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HomeMy WebLinkAboutMarch 23, 2026 Parks Authority PAgKS Parks Authority Board Meeting Minutes KEGKEN71$N March 23, 2026 i,�ERSONVIIIE This meeting took place on Monday, March 23rd at 5:00pm in Jeffersonville City Hall Mayor's conference room on the 2nd floor. City attorney was not present. Board Members present were: Johnna Anderson, Stacie Thompson, Evan Stoner, Gus Luckert, and Pamela Clark. Board Members Present via zoom: Carmen Croudep and Larry Jordan.Total members for voting was 7. Park Staff Present: Paul Northam, Olivia Mann, Ricky Romans, Amber Powell, and Claire Whiteside.Tara Young was present via zoom. Meeting was called to order at 5:00pm est. Vice President Gus Luckert conducted the meeting's agenda. Approval of Agenda: Paul Northam amended agenda by adding under director's report,the manager report will be 1A, and distribution report review will be 1B. In the future,that'll be its own line item. Member Stoner made the motion to approve the agenda as amended. Member Clark seconded. Passed: 7-0 Approval of Minutes: Member Thompson made the motion to approve the February 23rd minutes. Member Stoner seconded. Passed: 7-0 A. Old Business: 1. ProMedia Contract(Stoner): Member Stoner opened the floor for discuss. ProMedia represented Sam Wingate was present for discussion and questions. Wingate presented the Promedia proposal: it went from 400 posts per year, with 12 events, since the events were scaled back this year. It's now three events, all boosted for$50 each.Then the other change was the social media set of 400 posts, we have it down to 325 posts to account for the posts that were made in January and February of this year as of right now, we're pretty much doing an auto renewal of last year's proposal at this time, so we can go month to month. But these are the proposed changes, most of the reduction in social media posts and the reduction in the Facebook. Otherwise, account management hours are staying the same, website hosting and maintenance is also staying the same. ProMedia is not doing any photography or videography at this time unless it's requested specifically. Sam Wingate mentioned it was ProMedia's recommendation to do a month to month. It was also in discussion the admin assistant will take over those responsibilities. The office will re-evaluate in one month to see Claire's skills and current work load. A discussion was then brought up about the two domains and who claims them. Wingate explained that they are owned by parks, but ProMedia are the ones renewing them.They are doing all the hosting and maintenance and security side of things. If Parks was to take over the website completely domained hosting and maintenance, there's a few plug-ins that are on the website that ProMedia currently pay for that would be removed from the website at that point. Sam then expressed that if Parks decided to take it over, ProMedia would remove the plug ins they purchase and the Parks Department would need to purchase the plug ins and attach them to the website. Member Stoner asked Sam if ProMedia chose not to go forward with the RiverStage contract. Wingate responded "correct".The Parks is going to be managing the RiverStage moving forward with the response from Wingate "correct" Member Stoner expressed "I would just like to say that I strongly value ProMedia what you all do. I do think that we're working through some broader financial conversations right now when it comes to safeguarding taxpayer dollars. So I feel like if we can find an efficient way to do that with an in-house employee, I feel like that's a good place for us to be. So I would support going month to month and of course we always can continue to have that partnership of the media if we need something. PAKKS ar Parks Authority Board Meeting Minutes RECKEN 1`N March 23, 2026 JEFFERSONVILIE B. Old Business Continued 1. ProMedia Contract(Stoner): Member Thompson made a motion to approve ProMedia going month to month with the Parks Department only. Member Jordan seconded. Motion Passed 7-0. C. New Business: 1. Steamboat Contracts (Young): Riverstage and Special Events Manager(Tara Young) present Steamboat Night contracts. The floor was open to questions. No questions or discussions were needed. Moved to make a motion on the two contracts Young brought to the board. Member Stoner made a motion to approve the two Steamboat Night contracts. Member Anderson seconded the motion. Motion passed at 7-0. 2. Depot Contracts(Powell):The Depot Venue Manager (Amber Powell) presented Depot contracts.The floor was open to questions. Member Luckert asked to explain the different contracts. Powell explained that the first contract is for DJ Matt Anthony, who will be opening all of the concerts, similar to what Sam Sneed did last year. He'll do a vinyl set for the opening hour before the band plays.The other contracts for the depot vendor contracts, one for the bar, and three for the shop vendors. Powell explained that the vendor contracts are just renewals from last year, all the terms are exactly the same. Member Clark asked if there are opportunities for others to set up a vendor? Powell explained that these contracts are just for the physical shops there. We do have other vendors, food vendors that are set up on the other side, and we have some of those booked.The Depot do shops as a year commitment because we don't want people moving in and out of the shops all year. The businesses that we have had there the past 2 years are working really well and they are coherent with the programming that we're offering. So it's a good fit. Member Thompson asked "Would you say that the vendors are happy?Are they making money? Is it profitable for them?" Powell responded with "yes, they are pleased, and we definitely saw a significant growth last year from the first year, and so we expect that to continue to grow." Voting will be split up into three sections due to one of the contracts being a performance. 2A. Member Stoner made a motion to approve the DJ contract. Member Croudep seconded. Motion Passed 7-0 2B. Member Thompson made a motion to approve Alcove bar contract at the Depot. Member Clark seconded. Member Stoner sustained from voting. Motion passed 6-0 2C. Member Clark made a motion to approve the vendor contracts for the Depot. Member Thompson seconded. Motion Passed 7-0 4 3. Northam-Abbey Road In-Kind: Parks Director (Paul Northam) presented the Abby Road In-Kind. The floor was opened for questions. Northam discussed the paperwork of the in kind moneys and told members the total. Member Thompson asked for the contract, when Northam presented that there is not a contract. Per his conversation with the mayor this is going to be a year to year payment. Concerns from Member Stoner were mentioned per the 2021-2025 contract with Abbey Road that the Parks Department was supposed to receive the sales report from Abbey Road and has never received such documents. Major concerns were about giving the money without a contract in place for liabilities. Moving forward Member Thompson would like Northam to iron out details this week with Gary from Abbey Roads to have something in place for the future. Member Clark had concern of how do you come to the conclusion of the money being paid. Member Stoner asked if Soln have a contract with Abbey Road and the response was yes. In conclusion of the discussion Paul will be meeting with Gary from Abbey Road and the mayor this Wednesday March 25`h and will come back to the board in April with decisions and answers from the above concerns from members of the board. Member Thompson expressed "If it's going to come from the mayor's office and we don't get the authority to vote on it, then I don't want it in our budget." It was asked that Northam have the city require Abby Road to submit concession records, sales records, and revenue records moving forward. PAlZKS Parks Authority Board Meeting Minutes m RECREA1 N March 23, 2026 JEFFERSONVILLE D. New Business: **All contracts were passed upon Legal approval. ** E. Department Reports 1. Managers' Reports: Reports were presented via email with tonight packet. - Tara Young: Riverstage Lineup will be posted on March 24th be on the look out - Ricky Romans: Paul and I will be offering a tour of the Little League tonight for those who want to join. It will open on April 6th. Member Thompson asked Romans the status of the turf. Romans responded with its still being patched and it will be getting analyzed next week. - Olivia Mann: If anyone is available to help serve food and help seniors with their plates on April 7th at 10:45am please let her know by April 2nd, we are expecting 84 people. April 23`d we will be doing a 1-year Memorial for Calvin at the Ken Ellis Senior Center. 2. Paul Northam— Directors Report: Mentioned that Summer Camp is filling up fast and there are some spaces still open. F. Reports and Comments 1. Parks Authority Attorney Report: Not present, no report 2. Public Comments: None were presented. 3. Parks Authority Member's Comments: 3A. Member Stoner: I just want to say thank you, Paul and all of the park staff, for everything that you all do. I know everybody's heart is in the right place and we love the city and love the parks apartments. I just appreciate everything that you all do. 3B. Member Thompson: Every time I drive by Shirley's Arbor Park a 100 times a day and every time that I drive by and the park is full, I felt like so prideful to be part of the park's authority board. So it's just a very exciting time of the year for us. 3C. Member Stoner: Mentioned he knew Sara wasn't present tonight, but wanted to know how many monitors the Envision Center had. With the weather getting nicer Lottie Park has been having issues with motorized bikes going around the park. Didn't know if it would be possible to have monitors be at the Park to monitor these rules and help prevent some of these issues. Seeing a Parks staff present might detour graffiti and the motorized bikes. Paul Northam said he would look into it. G. Adjournment: Member Clark made the motion to adjourn, and Member Stoner seconded. Meeting adjourned at 5:50pm Approved: 40 .� Olivia Mann: Programming and Aquatic Center Manager Lisa Carter- Parks Authority President