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HomeMy WebLinkAbout11-13-2012 Jeffersonville Parks Authority Monday, November 13 2012 The Jeffersonville Parks Authority met in regular session in the Mayor's Conference Room, City Hall, Jeffersonville, IN on November 13 2012 at 6:01 P.M. Members Present: Edward Zastawny, Bryan Glover, Mike Smith, Nathan Samuel, and Board President Matthew Owen. Absent: Dennis Julius, , Zach Payne, Lisa Gill, and Connie Sellers. Also Present: Parks Director Paul Northam, Parks Advisory Member Sandy Knott, Jim Ritchie with the Youth Football league, Jamie Lake and Matt Gullo with Kovert Hawkins, and Chris Gilbert with Security Pros. Member Samuel made a motion to APPROVE the agenda with the additional item of Parks naming policy to be added under New Business. Member Zastawny seconded, PASSING on a vote of 5 -0. Member Samuel made a motion to APPROVE the minutes from October 8 2012 with member Glover seconding, PASSING on a vote of 6 -0. Member Samuel made a motion to APPROVE the claims list in the amount of $62,234.25 with member Zastawny seconding, PASSING on a vote of 5 -0. Public Comment: None Directors Report: a.) Matt Gullo- Vissing Park Update: Matt Gullo with Kovert Hawkins presented the board with an update on the Vissing Park project. Mr. Gullo stated that in Park North the shelter and bathroom is complete and will need plaque approval tonight. The playgrounds, basketball courts, and all walking trails are installed. There needs some finishing up on the detention basin, site lighting, and some landscaping. In Park South the ball fields are seeded and playgrounds complete, as well as the walking trails. There is some work being done on the interior of the press box. Mr. Gullo stated that the bi- weekly meetings will be moved from next Thursday to Tuesday Nov 20 due to Thanksgiving. Mr. Gullo stated people are already beginning to use the walking trails and there needs to be communication to the citizens to stay off the park until construction is complete to keep people from getting hurt. There was some discussion among the board and Mr. Gullo and Mr. Lake regarding the sidewalks and the intersection at Vissing Park Road by Wellstone. Mr. Lake stated that the traffic light has been approved through Redevelopment Commission and Andy Crouch already has the drawings complete. Mr. Gullo presented a change order for a zero cost to include sod stripping, a drain pipe by the playground, credit for exterior letters, and a soft subgrade at entry. These changes total $5,189.82 to come from the contingency allowance leaving $16,396.88. Member Samuel made a motion to APPROVE change order six with a zero cost change to the project, with member Zastawny seconding, PASSING on a vote of 5- 0. b.) Vissing Park Plaques and Signage package: Mr. Lake presented images of two plaques for board approval to place on the restroom buildings and the press box in Vissing Park. One plaque details the history of the area and the other lists the names of the board members, the Parks Superintendent, and the Mayor. Member Smith suggested possibly placing the names of the past administration on the plaque as well since they had a lot to do with this project in the previous year. Mr. Lake stated that he can rearrange the plaque image to fit those names if the board wishes to do so. Member Glover stated that he agreed that they should be acknowledged for their work in Vissing Park, but fears that by doing so others that had a hand in the project may get left off accidentally. The board decided to table the decision on the plaques until the next meeting. Parks Director Paul Northam requested that the board decide on a signage package for Vissing Park that was presented at the last meeting, so that the next step of pricing can take place. Member Zastawny made a motion to APPROVE the signage package A, with member Smith seconding, PASSING on a vote of 5 -0. c.) Sandy Knott Parks Advisory Update: Mrs. Knott announced that the Veterans Day dedication of the Iraq /Afghanistan memorial was a big success. Mrs. Knott also announced that at Bob Hedge Park there were lights destroyed at the base of the flag pole and the advisory board purchased LED lights that mount on the side of the pole out of reach of vandals, however they need to purchase specific mounting tools. Mrs. Knott stated they hope to have this done soon. Mrs. Knott also stated that with the Aquatic Center closed for the season, Nikki Dillon is keeping busy with kids and senior events at the Ken Ellis Center. They will be working with lifespan for free meals at the Ken Ellis Center for seniors over 65 years of age. Mrs. Knott also stated that she was recently at Jeff High to look at the sculpture that the students have done to be placed in the traffic median at 8 and Nachand lane and it is just about done and will be going to Gray and Wells body shop were they have offered to paint it for free. d.) Jim Ritchie - Youth Football League: Mr. Ritchie expressed concerns with the lack of a physical barrier around the football field due to the growing problems with parents and spectators coming onto the field during the games. Mr. Ritchie stated that the league does not tolerate foul behavior and properly reprimands the behavior; however it would be easier to enforce the rules of nobody on the field with a physical barrier. Board President Owen suggested some possible poles with a chain to set a barrier without the cost of a new fence when the league may have new fields at the proposed youth activities complex that is being looked into by the board. Member Zastawny stated that he would support that type of barrier because it is movable so the field can be used for other sports in the off season. e.) Jamie Lake -CCSA Youth Activities Complex: Matt GuIIo and Jamie Lake with Kovert Hawkins updated the board on the progress of the construction documents for the CCSA Youth Activities complex stating that a lot of work has been with the ground and looking into the draining of the site. Mr. GuIIo stated that they are waiting on some permits from the corps. Mr. Gullo stated that they met with two different storm water distributers who has done worked with draining fields in the past to get ideas for the best way to drain these fields. The construction documents will most likely be complete by the end of January. Mr. Lake announced to the board that they are working with Andy Crouch to look into the roadway improvements. Mr. Lake stated the design of the roadway improvements is included in their contract, but the price for the actual road work construction would fall within Andy's department. Mr. Lake stated that Kovert Hawkins feels the animation to promote the project is crucial and is offering the city $5000 towards the $14,000 animation cost. Mr. Lake also stated that Paul Duckworth with CCSA has secured a $2400 grant to go towards that as well. This will leave $6,600 for the cost of the animation from the city. Mr. Lake stated that a timeframe for this project, if the board so chooses to continue with the project, is to put out for bidding in the spring after the construction documents are complete and would hopefully be able to begin some road work and parking lot work over the summer and the have full use of the site after the fall football season in 2013. The project would most likely be complete in 2014 with final payments being at the end of 2014 to the beginning of 2015. Member Glover asked attorney Scott Lewis what type of contract can be drawn up regarding the property with CCSA. Mr. Lake stated that CCSA is willing to give all of the property to the city, but to help with the process and requirements for them to obtain grants towards the project they have offered to keep ownership of the backfields and give the turf field and building land to the city. Mr. Lewis stated that in order to determine the contractual language, the financing will need to be determined first. Mr. Gullo stated that as far as the animation is concerned, it is very crucial to sparking public interest as well as corporate sponsors. Member Zastawny made a motion to APPROVE pay $6,600 from park space for the animation development for the Youth Activities Complex, seconded by member Smith, PASSING on a vote of 5 -0. f.) Paul Northam updates: a.) Meeting Date Change: Mr. Northam asked the board if moving the meeting to the second Tuesday of each month so that the attorney Scott Lewis can attend the meetings. This would begin with the next meeting on December 11 2012. Member Smith made a motion to APPROVE moving the meeting date to the second Tuesday of each month, seconded by member Glover, PASSING on a vote of 5 -0. b.) Signage at field house: Mr. Northam asked for approval to take up some of the chipped up concrete area outside the field house and replacing it with some green space with trees and a possible sign. Mr. Northam stated the money would come from the Engineering Department and Member Smith stated that it is in fact a hazard with people tripping on that chipped concrete. Member Glover made a motion to APPROVE the changes to the concrete, with member Samuel seconded, PASSING on a vote of 5 -0. Old Business: NONE New Business: A. Security Pros -Chris Gilbert: Mr. Gilbert presented a security package to the board for the Vissing Park Project. Mr. Gilbert stated that for their security cameras to work at their best ability, the park needs to have wireless Internet. Mr. Gilbert stated that insight communications can install the network service to make the park a WIFI hotspot for $10,300. Mr. Gilbert discussed the security package with the board highlighting the card entry doors, the analytics in the cameras, the security alert signals, and the ability of the cameras to send a video and alert instantaneously to any computer or device. Attorney Scott Lewis noted that the package is priced at $175,000 and anything over $150,000 must go out for bidding. Mr. Gilbert stated that they can take a few extra things off to bring the price down and Mr. Lewis stated the board would need to get the specs and details together to create an RFP and then send that RFP out to three companies for pricing. The board could then grant approve a package. Member Zastawny agreed that the park needed WIFI and since that is the first step to obtaining any security package with any company. Member Zastawny made a motion to APPROVE having insight install WIFI at Vissing Park, with member Glover seconding, PASSING on a vote of 5 -0. Board President Owen asked Security Pros if they could come back to the next meeting to be able to give specifics and more details. Security Pros agreed. Board Member Comments: Member Smith: none Member Glover: none Member Zastawny: none Member Samuel: none Board President Owen: none Member Samuel made a motion to ADJOURN at 7:15 P.M., with Member Glover seconding, PASSING on a vote of 5 -0. ' resident