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HomeMy WebLinkAboutMarch 18th, 2013 Jeffersonville Parks Authority Monday, March 18, 2013 The Jeffersonville Parks Authority met in regular session in Room 101, City Hall, Jeffersonville, IN on March 18, 2013 at 5:30pm. Members present: Mike Smith, Zach Payne, Connie Sellers, Lisa Gill, Board President Ed Zastawny, Matt Owen, Nathan Samuel, Bryan Glover, Dennis Julius. Also Present: Parks Director Paul Northam, Jamie Lake and Matt Gullo with Kovert Hawkins and Paul Duckworth with CCSA. Member Glover made a motion to APPROVE the agenda, with member Julius seconding, PASSING on a vote of 9 -0. Member Samuel made a motion to APPROVE the minutes from February 25, 2013 with member Smith seconding, PASSING on a vote of 7 -0 with members Owen and Glover abstaining. Member Gill made a motion to APPROVE the claims list in the amount of $40,071.06 with member Payne seconding, PASSING on a vote of 9 -0. Member Samuel questioned the claim to Rubaiyat Boat Harbor for $2,880. Mr. Northam explained that it was dock expense for the RiverStage. Member Samuel also questioned a claim to Radio Disney for $7,000, with Mr. Northam explaining that it was for the Twilight Cinema and is a one -time fee for service. Member Samuel feels the RiverStage funds should all be kept together so that they will know what has been spent on RiverStage. Mr. Northam agreed and wasn't sure why that wasn't done. Member Gill questioned an expense of $100 to Thom Whittinghill and Mr. Northam explained that it was payment for the "professional Easter bunny" used at the children's Easter events. A. OLD BUSINESS 1. Parks Naming: Member Owen distributed a naming policy to all members with the following policy revisions: page one under Definitions, 2009 -R -1 has been added where it deals with amenities, the language has been changed to say City of Jeffersonville rather than Jeff Parks Department, and the policy states that before naming a park or amenity after someone permission will be required from the individual, or if deceased, from the next of kin. Member Owen explained that Major Features that have not had a permanent name designated may be named temporarily for the purpose to generate funds for the City Parks and Recreation Department for the duration of no more than ten years in order to recognize the generous donations of Parks Sponsors. There was discussion about the process of nominating and voting on nominees. Member Owen explained to the board that the nominees must first go to the Advisory Board who then makes recommendations to the Parks Authority. Member Owen made a motion to adopt the policy as the Parks and Recreation guideline for naming of Parks facilities, with member Payne seconding, PASSING on a vote of 9 -0. 2. Aquatic Sign: Mr. Northam gave the board three quotes he received for the digital Aquatic Center sign: S &K Signs in Clarksville for $31,500, Commonwealth Signs in Louisville for $26,917 and Rueff Signs, Inc. in Louisville for $24,650. Mr. Northam explained that S &K Signs recommended an additional $1,500 vandal cover, but both of the sign companies from Louisville did not recommend the vandal cover. President Zastawny suggested Mr. Northam consult with Planning & Zoning Director Shane Corbin to be certain that the new sign conforms to code. Mr. Northam agreed to consult with Planning & Zoning and will bring his findings back to the board next month. B. NEW BUSINESS None C. DIRECTORS REPORT 1. Sandy Knott — Parks Advisory Update: Ms. Knott was very complimentary of the job that Nikki Dillon has been doing in the winter months while the Aquatic Center is closed. Some of the programs Ms. Dillon has offered are yoga, zumba and belly dancing. Ms. Knott stated that bingo is very well attended by the seniors on Tuesday and Thursday and attendance has increased due to the food program that has been brought into the Ken Ellis from LifeSpan. The Flashlight Easter Egg Hunt will take place in Vissing Park on March 30 and she has been assured that the softball fields will have grass by that time. Thunder Over Louisville will be held April 20 with hopes that the river will cooperate in order to provide entertainment on the RiverStage. Steamboat Days is going to be brought back next year in conjunction with the 100 year anniversary of the Belle of Louisville on October 17 and 18th, 2014. Ms. Knott thanked Mr. Northam and his parks crew for doing a wonderful job taking care of the city parks in conjunction with all the other things they have to do in the city. Mr. Northam handed out a copy of the text that will be on the Thomas Jefferson plaque for board approval. Ms. Knott stated that the winter athletic leagues are doing well and the season is wrapping up. The Little League has 53 teams signed up to participate this year compared to last year's 51 and adult softball starts the Monday after Derby Day. 2. Matt GuIIo — Youth Athletic Complex Update: Mr. GuIIo with Kovert Hawkins came before the board with changes to the JAM (Jeffersonville Athletic Multiplex). Mr. GuIIo showed the board a presentation of the expanded JAM Center. The space has been doubled to allow for four basketball courts, rather than two, and six volleyball courts, rather than three. Mr. Gullo explained that rather than do an expansion later, it was decided to bid it out now as part of this package. The storage facility has been located further south and away from the detention pond giving them the ability to form a much needed larger detention basin. All the parking will stay the same minus 40 spaces. Since there are 40 to 50 spaces more than the legal code requires, the parking is fine. The roadway will also be improved. Mr. Gullo explained that the zoning requirements for plantings are quite stiff, but there will be trees up the frontage road and landscaping will be planted to form a screen. Mr. Lake with Kovert Hawkins took Mr. Gullo's place at the podium to address the board about the progress and expansion of the JAM project. Mr. Lake stated that the building has been changed to a precast concrete facility which makes the building much stronger, more economical per square foot and faster and much easier to construct. The total commitment to the project is approximately $600,000, which is a fraction of what it would be if the expansion was added in the future. The expansion caused the building to be a little taller and about twice as long. There are two storage areas at 1,100 square feet each in the rear of the building. The basketball courts will be in quadrants broken up by dividing curtains which will drop from the ceiling. Bleachers can be rolled out without cutting the floor. Sports such as futsal, volleyball, soccer, tennis, basketball, baseball and softball can be played within these quadrants. Upstairs there will be a one - eighth mile walking track and there is an extended mezzanine in the back with seating around the track so you can peer down upon the playing surface below. No other changes were made upstairs with the exception of moving the custodial closet into the basic mechanical room and making it an IT room for sound systems and lighting. The facility will have large restrooms as well as a room with a shower which can facilitate the coaches, referees, umpires, and officials during game and tournament play. The maintenance building and the interior storage space that was so desperately needed has become an all- season storage space, site storage and site maintenance. Mr. Lake outlined for the board phasing and scheduling. Please see attachment. Mr. Lake stated that the CCSA has a tournament scheduled for June 22, 2013. The contractors will not be working in mass until after this tournament. Mr. Lake stated that the CCSA is being very flexible and generous with his demands. The CCSA is considering relocating their Fall 2013 season. CCSA would return in the Spring season to the site and play on the turf field only. Mr. Paul Duckworth with CCSA spoke to the board about the need for the expanded JAM facility in order to have futsal league play and tournaments. Mr. Duckworth stated that he would love to have his Louisville Futsal League participate at the new facility. Member Samuel asked what the market rate is for charging per hour for use of the courts for futsal and Mr. Duckworth responded $50 - $70 an hour per court. Mr. Lake explained to the board that there isn't a building exactly like the JAM anywhere around the region. The board discussed additional activities such as trampoline, cheer competition and gymnastics which could easily take place in this facility. Mr. Lake outlined the alternates for the JAM project. Sports Lighting: all premier turf field lighting will be done in the base bid as well as all head end and rough -ins. The upper two fields and the lower three fields will have separate alternates, but at the very least, there will be lights on the turf field. The board can choose to add the other two, three, or five fields as a group. Mr. Lake stated that the road improvements will also be handled as an alternate in order to isolate that cost. The Shelter Pavilion and the Maintenance Building will be handled as alternates the same way it was at Vissing Park. Mr. Lake described to the board two alternate lighting packages with the outside of the building having all LED lights and the indoor lights high efficiency T -5 florescent. Mr. Lake stated that he will be taking an alternate to change all the interior lights to LED lighting, including the lights in the Fieldhouse, which means that the city would never have to change a light bulb in those buildings. Mr. Lake explained that the rubber walking track will also be an alternate. Mr. Lake stated that all of these alternates are at the discretion of the Parks Authority Board. Member Owen asked what the base price estimate is for the entire project and Mr. Lake said their goal is to stay under five million dollars. Mr. Lake is looking into grants to help pay for the $100,000 indoor flooring and the turf which is $800,000. After adding in the lighting, the total cost is around $1,000,000. Member Julius asked if anyone has looked into the revenue that could be generated from this facility and also, who would be responsible for running and managing the program. Mr. Northam stated that someone would have to be hired to manage the JAM. Member Samuel asked Mr. Lake if he had an idea of the cost of utilities for this huge facility. Mr. Lake said he did not have an estimate at this time, but stated that with all the energy efficient equipment it might cost Tess than the city pays at Nachand Fieldhouse, which is a much smaller facility. With regard to costs and how the city is going to pay for the project, President Zastawny shared some numbers with Mr. Lake and the board that were given to him from Controller Amy Deering: In 2011 at year -end, we were under budget in the Parks Department by $1.5 million and in 2012 Parks was under budgeted by $925,000 and if using EDIT to combine with paying off the bond anticipation note, in 2011 EDIT was under budgeted by $1,470,000 and 2012 they were under budgeted by $1,775,000. There is $2.5 million in the Vissing Park /Soccer non - reverting fund. President Zastawny stated that he doesn't want to take on a project that the city can't afford, but feels they can do this project and pay it off in five years. Mr. Lake commented that this city project is the only one that has the potential to be an income generator. Attorney Scott Lewis stated that he needs to finalize an agreement with CCSA and needs legal descriptions of the front part that is deeded to the city and requests an easement to have access to the back part. Mr. Lewis asked if there had ever been an appraisal done on this property and Mr. Duckworth said he thought it had been about two and a half years ago. Mr. Lake stated that the next step is to get the board to formally approve the bids going out and asked if the board would like to do that at the meeting this evening. Member Sellers made a motion to release the project for bidding, with member Owen seconding, PASSING on a vote of 8 -1, with member Payne voting no. 3. Paul Northam — Plaque for Thomas Jefferson Statue: Mr. Northam gave each board member the text that will go on the plaque for the Thomas Jefferson Statue in Warder Park. Mr. Northam stated that he had Jeanne Burke check the text for accuracy. Mr. Northam stated that he would like the board to look it over and if anyone wants to make any changes, please email him the information. Mr. Northam asked the board if they would like to have the Parks Authority meet on the fourth Monday of the month at 7:OOpm, rather than 6:OOpm. Member Sellers made the motion to have future meetings on the fourth Monday of the month at 7:OOpm, with member Gill seconding, PASSING on a vote of 9 -0. Mr. Northam stated that Travis Haire with the Greater Clark County School System has come to the Parks Authority meetings for the last few years to ask for a pool party at the Aquatic Center as a prize for the winning school for their annual wellness challenge. The party takes place one day before the Aquatic Center opens for the season and lasts for three hours. Mr. Northam stated that he is ok with allowing the use of the Aquatic Center on that day. Member Owen made a motion to allow for the pool party, with member Sellers seconding, PASSING on a vote of 9 -0. D. REPORTS AND COMMENTS 1. Public Comments None 2. Parks Authority Member Comments Member Smith: The lighting package design on the Big 4 ramp has been changed on our side of the ramp. The lighting will be a custom job and the lighting will be in the handrail and not the post. Member Smith asked about the Fieldhouse Knox box to keep keys in case of emergencies. Mr. Northam stated that the Knox box came in and will be on the building within the next couple of days. Member Smith stated that he knows what the sign ordinance says, but encourages a good look into all sign options because he feels a need to advertise all our activities at locations such as RiverStage and Nachand Fieldhouse. Member Sellers: None Member Payne: None Member Gill: Reported to Mr. Northam that she received ten phone calls from people complaining that they love Vissing Park, but it has nothing there for the smaller kids. Member Gill stated that its people with smaller children that tend to go to the parks, and requests Mr. Northam look into that in the future. Mr. Northam stated that the equipment for the smaller children is down near the ball fields. Member Gill stated that the people who called her didn't know that it was open and available to go down there at this time. Member Glover: None Member Julius: None Member Owen: None Member Samuel: None Board President Zastawny: None Member Owen made a motion to ADJOURN AT 6:55pm, with member Glover seconding, PASSING on a vote of 9 -0. Parks Authority President