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HomeMy WebLinkAbout10-10-2011 JEFFERSONVIL LE PARKS AUTHORITY OCTOBER 10, 2011 The Jeffersonville Parks Authority met in regular session in the Mayor's Conference Room, City Hall, Jeffersonville, Indiana, on October 10, 2011, at 6:00 PM. President Wayne Carter called the meeting to order at 6:00 PM. Members present: Ed Zastawny, Barbara Wilson, Mike Smith, Nathan Samuel, Connie Sellers and Wayne Carter. Absent: Keith Fetz. Also present: Parks Supt. Bob Manor, Attomey Mickey Weber and Parks Office Manager Hona McBride. All stood for Pledge of Allegiance to the Flag. The agenda was amended to include Clarence Hulse under New Business. Member Samuel moved to approve the agenda as amended. second by Member Sellers. Motion carried. Member Samuel moved to approve the minutes of the August 8, 2011 meeting, second by Member Zastawny. Motion carried. Unofficial minutes were recorded of the discussion held on September 13, 2011. A quorum was not available and the discussion took the place of the regular meeting. Motion by Member Zastawny, second by Member Samuel, to add the unofficial minutes to the minute book for record keeping purposes. Motion carried. The claims list dated October 7, 2011, was presented for consideration. Motion by Member Zastawny, second by Member Wilson, to approve the claims list. Motion carried. Superintendent's Report: Supt. Manor stated the playground equipment was moved from Vissing Park to Forest Park. The press boxes are finished at Shirley Hall Park. All the blocks and pavers along Court Avenue have been repaired. Supt. Manor discussed the rates at the Aquatic Center. A two hour rental is $400.00 and a three hour rental is $600.00. Supt. Manor is requesting that the rates increase to $500.00 for two hours, and $700.00 for three hours. Motion by Member Zastawny to increase the fees as recommended, second by Member Sellers. Motion carried. Supt. Manor presented a bill from Bart's Surveying & Engineering in the amount of $2,425.00 for surveying services at the soccer complex and asked from which line item in the budget this should be paid. Member Zastawny advised the invoice should be paid from Park Space and other board members agreed. Old Business: Matt Gullo reported that in Vissing Park all structures have been demolished, mass grading at the site including ball fields, berms, parking lot, access roads, and building pads for storage facility and concession stands; utility work has started. A good start has been made on the creek that runs through the middle of the park. The Corps of Engineers made the city create a Riparian Zone which is a buffer of 50 feet on each side of the creek. This area has to be restored back to its natural habitat or better and will be planted with natural gasses. Walking trails will be put next to the creek. Mr. Gullo stated there is a signed agreement between the city, the Corps of' Engineers and IDEM for this area. Member Samuel asked if we are allowed to put walking bridges anywhere along the creek. Mr. Gullo stated there will be two bridges over the creek, one vehicular and one for walking. Mr. Gullo stated that Marion and Donnie asked for truck access to the lower portion of the park. This has been designed and added to the plans for Vissing Park. Upcoming events at Vissing include continuing the grading to the north portion of the park, grading of east parking lot, additional trees removed for dog park and west parking lot, retaining walls started, temporary electric and water extension continues, riparian work to be completed by November 1 and all plantings finished by December 1 building pads and foundations to be started. Josh Hillman, Jacobi, Toombs & Lanz, Inc., presented his company's proposal to provide Construction Engineering Services to the city for Vissing Park for an initial not -to- exceed sum of $10,000.00. This service provides for general construction engineering and construction administration to the Vissing Park project. Mr. Hillman also presented his company's proposal to provide engineering and surveying services to the city for the extension of a water main to serve the Vissing Park project. Fire service and water service has to be provided to both sides of the creek. This proposal is a not- to-exceed sum of $15,000.00. Two hydrants will be run to the ballpark side of the park and an 8" line as required by the fire dept. A separate meter will be provided for irrigation. Member Samuel moved to approve the Jacobi, Toombs & Lanz proposal for general construction engineering services at Vissing Park not to exceed $10,000.00, second by Member Zastawny. Motion carried. Member Samuel asked if the Mayor is aware of the proposal and that this is not a duplication of services. Mr. Hillman stated that anything brought to this board will have the approval of the City Engineer and the Mayor. Member Wilson moved to approve the proposal of Jacobi, Toombs & Lanz for the water line extension not to exceed $15,000.00, second by Member Zastawny. Motion carried. Matt Gullo presented the budget on Vissing Park. It is above what has previously been stated and is based on market value with some of the work being done outside the city, not knowing how much of the work the city can do. The amount of the budget presented is $3.2 million. Mr. Gullo stated this is a partial estimate, with some of the work being bid out and some of the work being done by the city. Member Samuel asked what is the difference between last month's figure of $2 million as presented by Jamie Lake and the figure presented now. That was based on the original estimate when the project first started and since that time the scope has increased, such as water main extension, irrigation added, additional parking lots, dog park. Some of these things were not originally accounted for. Mr. Gullo pointed out that this includes all furniture, the sophisticated lighting plan and everything needed to complete the park. Member Samuel suggested a work session with the Mayor to get a handle on expenses for Vissing Park, the new RiverStage and the soccer park, with EDIT being a possible funding avenue. Mr. Gullo asked to be included in any meetings regarding the budget. Member Sellers leaves meeting. Andrea Stevens presented a plan for the development of a neighborhood park with Department of Redevelopment paying for it. The subject property is located at the corner of Allison Lane and Middle Road. This is a brownfields area, is in a flood plain and was included in the annexation. Residents in the area are in favor of a park on this corner. Redevelopment has acquired two parcels of property, including a creek that runs along the side of the property, for a total of 7.5 acres. Ms. Stevens presented proposals from Kovcrt Hawkins for Landscape Architectural and Planning Services and a General Services Agreement for Engineering Services from Jacobi Toombs & Lanz. Ms. Stevens asked that these proposals be approved contingent upon funding being received from the Dept. of Redevelopment. Mr. Hillman, with Jacobi Toombs & Lanz, pointed out the scope of engineering services as contained in their General Services Agreement. This is a very environmentally sensitive area, approval will need to be obtained from DNR, IDEM and Corps of Engineers. A full topographic survey is needed on the property. Redevelopment and the City Engineer have asked that the sidewalk be extended along Allison Lane from Meadowlark Drive to the park. President Carter asked if Redevelopment shouldn't sign the agreement instead of the Parks Authority Board since Redevelopment will be paying the bills. Ms. Stevens stated Redevelopment could be added also, but she wanted Parks to maintain some control over the project. Member Zastawny asked who would have ultimate say in the construction, Parks or Redevelopment. Ms. Stevens stated that both departments would be involved in the project. Ownership of the property has not been discussed by the Redevelopment Board but the property could be sold to the Parks Dept. for a nominal fee if that is what the Parks Dept. desires or Redevelopment can continue to own it with Parks maintaining the park. Member Samuel stated that the Parks Department would want a say over any new park coming into the park system, making sure it is consistent with our other parks. Ms. Stevens said there will be controlled access to the park. Mr. Gullo stated that the use of the property as a park will deter vandalism and raise property values in the arca. President Carter asked Attorney Weber if he could foresee any problems between a joint venture with Parks and Redevelopment. Mr. Weber stated the property could easily be transferred to the Parks Department, and since Redevelopment wants Parks to maintain it, they will probably want to transfer ownership. Mr. Weber wants to clarify that since this is an agreement for services and not goods, he wants to make sure it won't be offered out for bid. Ms. Stevens stated it would fall under the bid threshold. Mr. Weber asked if construction services were included in this document. Ms. Stevens stated it is all engineering design. Member Samuel stated that the agreement shows the Parks Authority Board as owner and would be invoiced. He suggested a motion or agreement showing that the Parks Authority Board is in support of this project with Redevelopment, and then make sure Redevelopment is going to fund the project. Ms. Stevens stated the property is currently owned by Redevelopment and the agreement should show that. She further stated that funding would be secured by Redevelopment before any contracts are approved and signed. Member Zastawany asked that a letter of understanding be developed between Redevelopment and Parks showing the expectations and responsibilities of the parties. Motion by Member Zastawny to support this project and move forward with discussions with Redevelopment and possible partnership leading to an agreement between the parties stating the expectations of each party, second by Member Smith. Motion carried. Ms. Stevens stated that at the next Parks Authority meeting she will present a memo of understanding between the Redevelopment Commissioners and the Park Authority Board for Park Authority approval. Mindy Christian, liaison between the Parks Dept. and Security Pros, introduced Chris Gilbert who presented Security Pros Services Agreement for security cameras in city parks. Mr. Gilbert pointed out the amount of the contract is $59,200.00 for this year for work previously performed and equipment provided. Mr. Manor stated he is happy with the services and the system so far. The amount of money being spent because of vandalism is very high, hopefully this security system will stop the vandalism and those funds can help pay for the services of Security Pros. Member Samuel moved to approve the agreement with Security Pros, second by Member Smith. Attorney Weber asked who would own the equipment, Mr. Gilbert said the city would own it all. Member Smith asked that this motion be passed tonight with the intent that the final language be agreed upon by Attorney Weber and Mr. Gilbert. Member Smith withdrew his second to the motion. Member Samuel stated he is in favor of contracting with Security Pros and that the final language be worked out with the attorney. Second by Member Smith, motion carried. President Carter asked Mr. Gilbert if he had any idea how much a security network would cost for the entire city. Mr. Gilbert stated approximately Si million. It was suggested that the City Communications Director add the vandalism problem to his newsletter stating that more security equipment has been put in place by the city and that vandals will be subject to city vandalism ordinances. Clarence Hulse addressed the Board on behalf of the Jeffersonville Urban Enterprize Zone Commissioners. The UEZ is interested in a landscape or streetscape project within the zone and is interested in planting trees at Shannon Memorial Park. The UEZ will pay for the trees and maintenance will be performed by the Parks Dept. Supt. Manor stated that with trees planted around Shannon Memorial, this will prevent parking in the grass. Supt. Manor stated the concrete wall at Shannon Park needs to come down, it is in very bad shape, and he asked UEZ to pay for a fence in the event it is approved to take down the wall. President Carter suggested a conceptual sign be placed in any park where changes are being made. Motion by Member Smith that the Parks Board approves taking down the wall at Shannon Memorial and encourages UEZ to replace with a fence, second by Member Samuel. Motion carried. Board Member Comments: Member Smith does not like mulch in city landscaping because of the possibility of fire. He would like to see a fire retardant mulch used, especially along the newly landscaped areas along Tenth Street. If a fire retardant mulch is not available, then use another fire retardant material. Member Smith also brought up the matter of hiring illegal aliens. He would like the council and this board to consider using language on any project to be bid out that all the people employed by the prospective company are legal. He would also like a breakdown on Smokin on the River. Supt. Manor stated he would get that and also a breakdown on the Aquatic Center. Motion by Member Wilson to adjourn, second by Member Samuel. Motion carried. Meeting adjourned at 8:01 PM. Id Wayne C President, Parks Authority Board