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Home My WebLink About10-08-2012 Jeffersonville Parks Authority Monday, October 8 2012 The Jeffersonville Parks Authority met in regular session in the Mayor's Conference Room, City Hall, Jeffersonville, IN on October 8 2012 at 6:01 P.M. Members Present: Lisa Gill, Connie Sellers, Mike Smith, Nathan Samuel, Zach Payne, and Board President Matthew Owen. Absent: Dennis Julius, Bryan Glover, Ed Zastawny. Also Present: Parks Director Paul Northam, Parks Special Events Coordinator Sara Schultz, Matt Gullo with Kovert Hawkins, and Mark Maxwell with The Louisville Crashers. Member Samuel made a motion to APPROVE the agenda with the additional item of Sara Schutz to discuss the ice skating rink under 8.) d. and a resolution under 10.) b. Member Gill seconded and the motion PASSED on a vote of 6 -0. Member Payne made a motion to APPROVE the minutes from September 10 2012 , with member Sellers seconding, PASSING on a vote of 6 -0 Member Samuel made a motion to APPROVE the claims list in the amount of $19,805.84, with member Payne seconding, PASSING on a vote of 6 -0. Member Samuel questioned two claims for sewer that were referenced Brighton and Crestview. Mr. Northam explained that one is restrooms at the little league park and the other is a maintenance barn that may be running up costs from the washing and hosing down of equipment. Member Smith suggested that a meter is used in conjunction with that water usage. Public Comment: None Directors Report: a.) Matt Gullo Vissing Park Update: Mr. Gullo updated the board on the Vissing Park update stating that the seeding will be done this week rather than the last two weeks due to rain. He also stated that the shelters and restrooms buildings were complete and Park South should be complete by the end of October. Mr. Gullo stated that other than some electrical work, all utility work is complete at Park North and the work is being finished inside the shelter and bathrooms. Mr. Gullo also presented a change order to the board in amount of $58,227.75. The change order included the offsite water and force main, softball infield mixture, Washington infield mix, flagpole lights, and an increase to home plate radius. This leaves $21,586.70 in the contingency allowance. Member Samuel asked Mr. Gullo what the infield mix is for and he stated it will help with draining by allowing the water to soak into the rocks. Member Smith suggested possible temporary cameras at the site as well. Mr. Northam agreed to look into it. Member Samuel made a motion to approve the change order number 005, with member Gill seconding, PASSING unanimously on a vote of 6 -0. b.) Sandy Knott: Mr. Northam stated he forgot that Ms. Knott is out of town and will not be able to give an update this meeting. c.) Paul Northam - Veterans Day Holiday: Mr. Northam suggested a discussion regarding moving the date of the next meeting due to Veterans day. The board agreed on meeting the following Tuesday November 13 will look into permanently changing the meetings to the second Tuesday of every month to accommodate the attorney to be able to attend. d.) Sara Schutz- Ice Skating Rink: Ms. Schutz presented the board with a breakdown of projected costs for the ice skating rink and a total number of revenue that was brought in last year. Ms. Schutz stated that this year the rink will be open beginning black Friday and open every day until school is back in session on Jan 6 2013. After Jan 6, the rink will stay open on the weekends rather than everyday through the end of January. Ms. Schutz stated that there may also be room in the open lot next door for tree sales. Member Samuel asked if there was a possibility to get a larger rink this year. Ms. Schutz stated that it is possible and she will look into the additional cost. Ms. Schutz also stated that there will be ice skating lessons this year and possibly the availability of renting the rink out to parties. The board thanked Ms. Schutz for her updates. • Mr. Northam stated that he had met with JTL regarding a contract to move the river stage to be at the center of the lawn and a not to exceed amount of $7500. Mr. Northam asked the board for approval to begin the permit process for this. Member Smith made a motion to approve Mr. Northam signing the contract with JTL to begin the process in a not to exceed amount of $7500. Member Sellers seconded, PASSING on a vote of 6 -0. • Mr. Northam also stated that he has met with JTL regarding the master plan to begin in 2013 and will bring it back up at the first of the year. Member Gill requested that he get a copy the board secretary Erica Burress for her to scan in and send out to the board. Member Smith asked if we always use JTL for issues regarding this. Mr. Northam stated he called them because they had done the last one and he could call other places in the area to help with the master plan and would be willingly to find a total of three companies to choose from. • Mr. Northam stated that although the naming of the parks policy is still being worked on, there is a possible name to honor for a little league building. Member Owen stated he would work on getting something put together for the policy. Mr. Northam stated we would put that on the agenda for next month to discuss that policy. • Member Samuel requested railing for the down river stairs and fixing of studs. Mr. Northam stated he had been looking into pricing. Old Business: NONE New Business: a.) Mark Maxwell- Louisville Crashers Monster Crash: Mr. Maxwell came before the board stating that they would like to rent the Nachand Fieldhouse for their big Halloween party. Mr. Maxwell announced to the board that they would like to rent the field house on October 27 2012 from 8:00 P.M. to 12:00 P.M. with the band going on around 9:00 P.M. He stated it would be $20 a ticket and they would like to sell alcohol so it would be 21 and over only. Mr. Northam stated that the electrical issues need to be done and would cost $1000 and would be a one -time cost. Mr. Northam also stated that he will be meeting on Thursday with the fire department regarding safety concerns and would be going before the board of public works regarding the noise ordinance. Mr. Maxwell stated he has security covered on the inside and would love to see a police presence on the outside. Mr. Maxwell also stated that the acoustics will not be a problem as long as there is a crowd. Mr. Northam handed the board a memorandum from City Attorney Les Merkley stating that if the Parks Authority is to approve the request for alcohol to be sold, he recommends the event sponsors and the alcohol vendor include the city on the insurance policy at a minimum of $1 million. The event sponsors must also execute an agreement where they do not hold the Parks Department and the City responsible for any liability that may arise from the event. Mr. Northam also stated that the department will need to apply for a permit for entertainment and amusement with Homeland Security for $200. The board agreed to charge the Louisville Crashers an $800 rental fee and a $500 carpet cleaning fee with the board to cover the electrical costs. b.) 2012 -R -3: A Resolution giving the Mayor Authority to Execute Documents for the Sale of Property: Mr. Northam presented a resolution on the behalf of the City Attorney Les Merkley that will allow the Mayor to have authority to execute documents for the sale of property. Member Smith announced that although he does support this Resolution, he wanted to be on record that he supports it as long as it is within parameters of where the bridge is going. Member Samuel stated that the resolution is to make sure the Mayor signs it to go to INDOT. Member Samuel made that motion to PASS 2012 -R -3 with member Gill seconding, PASSING unanimously on a vote of 6 -0. Board Member Comments: Member Payne: None Member Smith: asked the board to consider looking into a sprinkler system at the field house, especially with events beginning to happen at the field house. He stated there currently is not a fire plan and would request the department to look into pricing for this. Mr. Northam agreed. Member Samuel: requested that names in question for the naming of the parks, not be stated in a public meeting in case that person is not chosen to have their name honored. The board agreed. Member Sellers: None Member Gill: stated that the signs are being obeyed at the youth field and it is working so far to not put up fencing. Board President Owen: Asked when the river stage be moved. Ms. Schutz announced not till November. Member Owen asked if we could review the expenses for the year with the river stage. Member Samuel made a motion to ADJOURN at 7:15 P.M., with Member Gill seconding, PASSING on a vote of 6 -0. ,,,,011110Prre // 4ilif Present