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HomeMy WebLinkAboutJUNE 27 2016 Jeffersonville Parks Authority Monday,June 27, 2016 The Jeffersonville Parks Authority Met in a Session in the Mayor's Conference Room, City Hall, Jeffersonville, IN on June 27th, 2016. Members Present: Bill Burns, Ralph Scales, Larry Jordan,Josh Kornberg, Ronald Ellis and Mark Munzer. Also Present: Parks Director Paul Northam and attorney Les Merkley. Approval of Agenda Member Kornberg made a MOTION to approve the agenda for June 27th, 2016, motion was seconded by Member Munzer. Motion PASSED on a vote of 6-0. Approval of Minutes Member Kornberg made a MOTION to approve the minutes from May 23`d, 2016, motion was seconded by Member Munzer. Motion PASSED on a vote of 6-0. Member Kornberg made a MOTION to approve the minutes from June 17th, 2016, motion was seconded by Member Ellis. Motion PASSED on a vote of 6-0. OLD BUSINESS- 1.City Partnership Contract Amendment- Paul Northam presented the original and amended contracts for the city partnership and asked that the in-kind sponsorships be allowed to be used toward the$200,000.00 goal that is in the contract. RE-The question that I had about this is are we given a detailed invoice stating what the in-kind service is and how much it is valued at? NP-Yes,we are given bills and then at the bottom of the bill is the in-kind discount. RE-When we enter into agreements with these people do we first put out an RFP? NP- Before we hired the person in this spot I was given direction from the City Council to interview three people and I made calls to three people/companies that would like to apply and two of them responded. I then gave the job to the current employee based on two interviews. That person was then brought before the Parks Authority board for questioning. JK-Do you classify that role as a fundraiser? PN-There is so much more he does than ask for money so I'm not quite sure how to answer you. You asked if he's a fundraiser. 1K-Yes,would you classify him as a fundraiser? Because I consider myself a fundraiser because I meet with donors and provide programs and follow up to make sure that they are getting what we promised and I consider myself a fundraiser so I'm wondering do you consider him one. PN-1 guess I do, he does raise money for the City of Jeff to help us fund our events. JK-The issue that comes to my mind with this entire program is that it's on a percentage basis,so according to AFP,American Fundraising Professionals, and their code of ethics is very clear that fundraisers don't get paid by commission and by doing so it's against their code of ethics. We can call him whatever we want to call him but if he's a fundraiser. PN-We don't call him a fundraiser, he is the manager of city partnership, if that's what you're saying. JK- I'm the Assistant Director of Advancement what that means I don't know, I raise money so I feel like I'm conflicted because with my back ground I feel like this is a direct violation of my personal cod of ethics as a fundraiser because I would never enter into an agreement where I'm receiving any percentage of the money that I'm raising. I don't know his background or what he does but I feel like this is a pretty common rule among people with a fundraising background. The city partnership is obviously doing great things for the city but I think that we need to look at a broader picture of what this position will do and pay it a salary and not a commission. PN- I agree, we discussed this being a two year trial and then coming back at budget time and asking for it to become a salary position. 1K-At that time will it be open to other candidates? PN-Yes, it will then be posted just like any other position that we have. It would not go directly to Dave. RE- Do we have the power as the Parks Authority to create that position or will the council? LM-You can create the position but the council will have to fund it and make any changes to the salary ordinance. BM-We have discussed a meeting to discuss the city partnership its contract and what exactly it does. U-So you're asking us to amend the contract? PN-Yes,to amend the contract to include the in-kind donations in his bonus for the $200,000.00. BB- 1 think that we should table this discussion until after the city partnership meeting so that we have a better understanding. Member Ellis made a MOTION to table the city partnership contract amendment,the motion was seconded by Member Kornberg. Motion PASSED on a vote of 6-0. 2. Riverstage Contracts-Sara Simpson presented the contracts for the remainder of the bands for the summer concert series and the food contracts. BB-One question for Les in the future should we include an indemnification clause in there? LM-Yes we should include it, I'll get with Sara about it. Member Kornberg made a MOTION to approve the Riverstage Contracts,the motion was seconded by Member Ellis. Motion PASSED on a vote of 6-0. LM- I have a couple of questions about these contracts for the food vending we have ones for Kona Ice, Papa Johns and Comfy Cow and all of them are under agreement mention hot dog stands. SS- I changed that to food vendor booths now in all of the contracts. Member Munzer made a MOTION to approve the Riverstage vending contracts, motion was seconded by Member Jordan. Motion PASSED on a vote of 6-0. SS-We have an issue with an apartment complex that is across from Riverstage that is allowing a barbeque vendor to set up in their parking lot and sell food and then this last week we also had a person with a cooler selling bottle water. During Thunder residents have to still have a permit to be able to sell from their private property and I propose that we do the same during any Riverstage event as well. BB- I did see that but kept forgetting to ask about it, do we know if he is approved through the health department. SS- No,we don't and he is also plugging into our electric. PN-We feel like this is opening the door to anyone selling out of their back yard and taking profits from the vendors that we are getting a portion of the sales from. 1K-So they would have to pay for each event? PN-Yes, every Friday they would have to pay the$50.00 permit fee. LM- Personally I think that this is an issue for Planning and Zoning and is out of the scope of this board. BB- Let's get with code enforcement and see if we can get a resolution. 3. Riverstage Vending RFP-We have chosen our two vendors for the Riverstage alcohol, Big Four Burgers and Cluckers. Big Four is going to do all big events at the Riverstage unless they give Cluckers a 72 hour notice. Member Kornberg made a MOTION to approve the Riverstage Alcohol Contracts, motion was seconded by Member Ellis. Motion PASSED on a vote of 6-0. 4. LG Films-Les Merkley-After last meeting a letter was sent to Mr. Crum and he would like to meet. With both of our schedules that hasn't happened yet but it's scheduled for this Thursday. 5. Naming of Vissing Court Update- I talked to our Art Administrator Dawn Spyker, she has given me a name of an artist and we are having a meeting this week to discuss what we want and the type of paint we need to use so I'll have a price for it at the next meeting. NEW BUSINESS- 1.K-4 Security Contract Big 4- Les Merkley-There has been a little confusion this year because we are doing it different than in the past. To make it easier we have decided that instead of having a contract with Parks, Redevelopment and UEZ we are going to have one contract dependent on funding being committed by each department. So the board does not need to approve a contract but you need to approve the funds being spent on the contract. Member Kornberg made a MOTION to approve the funds for the K-4 Security contract, motion was seconded by Member Munzer. Motion PASSED on a vote of 6-0. 2.2016 Parks Fee Schedule-We try to look at these every year to see if any changes need to be made in the rates. I know there were questions on the rates for shelter rentals and to answer those questions each park has different options in the shelters and depending on how new they are we may charge more and the same with parks that have gazebos we charge more. BB- If they rent the Riverstage is the LED screen included or an additional fee? PN- I think that it would need to be an additional fee plus they would need to contract with sounds unlimited to have someone to operate the screen. BB- I also think that we should have a minimum on numbers of hours they can be rented. PN-There is, you can't rent it for less than two hours it's just not written on there. MO-Councilor White brought it to my attention that we don't have a discounted fee or waiving the fee for seniors over 65 at the dog park. PN- Do you think$30 or$40 would be a nice discount? BB- I think lets go 20%off and make it$40. Member Kornberg made a MOTION to approve the Parks Fee Schedule for 2016,seconded by Member Owen. Motion PASSED on a vote of 7-0. 3. Media Contract-Bill Burns- Dan Williamson with ProMedia is here tonight because with our contract being up with LG Films we now need a media company to help us with the Parks and Riverstage promotion. Dan Williamson gave a presentation on ProMedia's plans for the Parks department's media which includes a new website, Facebook monitoring and updating as well as a newsletter that will update residents that are not on social media. JK- How often would your team be updating our Facebook. DW-We will be posting about three to five times a week and monitoring it constantly. MM- How much lead time do you need to have before you post an event? DW-We like to have some lead time but we can really post almost immediately. JK- Paul where does the budget for this come from? PN- I love everything that he has said here today and I would to say approve it today but I think that we need to find out where we can get the money from first. We have$400,000.00 that was taken for circuit breakers and then we bought the LED screen and the paving of the parking lots so I think we need to see where the money can come from before it's voted on. LM-There is six months left in this year and then it should be out in the budget for it next year so we are only looking at half of the year in monthly fees. PN-I can probably piece together$30,000.00 from other lines to get us through the end of the year. I think we may have it in contract services. MM-Can we only do social media and the website this year and wait on the newsletter until next year? MO- I think that is the way to go, I don't see the council would have any problem with putting all of it in the budget for next year but I think we need to be more cautious with money until we know what still needs to be paid this year. PN- I'd love to do all of them but I'm just not comfortable saying that we have the money in the budget for it. Can we wait until the July meeting to make a decision on this so that we have more time to look at the budget? DW-Yes,you have time to decide. MO- Les can we make a motion to approve a contract up to $30,000.00 pending that we can find it in the budget? LM-Yes, it is up to the board's discretion. Member Owen made a MOTION to approve a contract with ProMedia not to exceed $30,000.00 if the money is in the budget, motion was seconded by Member Ellis. Motion PASSED on a vote of 7-0. 4. City Partnership Work Group- Bill Burns- I spoke with a Paul and a couple of people about a work group to help get a better understanding of the program. I would like to suggest Wednesday July 13`h at 4:00pm. Josh will chair the group, Mark Munzer had shown interest in attending so anyone else just let me know. MO- I can attend or if there is someone else that would like to attend please let me know because we can't have more than four members together in a meeting with the open door law. 5. 2016 Finance-Bill Burns- Paul can we please get a picture of where we are in the budget for 2016 by the next meeting. PN-Yes, I can have that ready. 6. 2017 Budget- Bill Burns- I know that Mark was wanting to talk about the budget but I'm not sure if he is ready tonight or not but when will we need to start thinking about next year's budget? PN-We will need to meet before August to get everything together. MO- I would say that it needs to be no later than the last week of July. MM- How about Monday the 25th before the next meeting? MO-That would work. MM-So Monday July 25th at 4:30 with myself, Bill, Matt, Larry and Paul. 7.Contracts-Spending Procedures-Les Merkley-There have been questions about what kind of authority the Parks Authority Board has and so I've brought some papers to look. The ordinance that created the Parks board is very vague so we have to imply from the statute what it means. All claims need to come to the Parks Authority before they go to the Council for Approval. Approve all expenditures consistent with Authority's policy. Approve all contracts prior to execution. Approve all bids and quote specifications. Approve and award all public work contracts. Approve annual budget proposal before submission to council. Approve rules and regulations for all parks. Approve fees for parks and other parks activities. Approve parks programming and activities. During discussion of approval of claims it was decided that any questions on claims would be referred to Member Owen to take to the City Council. Member Kornberg made a MOTION to allow the City Council to approve the claims and any questions that the Parks Authority Board has about claims will funnel through the council member on the Parks Authority board, motion was seconded by Member Jordan. Motion PASSED on a vote of 7-0. LM-I think that before the next meeting you all need to read the city's policy on purchasing and then decide if you want to adopt that purchasing policy or make your own. 8. Parks Department Rental Agreement-Bill Burns-[think that we need to look at the rental agreements and make sure that they have all of the language that we need so by the next meeting if we could have copies to look over. DIRECTOR'S REPORT- 1. Matt Gullo-WAC Report-Things are going great and we are moving along but with the rain that we have been experiencing the project is about 30 days behind so they are asking for an extension of time due to the rain days. So instead of September 1St they are now saying October 2"d The change order from last month for the doors security systems, we now have an amount of$6173.00 and that brings you to a remaining contingency balance of$41575.33. So I'm asking for a motion to approve the change order. Member Jordan made a MOTION to approve the change order for$6173.00, motion was seconded by Member Kornberg. Motion PASSED on a vote of 7-0. 2. Paul Northam-Director's Report-We are looking at permanently mooring the Riverstage here in Jeffersonville but before I start getting numbers I wanted to see what the board's thought s are. MO-When the barge is in dry dock isn't that when we do repairs? PN-The barge isn't in dry dock it's kept in water unless we have it dry docked for repairs so we would be saving moving fees which way every year. We have also asked Matt Gullo to give us a quote on making the LED screen able to be moved to the front of the stage during movie night. MG- I visited the Riverstage with our structural engineer and with everything we would have to do to make sure that the LED screen is structurally stabile it would be around $150,000.00. PN- I'm not asking for any approvals tonight but I would like everyone to look over the proposal so that we can discuss it at the next meeting. REPORTS AND COMMENTS- 1) Parks Attorney Report- Les Merkley- None 2) Parks Authority Member Comments- Member Kornberg- I know that we have discussed signage in the past,when are we going to have a discussion on that. PN- Les and I are having a meeting and with any luck we will be able to discuss it next meeting. Member Burns-I know that there was a concern on the Ice Rink so do we need to do anything now to make sure that we have that space this coming season? PN- I will go to the UEZ and ask them if there have been any changes on the lot. Motion to ADJOURN at 8:29pm APPROVED: Bill Burns, Parks Board President R�ctfull Submitted By: — Heather Pennin on