HomeMy WebLinkAboutAugust 26, 2013 Jeffersonville Parks Authority
Monday, August 26, 2013
The Jeffersonville Parks Authority met in regular session in Room 101, City Hall, Jeffersonville, IN on
August 26, 2013 at 7:OOpm. Members present: Mike Smith, Zach Payne, Connie Sellers, Lisa Gill, Bryan
Glover, Board President Ed Zastawny, Matt Owen, Nathan Samuel. Absent: Dennis Julius. Also Present:
Board Attorney Scott Lewis, Parks Director Paul Northam, Jamie Lake with Kovert Hawkins and Paul
Duckworth with CCSA.
Member Gill made a motion to APPROVE the agenda with Member Sellers seconding, PASSING on a
vote of 7 -0.
Member Samuel made a motion to APPROVE the minutes from July 22, 2013 with Member Payne
seconding, PASSING on a vote of 7 -0.
(Member Owen arrived at meeting.)
Member Glover made a motion to APPROVE the Parks Claims in the amount of $11,056.44 with
Member Payne seconding, PASSING on a vote of 8 -0.
A. OLD BUSINESS
None
B. NEW BUSINESS
1. CBS Outdoor, David Watkins — Billboard at Colston: Mr. Watkins stated that CBS Outdoor is an
advertising company and due to the bridges project, five of their signs had to be taken down
along Highway 65. Mr. Watkins requests permission from the board to place a sign on the
northwest corner of Colston Park next to the basketball court and in return CBS would pay
rental.
Mr. Watkins explained that there are two sign possibilities and which one is used is based upon
what INDOT will allow them to build. Mr. Watkins explained that one possibility is a trivision sign
which is exteriorly lit and provides three opportunities for advertisers on each side. CBS would
pay $15,000 rental annually to the Parks Authority. Another possibility is an LED sign which is
interiorly lit and CBS would pay $9,000 and then after twelve months, they would pay anything
over that to the amount of 18% of their gross revenue which is projected to be about $50,000 a
year. Mr. Watkins explained if an LED sign were to be built, CBS would offer one slip to the Parks
Authority for advertising full time. An LED contract would require a 20 -year lease with the Parks
Authority due to the capital costs for CBS to build the signage and a 10 -year lease if a trivision
sign is built.
President Zastawny asked Mr. Watkins if he has talked to P &Z Director Shane Corbin and he
stated that he has. Member Gill asked Attorney Scott Lewis what the legal ramifications would
be for possible future developments and changes to Colston Park. Mr. Lewis stated that it would
depend on how the lease was written and recommends not taking any action until the Parks
Authority board sees a proposed lease. President Zastawny suggested Mr. Lewis, Member
Smith, Mr. Corbin and Mr. Watkins meet and discuss this proposed offer.
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2. Security Pros, Chris Gilbert — Woehrle Security Package: Member Samuel stated that he, Mr.
Northam and Members Glover and Julius met today with Mr. Gilbert and discussed the city's
relationship with Security Pros. The "Virtual Guard" security was discussed which is a system
whereby a perimeter can be drawn around an area and if someone steps across that line, an
audible alarm will come on warning them off. Member Samuel advises as the city builds more
parks and structures, to look into making this equipment part of the project cost and possibly
putting a line item under the council budget for monitoring this as a whole for the city. Member
Glover stated that Security Pros takes care of preventative maintenance on the cameras and the
camera quality is not grainy, but digitally clear.
Mr. Gilbert stated that the cost of the equipment and installation would be $74,850 and the
monthly fee would be $2,300 which includes replacement warranty, internet, Virtual Guard
services and quarterly inspections (Quote #2). Member Smith asked what the city pays annually
now and Member Glover stated roughly $80,000 - $90,000, but some of that is Wastewater and
is paid out of their budget. Mr. Gilbert explained that as the technology has evolved, the parks
that have the older equipment from three to four years ago can start to be upgraded. There is
some opportunity to redistribute equipment to other parks /facilities and increase the footprint
without having to spend a lot of additional money. Security Pros is doing this with the
equipment at the dog park by taking it to the Aquatic Center. Mr. Gilbert explained that the
recorder went down at Bob Hedge Park and they replaced it, but there is no Virtual Guard there.
Mr. Gilbert advised that there needs to be a camera closer to the statue in that park and that
wiring is already in place.
President Zastawny questioned whether $100,000 worth of security is needed at the Woehrle
Athletic Complex. Member Samuel stated that the security package is not only good for
vandalism, but also to make the public feel safe which was a big selling point for him. Mr. Lake
stated that he would like to have cameras in place at Woehrle during construction due to the
expensive equipment and materials on the site. Member Owen stated that he feels that the
board is acknowledging liability by putting in security systems for the contractor. Mr. Lewis
stated that Member Owen has a valid point. Member Samuel made a motion to ACCEPT Quote
#1 subject to Scott Lewis reviewing the contract and future approval of the board with Member
Owen seconding, PASSING on a vote of 8 -0.
C. DIRECTORS REPORT
1. Sandy Knott — Parks Advisory Update: Paul Northam — Report: Ms. Knott stated that things are
going well and the fall softball leagues began this week. Enrollment for the All Sports Camp was
down and Scott Edwards thought this was probably due to school starting so early.
Vissing Park - there are a couple of minor problems that will be addressed by Maintenance
Director Donnie Poole after the fall season is over such as a low spot on the basketball court and
the higher ball field tends to hold water.
The statue of the little girl at Bob Hedge Park has been reinstalled. The damage to the statue
was caught on the security camera and it was done by some little children. Mr. Northam stated
that it wasn't vandalism, but an accident. Since that incident, an LED light has been placed
across the street to shine down on the fountain and the entrance. Ms. Knott stated that since
the cameras have been installed, vandalism has slowed down in the park. Ms. Knott stated that
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they are also working on a free library for children and it will be installed at Bob Hedge Park in a
couple of months.
RiverStage - Friday night, August 31st at 5:OOpm there will be a free car show and on Saturday,
night September 1 the movie Teenage Mutant Ninja Turtles will be shown at 7:30pm. Rock on
Water, a Christian rock concert, will take place on September Stn
The Kids Halloween Fest will take place on Saturday, October 26 Ms. Knott stated that there
have been complaints about how many families show up at the Halloween Downtown that
aren't from this area and it was suggested at the Parks Authority Advisory Committee meeting
that maybe there could be some kind of pre- registration for Jeff residents only or Clark County
residents. Mr. Northam stated that this is also true for events such as the Easter Egg Hunt.
Member Gill agreed that these events are for the Jeff residents and paid for by Jeff taxpayers
and they should look at pre- registering for functions such as these.
Ms. Knott reported that the youth programs and the senior programs at Ken Ellis are going well
and the Aquatic Center will be closing after Labor Day weekend.
Member Gill asked to be kept abreast of the drainage problem at Vissing Park and stated that
she has brought up the issue of drainage at the park many times. Mr. Northam explained that
although there has been water on the field, they have never had to cancel games and warned
that this field is always going to get more water because it flows toward home plate and they
knew that going in. Mr. Northam stated that they have some ideas on how to crown it and they
are going to work on it. Member Glover asked how softball signups have been at Vissing Park
and Mr. Northam stated that there was a great turnout in the summer and 35 teams have
signed up for fall.
Ms. Knott stated that the Youth Football League has started, but enrollment is down. Member
Owen stated that he believes that is because there is new leadership in the league and they are
learning their new roles. Mr. Northam explained that CCYFL has a board, but Ricky Romans has
taken over the program and there may be a year or two where numbers are down until they
realize that this is how the program is going to go. Mr. Northam explained that there have been
issues in the past with coaches fighting and arguing and behaving like children, so they have
made some changes to try to cut back on that.
2. Jamie Lake, Kovert Hawkins — Woehrle Athletic Complex Update: Mr. Lake stated that Woehrle
has been going at a break -neck pace and they intend to be completely off site by the end of this
calendar year. Mr. Lake stated that the mass rock removal has been completed and all of the
mass rock equipment has been removed from the site. Work will continue from the rear of the
site forward and they will start to bring in the imported soil materials that go over the areas
where the rock has been removed as well as installation of the storm system. Starting tomorrow
morning they will begin the excavation of the footings and foundations for the buildings. Mr.
Lake wanted the board to know that utility companies REMC and Watson Water have both been
fantastic to work with and have gone out of their way to help them. Regarding the roadwork,
Member Owen asked Mr. Lake if there are plans to take the hill down some and Mr. Lake stated
that they will be decreasing the elevation of that hill by 18 inches.
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Member Samuel asked how the cost will be affected since there was a lot more rock than
originally anticipated at the site and Mr. Lake stated that it raises the cost. Mr. Lake explained
that the rock was so hard that in some areas the ripper was able to shear the rock and in other
areas it had to be detonated. Mr. Lake explained that they put in the under -drain system which
allows proper drainage for the life of the field. Member Smith asked if there was any value in
the rock that was removed and Mr. Lake explained that most of the rock will be used under the
parking lot as base material rather than hauling in gravel, thereby reducing the rock removal
cost.
Mr. Lake presented five change orders for the board's approval:
Change Order #1 is a an $83,000 credit to deduct Alternate 1A, which was for the alternate type
of turf system and sprinkler systems, from the contract scope of work and move those dollars
into the contingency allowance from $150,000 to $233,00. Member Owen made a motion to
APPROVE Change Order #1 with Member Samuel seconding, PASSING on a vote of 8 -0.
Change Order #2 is for changes within the contingency allowance. These items have either been
preapproved by the board, or Paul out on the site, and all the work has been completed. It
includes $30,000 or so in credits and also includes the previously approved amount of $125,000
for rock removal and a couple of other miscellaneous items of about $5,000. The total
adjustment would be a $100,535 taken from the contingency allowance for a zero dollar change
to the contract leaving a balance of $132,465. Member Glover made a motion to APPROVE
Change Order #2 with Member Owen seconding, PASSING on a vote of 8 -0.
Change Order #3 is an increase to the contract sum to take care of the unanticipated rock
removal. Mr. Lake requested an increase of the contract sum to increase the contingency
allowance by $200,000 which would leave a balance of $332,465 and would increase the
contract sum from $4,055,000 to $4,255,000. Member Samuel made a motion to APPROVE
Change Order #3 with Member Gill seconding, PASSING on a vote of 8 -0.
Change Order #4 is for all of the mass rock removal that is beyond the original $125,000
allowance that was preapproved last month for a total of $188,500. This amount will be taken
from the contingency allowance and the contract sum and leave a remaining balance of
$143,965 and represents a zero dollar change to the contract sum. Member Glover made a
motion to APPROVE Change Order #4 with Member Gill seconding, PASSING on a vote of 8 -0.
Change Order #5 was brought to the board for discussion because this item has not been
approved. Mr. Lake explained that it is to change the field cross slopes from 1/2 percent to 1
percent and requires bringing in additional top soil on site over the entire grassed playfield
areas. Mr. Lake explained that the contractors are giving it to us half price because they really
feel they won't have to come back and deal with some of the issues like they are having at
Vissing Park. The total is $25,627 to be taken out of the contingency allowance for a zero dollar
change to the contract sum and would leave a remaining balance of $118,338. Member Owen
made a motion to APPROVE Change Order #5 with Member Gill seconding, PASSING on a vote
of 8 -0.
3. Paul Northam — Report: Mr. Northam explained to the board that several trees near the Nicole
Station property were removed when the project started at Woehrle. These trees were on the
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City /CCSA property and there are four trees left that are either on Nicole Station's property or
the easement. Mr. Northam stated that Mr. Duckworth spoke to one of the homeowners and
told them maybe something could be worked out with the city to take them down. The
homeowners say that since the old trees have been taken down, it exposes the other four trees
making them a high risk of falling in a storm causing damage to properties on either side. Mr.
Northam asked the board whether or not the city should partially reimburse the homeowners if
they contract to have someone remove the trees. Mr. Northam explained that he thinks Mr.
Duckworth was just trying to be a good neighbor. Member Glover stated that the last thing the
city wants to do is start the complex off on a bad foot with the neighborhood that is butted up
against it. Mr. Lewis stated that legally, it opens up the door for others who want the same
service and suggests Mr. Duckworth look into what resources CCSA has. Member Smith advised
Mr. Northam to find out exactly where the trees are at, get a price and a little more information.
Mr. Northam stated that the Parks Department is updating their website and asked the board to
verify the parks that are in their districts:
Allison Brook - Lisa Gill Lansden — Mike Smith
Aquatic Center - Lisa Gill Lottie Oglesby — Lisa Gill
Bob Hedge — Mike Smith Optimist — Lisa Gill
Division Street — Mike Smith Harland Vogt — Mike Smith
Duffy's Landing — Zach Payne Shirley Hall — Ed Zastawny
Connie Sellmer — Ed Zastawny Terrace Lawn — Mike Smith
Colston — Mike Smith Throckmorton — Zach Payne
Elk Pointe — Ed Zastawny Wathen — Zach Payne
Forrest — Zach Payne Wilcoxson — Zach Payne
Memorial — Mike Smith Preservation — Mike Smith
Highland— Ed Zastawny Poppy — Lisa Gill
Port Fulton — Mike Smith Vissing — Lisa Gill
Inman — Lisa Gill Fieldhouse — Mike Smith
Kyle Vissing — Zach Payne Terrace Lawn — Mike Smith
Warder — Mike Smith
Member Samuel advised that he, Member Julius and Member Owen are At -Large Council
Members and should be included in all the parks listings since they serve all the districts. Mr.
Northam stated that he will do so.
Mr. Northam asked the board if they would like him to move forward, with the help of Attorney
Scott Lewis, to start taking steps to change the ownership of properties that the GIS says the city
doesn't own. For example, the Ken Ellis building and parking lot are owned by Jeff Housing
Authority. Mr. Northam explained that when the building was destroyed by a tornado some
years ago, it was relocated on Housing Authority property. Connie Sellmer Park is owned by
Greater Clark County School Systems, but the city maintains the park. President Zastawny stated
that he recalls that there was an agreement to share that space with Greater Clark. Poppy Park
is owned by Flood Control and the GIS indicates that Vogt Park has no ownership. Mr. Lewis
explained that GIS is not always absolutely correct. Mr. Northam stated that he will do further
research on all of the parks and let the board know what he finds out.
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Mr. Northam stated that the T -Rex dirt mover that was purchased for Vissing Park was sold last
week for $8,700.
Mr. Northam stated that Parks is working with Greater Clark Schools to partner on a 5K Run this
October and tying it in with Halloween. The route will be the one that is most popular with the
Police and Fire Departments because it affects fewer stop signs and road closures. The route
goes down to the Interpretive Center in Clarksville and back.
Mr. Northam presented a quote from BSN for $18,500 for the padding system to go on the
concrete walls around one of the ball fields at Vissing Park. Mr. Northam explained that the
concrete walls are the one complaint they hear from people playing ball at Vissing; but so far, no
one has been injured from running into the walls. Mr. Northam stated that he will get two more
quotes together and they can discuss them at the next Parks Authority meeting.
D. REPORTS AND COMMENTS
1. Public Comments
Paul Duckworth with CSSA stated that he wanted to publically thank the board and Paul
Northam for all the work they've done at Community Action of Southern Indiana where CCSA is
playing this fall season. Mr. Duckworth stated that Paul has done a great job maintaining the
fields, bringing the bathrooms out each weekend and providing storage areas. Member Glover
asked Mr. Duckworth and Mr. Northam if they've started advertising for soccer tournaments to
come in when the Woehrle Athletic Complex is completed next year and if word was spreading
about the complex. Mr. Duckworth stated that word is spreading in Louisville that the facility
was being built and some teams have shown interest in having their tournaments at Woehrle.
2. Parks Authority Member Comments:
Member Smith: has received complaints that the trailer restroom sinks aren't working. Mr.
Northam stated that he wasn't aware of that but said that it's possible that the tank could have
just run out of water, or possibly has a leak. He will have Mike Reynolds look into it.
Member Smith stated that in the planning talks about the new Marina, he favored a small
launch be put into place for emergencies, but this suggestion was taken out. Member Smith
stated that on three different occasions he has had to help people pull their boat out and
advised that when there isn't ramp access it's going to hurt in emergencies and just wanted to
point that out.
Member Payne: None
Member Sellers: asked if the board was interested in attending One Southern Indiana's Annual
Meeting on September 11 and purchase a table of 8 for $320. After discussion, it was decided
that there weren't enough members available to attend due to conflicts in their schedules.
Member Gill: None
Member Glover: stated that they have been working like crazy at the Woehrle Athletic Complex
and it really looks good. Every day you drive by and see something new and thankful that they
have had good weather.
Member Owen: None
Member Samuel: a few meetings ago there was discussion about a property owner who lived
next to Woehrle who had an issue with his fence and asked if this had been resolved and Mr.
Lake stated that it has been resolved and the property owner is very happy.
President Zastawny: None
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E. ADJOURNMENT
Member Owen made a motion to ADJOURN at 8:32pm, with Member Samuel seconding,
PASSING on a vote of 8 -0.
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Parks Authority Pr: ident
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