HomeMy WebLinkAboutJune 24, 2013 Jeffersonville Parks Authority
Monday, June 24, 2013
The Jeffersonville Parks Authority met in regular session in Room 101, City Hall, Jeffersonville, IN on June
24, 2013 at 7:OOpm. Members present: Mike Smith, Zach Payne, Connie Sellers, Lisa Gill, Board
President Ed Zastawny, Matt Owen, Nathan Samuel, Dennis Julius. Absent: Bryan Glover. Also Present:
Scott Lewis, the Board Attorney, Parks Director Paul Northam, Jamie Lake and Matt Gullo with Kovert
Hawkins and Paul Duckworth with CCSA.
Member Samuel made a motion to APPROVE the agenda, with Member Julius seconding, PASSING on a
vote of 8 -0.
Member Samuel made a motion to APPROVE the minutes from the regular proceedings on May 20,
2013 with member Gill seconding, PASSING on a vote of 8 -0.
Member Julius made a motion to APPROVE the minutes from the special meeting on June 3, 2013 with
member Gill seconding, PASSING on a vote of 6 -0, with members Payne and Owen abstaining.
The board requested that Mr. Northam ask Event Director Sara Schutz to attend next month's Parks
Authority meeting to give an accounting of last week's Smokin' on the River. Member Samuel asked for
explanation of the User - Friendly Phone Book, LLC expenditure of $1,070. Mr. Northam explained that it
represents the cost of the Parks ad in the white and yellow sections of the phone book. Member Samuel
asked Mr. Northam if the expenditure of $12,500 to Show -Me- Fifteen, LLC was for one band and if so,
how many performances. Mr. Northam stated that he was not sure, but explained that it might
represent the cost of the bands that will perform at July's Jeffersonville Goes Country. Member Samuel
stated that he would like to have Ms. Schutz speak to the board to clarify these expenditures. Member
Samuel also asked for clarification of expenditure to William Morris Endeavor described as a deposit to
Clayton Anderson for $750.00. Mr. Northam stated that it also appears to be part of Jeffersonville Goes
Country, but he will have to check with Ms. Schutz to be certain. Member Gill requested explanation of
expenditure to Natural Concepts, Inc. for Web Hosting and Maintenance for $200 since Pro Media is
taking care of all the city's web sites. Mr. Northam explained that the Parks Department is still using
their old web site and this expenditure represents the monthly fee. Mr. Northam stated that the Parks
Department's new web site with Pro Media is nearly complete. Member Samuel made a motion to
APPROVE the Parks Claims in the amount of $151,979.33 with Member Payne seconding, PASSING on a
vote of 8 -0.
A. OLD BUSINESS
1. Allison Brook Park: Mr. Northam gave the board an update on Allison Brook Park. Mr. Northam
stated that Redevelopment has earmarked $150,000 for the park and City Engineer Andy Crouch
has stated that the permits should be back in a month or two. President Zastawny asked if
Redevelopment was going to pay the Parks Department for maintaining the park and Mr.
Northam stated that it has been a long time since he spoke with Redevelopment Director Waiz,
but this was the initial intention. Member Samuel asked if there was an overrun on the
$150,000, would Mr. Northam take it to the Department of Redevelopment, or pay it out of his
Parks Department budget and Mr. Northam stated that he would take it to Redevelopment. Mr.
Northam asked the board how they felt about allowing for a community garden in this park and
Member Sellers stated that the soil needs to be tested. Member Gill stated that Josh Rodriquez,
who runs a very successful community garden, has stated that he doesn't feel that anything will
grow in the Allison Brook Park soil and is also concerned about the possibility of vandalism to
the gardens with all the foot traffic in the area. Member Smith stated that most community
gardens are managed by a neighborhood group and this garden wouldn't have management
unless a neighborhood such as Oak Park or Mellwood chose to take control of it as their own
project. Mr. Northam stated that he will conduct some research on community gardens around
the State of Indiana and Louisville and will share his findings with the board in a couple of
months. Member Smith asked Mr. Northam to contact some of the neighborhood groups and
ask if they would be willing to take on the management of a garden.
2. Glossbrenner Garden: Mr. Northam explained that at the last Board of Public Works meeting,
the Glossbrenner Garden was given to the City of Jeffersonville and the City Pride Committee
indicated that they want to continue to maintain the Garden. Mr. Northam asked the board if
they feel that a contract agreeing to the maintenance of the Garden should be created with City
Pride. Mr. Northam also asked the board in the event City Pride stopped maintaining the
property, does it fall upon the Parks Department to take over the maintenance. Member Julius
stated that if the Garden was no long maintained by City Pride and therefore going into
disrepair, the board should look into giving it back to Indiana Landmarks. Member Smith stated
that the property should now be added to the city's liability insurance in the event someone was
injured on the property and Mr. Lewis agreed. Mr. Lewis stated that he will contact Corporate
Attorney Merkley.
B. NEW BUSINESS
1. Woehrle Athletic Complex
a. Awarding of Construction Contract: Mr. Lake explained that on June 21, 2013, five bid
proposals were received with one bid excluding a necessary financial statement per the bidding
requirements, but the other four proposals were complete and free from irregularities. Mr. Lake
stated that it's Kovert- Hawkins' recommendation to award a contract to AML, Inc. of Floyds
Knobs. Mr. Lake explained the different choices the board could make:
• If the board chose the AML base bid only, the cost would be $3,749,000,
• if they included all the alternates, the cost would be $4,702,000.
• if the board chose the base bid and all the alternates except the sports
lighting alternates, the cost would be $4,135,000
• if the asphalt surface course was eliminated, the cost would be $4,055,000.
• If the board chose the base bid and the alternates except for the surface course
asphalt and did not take the artificial turf alternate, the cost would be $3,972,000
Member Smith asked if the board was no longer looking at the original bid that included the
athletic building. Member Smith warned that the cost of building it in the future will only cost
more. Mr. Lewis stated that in order to go back to building the athletic building, these bids
would have to be rejected and rebid with the building. Member Samuel asked Mr. Lewis if the
board needs to get control of the property before awarding the bid. Mr. Lewis stated that the
approval of the bid is subject to the CCSA and the deed being signed. President Zastawny stated
that the most up -to -date fund report that he has available indicates that the non - reverting fund
has $2,289,000 and EDIT has $2,287,000 available as an option to take care of this project.
Member Samuel asked President Zastawny if he had a recommendation on which base bid and
alternatives he would choose and President Zastawny stated that he would choose the
$4,055,000 package. Mr. Lake stated that he would feel comfortable not doing the $80,000
surface course and it could be added at a later date. Mr. Lake stated that he is very happy with
how the rebids and the redesign turned out and it will give the board the ability to apply the
savings directly to the future building. Member Owen made a motion to accept the base bid
with the alternates 1A, 1C, 1D and 3A for $4,055,000 contingent upon the land agreement,
signing of the deed, and signing of a written contract with the Parks Authority and the
contractor AML, Inc., seconded by Member Sellers, PASSING on a vote of 7 -0, with Member
Payne voting no.
b. Approval of Kovert- Hawkins Invoice for Redesign and Rebid: Mr. Lake presented an invoice
of $41,000 for board approval. Member Smith made the motion to approve the invoice to
Kovert- Hawkins for the cost of redesign and rebid in the amount of $41,000, seconded by
Member Julius, PASSING on a vote of 8 -0.
c. Approval of Kovert- Hawkins Construction Administration Award of Contract: Mr. Lake
presented an invoice of $48,500 for board approval. Mr. Lake explained that this is a one
complete construction administration services contract that has everyone reporting directly to
Kovert- Hawkins which helps them better coordinate the project. President Zastawny asked for
clarification that there will be no other costs associated with managing the project and Mr. Lake
confirmed there will not be. Member Owen made a motion to approve the construction
administration contract, seconded by Member Gill, PASSING on a vote of 8 -0.
d. CCSA Property Transfer: Mr. Lewis presented a proposed agreement between the Parks
Authority and the Clark County Soccer Association for approval. Mr. Lewis explained that the key
part of the proposal states that CCSA agrees to transfer the front part of the property — 8.939
acres — and deed it to the Parks Authority. Mr. Lewis stated that he has provided a separate
warranty deed that he has drafted and given to Mr. Northam. This is a legal warranty deed that
is to be signed and notarized upon the approval of this agreement. Mr. Lewis will take it down to
the court house and record it on behalf of the city. Mr. Lewis explained that this is an agreement
not a lease and we will be sharing the fields with CCSA. Member Julius asked what will happen
to T.J. Elementary if the Parks Authority builds a football complex and President Zastawny stated
that we will still use it for practice and will continue to maintain it. Member Julius pointed out
the section of the agreement that states in the event that a corporate sponsor is found for the
whole complex, then 75% of revenue shall be distributed to the Parks Authority and 25% will be
distributed to CCSA. Member Julius asked what active role CCSA will play in the daily operations.
Mr. Duckworth stated that CCSA is a non - profit 503C organization and any revenues they have
will be applied into equipment and field maintenance and anything in excess of that will be
applied to reducing the registration cost to the public. Member Owen made a motion to
approve the agreement to be signed with the warranty deed between the Parks Authority and
CCSA, seconded by member Sellers, PASSING on a vote of 7 -0 with Member Payne voting no.
2. Vissing Park
a. Approve Change Order #10: Mr. Lake presented the final change order with AML for the
Vissing Park project with all items completed with money left over leaving a credit of $4, 222.18.
Member Owen made a motion to approve Change Order #10, with Member Gill seconding,
PASSING on a vote of 8 -0.
b. Signage Package: Mr. Gallo presented a cost estimate of $178,000 for all the signage at
Vissing Park which includes the material and installation. Mr. Gallo explained that this amount is
over the threshold and would have to be bid out. Mr. Gallo stated if you don't do all the signs at
the same time, there is a 30% mark -up because the material used is ordered in bulk. Mr. Gallo
offered another signage package cost estimate of $90,000 which decreases the number of signs
ordered. Mr. Northam and member Gill both stated that they have had inquiries as to when the
mile markers would be placed in the park. Mr. Gallo stated that the cost could be lowered to
$46,000 and would include gateway sign, rules and regulation signs and mile markers. Member
Owen made the motion to pursue the estimated $46,000 sign package as described for Vissing
Park, with Member Gill seconding, PASSING on a vote of 8 -0.
3. Greenway Monuments and Memorials: Shaunna Graf with the Greenway Commission came
before the board to discuss the fact that Jeffersonville's part of the Greenway has never been
formally adopted as a city park; therefore, there is no governing authority for that Greenway.
Ms. Graf explained that the Monuments and Memorials Policy provides some guidance for
someone wanting to (for example) name a park bench or put in a war memorial. Ms. Graf stated
that the Commission does not want to control the process, but be a partner in the process. Ms.
Graf asked the board to work with the Commission to determine a course of action since the city
does not have a document in place. The board stated that they want to be certain there isn't a
document already in place and Mr. Lewis suggested asking City Clerk Vicki Conlin to make a
thorough search. Member Owen suggested first looking into whether or not the Greenway is a
city park and stated that he doesn't think that it is. Member Owen also stated that it would be
easy to add in a paragraph about the Greenway Commission into the Parks Department's
current Monument Policy.
4. Contract to Install Electric at Light Posts on Riverside Drive: Mr. Northam stated that during the
moving of the houses on Riverside Drive to make room for the bridge project, they had to take
out some light posts. Mr. Northam explained that the electricians and the city Engineering
Department thought that while the light posts were down it would be a good time to run
electricity to them. Mr. Northam presented some benefits to doing that would be the holiday
snowflakes that run down Spring Street could be placed on Riverside Drive, and it would be
useful during bigger events such as Thunder and Smokin' on the River. Mr. Northam stated that
the cost estimate was $3,750. President Zastawny questioned whether this was a Parks
Department expense, but instead possibly UEZ or Redevelopment. Member Smith stated that he
thought it was a good idea and suggested Mr. Northam take his request to the Board of Public
Works for approval.
5. Steamboat Days Committee: Mr. Lewis presented a resolution he prepared in order to
formalize the Steamboat Days Committee. Mr. Lewis stated that this committee is to be a one -
year term advisory committee that will assist the Parks Department and Parks Authority over
the planning and coordination of this event. Member Sellers stated she feels this is a good idea
because they will have to come to the Parks Authority and keep them informed. Mr. Lewis
stated that if a group calls themselves a committee, there has to be some kind of enabling
resolution and feels that legally it should be through the Parks Authority establishing this
advisory committee. Member Samuel requested that his name be removed from the list of
committee members. Member Sellers made the motion to approve 2013 -R -1 with the deletion
of Nathan Samuel on the committee, seconded by Member Julius, PASSING on a vote of 8 -0.
C. DIRECTORS REPORT
1. Sandy Knott — Parks Advisory Update: Ms. Knott stated that the Parks Advisory Board thinks
that the Parks Department is doing a great job in taking care of our city parks and our river front
is beautiful this year.
Ms. Knott stated that there are gang markings on the basketball court at the Optimist Club and
Mr. Chris Ralston is looking into it and will get back with them. Member Gill stated the graffiti
needs to be photographed and Ms. Knott replied that she will attempt to get those photos.
Ms. Knott stated that the Terrace Park Place Neighborhood Association has gotten permission
from the Parks Department to put in landscaping around the flag pole area and the monument
at Vogt Park. Mike Reynolds from the Parks Department will be building a pergola that will be
placed in the area as well.
Ms. Knott stated that grapevine that is over 100 years old was donated from one of the houses
that is going to be torn down due to the Big Four project and was placed in Preservation Square.
Mr. Reynolds built a pergola for that grapevine and it is doing beautifully this year.
Ms. Knott stated that Jeff Little League will be hosting the 10 -year old State Finals in
Jeffersonville on July 18 — July 24. There are 14 teams involved which will bring in approximately
700 visitors into Jeffersonville. Ms. Knott suggested having "Welcome Little League" yard signs
made as well as some banners welcoming them into our community.
Ms. Knott described an incident she experienced in Bob Hedge Park where a woman had a very
vulgar saying on the front of a t -shirt she was wearing. Ms. Knott asked the board if there was a
city ordinance concerning obscenities. Mr. Lewis stated that these types of things can't be easily
controlled due to the first amendment laws.
Member Gill asked Ms. Knott if she knew of any neighborhood associations around the Optimist
Club and Ms. Knott stated that she does not think there are any neighborhood associations in
that area.
2. Matt Gullo — Vissing Park Update: Mr. Gullo stated everything at Vissing Park is complete. All
the check lists have been checked off with the exception of the concrete that needs to be
pumped -up near the softball fields so there are no tripping hazards. There is a $20,000 hold on
the final pay -out to take care of that project. Mr. Gullo explained that once that work takes
place, the contract will be closed out in July or August, 2013.
3. Jamie Lake — Woehrle Athletic Complex Update: Mr. Lake stated that has prepared the
contracts and sent them to Mr. Lewis and will not proceed until it's determined how it goes with
CCSA.
4. Paul Northam — Report:
• Mr. Northam thanked the board for attending the Vissing Park Grand Opening stating that
there were approximately 100 people who attended the ceremony.
• Mr. Northam stated that Sara Schutz will provide a report of Smokin' on the River at the
Parks Authority's meeting in July.
• Mr. Northam explained to the board that he has a proposed contract with Pro Media to
design the Parks Department's website for $7,850. With the board's approval, he stated that
he would like to move forward with it and include a clause stating the cost will not exceed
$7,850. Member Sellers stated that the board needs to sign the contract, but Mr. Northam
stated that he has already signed the contract and Pro Media has already starting working
on the website. Mr. Lewis asked Mr. Northam how much of the work has been completed
to -date, and Mr. Northam stated approximately 35 -40% of the website is complete. Mr.
Northam explained that a Riverstage website contract for $4,750 has also been signed with
Pro Media. President Zastawny reminded the board that Mr. Northam had previously
discussed having two websites and the board agreed to go with Pro Media, but it never
came back for an official vote and Mr. Northam assumed he had approval to sign and move
forward with the contracts. Member Samuel asked Mr. Northam if he had the money in his
budget to cover the contracts and Mr. Northam stated that he did. Member Samuel made a
motion to ratify the contracts that Mr. Northam signed including the not -to- exceed
amounts, seconded by Member Owen, PASSING on a vote of 7 -0 with Member Smith voting
no. Member Smith explained that he feels Pro Media is very selective on what pictures are
used and feels they do a terrible job. Member Smith stated that there hasn't been one alert
for the CSO discharges and the city is required to alert the public. Mr. Northam stated that
Pro Media is designing their website based on discussions with him and other Parks
members and once the website is complete, Parks will have access to go in and add pictures
and change content. Member Gill advised Mr. Northam to let them know if he does not gain
access to the website as promised as other department heads in the city were told that they
would have access and they have not been able to do so.
D. REPORTS AND COMMENTS
1. Public Comments
None
2. Parks Authority Member Comments:
Member Smith: A newspaper article stated that the Parks Department cleaned out an area that
that they shouldn't have in Preservation Park for Jeff Fest and he was wondering if it was
repaired or replaced. Mr. Northam stated that he knew nothing of a rain garden in Preservation
Park and it appeared to be a bunch of weeds. Jeff Main Street asked if the Parks Department
would clean it up and they did so at their request. Member Smith asked Mr. Northam if the city
needs to repair or replace what was damaged and Mr. Northam stated that he will have to
speak to Deb and Len Ashack about that. Member Smith stated that he doesn't want to be in
breach of something because that park was an agreement on one of the city's settlements.
Member Smith asked Mr. Northam how the exercise activities on the Riverstage are being paid
this year. Mr. Northam stated that costs have been cut in half from $100 a session to $50.
Member Smith asked about finding instructors to do the classes for free and Mr. Northam
stated he had Nikki Dillon and Sara Schutz reach out to the instructors and they were not willing
to do it for free. Mr. Northam explained that the instructors have followings and if there is a
different instructor there every week you won't have a consistent crowd because they won't
know who is going to show up. Mr. Northam stated that they decided to continue to pay the
instructors, but at a lesser amount. Member Smith asked if there was a cost for setting up and
taking down the audio and Mr. Northam stated that a seasonal employee was trained to go to
the Riverstage for two hours a night and is paid $7.25 an hour for a total of $14.50 four nights a
week and Saturday morning. Member Smith stated that he was unaware of that expense and
explained that the board did not set aside money for those expenses that are coming out of the
Parks budget. Mr. Lewis asked if the exercise program classes have been added to the city's
liability insurance. President Zastawny asked Mr. Northam to give the board a breakdown of the
exercise program at the next meeting in July and Mr. Northam stated that he will also find out
information regarding the liability insurance.
Zach Payne: None
Connie Sellers: Volunteered at Smokin' on the River along with Member Gill and there were
people from all over the country who attended the event estimated at 20,000. Member Sellers
stated that the music was great and the headliners were happy and sold lots of cd's.
Member Gill: None
Dennis Julius: None
Matt Owen: None
Nathan Samuel: Jay Ellis from Jeff Main Street called and asked him to defend Paul on the rain
garden being cleared at Preservation Station. Mr. Ellis stated that he asked Mr. Northam to clear
that area and was unaware that it was a rain garden.
Member Samuel stated that someone from the Louisville Bicycle Club contacted him about the
possibility of having bicycle safety and new rider and bike handling classes on our side of the
river. Member Samuel explained that there are three different sessions and five classes per
session. This is sponsored in Louisville by the Louisville Bicycle Club and they give away a t -shirt
that says it's supported by the Mayor's Healthy Hometown Movement. Member Samuel stated
that the cost is estimated to be $1,500 to start the program. Member Sellers suggested that the
Louisville Bicycle Club contact Planning and Zoning Director Shane Corbin who has been working
with them.
President Zastawny: With the soccer complex moving on, Mr. Duckworth has been talking to
Mr. Northam about moving soccer on a temporary basis to the CAST field and Colston Park until
the fields are complete. Football will continue at Thomas Jefferson Elementary School.
President Zastawny stated that Mayor Moore had a press conference stating that he wanted to
make Colston Park into condos but has found out that they haven't done their due - diligence or
performed studies. President Zastawny asked the board if they wanted to entertain doing
anything about selling the property for development. Member Samuel asked if the Parks
Authority would want to invite Redevelopment to do a study to find out what can be done with
the area. Member Smith made a motion for Redevelopment to use their dollars to do
development studies of Colston Park as long as the Parks Authority is provided a copy of the
report, seconded by Member Julius, PASSED on a vote of 8 -0.
Mr. Lake stated that he found out about Redevelopment's interest in that property when he
read it in an email about the press conference. Mr. Lake stated that the property has not been
discussed at the Redevelopment Commission for specific development opportunities and all
things discussed at the Mayor's press conference came as a complete surprise to him as a
Redevelopment Commissioner. Mr. Lake stated that as a commission they have not discussed
investigations of Colston Park, but he thinks as part of a due - diligence effort he would support
doing investigations as step one. Mr. Lake explained that some investigative work was
previously done for the canal with Peggy Duffy coordinating the study and they found remains.
Mr. Lake advised that it is a very long and costly endeavor. Member Samuel asked Mr. Lake to
advise the Redevelopment Commission that the Parks Authority Board has given their
permission to do due - diligence on Colston Park.
Member Owen made a motion to ADJOURN AT 9:05pm, with Member Julius seconding, PASSING on a
vote of 8 -0.
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