Zionsville Board of Park and Recreation

Summary Minutes of the Meeting of the Zionsville Park and Recreation Board 5-12-2021 The Zionsville Board of Park and Recreation met Wednesday, May 12, 2021 at 7PM. Note: Due to the COVID- 19 Emergency Health Situation, this meeting was required to be a hybrid meeting. Park Board Members, John Stehr, Tim Casady, Jill Pack, John Wollenburg, John Salewicz, Erin Bidwell, & Sarah Moore were present. Also present was Superintendent Jarod Logsdon, Tech Advisor Joe Rust, and Park Board Attorney, Roger Burrus. Minutes The Park Board by motion and vote approved the previous month’s minutes, Motion made by John Stehr, seconded by Jill Pack, approved unanimously through verbal roll call. Public Presentations/Comments -None Identified Staff Reports Park Superintendent, Jarod Logsdon wanted to update the Park Board on current noteworthy Park events. The Parks Department acquired a rec mobile. This is an old ambulance that was used as a forensics crime lab. The Police Department was looking to get rid of it and generously offered to donate it to the Parks Department. The Parks will retrofit the ambulance and provide a new wrap on it. This will be used for getting recreation into our parks. The Zionsville Nature Center officially opened on April 13th at the new location; the library. Since its opening there has been 649 walk-ins. Pointing out one item on the Maintenance report, Mr. Logsdon said the maintenance staff has had over 50 instances of graffiti in the past month. There seems to be a surge of graffiti going on in the community right now. Our Maintenance crew is very busy with this. We have a full camp roster for the summer. 282 children are signed up for camp this summer. The Golf Course generated $38,000 in sales for the month of April. They are off to a great start. One last item for the Staff Reports that Superintendent Logsdon wanted to get the Park Boards opinion on are ways to identify to partner with and improve the community whether through amenities or programming. In meeting with the Cultural District, one way is an option of creating a mural walk within the rail trail at the tunnels and underpasses. Before moving forward on this and identify a funding source, Mr. Logsdon asked the Park Board for their comments or suggestions in this. The Park Board is concerned with subject matter of the murals. Mr. Logsdon said that the murals could have a theme featuring the Parks, the Town of Zionsville, capture parts of Zionsville History; Roger Burrus, Park Board Attorney updated the Park Board on some items that he has been working on. He is reviewing contracts and bids. He is pleased to report that a commitment from the Notorani property’s Mortgage Company to execute the partial release for the parcel aligns at the South Rail Trail. A survey is going to be done so everyone is clear of the extent of the 30-foot strip. He will need a check to the owners for the $25,000 which had already been authorized some time ago. Another item related to the South Rail Trail and North completion is the two parcels that were being held by the Friends of Boone County Trails. Now that the grant is done and approved, the Parks needs to get this transferred to the Parks. Mr. Burrus has prepared the deed and had been in touch with the FOBC Trails. Mr. Casady made a motion to authorize consummation of the purchase of the Notorani parcel as previously identified and authorize Superintendent and Park Board Attorney, Roger Burrus to carry the funds of the agreed purchase price of $25,000 and to do the closing and execute the necessary documents. This motion was seconded by John Stehr and was passed unanimously by a verbal roll call vote. New Business Mr. Logsdon updated the board on the request for proposal (RFP) on the Starkey SP-3 Stairway and the Turkey Food Pedestrian Bridge. The bid did close on Monday and none were received. Mr. Logsdon informed the Park Board that from here the Parks will attempt to gather three quotes and negotiate a price for a final selection on these projects. Park Board Attorney, Mr. Burrus said there needs to be a motion to allow Mr. Logsdon to solicit offers from three contractors for one or both of each of these projects. A motion was made by Tim Casady to authorize Superintendent Logsdon to seek 3 proposals for these two projects or for each of the two projects and invite up to three firms to submit proposals. And to authorize Park’s Superintendent to contract for this work if an acceptable proposal is received on either or both projects together. John Stehr seconded the motion and this was passed unanimously by a verbal roll call vote. The request for bids for the South Rail Trail Extension went out to bid last month and closed on Tuesday. Mr. Logsdon informed the Park Board that 3 bids were received. These bids were given to the Park Board for review. The lowest bid is with HIS Construction. This bid came in at 1,210M, which was below cost estimate. Mr. Logsdon would like to recommend that the Parks proceed with the HIS Construction bid for the Southern Rail Trail Extension. As a reminder, this bid includes the replacement of the RT Bridge over Starkey Ave., the paving of the South RT from near that area to Vonterra, sprucing up the top of the 100 foot bridge and connecting to OWP and Vonterra. Mr. Logsdon talked with the contractor while the bid was still open about doing the Starkey SP-3 Stairs as well and they do have carpenters that will work on a proposal. John Salewicz made a motion subject to Park Board Attorney Burris’s final approval to select the bid and award work for the South Rail Trail Extension to HIS Constructor and to authorize our Superintendent to sign the contract. John Stehr seconded the motion and this was passed unanimously by a verbal roll call vote. Superintendent Logsdon needed a motion from the Park Board to approve two memorial bench donations. One would be just north of Oak Street and the other north of Mulberry Fields. Jill Pack made a motion to approve the two memorial benches and John Stehr seconded the motion. Motion was passed unanimously by a verbal roll call vote. Steps are being taken in hiring a consultant to assist in the conceptual planning of a community center. Mr. Logsdon informed the Park Board that a review committee comprised of 3 Parks Board Members, the Mayor/Deputy Mayor and other department heads have reviewed proposals and scored them and now are collaborating on proposals from all of them. Mr. Stehr stated that this committee is exploring partnerships also. Another item that Mr. Logsdon wanted to get the Park Board’s approval for is the Zionsville Winter Festival. In response to the Parks 2020 Recreational Programming study of the community is to identify large community gatherings held in Zionsville rather than having to go out of town. Now that we are beginning to emerge from the pandemic, the Parks Dept would like to offer an opportunity for the community to not only reconnect but also strengthen our local businesses and our local Zionsville commerce by bringing in outside attention and provide this amenity for a fun recreational holiday celebration. This proposal is to rent an ice rink from Ice America within Mulberry Fields Park. In accordance with proper purchasing statutes, several ice rinks were contacted for a quote, and Ice America was selected from various ice rink vendors as the sole vendor that could satisfy the departments desire for real ice as opposed to synthetic, availability during the proposed winter event timeframe, and offer professional staffing of operations. Ice America will contract out the labor and the liability for the program. This could bring in great partnership and opportunities within the Zionsville community. To get the early bird pricing, the Parks needs to make the decision tonight; before June 1st. A preliminary estimate was given to each Board Member. Additional programming will also help offset the costs. The rink can host up to 125 people an hour. Private skating events, hockey, business parties are additional revenues. Mr. Logsdon will be presenting this to the Town Council on Monday. The Parks will be requesting $145,000 from the 214 Fund and $20,250 from an additional appropriation for cash reserves to help subsidize some of the unknown costs and get this moving. After much discussion, the Park Board through John Wollenburg made a motion to authorize Mr. Logsdon to negotiate complete negotiation with Ice America for a winter ice facility that could involve up to $208,000 and to ask Town Council to authorize the Parks use of $145,000 from the Parks Non- Reverting Operating Fund and $20,250 from the General Fund cash balances. John Stehr seconded the motion and this was passed unanimously by a verbal roll call vote. Old Business Superintendent Logsdon reminded the Park Board that at our last meeting, there was an investigation into adding a Dog Park to OWP. After meeting with the HOA and some residents of Vonterra, Mr. Logsdon was surprised by the negative reception to the proposed addition. Parking and the original design behind the history of the OWP were major factors. At this point, it was decided to not add this change order and put the Dog Park on hold for now. Two new change orders were brought up for the Overley-Worman Project. One is an implementation of a whisper pump. Originally the contractor was going to use a pump to divert the stream when improvements were made around the pond at OWP. Since this will be running 24/7 for an extended period of time, Mr. Logsdon wanted to consider using a quieter pump. Another change order is to make a couple of revisions to the parking lot plan. This involves plastic bumpers for vehicles as well as another entrance ramp so that there is a lot less wiggle room in and out. This would need to be implemented to secure the grant funds as well. Since these change orders are below $5,000, the Park Board did not make a motion. Mr. Logsdon has the authorization to implement the change orders. Claims A motion to approve claims was made by Park Board Member, John Stehr and seconded by Sarah Moore. Motion was approved unanimously by a verbal vote. Adjournment The meeting was then adjourned with a motion made by Park Board Member Tim Casady, seconded by Jill Pack & the vote was unanimous at ~8:12PM. The next regular Park Board meeting is scheduled for June 9, 2021 at 7PM, at the Zionsville Town Hall’s Council Chambers (Room 105). _____________________________________ ______________________________________ Tim Casady, President John Wollenburg, Secretary