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HomeMy WebLinkAboutJanuary 28th, 2013 Jeffersonville Parks Authority Monday, January 28 2013 The Jeffersonville Parks Authority met in regular session in the Mayor's Conference Room, City Hall, Jeffersonville, IN on January 28 2013 at 6:00 P.M. Members Present: Edward Zastawny, Mike Smith, Nathan Samuel, Connie Sellers, Lisa Gill, Zach Payne, and Board President Matthew Owen. Absent: Dennis Julius and Bryan Glover Also Present: Parks Director Paul Northam, Matt Gullo with Kovert Hawkins, Sara Schultz with the Parks Department, Chris Gilbert with Security Pros, and Scott Lewis, the Board attorney. Election of Parks Authority President /Vice President: Member Sellers nominated Member Zastawny for Parks Board President. Member Zastawny accepted the nomination. The nomination PASSED on a vote of 7 -0, APPROVING Member Zastawny as President of the Parks Authority Board for the year of 2013. Member Payne nominated Member Owen as Vice - President of the board and Member Owen accepted the nomination. The Nomination PASSED on a vote of 7 -0, APPROVING Member Owen as Parks Authority Board Vice - President for the year of 2013. Member Owen made a motion to APPROVE the agenda with member Gill seconding, PASSING on a vote of 7 -0 Member Owen made a motion to APPROVE the minutes from December 17 2012 with member Samuel seconding, PASSING on a vote of 7 -0. Member Owen made a motion to APPROVE the claims list with the two claims for clear channel to be held until further discussion, bringing the total to $14,353.68, with member Payne seconding, PASSING on a vote of 7 -0. A. OLD BUSINESS 1. Parks Naming: Mr. Northam discussed the parks naming policy with the board asking if they want to add in a statement about written approval from the family or person being honored. The board agreed and Member Owen agreed to write the statement into the policy. The board asked Mr. Lewis if he would begin a standard resolution to present when the policy is complete and he agreed. 2. Parks Website: Mr. Northam stated before the board that he reached out to the parks department's existing web controller and gave them the opportunity to make an offer with the same specifications that Promedia gave him and he never heard back. The quotes from Promedia are $7850 for the parks page, $3250 for the Riverstage page, and $3750 for the smoking on the river page. The current upkeep is $200 /month and the new upkeep will be $200 /per site per month. The board asked if there was a way to include the smoking on the river and /or the Riverstage site into the normal parks webpage. Sara Schultz stated she would rather leave the Riverstage site separate, but would be okay with placing smoking on the river under the main Parks page. Mr. Northam stated he would with Promedia with that proposal and let the board know at the next meeting. Mr. Northam asked if the board could at least approve the parks department main page. Member Owen made a motion to APPROVE $7850 for the Parks website, with Member Smith seconding, PASSING on a vote of 7 -0. 3. Vissing Park Security Purchase: Mr. Northam stated that he reached out to four companies with specifications and had a bid opening last Wednesday and nobody showed up. He stated that the first three, which were Martco Incorporated, Simplex Grinnel, and C &H Secruity Inc all declined. The fourth one from Standard Security Systems gave no response. The fifth is security pros and their standing quote is $147,500. Chris Gilbert gave a brief overview of what they are offering, stating that security will cover the baseball fields with analytics. The cameras will detect people and can one day connect to dispatch. For right now the alerts can be sent to Mr. Northam's cell or any cell phone they desire. This alert is a "real -time alert." Mr. Gilbert stated that the system will cover all parking lots and will do a 180 degree camera view. The surveillance will be watching the playground, ball courts, main building, creek area, and the maintenance building. Mr. Northam stated to the board that the money for monthly cost is not a problem, however the upfront cost is. Member Samuel mentioned the possibility of the contingency fund. Member Smith stated he would like Paul to get with Monica regarding the money. Member Zastawny agreed to meet with them as well on behalf of the board. Member Owen made a motion to ACCEPT the quote of $147,500 from Security Pros, contingent on the outcome of the meeting between Mr. Northam, Mrs. Harmon, and Member Zastawny. Member Gill seconded, PASSING on a vote of 7 -0. Member Payne excused himself from the meeting, leaving six voting members. B. NEW BUSINESS 1. Nachand Sprinkler System: Mr. Northam stated he received some prices from Fall City Sprinkler ($72,500), Dalmation Fire ($100,500) and he reached out to Simplex Ginnel but never heard back from them. Member Smith expressed concern about the loss of the structure if a fire was to ever break out in the field house stating that the way the building is built and how old it is will cause the building to give out. The board took the prices under consideration. 2. Alcohol in Parks: Mr. Northam stated before the board that he pulled some alcohol in the parks rules from Clarksville and New Albany to use as a reference when thinking about a policy for the Jeffersonville City parks. Mr. Northam suggest going the same route as New Albany and only allowing alcohol in certain parks due to the Riverstage. Mr. Lewis stated that before stating that they allow alcohol in any parks he suggest they talk to the insurance agent about the policy, especially if they are considering expanding it to any other parks. Member Zastawny stated he would speak to the agent. Sara Schultz, the Riverstage coordinator, stated that they only allow alcohol in an enclosed area at the Riverstage on adult nights and there is always a police presence. The board agreed in favor of Mr. Northam working out a policy with Mr. Lewis regarding no alcohol in the parks except the Riverstage area. 3. Gas Station At Duffy's: Mr. Northam stated he had received interest and questions about the parks department placing a gas station at Duffy's Landing. The board unanimously agreed after some discussion that although they see the need for it, that is not part of the Parks Department responsibility. 4. Permanent Mooring of the Riverstage: Mr. Northam suggest that the board look into adding spudwells to the river side of the stage which would allow the barge to rise and lower with the water level. Marine Builders gave Mr. Northam a quote of $54,522 for installation and materials. Mr. Northam stated the city pays them now $15,000 for a year stating that the mooring would pay for itself in four years. Member Zastawny stated he thought it was a good idea to look into. Member Zastawny suggested a forming a small committee to work with Mr. Northam on this. Member Smith and Member Gill both agree to work with Mr. Northam on this topic. C. DIRECTOR'S REPORT 1. Matt Gullo- Vissing Park Update: Mr. Gullo with Kovert Hawkins came before the board that the park is well on its way to completion. A few items will have to wait until spring to be completed and money will be held on the contractors so that they come back to finish the job. Mr. Gullo stated he is putting together a list of things that will happen in the spring. Mr. Gullo presented a change order to put in a drain due to excess water coming off the hill from the press box. This amount of $11,629 will come from the contingency. Member Owen made a motion to APPROVE the change order with member Sellers seconding, PASSING on a vote of 6 -0. 2. Matt Gullo- CCSA Update: Mr. Gullo spoke to the board regarding the Construction Documents for the Youth Activities Complex stating that they are 80% done and are looking at grading. Mr. Gullo stated that the original plan was an underground drain system, but they have found out that they can use catch basins in between fields and it will cut that cost in half. Mr. Gullo stated he is starting to receive a lot of questions from the community and that Kovert Hawkins considers public meetings as part of the line of work for them to answer questions about the complex. Mr. Lewis resen p ted a draft of an agreement with Paul Duckworth with CCSA. Mr. Lewis stated this draft is a way to begin the deliberation and discussion. Mr. Lewis stated he has spoken to both Mr. Duckworth and Mr. Northam and the theory is that a E. portion of the property is given to the City and a portion will be retained by CCSA. There are specifics regarding the premier field and the use of the fields as well as who will be responsible for the utilities and maintenance. Member Zastawny suggested forming a committee to meet to hammer out the details left of the agreement. Member Zastawny, Member Owen, and Member Samuel agreed to meet before the next Parks meeting. The board agreed that before allowing the public to see the animation of the project that the surrounding neighborhood needs to alerted and given the opportunity to ask questions. The board agreed to send postcards to the neighborhood and hold a presentation at City Hall in the Council Chambers at 7 P.M. on February 11 2013. Mr. Northam stated he would work on getting the postcards out by the end of the week. 3. Paul Northam Update: • Mr. Northam read an email from Mark Maxwell stating that he would be willing to help with the riverstage starting Jan 1 for $10,000 a year. The board agreed that Ms. Schultz does a great job and unless she needs help there is no interest in the proposed work at the time. • Mr. Northam and Ms. Schultz brought some concerns about the Anchors Away Program stating that some of the classes were very low attendance, but Zumba was very high in attendance and asked the board about funding. Member Sellers stated that she did not believe that the funding should come from the Parks budget like most of it did last year. Mr. Northam suggested $10,000 from the parks budget and $20,000 from gaming. Mr. Northam stated that if the advertising can worked into the riverstage advertisements with Ms. Scultz's shout outs and other memos, that it could save money. The board suggested having participants pay the instructors or to allow a rotation of different instructors to teach to allow exposure for their studios /classes with no pay. • Mr. Northam gave the board a quote of $5,200 to do landscaping on the front of the field house. Mr. Northam stated he would get a price for maintenance. • Mr. Northam stated that a price for a digital sign at the pool is $33,000 and can be used for advertisement for all city events plus any other announcements. Mr. Northam stated it is a very busy stop and many people would see the sign and the sign is internet based and can be changed immediately. Mr. Northam also stated a sign like this can go at the Nachand Fieldhouse or they can get a regular sign for the Fieldhouse instead of digital. Mr. Lewis stated that Mr. Northam would need to reach out for a price from two other people for a digital sign since it is over $25,000. Member Own made a motion to APPROVE Mr. Northam to retrieve three additional quotes need for the landscaping and the signage, with member Gill seconding, PASSING on a vote of 6 -0. D. REPORTS AND COMMENTS 1. Public Comment None 2. Parks Authority Member Comments Member Smith: brought a Knox box to keep at parks /facilities that keeps keys and important information in them for emergencies. It works as a mini safe and run $250 each. Only Mike McCutcheon is authorized to get keys to these boxes and has to apply for a key to it. Member Smith stated he would like to the board to give Mr. Northam their blessing to move forward on this process. Member Smith made a motion to APPROVE Mr. Northam to start the process with the intention of the approval of purchase to be made at the next meeting. Member Gill seconded the motion, PASSING on a vote of 6 -0. Member Gill: stated she did a walk through at Vissing Park and suggests the board look into the soft opening idea and begin to plan that. Mr. Northam stated he can get addresses of everybody in the neighborhood surrounding to invite to the soft opening. Member Gill stated she would agree with that. Member Sellers: none Member Owen: Asked if the plaques were up at Vissing Park. Mr. Gullo stated that they are ordered and take some time to get in. Member Samuel: Thanked Member Owen for his hard work last year as board president and also asked Mr. Northam about the dog park and usage. Mr Northam stated that it gets a good showing in the warm weather months and they may want to think about putting one in at Vissing Park after a year. Board President Zastawny: reminded the committee members for the CCSA agreement and the river stage mooring to set up their times to meet after the meeting. Member Samuel made a motion to ADJOURN at 7:45 P.M., with Member Gill seconding, PASSING on a vote of 6 -0. President j