Zionsville Board of Park and Recreation

Summary Minutes of the Meeting of the Zionsville Park and Recreation Board 1-8-2020 Board Member Replaced Term Lengths Appointed by Serves through the Position next open end of for appointment in John Stehr Jeff Edmondson 1 year term Mayoral 2021 2022 Appointment 2020 Tim Casady, Phil Howard 4 year term Town Council 2021 2022 President 2016 (with 2 yrs. left) John Wollenburg, Dorothy Hitchens 2016 4 year term Town Council 2022 2023 Vice President (with 2 yrs. left) George Abel 4 year term Town Council 2020 2021 Jill Pack Steve Bullington 4 year term Town Council 2023 2024 Jeff Edmondson Wayne Bivans 1 year term School Board 2020 2021 Appointment 2020 Wayne Bivans 1 year term Library 2020 2021 Appointment 2020 Welcome Appointments to Park Board -John Stehr was appointed as the Mayor’s annual appointee -Jill Pack was appointed by the Town Council Beginning of Year Actions - Election of a Park Board President – Tim Casady • Motion made by John Wollenburg, approved unanimously - Election of Park Board Vice President – John Wollenburg • Motion made by Tim Casady, approved unanimously - Appointment of Park Board Secretary and Identification of back-up signatory • Wayne Bivans was appointed by the Park Board for Secretary and for Matt Dickey to be back-up signatory (no motion & vote needed as it is an appointment) - Appointment of Park Board Designee to Town Council Pathway Committee • Motion by Tim Casady and seconded by John Stehr & vote approved unanimously for Wayne Bivans as the Park Board Designee - Confirm regular Wednesday meeting dates • Park Board approved 2nd Wednesday of the month for monthly meetings unanimously. November 11th Park Board Meeting will be changed to Thursday, November 12th due to the 11th being a Town holiday. - Retention of a Park Board Attorney Roger Burrus (at no change: same contract, retainer, and rate for last 5 years) • Motion made by John Wollenburg, seconded by Jill Pack, approved unanimously. Continuation of Agenda /Meeting -The Park Board by motion and vote approved the previous month’s minutes with a correction in the motion to approve the Elm Street Green Adventure Play Area by adding approval of Park Board President and/or Superintendent as signatory for Park Boards approval on this matter. Motion made by Wayne Bivans, seconded by John Wollenburg, approved unanimously. Public Presentations/Comments -None Identified Staff Reports Park Superintendent, Matt Dickey informed the Park Board of his attending our new Mayor Emily Styron’s swearing in ceremony. Also, the first Department heads meeting had occurred with the Mayor. The Mayor did suggest to Mr. Dickey that she would like to see a Port O John at Heritage Trail Park; similar to the one located at the Nancy Burton section of the Big-4 Rail Trail. The Mayor also said she would like to meet with our Naturalist, Mindy Murdock to discuss a sustainability project. Park Board President Tim Casady informed the Park Board that he would like to continue what Jeff Edmondson started under the previous administration, to meet with the Mayor on a regular basis. Mr. Dickey met with the DNR (Department of Natural Resources) and legal & design consultants to discuss the Overly Worman Park and the pieces of land that still need to be donated. A couple of options were discussed; meeting went well. The OWP Project is planned to bid this year on construction at OWP. Another item to discuss, was various cemeteries that are in need of repair. When the reorganization happened, the Parks inherited some “pioneer” cemeteries which means that by definition, they should be no longer active, not platted, not privately owned, have no ability to have a tax bill attached to them, and no identified landowner. There was a budget set by the Town Trustees on repairing these cemeteries. Our Maintenance Supervisor, Dave Moliterno looked into this and found potential of a few “pioneer” cemeteries that need repairs. 40-50 stones that specifically needed some minor repair. Mr. Moliterno is looking for people to do the repair work from a list of qualified workers that was supplied by the DNR. He has contacted several with very limited responses. New Business Mr. Dickey had 2 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, in the amount of $924 for 2020, 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. The co-sponsored concerts from the subcommittee of the Cultural Committee now are going to be held at the Lions Park. They have stated to the past Park Board President that they have outgrown Lincoln and need more space. There was brief meeting last July that the CDC may be trying a limited concert venue in 2020 at Lincoln on Thursdays, but they said they would let us know. If there are not going to be concerts there; the Park Board needs to discuss what to do with the funds. The other distribution fund is the Leffel Memorial Endowment in the amount of $1,118. The Park Board decided to make a decision in the February board meeting on how to distribute these funds. Old Business Superintendent Dickey welcomed Mike Wall, our Golf Course Manager to the meeting. Mr. Wall was at the meeting to discuss the rates for the Zionsville Golf Course. He stated that the season passes are the same, except the student pass is $200. In explaining his reasoning for suggesting lowering of the student rate, he felt that the students are the future of the golf course. Last year the golf course held 3 junior events that were attended by over 600 students. He also increased the cart fee by a dollar. The Early Bird discount is still in effect with 10% off season passes if purchased before Feb. 15th. The Staff recommendations were presented to the Park Board for their approval. Jill Pack motioned to approve these Golf Course annual season pass rate increases as recommended by the Staff, John Wollenburg seconded this motion and this was passed unanimously. Other Board Related Items Tricia McClellan from REA (Rundell Ernstberger Associates) was present to update the Park Board on the Zionsville TotLot, Elm Street Green Adventure Play Area, and the Tennis Court Resurfacing. They decided to rebid on the TotLot only and this did come in at a lower cost. The TotLot is still fenced off until the safety surface is done. The weather needs to be warmer for several consecutive days and nights in order for them to pour the safety surface. Roger Burrus, Park Board Attorney is working on a contract with the contractor on the Elm Street Green Adventure Play Area. The equipment is here and ready to go in March. Next to the TotLot is the Tennis Courts. The Tennis Courts will be resurfaced and striped for a combination of tennis and pickleball. REA has created construction documents for the Park Board to look at. The Park Board also asked REA what steps have been done with the Overly Worman Park. Ms. McClellan said that they are working on construction documents; are waiting on survey results and are working on renderings with more details on the playground. Claims A motion to approve claims was made by Park Board Member, Wayne Bivans and seconded by John Wollenburg. Motion was approved unanimously Adjournment The meeting was then adjourned with a motion made by Park Board Member John Wollenburg, seconded by Wayne Bivans & the vote was unanimous at ~8:00PM. The next regular Park Board meeting is scheduled for February 12, 2020 at 7PM, at the Zionsville Town Hall’s Council Chambers (Room 105). _____________________________________ ______________________________________ Tim Casady, President Wayne Bivans, Secretary