Zionsville Board of Park and Recreation

Summary Minutes of the Meeting of the Zionsville Park and Recreation Board 2-12-2020 The Zionsville Board of Park and Recreation met Wednesday, December 11, 2019 at 7PM. The meeting took place at the Zionsville Town Hall’s Council Chambers (Room 105). Park Board Members, Tim Casady, John Stehr, John Wollenburg, George Abel, & Wayne Bivans were present. Not present was Jill Pack. Also present was Park Department Superintendent, Matt Dickey and Park Board Attorney, Roger Burrus. Agenda /Meeting The Park Board by motion and vote approved the previous month’s minutes with a minor clarification. Motion made by Wayne Bivans, seconded by John Wollenburg, approved unanimously. Public Presentations/Comments Carla Howie, President of the Zionsville Cultural District Committee, Inc. (ZCDC) was present at the Park Board meeting to discuss the ZCDC’s desire to move the Lincoln Park Summer Concerts to the Lions Park. She explained that the ZCDC have been doing the concerts since 2013; their desire was to have free concerts for the Zionsville community. Sponsors were used each year to keep the costs down. Last year, the ZCDC came to the conclusion that their plans for concerts had outgrown the available space at the Lincoln Park location. She reported the concerts’ average attendance at 350. With that many in attendance, Ms. Howie had several concerns; emergency preparation being a main concern. ZCDC now would like to use the Lions Park for bigger venues, with its bigger gazebo, seating space, and parking and maybe try keeping Lincoln Park in August for smaller venues; like solo artists. In Ms. Howie’s thoughts, with Lions Park, ZCDC would be able to have access to restrooms, better parking, concessions, & a larger gazebo for bands. After the ZCDC’s public comments, Alex a member of the Zionsville Village Residence Association (ZVRA) informed the Park Board that he was there to express the ZVRA’s thoughts on the concerts from a concert committee affiliated with ZVRA. This group informed the Park Board that the Lions Park currently has a Sunday evening concert during the summer. ZVRA did conduct a survey with 122 responders. A third of the people surveyed were in favor of concerts similar to the Lincoln Park Summer Concerts being moved to Lions Park; but would like the shifted Lions Parks concerts to be on Thursdays. Approximately 40% surveyed would be willing to pay a fee to attend a concert. Another concern of ZVRA was to have a name change for the concerts so that there isn’t a lot of confusion. ZVRA is willing to work with ZCDC on the details. Park Board President, Tim Casady suggested that the two parties come up with firm proposals and present this at the March Board meeting so that the Board can take action on this. Mr. Dickey also informed the Park Board that action will be needed on the CFBC Kiwanis Concert Fund of $940. John Stehr issued a motion to take the annual payment from the CFBC Kiwanis Concert Fund payable at a future 2020 date. Wayne Bivans seconded the motion was passed unanimously. Staff Reports Park Superintendent, Matt Dickey handed the Park Board information on a Survey proposal for Overley Worman Park. This was done to finish the base surveying and is needed for the LWCF Grant. To achieve all that is needed the cost would be a not-to-exceed number up to $6,100. John Stehr made a motion to authorize Matt Dickey to enter into an agreement with Schneider Geomatics on the boundary marking for the Overley Worman Park and for the LWCF Grant and up to this amount of $6,100. John Wollenburg seconded the motion and this was passed unanimously. Another item to discuss are the cemeteries and the quotes provided by Dave Moliterno, Director of Maintenance. Mr. Moliterno had finally received a quote for the Eagle Village Cemetery and the Johns Cemetery (after working with contractors starting last summer to get them to submit). After discussion, the Park Board decided to do the restoration with the Eagle Village Cemetery first using the monies in the Cemetery Care budget line item. Wayne Bivans made a motion to approve Mr. Dickey or Mr. Moliterno to accept the estimate from Stonehugger Cemetery Restoration for the restoration of Eagle Village Cemetery in the amount of $9,450. George Abel seconded; motion was passed unanimously. Mr. Dickey had an informational only item he needed to relate to the Park Board. He passed out a document with photographs titled the Vonterra Pedestrian Trail Access Signage. Currently there are stencils installed as shown (in 2019) to deter motorists from using the dead-end trail as a driving route roadway. This is effective at the Elm Street Green and Turkey Foot Trail Park entrances. A citizen called Town Hall reporting that a vehicle or vehicles had tried to use this unconnected path portion. Also, pictured on the document was a “No Authorized Vehicles Beyond This Point” sign. This is a reflective sign and would have a high contrast for day and night effectiveness. This is something Mr. Dickey wanted the Park Board to be aware of, as if forced to go further the next steps would be quite costly. Superintendent Dickey also presented the Park Board with a request from our Naturalist, Mindy Murdock on the following days in 2020 to have the Nature Center closed to the public and/or to close early. And to confirm that the Park Board would have no issue with both extending hours on certain days and to close the Nature Center on certain days. Ms Murdock submitted the following information to close the Nature Center Sunday, April 12th (Easter Holiday) and Saturday, July 4th (Independence Holiday). And she would like to extend hours on Fridays from May 29, June 5, June 12, June 19, June 26, July 10, July 17, July 24, and July 31 from 10AM-5PM during the ZCS Summer Break. Ms. Murdock would also like to close early on Saturday, November 28 from 10AM-12PM, due to the Eagle Elementary parking lot being used for the Christmas Parade Setup. For the ZCS Winter Break, she would like the Nature Center to be open on both Tuesdays, December 22 & 29 from 10AM-5PM. John Wollenburg issued a motion to accept the suggested hours as submitted by Mindy Murdock. John Stehr seconded the motion and this was passed unanimously by the Park Board. Old Business Under old business, Mike Wall, the Manager of the Zionsville Golf Course was present in case there were questions from the Park Board upon his suggested rate increases. After explaining the rates presented and after several questions for Mr. Wall and Board discussion, Park Board Member George Abel made a motion to approve the added $1 to the rate for 9 holes & 18 holes with a cart during the week and to leave the walking fee the same. But to add $4 for the weekend rates for 9 holes with a cart and 9 holes without a cart, 18 holes with a cart and 18 holes without a cart. This was seconded by John Stehr and passed unanimously. The next item that needed to get the Park Boards’ approval are the prices of alcohol at the ZGC. Mr. Wall suggested raising the cost of beer by a $1. John Wollenburg motioned to approve the ZGC 12 ounce beer to be sold at $3; and increase of a dollar with an option of adding premium beer at a later date. This was seconded by George Abel and passed unanimously. Mr. Dickey gave an update on Zionsville Parks Court Sports Refurbishment Project and possible action related to bidding. He gave the Park Board a graphic documentation of the Zionsville Parks Tennis/Pickleball Courts Improvements as prepared by Rundell Ernstberger Associates (REA). This construction document estimated cost for all the improvements as $81,045.25 including possible Add Alternates if the quotes allow. Mr. Dickey explained that $60,000 would come out of the Park Improvements Line Item and the remaining could be taken out of the Non Reverting Capital Fund allocated in the 216 budget if that is the option the Park Board wishes to use (other more complex options are available). The next steps are to finalize the construction document and the specs going out to bid. New Business Park Board Member, Jill Pack gave information to the Park Board titled the “2020 IU Environmental Resilience Initiative”. This is an initiative to track greenhouse gas inventories and also as the effects evolve, start the plan to mitigate. This is something that the Mayor has asked the Park Board/Department to participate in. The Parks will be working to gather the required data to complete this inventory. Jill Pack, Matt Dickey, & Mindy Murdock are working to gather this information. Mr. Dickey explained to the Park Board that the Community Foundation of Boone County (CFBC) Pass through Fund of $1,404.15 needed action to be decided on where the Park Board would like to target these funds. After the Park Board makes that decision on a recommendation, then this must be approved by the CFBC. Tim Casady motioned for the Pass through Fund to be used for one of our Park Projects and that it be authorized to discuss the possibility most likely to get CFBC’s approval and then to submit. This was seconded by John Wollenburg and passed unanimously. Also, the CFBC Leffel Endowment Fund needed a motion on what to do with the dispersible fund of $728. After discussing with the Park Board, a motion was made by Tim Casady to take the $728 contribution in 2020 and roll into the 2021 Leffel Endowment for a total of $1,118. John Wollenburg seconded this motion and the Park Board passed unanimously. Note: This leaves the basic endowment untouched. Other Board Related Items Starkey Park Stairs 2 has been put on hold now at the request the Mayor made of the Park Board President. Per Park Board direction, the Parks Department is looking at design options that would be similar to the Starkey Stairs I, more pet friendly, and have more functional parameters. Mr. Dickey stated that the Parks has about $9,000 left on the contract. Another request by the Mayor was to have a Porta-John at Heritage Trail Park (HTP). Mr. Dickey gave the Park Board a document with graphics of a portable toilet enclosure and passed those out to the Park Board for their consideration. Mr. Dickey and Mr. Moliterno thought an enclosed port-o-john would be the best fit at HTP & the Park Board agreed. He presented the Park Board with 3 options. After discussing each option, the Park Board agreed with the Park Staff’s proposal to use recycled plastic lumber (with fiber glass reinforcement) by using the PolyForce, If a more permanent restroom is implemented at HTP, this material could be reusable in the Park System and would likely help reduce greenhouse gas emission and be more sustainable. Park Board President, Tim Casady wanted to discuss with the Park Board about a potential multiple Park-system programming plan. This would require a consultant. His idea is to have a menu of all the Park programming including the Nature Center and to explore future programming potentials. The discussion was envisioned to mirror the 5-year Master Plan Process, but to focus only on the programming aspect. Mr. Dickey informed the Park Board that with the construction documents of the Rail Trail engineering, assessing the Starkey Road Bridge & the 100 foot bridge may be considered a potential and was something he had mentioned to some past board presidents. The Park Board asked Mr. Dickey to bring the older report on replacing the bridge to the next Board meeting to discuss further. Claims A motion to approve claims was made by Park Board Member John Stehr, and seconded by Wayne Bivans. 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 ~9:30PM. The next regular Park Board meeting is scheduled for March 11, 2020 at 7PM, at the Zionsville Town Hall’s Council Chambers (Room 105). _____________________________________ ______________________________________ Tim Casady, President Wayne Bivans, Secretary