Zionsville Board of Park and Recreation

Summary Minutes of the Meeting of the Zionsville Park and Recreation Board October 9, 2019 The Zionsville Board of Park and Recreation met Wednesday, October 9, 2019 at 7PM. The meeting took place at the Zionsville Town Hall’s Council Chambers (Room 105). Park Board Members, Tim Casady, Jeff Edmondson, & John Wollenburg, Steve Bullington, George Abel were present. Also present was Park Department Superintendent, Matt Dickey and Park Board Attorney, Roger Burrus. Not present was Wayne Bivans. Agenda/Meeting Steve Bullington made a motion to approve the September 11, 2019 regular board meeting minutes with minor corrections noted by Tim Casady. John Wollenburg seconded. The motion passed unanimously. A motion was made by Tim Casady to approve the minutes for the September 9, 2019 Special Park Board meeting. This was seconded by George Abel and passed unanimously. Public Presentation/Comments -None Identified Staff Reports Superintendent Matt Dickey informed the Park Board that our Naturalist, Mindy Murdock was selected to speak at the IRPA Conference this year. She will be speaking on environmental programming. Also, Mr. Dickey told the Park Board that our contractor has finished the fence at Lincoln Park. Also, the current batch of recycled plastic picnic tables are in place as well. These tables should last over 25 years. He and Mr. Moliterno are working on a $5,000 grant to help replace the wooden tables at Mulberry Fields with the same recycled plastic tables. The Starkey stairs have been put out for quote for fabrication of the stairway kit. Mr. Dickey said that he would like to get a couple more quotes in for comparison. And also, the quote process is underway for the cart paths at the golf course from the consulting engineer. There was a pre-walk through with about 6-8 contractors. The quotes will be split into alternatives - two phases; Phase 1 will be in the fall and Phase 2a or 2b will be in the spring. Park Board Attorney, Roger Burrus is continuing his work with the Bonds. He is also working on the Golf Course Irrigation process. It is 99% done; there is a retainage until that work is 100% completed, tested, and punchlist items fully addressed. New Business Mr. Dickey updated the Park Board on the Series Bonds. Council turned down the Campus Complex; Series A Bond. The vote was 4 nay and 3 yea. Bruce Donaldson from Barnes & Thornburg explained that they advertised for 3 public hearings for the resolutions for the Bonds and did conduct the public hearings as stated. He suggested that the Park Board either request the Council to table A Bond or reintroduce it. A motion was made to open a public hearing on Bond A with proof of publication. No public comment were made and the public hearing was closed. George Abel issued a motion to table the Series A Bond for the Park Complex. Steve Bullington seconded this motion and the motion was passed unanimously. Another motion was made to open a public hearing on Series B Bond the Overly Worman Park Improvements. No comments were made and the public hearing was then closed. Steve Bullington made a motion to confirm project Series B Bond and authorize issuance of Series B Bonds and appropriating B Bond proceeds for the Overly Worman Park Improvements. Tim Casady seconded this motion and this was passed unanimously. A third motion was made to open a public hearing on Series C Bond, the Trail Improvements. No public comment was made and the hearing was then closed. George Abel made a motion to confirm project and authorize issuance of Series C Bonds and appropriating Series C Bond proceeds for the Trail Improvements Bond. John Wollenburg seconded the motion and the motion was passed unanimously. Superintendent Dickey informed the Park Board that action may be needed on a farming rental potential at the Holliday Nature Park, if the Park Board was inclined for it to generate funds. He explained that the Mayor was approached by a farmer that would like to farm on this property. Park Board Attorney, Roger Burrus said that a motion will have to be made to authorize this. Tim Casady motioned to authorize the Superintendent and the Attorney to put together documents to solicit quotes for farming at Holliday Nature Park’s 27 acres and to use the alternate procedure under I.C.36.1-11-12 to solicit for bids. George seconded the motion and this was passed unanimously. By consensus the Board identified if the numbers came in at $5,000 or more, the Park Board Attorney and the Superintendent were authorized to move forward Old Business Mr. Dickey introduced Tricia McClellan (REA) to update the Park Board on the quotes for the TotLot and the ESG Playground projects. REA received one quote for the installation for both the TotLot and the ESG Playground. This quote was from Morphey in the amount of $621,000. This is nearly $235,000 over the budgeted estimate for construction. After discussing this, the Park Board decided to reject this bid. After George Abel recused himself because his firm works with the bidder, a motion was made by Steve Bullington to reject this quote from Morphey. John Wollenburg seconded this motion and this was passed with 4 yea votes, and with the one member recusing himself. Mr. Dickey said that REA is working on an alternate bid of only the TotLot. Other Board Related Items Run2Race would like to use Park Property for a marathon and 5K race. A Town Event form was presented to the Park Board for their approval. This is a for-profit event and a charge of $100 is required by the Town Council form. Tim Casady made a motion to approve the Run2Race event to use Carter Station Trail segment. George Abel seconded the motion and this was passed unanimously. Mr. Dickey issued his condolences to the Maguire family on the passing of Mike Maguire. Mr. Maguire was the manager for several years at the golf course and his life touched many here in Zionsville. Mr. Dickey and his wife had the privilege of attending his calling this week. The Park Board appreciated Mike Maguire’s work as the golf course manager and as a valued citizen of Zionsville. Jeff Edmondson, Park Board President would like to send a thank you note to the Boone County Board of Commissioners (BCBC), Boone County Council (BCC) and the Boone County Convention & Visitors Bureau (BCCVB) for their donations to help with the Next Level Trail Grant application. George Abel motioned to approve issuing a Thank You letter to our fiscal/financial partners BCBC, BCC, & BCCVB for their generous donation in helping with the NLT Grant. Tim Casady seconded this and the Park Board passed this unanimously. Claims After Board member’s reviews, George Abel made a motion to approve the claims as submitted, but withholding the actual mailing of any checks related to the golf course. Steve Bullington 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 ~8:20PM. The next regular Park Board meeting is scheduled for Wednesday, November 13, 2019 at 7PM, at the Zionsville Town Hall’s Council Chambers (Room 105). ___________________________________ ____________________________________ John Wollenburg, Secretary Jeff Edmondson, President