Zionsville Board of Park and Recreation

Summary Minutes of the Meeting of the Zionsville Park and Recreation Board 8-11-2021 The Zionsville Board of Park and Recreation met Wednesday, August 11, 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 Salewicz, John Wollenburg, & Sarah Moore were present. Not present was Erin Bidwell. Also, present was Superintendent Jarod Logsdon, Director of Recreation, Mindy Murdock, Director of IT Joe Rust, and Park Board Attorney, Roger Burrus. Minutes The Park Board by motion and vote approved the previous month’s minutes with some corrections noted and to be corrected. Motion made by John Wollenburg, seconded by John Stehr, approved unanimously. Public Presentations/Comments -None Identified Staff Reports Park Superintendent, Jarod Logsdon highlighted some items on the Superintendent report. The Parks Department welcomes William Wright, new Maintenance Tech II, Blaine Gordon-McClaine, new seasonal Park Maintenance and Wendy Schrepferman, new Recreation Coordinator. Last month the Parks Department was awarded the LARE (Lake and River Enhancement) grant. This will give the Parks the opportunity to reevaluate the study that was conducted years ago on our Eagle Creek banks along Starkey Park and will also incorporate the shores of Overley Worman Park to reprioritize erosion concerns and project sites. The second and final Barns and Brew event was hosted on July 29th, our rain date. A total of 131 adults attended the program series and $1,387 was raised for the Maplelawn mission. The department will meet with Maplelawn to debrief and discuss future programming collaborations. Superintendent Logsdon met with a representative of the Zionsville United Methodist Church to discuss the drainage concerns along the Big 4 Rail Trail and church property. ZUMC is on board with moving forward from conceptual to design and implementation and in sharing the costs for their side of the land. Mike Wall, Golf Course Manager was present to update the Park Board on the Golf Course. Comparing last year’s revenue currently with this year; the golf course is $30,000 above. Projected revenue for the year is $464,800; roughly a 25% increase from last year. The Golf Course is up 13.9% on rounds from last year. That is an average of 123 rounds per day. The new carts have been a welcomed sight for the golfers. Roughly 60% of golfers are making tee times online and season passes are being purchased mostly online as well through the Fore-Up program. This year 97 season passes were purchased; shattering last year’s 24 season pass total. Mindy Murdock, Director of Recreation Services was present to highlight some items in her report. Ms. Murdock publicized 1,413 walk-ins at the Nature Center last month. Numbers have dropped slightly as schools have returned to session. In July, the Nature Center had 38 programs, averaging 18 participates per program. ZNC has had more camps offered this year than any previous year. This year, volunteers (mostly teens) assisted as camp counselors and were well received by young campers. The Magical Park virtual playground opened on August 1 and hosted 55 devices in its first week, averaging 138 visitors to the virtual park. The Magical Park will have new events coming in September and October to keep residents coming back to experience the app. Ms. Murdock is hosting a webinar in joint partnership with Hamilton County Soil Water Conservation District, Indiana Native Plant Society, and the Hamilton County Urban Conservation Association. The webinar will provide information on restoring HOA’s native landscapes. As of tonight, 110 people have signed up for the webinar. Roger Burrus, Park Board Attorney was present to discuss the projects that he has been working on. Mr. Burrus reminded the Park Board that last month the Holliday Road bridge and right-of-way transfer was approved by the Town Council. And with that accomplished, Mr. Burrus is working with the Town on clarifying some of the issues with the other pathways and the Holiday Farms development. Issues of where the public pathways go, how these fit into our system, and getting more information on maintenance obligations. Mr. Burrus passed out a summary of some of the land acquisition issues with the Rail Trail North and South connectors. Mr. Burrus explained that what will take some time is when grant funds are used for acquisition of real estate or development real estate, the granting agency, which is DNR in this case, requires that the Parks put a restriction on the property that states the property will be utilized for outdoor recreation in perpetuity. Mr. Burrus is working with DNR on the NLT grant and is making progress. Mr. Burrus requested a motion to authorize the Parks President or Superintendent to sign a declaration of restriction so that he can get all the legal descriptions pulled together in one document. Motion was made by John Stehr to approve the required restriction the DNR requires as a condition of the NLT grant and authorize the Board President and Superintendent to in consultation with the Parks Attorney to execute all necessary documents to affect this. This motion was seconded by Sarah Moore and was passed unanimously by the Park Board. New Business Parks Superintendent Jarod Logsdon explained that a Kiwanis Grant Endowment exists to support a Lincoln Park concert series, administered by the Community Foundation of Boone County (CFBC). These funds are passed to the Parks Department as a second beneficiary to underwrite the concert series and the Zionsville Cultural District has been providing the concert series for several years; last year was cancelled due to COVID. The Cultural District is asking that those endowment funds available for 2021, in the amount is $939, help underwrite their concert series on Wednesday evenings for the month of August taking place in Lincoln Park. A motion was made by Sarah Moore and seconded by John Salewicz. This was passed unanimously by the Park Board. Next up on the agenda is the Zionsville Community Center Conceptual Planning. Mr. Logsdon explained that earlier this year the Parks Department released an RFP (Request for Proposal) for services of a conceptual plan of a community center in Zionsville. Mr. Logsdon said the study would survey the community to identify what Zionsville wants to see most in an indoor facility, what footprint that building would require, and assess multiple locations for appropriateness. With the RFP, seven responses were received. A review committee consisting of some Park Board Members, the Mayoral administration, the Parks Department and the Town Department heads joined together to review these proposals. After interviews, Perkins & Will was unanimously selected as the best firm to represent Zionsville. Mr. Logsdon asked the Park Board to approve the funding of $125,000 for the conceptual planning of the community center. A motion was made by John Stehr to accept this proposal from Perkins & Will and to move forward with the Town Council next week. This motion was seconded by Tim Casady and passed unanimously by the Park Board. On Heritage Trail Park Phase II, a change order is needed. Superintendent Logsdon explained to the Park Board that Phase II is still expected to be completed by the end of August. He is proposing a change order in the amount of $20,900 to complete Dog Park drainage concerns. Earlier this spring Park Maintenance attempted to install tile/pipe to absorb water and provide better filtration to reduce standing water. Due to soggy conditions, the project was abandoned shortly after excavation began until drier conditions allowed operations to continue. Due to turnover within the department, maintenance has not had the opportunity to revisit the project, leaving an active project site secured behind construction fencing. The proposal would allow Globe Asphalt Paving Company while on site at HTP, to wrap up the drainage project, install perforated pipe and stone, and reseed the site. Mr. Logsdon would like this to be finished along with the HTP Phase II completion date so that the Parks would have a completed Park ready to reopen to the public. John Salewicz made a motion to approve the Globe Asphalt Paving Company package to finish the drainage at the Heritage Trail Dog Park as presented by the Superintendent. This motion was seconded by John Wollenburg and passed unanimously. The Park Board agreed to discuss the REMC Utility Easement in HTP in next month’s Board meeting. More clarification is needed. Park Board Attorney, Roger Burrus updated the Park Board on the Trailhead parcels progress. He has negotiated for several months with the attorney for these property owners at the southern end of the planned Rail Trail. John Wollenburg made a motion to approve the acquisition and authorize the Park’s Attorney, President and/or Superintendent to sign all documents to consummate or complete the transaction as proposed. John Stehr seconded that motion, and this was passed unanimously by the Park Board. Superintendent Logsdon asked for the Park Boards approval of an electrical upgrade in Mulberry Fields Park for the upcoming Winterfest. One critical infrastructure component is the running of the chiller in a large ice rink, requiring a large amount of electricity. Mulberry Fields is equipped with a transformer that can handle that load, but in order to access that and to provide additional hookups for future events, the Parks does require tapping into that transformer; providing a new pad for quick connect and 120 volts for other electrical needs. The cost to do this is $10,541.20. A motion was made by Jill Pack to approve the proposal of $10,541.20 for a power quality upgrade at Mulberry Fields. This was seconded by John Salewicz and the motion was passed unanimously by the Park Board. Earlier this year Mr. Logsdon along with Mike Wall, Golf Course Manager, and the Department of Public Works met at the Golf Course to begin addressing the underlying issue of water retention and drainage that has eroded the golf course’s pathways. This issue is imperative to the golf course experience. Mike Wall explained the changes that are needed, and a diagram was presented to the Park Board showing proposed changes. After answering questions from the Park Board and explaining the proposal being presented, John Salewicz issued a motion to approve the design for the golf course pathway improvements including the two alternatives and authorizing the Superintendent & Park President in consultation with the Park Board Attorney to bid this out in contingent on additional appropriation from the Town Council scheduled for August 16th. This motion was seconded by John Stehr and the Park Board passed motion unanimously. Next item to discuss is the Rail Trail Widening Design and Scope. Superintendent Logsdon reminded the Park Board that this was previewed last month, and the goal was to create a uniform trail experience through Zionsville as the Department completes the northern and southern expansions. This would be from the Nancy Burton Trailhead to Heritage Trail Park. This project would begin with a scoping study, utilize GIS, and examine feasibility for trail widening to 12-15 ft, and include Carter Station pathways. REA would provide three layouts and cost estimates for those projections and include a proposal to include permitting, preliminary & final construction plans. The cost for this is $255,050.00. Mr. Logsdon explained that this is part of the five-year master plan of strengthening & widening the existing three miles of Rail Trail; drainage would also be improved along the corridor, specifically south of Oak Street and near the Zionsville United Methodist Church. A motion was made by John Stehr to approve REA trail widening and repair scoping report and construction estimates proposal as presented and to authorize the Superintendent and or the President the ability to enter into the contract with pending legal approval. This motion was seconded by John Salewicz. The Park Board voted unanimously to approve motion. Old Business Mr. Logsdon updated the Park Board on the construction of the Overley Worman Park. Within the coming weeks installation of the boardwalk will begin. In October the bridge that connects the Rail Trail to the Park will near completion as installation of the mountain biking trails begins. The Rail Trail Northern Expansion design documents are nearly complete. The Parks attended a productive meeting with Boone County discussing best crossing when leaving Zionsville and entering the Whitestown Big-4 Rail Trail and drainage concerns that seasonally crop up on 400 South. The Department will be ready to advertise the project for bid once land acquisition of one parcel and two easement considerations are finalized. Lions Park Tennis and Pickleball courts have been resurfaced and lined. The Pickleball community has been working with the Parks on recommendations to improve play. Once the dedicated pickleball court nears completion, talks will continue with the Pickleball community to provide the best user experience. Claims A motion to approve claims was made by Park Board Member, John Wollenburg and seconded by Jill Pack. Motion was approved unanimously by Park Board. Adjournment The meeting was then adjourned with a motion made by Park Board Member Sarah Moore, seconded by John Salewicz & the vote was unanimous at ~8:35 PM. The next regular Park Board meeting is scheduled for September 8, 2021 at 7PM, at the Zionsville Town Hall’s Council Chambers (Room 105). _____________________________________ ______________________________________ Tim Casady, President John Wollenburg, Secretary