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HomeMy WebLinkAboutJULY 28, 2016 Jeffersonville Parks Authority Monday July 25th, 2016 The Jeffersonville Parks Authority Met in a Session in the Mayor's Conference Room , City Hall, Jeffersonville, IN on July 25th, 2016. Members Present: Matt Owen, Bill Burns, Larry Jordan, Mark Munzer, Nathan Cross and Ronald Ellis. Also Present: Parks Director Paul Northam and Les Merkley. Approval of Agenda Member Owen made a MOTION to approve the agenda for July 25th, 2016, motion was seconded by Member Jordan. Motion PASSED on a vote of 6-0. Approval of Minutes Member Ellis made a MOTION to approve the minutes from the June 27th, 2016, motion was seconded by Member Cross. Motion PASSED on a vote of 5-0. (Member Owen abstained due to partial attendance June 27th's meeting) OLD BUSINESS- 1) City Partnership Contract Agreement- Paul Northam-There was a meeting of a small group of the Parks Authority to discuss the City Partnership. BB-Josh Kornberg wanted to update everyone on the meeting but wasn't able to make it tonight. From what I understand of the meeting it was discussed about taking steps to make this position a salary position verses an independent position. So HR will need to contact Liz to see what kind of salary we may be looking at for budgeting purposes. PN-I will check with HR tomorrow. Going forward my question is are we ready to approve the independent contract agreement to include In-Kind in the agreement. BB- It was my understanding that this doesn't change anything and with looking into the salary position we were holding on this decision until the end of the year. PN- It does change the amount of commission that he receives, so if we say no he will be out money. BB-so the question is do we want to approve this change now for him to be paid. MO-Was this no discussed in the small meeting? BB- no it is my understanding that in the meeting they decided to go forward with the salary position and didn't discuss this. U-So is he past due to be paid this? PN-Yes. BB-One question out of the meeting was the $10,000.00 in-kind donation from Walnut Ridge, why is that not being used for what we are paying them monthly to landscape the Aquatic Center. PN- I know that because of the questions about the Ice Rink it has gone from $10,000.00 to $5000.00 but I think that it was set to be used for the Riverstage. BB-So the$2200.00 or$2700.00 that we pay them monthly should reflect this$10,000.00 reduction? PN- I am assuming it does. BB- 1 could be wrong but from what they are charging I don't think that it does. PN- I'll look into it. MO- I feels this has been a topic for discussion for a while now. U-Yes and I hate that he hasn't been paid for something he has already done. MO-Well it actually wasn't agreed for him to be paid for this,the original agreement didn't include the in-kind donations in the bonus. So to say that he is out this money is incorrect because it was promised. BB- He's asking for more money. So we have a couple of options we can approve it,table it or wait until 2017 to discuss it. RE- I think that we need to table it until we decide on a salary position or not because if we decide to pay it will go back and he will get all that is due to him but if pay him now and change our minds later that money is gone and we are not going to see it again. Member Ellis made a MOTION to approve tabling the City Partnership Agreement change, motion was seconded by Member Owen. Motion PASSED on a vote of 6-0. 2) Vissing Basketball Court Update- Paul Northam-we have contacted a couple companies about clear coating the courts they are about four years old now so they are showing some wear and felt like the painting would look better on a fresh court we have one quote and are waiting on the others. I set a deadline of tomorrow at noon and then we will be able to go forward with the artists to set the design. 3) Media Contract Update- Paul Northam-Sara and I sat down with Dan Williamson from Promedia and we felt like the quarterly newsletter was too much that two times a year was better for us in the spring and in the fall and since we are to late this year this will be better to start in 2017. The monthly video release we would like to startin August for the rest of the year and the updating of the website as well as the management of the website. And then add the social media management in 2017 with the newsletters.So the contract has gone from about $60,000.00 to about$17,500.00 which we have in our current budget to cover this. BB-Was there any discussion of the website credit we were going to get? PN- No, because we didn't do the entire package we are now paying for the website updating. BB-So this is going to be around $4,000.00 a month next year because in the budget meeting we just had there is only$15,000.00 in the advertisement line and it was asked if that was going to be enough. MO- I asked if that was going to be enough to cover it and we discussed not doing some of the radio advertisements. BB- I hate to table it another month but I'd love to see a 17 month contract to see if he would still honor the website credit. LM-At this point it almost seems like it would be better'to do nothing this year and take his original offer starting next year. BB- I do think that we have enough of the year left that it would be worth it to get started on the website updating now. MO- I think that we need to make a motion to approve the contract we have now because it's in the budget and we can get started immediately and then discuss the rest with the annual contract for next year because we don't want an August to August contract because it doesn't match up to our budget year. MM- Maybe we can negotiate the$5000.00 credit in next year's contract and just do this one now. LM-There is no question the website needs updated in this day and age if you're not mobile there is no point to having a website. MM- Pages two and four the dates of the contract do not match so that needs to be changed as well as it says that we have to give them 90 days' notice or it will automatically renew the contract so I think we need to change that to 30 days or,we will be two months into the contract and then already renewing. Member Owen made a MOTION to approve the Promedia contract with changes on page four to a five month agreement and a 30 day renewal period instead of 90 days, motion was seconded by Member Jordan. Motion PASSED on a vote of 6-0. 4) 2016 Year End Budget Projections-Bill Burns-At the last meeting we asked Paul to bring update to the next meeting so make sure we are on target for the year. PN- I'm sorry I thought that was being discussed in the Finance meeting we had prior the Parks Authority meeting we talked about projections for next year I misunderstood. BB- Heather Metcalf is here with us tonight from the Finance meeting maybe she can let us know where we stand. HM-I can send you all some reports tomorrow to show you where you are for the year and how much is left in each of your lines. BB-Thank you, does anyone have any questions? 5) Parks Department Rental Agreement-Bill Burns-We spoke at the last meeting about getting those to Les to make sure that they are all updated and online did we get that done? PN- No, are you talking about the facilities rental agreement? BB-Yes and any other contracts that we have. PN-So he just needs to review it because I have a copy with me. LM-I'll take a look at it. NEW BUSINESS- 1) 2017 Budget-Bill Burns- I think we covered everything we needed to in the Finance meeting on this. Do you have anything to add Paul? PN- No,Thank you. 2) WAC-Bill Burns- As a new board we are trying figure out what's going on and what has happened in the past and make sure that we are being fiscally responsible and making sure that we are providing our citizens with what they need and will enjoy. Part of that is doing our due diligence and in doing so we got information that we can't find a signed copy of the written agreement between Woehrle Athletic Complex and the CCSA. Further due diligence shows that there was no property transfer for the front part of the acreage that is supposed to belong to the city. MO- For a little background basically the agreement was a part of the acreage that belonged to the CCSA was going to be donated to the city and it was the front portion that includes the turf field. Though I'm not sure how we got the financing to do the building without the property being transferred over. We have looked at the recorder's office to see if we can find a document for this. U-So we could potentially be out the front part of the property? LM-As we sit here all of the property belongs to the CCSA,the Woehrle family transferred the property to the CCSA. But we did find minutes from the June 24, 2013 Parks Authority meeting where there was a discussion of the CCSA property transfer agreement that was presented by Scott Lewis the then Park's Authority attorney for approval. The agreement stated that the CCSA agreed to transfer the front part of the property which 8.939 acres and deed it to the Parks Department and Mr. Lewis stated that he has provided a separate legal warranty deed that he has given to Mr. Northam to be signed and notarized upon the approval of the agreement and Mr. Lewis will take it down to the court house and record it on behalf of the city. Mr. Lewis explained that this is an agreement not a lease and we will be sharing the fields with CCSA. So I think the minutes speak for themselves that there was an agreement for the acreage to be transferred to the city. The problem is that we don't know what the exact terms of the agreement for the transfer. BB-We do have two different unsigned copies of the agreement but neither of them states who is to do the maintenance on the rear portion which is 75%of the maintenance at Woehrle. LM- I haven't seen either forms but from a legal standpoint we need to transfer the property and have a signed agreement on the duties and responsibilities of each party involved. BB- I have put together a couple of questions that maybe Paul can look into for the next meeting such we are paying utilities for this property how were these transfer into our name without the property being in our name and who owns the equipment that is kept on the property. So I don't know if Mr. Merkley is going to look into this or if we need to get someone to audit the paper trail for this. LM-I'll do whatever you need for me to do. MO- I think that we need to speak with CCSA and see if they have a signed agreement. PN- I have spoken with their President Paul Duckworth and he doesn't have a signed copy either. MO-So what does that mean? LM-The minutes are the official word, this is how the board speaks so it shows there was a vote for an approved agreement. But we need to figure out an agreement and get it signed. BB- Paul can you set up a meeting with the CCSA to discuss this? LM- I think that we need to contact Mr. Lewis and then send a letter to CCSA asking for a meeting. 3) Park Rules-Bill Burns- I did some research on signage for Park rules and this is what has been come up with so far. So I'm asking for MO- My issue would be that there is a line about alcoholic beverages and there are instances that we serve alcohol at Parks events such as Riverstage and at WAC Roover games. BB-We had discussed doing a written permit in the Parks office that requires them to have the permit for alcohol to be at any event in the Parks. I'm not looking for approval for this tonight but I would like everyone to look them over and let me know if there is anything that needs to be changed. 4) City Partnership Workgroup Update-This was covered in Old Business#1. 5) Parks Authority Rules/Begs Update- We do have three'people, Larry Jordan:Josh Kornberg and Ron Ellis elected to serve on that committee it hasn't met yet but I feel that Mr. Merkley should be there so it may have to wait a couple of weeks until he returns from paternity leave. 6) Riverstage Concessions Update-Bill Burns-Sara and I had discussed her bringing sales numbers year to date to compare with last year did she leave it with you? PN- No, she didn't. I'll make sure she is on the August agenda to discuss that. 7) Certificates of Insurance- Bill Burns- Personally I know that these can cost a lot of money if something was to happen so as a just in case I'd like there to be a process in place to ensure that should anything happen we are properly covered. Is there someone in your office that can do this Paul? PN-Yes, we can do this. 8) Advisory Board Updates- Is there anything from the advisory board that we need to discuss? U-You all should have received the minutes from the last meeting,we didn't cover anything new though so there is nothing to discuss. 9) Claims- Bill Burns- I looked over the claims and I didn't see any issues but if any of you have any comments or questions please let Matt know so that he can look into it for us. MO-Yes, unless I heard from you all I'm assuming that you are good with the claims that are coming in. DIRECTOR'S REPORT- 1) Paul Northam- Director's Report- Nothing REPORTS AND COMMENTS- 1) Parks Attorney Report- Les Merkley- Mr. Lewis just texted me and said that he will check his files because he is sure that there is assigned copy of the WAC agreement. 2) Parks Authority Member Comments- None Motion to ADJOURN at 6:59pm APPROV f e-S r Bill Burns, Parks Board President Respectfully Submitted By: Heather Pennington