Loading...
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. 1 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 2 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. 3 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 4 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. 5 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 6 E. ADJOURNMENT Member Owen made a motion to ADJOURN at 8:32pm, with Member Samuel seconding, PASSING on a vote of 8 -0. 1 Parks Authority Pr: ident 7