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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. / Parks Authority Pre j.ent