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HomeMy WebLinkAboutSEPTEMBER 26,2016 Jeffersonville Parks Authority Monday September 26th, 2016 The Jeffersonville Parks Authority Met in a Session in the Mayor's Conference Room,City Hall,Jeffersonville, IN on September 26th, 2016. Members Present: Matt Owen, Bill Burns, Larry Jordan,Josh Kornberg and Ronald Ellis. Also Present: Les Merkley. Approval of Agenda Director Northam asked that numbers 1 Steamboat days Re-cap and 6 Commission Reporting under New Business be removed from the agenda. Member Owen made a MOTION to approve the amended agenda, motion was seconded by Member Ellis. Motion PASSED on a vote of 5-0. Approval of Minutes Member Owen made a MOTION to approve the minutes from the August 22"d,2016 meeting, motion was seconded by Member Kornberg. Motion PASSED on a vote of 5-0. OLD BUSINESS- 1) Security Pro's Discussion-President Burns presented the contract from the remainder of 2016. President Burns expressed concerns with how difficult it was to get information from Security Pro's and suggested that perhaps the board should look into other security companies in the future. President Burns asked for approval of the contract for the fourth quarter of 2016. Member Owen made a MOTION to approve the Security Pro's contract not to exceed$22284.00, motion was seconded by Member Jordan. Motion PASSED with a vote of 5-0. President Burns asked if the board was interested in putting out a RFP for a security company, Member Kornberg asked Director Northam if he had any issues with the security company in the past. Director Northam said that the billing had always been an issue but the customer service was always exceptional. Member Owen stated that it may be more logical to just get quotes from companies instead of doing an RFP. Les Merkley agreed that an RFP was not necessary and quotes were more appropriate. 2) Abbey Road Update-Director Northam informed the board of the progress of Abbey Road. He stated that the goal was$150,000.00,$50,000.00 from tourism and the other$100,000.00 to be raised by the city. It will take place at Big Four Station Park Thursday to Monday, May 25`h to the 29`h 2017. On September 10`h a payment was made from Indiana Tourism to Abbey Road in the amount of$50,000.00. After the contract is written and approved it will be brought before the Parks Authority Board. Member Owen enquired if we were committing to a multiyear contract. Director Northam stated that it was a three year contract. Member Owen expressed concern over the massive undertaking that Abbey Road is and that we are committing ourselves to a multiyear contract that may later put us in a bind. Director Northam said that they would need more security but felt that the Parks department was up to the challenge. 3) Recreation Management Program- Director Northam presented the idea of using a management program for the Parks Department. The management company is one that is used by New Albany and Clarksville. Member Owen inquired as to what exactly the program was and Director Northam stated it was a computer program as well as credit card machines and registers that would help to track information on the sports leagues as well as alleviate the issues that the parks department is currently having with their registers and credit card machines. Member Kornberg asked if it was a physical or online component. Director Northam stated that it was both online and physical and that the companies that they had bid in April of 2016 were$54,000.00 and$30,000.00 with an annual fee or approximately $5,300.00. Member Kornberg asked that the board wait until more information could be gathered and then discussed the program at the October Parks Authority meeting. 4) Holiday Events and Decorations-Director Northam informed the board that the Parks department had been considering moving light up Jeffersonville to Big Four Park this year and in previous years it had cost around$10,000.00 but for Big Four it would cost$11,000.00 for the ribbons and bows and that Sounds Unlimited would also like to do a light show for November and December and that the total for that wasn't back yet. Director Northam also stated that they would ask redevelopment to contribute as well to the decoration of Big Four and that he wasn't asking for any action yet but just wanted the board to be considering it. 5) Nachand Fieldhouse-Rick Vangilder was present to discuss the issues with Nachand Fieldhouse. Mr. Vangilder stated that the electrical was out of date;it is original to the building which was built in 1937. One of the problems is the circuitry is all overloaded the building;it is currently 200 amps which should be used in a residence not the 400 amps that should be used in a commercial building. The lighting is high intensity discharge at 120 volts but by going with a sports type LED light it will reduce costs by 75%and make the lights safer with shatterproof housings. These lights will also have approximately a 20 year life compared to four years now. Director Northam informed the board that the last quotes that they received to update the building was$528,000.00 and$276,000.00. And$175,000.00 and$128,000.00 to just do the windows that have to be replaced now,30 versus 88 windows total. Member Owen asked if there was a quote on the lighting yet and Mr.Vangilder stated that he was working on a quote and would have it for the board as soon as possible. Mr.Vangilder also offered to take the board members on a tour of the build so that they can see what needs to be fixed and updated. Member Owen also stated that it would be a good idea for the City Council to attend the tour as the amount that it would take to fix the Fieldhouse will be a significant. 6) Website Update- President Burns sent out a link for the board members to view what has been accomplished so far and informed that members that it was getting closer to being ready to launch. NEW BUSINESS- 1) Boats and Bands-Director Northam informed the board that the parks department was trying to combined a couple of events that they were working on into one large event. The Jeff Goes Country event and a boat race. The City was approached by a company that has been doing boat races for six years,they would take place on the Jeffersonville side of the river in a large square. The event costs $100,000.00 for the race but the company told Director Northam that they had always been able to fully fund the events through sponsorships in the past. Director Northam said that nothing has been finalized or signed on but they were trying to work out the details. And if the parks department could offer the event with little to no cost to the city they would like to go ahead with it. 2) Redwing Contract-Director Northam informed the board that Redwing was a company that did a lot of mediation at Vissing Park and they have been doing monitoring at the park for three years and this is the end of their three year process and we just have to verify and sign off on the contract that both the company and the City have done what each side needs to. Les Merkley asked that the issue be tabled until the contract could be looked over and then addressed at the October meeting of the Parks Authority Board. 3) WAC Change Orders- Director Northam informed the board that there were three new change orders for WAC. The previous board had given Director Northam authorization to approve changes under $10,000.00. First Solid Surface panels under the bathroom dryers to help keep the walls cleans for $738.00, Bistro tables that are fixed to the ground so that they won't need to be chained down for $2,500.00 and last the gate that was planned from the parking lot to the grass fields had to be moved down and it created a 2035.00 change order to revise and move the gate. Member Kornberg asked what the remaining balance of the contingency fund was. Director Northam stated the fund was at$40228.00 and is now at$34901.00. 4) Parks Concessions- Director Northam would like to outsource the management of the concessions for the Parks department,the management company would run and staff the concession stands. The city usually makes very little money on the concession stand so this company would take them over and then pay a commission to the city on the sales. Member Owen made a MOTION to approve the outside management company for the Park's concessions; motion was seconded by Member Jordan. Motion PASSED on a vote of 5-0. 5) WAC Mowing and Maintence- The Clark County Soccer Association approached the city that they would take over the mowing at the WAC if the City would consider giving or selling mowers to CCSA. They would be responsible for the grass cutting and landscaping everything south of the turf field and the new building. Director Northam stated that the city has two mowers that they would sell for about$3,000.00. Member Owen asked if the city could give them one of the mowers in exchange for them mowing and landscaping everything at WAC. Director Northam said that he would take the idea to Paul Duckworth at CCSA and report back to the board. 6) Parks Board and Ordinance Work Group-President Burns asked for a group to meet to discuss the role of the Parks Authority Board and a date that would work for the group. Member Ellis, Member Owen, Director Northam, Les Merkley and President Burns agreed to meet on Tuesday October 4th at 1:OOpm. DIRECTOR'S REPORT- Vissing basketball courts had some vandalism everything was taken to the police and they are moving forward with it. The artist went back out and completed the courts as well as other areas that needed to be touched up and repainted. The cost is around$1,000.00. There have been a couple of cars that have been broken into by a group busting in windows and taking items from the cars,according to the police these are not isolated incidents and they're looking into them. Matt Gullo will be back in October to discuss the next steps for the Master Plan. Director Northam asked if a decision had been made on what was going to happen with the Member Kornberg asked Director Northam what kind of tracking the parks department had for expenses for the events. Such as concerts at the Riverstage is there a general ballpark of expenses? Director Northam stated that there isn't a tracking system but that they have an annual budget and he and Sara Simpson break it down over the year to make it work. Authority President Burns said that he was actually working on a spreadsheet to track the expenses for the events and hopefully it will be able to help them with the 2018 budget. Council President Owen asked if there were any specific questions from the authority on the changes they had made to budget and if there were any more questions or discussion on the three salaries for the new positions. Councilman White asked if the administration supported the City Partnership position becoming a salary position instead of commission based contractor position and Les Merkley replied that yes the administration supported the position becoming a salary position. Councilman White stated that he didn't agree that there was no incentive without the commission because the incentive was the job itself, if the job was not getting done then a new person would be found to do it. Member Kornberg agreed with Councilman White. Council President Owen asked if a motion needed to be made on the changes to the salaries of the three new positions. Les Merkley stated that the Parks Authority Board needed to vote on the salaries and then send them to the council for approval. Parks Authority President Burns made a MOTION to approve all three new positions Arts Administrator, Green Space Manager and City Partnership Manager at$47,476M, motion was seconded by Member Kornberg. Motion PASSED on a vote of 5-0. Workshop Adjourned at 6:04pm APPROVED: I ` Bill Burns, Parks Board President Respectfully Submitted By: Heather Penning Jeffersonville Parks Authority Board and Council Workshop Monday September 26th, 2016 In Attendance: Parks Authority President Bill Burns,Josh Kornberg, Larry Jordan, Ron Ellis, Council President and Parks Authority Member Matt Owen, Nathan Samuel, Scottie Maples, Dustin White and Lisa Gill. Also present Paul Northam, Les Merkley, Scott Lewis, Heather Metcalf and Yvonne Dowd. Council President Owen started the Parks Authority and Council Workshop by stating that the purpose of the meeting is to go over the parks department budget and what the differences are between what the Parks Authority approved and that the council approved after the budget hearing. The council made some changes to the Green team and to took some things out of the parks budget as well as discuss the new positions in the parks department. The first change discussed was the $180,000.00 that was changed to $210,000.00, originally it was discussed that the difference would be paid out of tax dollars. This is something that had not been done before but the council wasn't as receptive to that idea so the council decided to move the labors back under the parks department and moved the other amounts from the equipment lines to fund it. The funds for the equipment lines that were zeroed out will now be funded in the 444 Economic Dev Income Tax accounts. Director Northam asked if the $120,000.00 for the Green Space and the $210,000.00 for the general labors needed to be combined. Councilwoman Gill responded that she would like to see the two lines stay separate to track how much is being spent to see if more people will need to be added later. Member Kornberg asked Director Northam if there would ever be a time that the Green Space employees would be doing general labor and vice versa and Director Northam responded that he would move people as needed to cover the parks department. Member Kornberg asked if there was a way to track internally where hours are going so that the board can see where the need is for next year. Director Northam said that he could have his department start tracking where everyone is working and how long they are working. Council President Owen stated that the with the exception of the City Partnership position not cuts were made to the budget they just shifted money around. The City Partnership position was taken down to $50,000.00 a year from $60,000.00 based on the analysis from Human Resources. All three of the new positions were placed in pay grade five which starts at about$46,000.00 to $52,000.00 and the idea is to make all of these positions exempt which means that the minimum salary needs to be$47476.00 based on the new Department of Labor perimeters as of December ft. Council President Owen stated he thought that they needed to go ahead and approve it at the $47476.00. Councilman Samuel stated that he thought HR was going to create a new pay grade for the new DOL exempt employees. Les Merkley stated that they were going to do the new pay grade in 2017 not in 2016. Councilman Samuel pointed out that Dawn Spyker was being paid $54,000.00 currently and that he thought she should be paid more than the starting pay of$47476.00. Parks Authority President Burns pointed out that she was being paid more due to having to purchase her own health plan, Council President Owen agreed that she was originally contracted at$45,000.00 and then taken to $54,000.00 because of her having to purchase health benefits as a contractor that the city will now provide her. Councilman Samuel stated that the parks department isn't set up to make money but as the events that the parks department puts on get bigger and bigger and the city's budget get tighter that we need to focus on more on sponsorships because it's easy to plan a big event but it's getting harder to have to pay for the bigger events. Parks Authority President Burns agreed with Councilman Samuel and stated that the sponsorships were an important focus of the Parks Authority Board. Councilwomen Gill asked Director Northam if he had any concerns about having the Green Team,the Arts Administrator and City Partnership manager under the Parks Department and that if he felt that he was getting overwhelmed to please let the board and the council know. Director Northam stated that he knew it would be more work but he preferred to stay over all of the positions and if he needed help you would let them know. Council President Owen asked City Controller Heather Metcalf how much the City Partnership contractor had earned so far in 2016. Heather stated that the contractor had been paid out$41,500.00 to date in 2016. Mr. Owen asked Member Kornberg if the$47476.00 salary sounded in line with what was appropriate for the position. Member Kornberg stated that he had never been comfortable with the commission based fund raising position so he was happy that it was becoming a salary position and that he was looking into an internship program to help the City Partnership manager to not have to be at every event but that the salary was in line with what would be expected for the position. Member Kornberg did state that he had a concern of unmet expectations if the current contractor was moved into the City Partnership Manager position and that there could be some fall out due to that. Councilwoman Gill agreed with Member Kornberg's concerns about the unmet expectations and that with Abbey Road coming to Jeffersonville that sponsorships were going to be very important. Council President Owen stated that when the council met to look at the budget what they all talked about and wanted to convey to the Authority is that they feel that the Parks department and the events that they put on are outstanding and second to no one around us but at the same time we have to be cautious of how much we can grow because the budget is the budget and they don't know how many more larger events we can pay for. Mr. Owen said that there had been discussion years ago about charging for events at Riverstage and downtown which he was very much against because the events were funded by the City's property taxes but he didn't want us to put ourselves into the position that charging for them would be the only option to fund them. Member Ellis asked if there was a away to find out when we put on an event how many of the people that come to them are actually City of Jeffersonville residents? Authority President Burns said that he didn't see a way to track it but that he didn't see a problem with people from neighboring cities coming to the free events because they spend money while in Jeffersonville and will see what a great city we have and may encourage people to move here. newly completed Parks App. Member Owen informed the board that the app had been presented to the City Council and that with the app was a six month time period after which it would need to be contracted out. Member Owen stated that he would arrange a presentation at the October meeting. Director Northam also asked the board members if the October meeting could be moved due to the City's Halloween Party. The Board decided to move the meeting to Monday,October 17`h at 5:00. Sara Simpson presented the Riverstage contracts for Tons of Fun in the amount of$1410.00 and Party Central Rental for$7252.58 for approval. Member Owen made a MOTION to approve the Riverstage and Steamboat Days contracts,the motion was seconded by Member Kornberg. Motion PASSED with a vote of 5-0. REPORTS AND COMMENTS- 1) Parks Attorney Report- Les Merkley- None 2) Public Comments- Dedrick Bland— Volunteer coach for Jeffersonville Youth League. Filing a complaint on the youth football team board members. Mr. Bland would like to know if the other volunteer coaches completed their required certifications and expressed concerns with how the volunteer coaches are treating the players. He contacted Rickie Romans of the Parks department as well as Melissa with no results and would like to ask the Parks Authority Board to look into the situation. Director Northam told Mr. Bland that we would set up a meeting with himself, Mr. Bland, Melissa and Rickie Romans for the following week to discuss the situation. 3) Parks Authority Member Comments- Member Ellis-Is there a program for the youth league for scholarships for families that can't afford to play? Director Northam- Yes,we don't advertise because then everyone would be contacting our department but we do work out payment plans as well as we have some parents help out with concessions and scoring for discounted fees. Member Burns-I have informed Mayor Moore that Member Brown is stepping down from the board due to family obligations so he will be appointing a new board member soon. It has also been brought to my attention that people think that I am advocating for someone for the City Partner position I have no one to recommend I just want the right person for the job. Motion to ADJOURN at 7:43pm APPROVED: s` Bill Burns, Parks Board President Respgctlully Submitted y: Heather Pennington