong, and the Town Attorney on the lease agreement with Creekside Corporate Park (CCP). The Zionsville Community Development Corp. has proposed a very limited amount of Park’s Dept. maintenance responsibility. The ZCDC has been (and will continue) collecting fees from the CCP tenants to cover most maintenance. This is a 25 year lease between the Park Department and the ZCDC. It would put the ZCDC in charge of events at CCP and also all the maintenance during the time window of the mowing season. According to the documentation, the ZCDC would cover all CCP maintenance during that mowing season. In the months of Dec.-March the Park Department will be on tap for trash receptacle emptying, tree-trimming & removal, (as well as snow removing) remains a contracted item for the ZCDC to handle whenever it is needed. George Abel made a motion to enter in to this lease agreement with Zionsville Community Development Corporation and to authorize signature for the Park’s President and/or the Park’s Superintendent. John Wollenburg seconded the motion and this was passed unanimously. Mr. Burrus also informed the Park Board that he is helping Superintendent Dickey in preparing the NLT grant application. New Business Mr. Dickey had 3 fund distributions requests from the Community Foundation of Boone County and needed to discuss with the Park Board their desires as to these funds distributions. The first is from the Kiwanis Lincoln Park Concert Fund, is in the amount of $924 for 2019, and by the terms of the fund at the Community Foundation of Boone County state it is to be used by the Park Board to apply to Lincoln Park in support of concerts there. Independent of this fund distribution, there is an interest this year from the Cultural District Committee for the Park Board to fund and install another upgrade to the electrical system. Some Park Board members recall this is the second time an upgrade has been requested and that the Park Board granted and completed a requested upgrade to the committee specification ~4 years ago. This time the requested adds to the power system at Lincoln Park included adding 4 plus new outlets to help accommodate the food trucks and more speakers at the concert series. While the Cultural District Committee still needs to identify needed amperage, an electrician tells us this request could easily run $3,000-$4,000. After much discussion, the Park Board decided to use the funds in supporting the concert series and to wait on deciding upon upgrading the electrical system for now (due to upcoming construction on First Street). Tim Casady made a motion to continue using the Kiwanis Lincoln Park Concert fund for the summer concerts at Lincoln Park for now, via the Town’s reimbursing grant program, until at least the Cultural District committee finalizes their info and votes as a whole upon their new electrical request. Wayne Bivan seconded the motion and the Park Board passed this unanimously. The potential second fund distribution is for the fountain at Lincoln Park. A donation from the Leffel Family Foundation in the amount of $725, and can only be used for the fountain at Lincoln Park, saved for a larger fountain project in the Park at a later date, or rolled back into the endowment. Mr. Dickey suggested option 2 and that the Parks Department save this fund distribution until they use those dollars to eventually upgrade the fountain (by basically saving the distribution amounts each year). George Abel made a motion to save this spendable distribution amount to upgrade the fountain at Lincoln Park at a future time when there rollovers are enough to cover the project. John Wollenburg seconded and the motion was passed unanimously. Finally, a third fund that is from the Zionsville Greenspace Foundation in the amount of ~$11,000; the Park Board/Department started this Greenspace Foundation years ago to fundraise for the Park Department. Mr. Dickey suggested using that money as a donation and a partial local match for a successful NLT grant application. Doing this would make the Greenspace Foundation a fiscal partner and would be a plus for the application. After discussing this, George Abel motioned that the fund from the Zionsville Greenspace Foundation be used in the NLT grant application, if the application is successfully funded by the State. John Wollenburg seconded the motion and this was passed unanimously. A for-profit company that organizes runs for their own fund generation needed the Park Boards’ approval of a for-profit event (per Park Board & Town Council policy). The business, Run 2 Race, would like to do a 5K using the rail trail. Mr. Dickey reminded the Park Board that this event would be charged at least $100 along with any additional direct costs incurred by the Parks/Town. The Park Board also recalled that this charge is an obligatory requirement of the Town Council Event Form policy. Tim Casady made a motion to approve this event. George Abel seconded and this was passed unanimously. Old Business Mr. Dickey updated the Park Board on the Agreement with the ZYFL on the use of Mulberry Fields. The ZYFL has a new president, Andrew Mana. Mr. Dickey and Park Board President, Jeff Edmondson will schedule a meeting with Mr. Mana to discuss the shortcomings of last season on the part of ZYFL’s contractual fulfilment. Updates on Park Board’s Citizen Advisory Committees - None Identified Other Board Related Items Jeff Edmondson, Park Board President recently met as a member of the Town Council’s Pathways Advisory Committee, and informed the Park Board of their suggestions on what the Pathways Committee can do that would support the community. Items discussed were to conduct trail usage counts and see how many people and in what manner are using the trails, , potential Park projects for the Eagle Scouts, ways to sustain the Nature Center, and ways to support the upcoming Family Bike Ride and National Bike Month were also briefly discussed with the Pathways Committee. Claims Wayne Bivans made a motion to approve the claims as submitted. George Abel seconded and the motion was passed 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 ~8:40PM. The next regular Park Board meeting is scheduled for March 13, 2019 at 7PM, at the Zionsville Town Hall’s Council Chambers (Room 105). ___________________________________ ____________________________________ John Wollenburg, Secretary Jeff Edmondson, President