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