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HomeMy WebLinkAboutNov 4th, 2013 Jeffersonville Parks Authority Monday, November 4, 2013 The Jeffersonville Parks Authority met in regular session in Room 101, City Hall, Jeffersonville, IN on November 4, 2013 at 6:OOpm. Members present: Zach Payne, Connie Sellers, Lisa Gill, Dennis Julius, Nathan Samuel, Mike Smith, Bryan Glover and Matt Owen Absent: Board President Ed Zastawny. Also Present: Board Attorney Scott Lewis, Parks Director Paul Northam, Matt Gullo with Kovert Hawkins and Paul Duckworth with CCSA. Attorney Scott Lewis requested adding an Agreement from Watson Water Company under 1.C. DIRECTORS REPORT. Member Samuel made a motion to APPROVE the agenda with the change with Member Gill seconding, PASSING on a vote of 8 -0. Member Samuel made a motion to APPROVE the minutes from September 23, 2013, with Member Gill seconding, PASSING on a vote of 7 -0 -1 with Members Glover and Owen abstaining due to absence at the 9 -23 -13 meeting. Member Samuel asked Mr. Northam about the purpose of a claim to the Jeff Girls Basketball and Mr. Northam explained that it was for an ad in their program advertising Parks programs such as K -1 -2 basketball, basketball at the Fieldhouse and some other events that are coming up. Member Samuel questioned the purpose of a claim to Chad Armstrong and Mr. Northam explained that it was a reimbursement for bricks purchased for the Veteran's Memorial. Member Samuel asked Mr. Northam to request that Controller Amy Deering include the claim descriptions on future Parks claims lists. Member Gill made a motion to APPROVE the Parks claims in the amount of $54,508.75 with Member Julius seconding, PASSING on a vote of 8 -0. A. OLD BUSINESS None B. NEW BUSINESS 1. Sara Schutz — Ice Rink: Sara Schutz informed the board that the ice skating rink will be returning for its third season. Ms. Schutz stated that the total projected cost is $125,000 with UEZ approving $21,000 (and going back to request an additional $4,000), Redevelopment approved $25,000 and Ms. Schutz is requesting the City Council commit $25,000 to help fund the project. Ms. Schutz stated that the first year the ice rink brought in $75,000 in revenue and last year it brought in $50,000 and expects to bring in $50,000 or more this year. Mr. Northam stated that last year's revenue was down due to the warm weather which caused them to close 13 days, mostly Saturdays and Sundays, which are days that usually generate the most revenue. Member Smith asked Ms. Schutz about the problems with the "chiller" last year and she stated that they are getting a chiller from a different company this year and they shouldn't have any more problems with it. Member Samuel asked if there would be vendors at the ice rink and Ms. Schutz stated that "Dogs on the Run" will be back again this year and they have discussed having "food truck Friday" and rotate different food trucks. Member Julius inquired if advertising for the ice rink would be mailed out and Ms. Schutz stated no, but they will be available at the ice rink, all the downtown merchants, hotels, etc., and they were also handed out at Halloween Downtown. 1 2. Patty Simmonds — RiverStage Shows: Ms. Simmonds came before the board requesting permission and funding from the Parks Authority to bring Broadway shows back to the RiverStage. Ms. Simmonds stated that she has the connections to recruit a lot of talent for the shows such as entertainers from Derby Dinner. Ms. Simmonds stated that she has had many successful shows on the RiverStage and would like to do so again by presenting well -known Broadway shows such as Guys and Dolls and Mama Mia. Ms. Simmonds stated that she has mailed out forty fundraising requests to help finance the shows. Member Gill advised Ms. Simmonds to speak to Sara Schutz who oversees the RiverStage and its scheduling. Member Smith remarked that in the past the Broadway shows that would run for four weekends were hugely attended and often the same people came back every weekend. Member Owen stated that he is often asked why the RiverStage doesn't have the plays on the RiverStage like they used to. Member Gill asked Ms. Schutz if the RiverStage schedule for next year has already been determined and Ms. Schutz stated that Ms. Simmonds is requesting Saturday nights for her productions, but Saturday night is kid movie night which brings in 500 — 1,000 people. Also, the movies don't cost much versus a production which would cost the city approximately $12,000. Member Owen suggested a small group of board members sit down with Ms. Schutz and discuss Ms. Simmonds' proposal and the RiverStage schedule. C. DIRECTORS REPORT 1. Matt Gullo, Kovert- Hawkins — Woehrle Athletic Complex Update: Mr. Gullo stated that everything is going very well and on schedule at Woehrle. Grass is growing on the fields, all the fencing is up, most of the grading and drainage is completed, the buildings are almost under roof, the goal posts are up, the parking lot is soon to be graded and ready for asphalt and the turf field should be installed next week. Mr. Gullo stated that in order to get the road work completed this year the site contractor is asking for permission to work over a 5 -day period, 24 -hours a day and shutting down that segment of road for those five days. Mr. Gullo stated that the site contractor is guaranteeing the work to be completed in 5 days, if not sooner. The board expressed concern for the noise it would create for the neighbors with construction taking place at night. Member Glover warned that due to the work being done on Hwy. 62, a road closure lasting more than five days creates a problem for people in district six and Charlestown who use that as their only other thoroughfare to get out of Jeff onto Hwy. 265 or Hwy. 65. Mr. Gullo stated the only other option would be to extend the construction time to 4 to 6 weeks and allow the traffic to haltingly drive through lane shifts and flaggers. Mr. Gullo warned that the work needs to be completed sooner rather than later due to the asphalt plants shutting down. Mr. Northam stated that if the work isn't done immediately, it will be next spring before the project could begin. Member Gill suggested having a neighborhood meeting with the residents to see which option they would prefer. Member Owen was concerned about the considerable amount of ambulance runs that takes place in that area and thinks that closing the road would be unsafe. Mike Hutt informed the board that Redevelopment has approved repairs to the railroad tracks at Keystone on Utica- Sellersburg Road and advised the Parks Authority Board not to have both roads closed at the same time. Member Glover stated that he will ask for the opinions of Police Chief Grimm and Fire Chief Hedrick at the next BPW meeting and will then notify Mr. Gullo and the board with the results. Mr. Gullo presented Change Order #7 for $54,683.65 for board approval. Mr. Gullo stated that there is a remaining balance in the Contingency Allowance of $67,562.60 and $13,000 left in the allowance for utilities, 2 2. Attorney Scott Lewis — Proposed Agreement with Watson Water: Mr. Lewis passed out a proposed reimbursement agreement to the board from Watson Water Co. which was given to him for review. This agreement concerns the relocation of water lines which are owned by Watson Water at Woehrle and the widening of Charlestown Pike. Mr. Lewis explained that Watson Water is asking in this proposal for the city to advance one -half the cost of the relocation expense that is going to be incurred by Watson Water and they will in turn reimburse this back to the city thru credits for the water bills at that site over a period of time. Mr. Lewis stated that Watson Water will also have the option to pay the balance of the reimbursement in a lump sum payment at any time. Watson Water estimates the water line relocation to cost $50,000, but they will bid the project out. Mr. Gullo stated that there is $13,000 left in the utility fund so money would also have to be taken out of the contingency fund in order to pay half of the estimated cost. Member Samuel asked Mr. Gullo how much he estimates they will still need to spend from the contingency fund and Mr. Gullo stated that he hopes after necessary expenditures there would be a balance of $20,000 - $30,000 left in the fund. Member Glover stated that he would prefer Watson Water pay the money back within a certain time period rather than with credits based on the water balance. Member Smith asked if credits could come from all the city's Watson Water properties rather than just the Woehrle complex. After discussion, the board asked Mr. Lewis to contact Watson Water's attorney and request a time frame for payoff. Member Smith made a motion for Attorney Lewis to approach the attorney for Watson Water and propose a time frame for them to reimburse the city and then bring the agreement back to the board for review, with Member Glover seconding, PASSING on a vote of 8 -0. Mr. Northam requested that the board allow Mr. Lewis to also reach out to REMC and Time Warner to receive payment for work the city performed, but didn't get paid for. Member Payne made the motion to direct Attorney Lewis to approach REMC and Time Warner for reimbursement for work the city performed, but didn't get paid for with Member Gill seconding, PASSING on a vote of 8 -0. Member Samuel made a motion to approve Change Order #7 for $54,683.65 with Member Smith seconding, PASSING on a vote of 8 -0. 3. Paul Northam — Report: Mr. Northam stated that Parks had a successful weekend at the Haunted Hayride at Vissing Park, the 5K Trick -or -Trot Fun Run downtown and Halloween Downtown. Mr. Northam stated that football and softball seasons ended this weekend with 14 more teams playing this year at Vissing than last year at Colston. Mr. Northam reported that the Vissing Park concessions, which they did not have at Colston, brought in about $8,000.The RiverStage had some winterization done and will be moving in a couple of weeks downstream for some minor work and K -1 -2 Basketball begins this weekend. Mr. Northam stated that he received a letter addressed to the Board of Parks and Recreation notifying them of a neighborhood meeting regarding Rose Hill School property. The meeting will be held tomorrow night at Market Street Inn at 6:30pm. Mr. Northam presented a contract to the board for some Parks radio ads with WXVW 1450 during the high school and Indiana University basketball games for $250 per month and stated that he has money left in his advertising budget to cover the cost. Member Smith made a motion to allow Mr. Northam to move forward on the contract with WXVW 1450 for radio advertising at a cost of $250 per month with Member Payne seconding, PASSING on a vote of 8 -0. 3 Mr. Northam explained to the board that he would like to take money from the contingency fund and upgrade the playground equipment at Woehrle to a state -of- the -art interactive system at a cost of $60,000. Mr. Northam stated that he will bring this issue up to the board again in the spring and will see how much money is left in the contingency fund. D. REPORTS AND COMMENTS 1. Public Comments None 2. Parks Authority Member Comments: Member Smith: at some point the board is going to have to enter into some kind of discussion concerning the maintenance of the additional property that Parks is going to have to take care of. Member Smith also requested an accounting of the in -kind services that the city provides and a true working number of how much the project is costing the city. Member Julius stated that if Redevelopment is building a park, the Parks Department should be billing Redevelopment for their services. Member Payne: None Member Sellers: None Member Gill: None Member Glover: None Member Owen: None Member Julius: None Member Samuel: None E. ADJOURNMENT Member Julius made a motion to ADJOURN at 7:OOpm, with Member Gill seconding, PASSING on a vote of 8 -0. A !� . 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