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HomeMy WebLinkAboutNOVEMBER 28,2016 Jeffersonville Parks Authority Monday November 28th, 2016 The Jeffersonville Parks Authority Met in a Session in the Mayor's Conference Room,City Hall,Jeffersonville, IN on November 28th,2016. Members Present: Mark Munzer, Bill Burns, Jash Kornberg, Nathan Cross,Tracy Ames, Ron Ellis and Ralph Scales. Also Present: Les Merkley and Paul Northam. ; Approval of Agenda Director Northam added Matt Gullo under Director's Report number two with the WAC Update. I Member Kornberg made a MOTION to approve the amended agenda for the November 28`h,2016 Parks Authority meeting, motion was seconded by Member Cross. Motion PASSED on fa vote of 7-0. Approval of Minutes Member Kornberg made a MOTION to approve the minutes from the October 17, 2016 Parks Authority meeting, motion was seconded by Member Munzer. Motion PASSED on a vote of 7-0. OLD BUSINESS- I 1) CMTA Consulting Engineers-Nachland Fieldhouse-Directors Northam had brought in the October meeting that Nachland Fieldhouse needed repairs and was told to look into how much the repairs would cost. Director Northam found CMTA Consulting Engineers and for$7,500.00 they are going to go over the building and define the scope of the work that needs to be completed. Member Kornberg asked the board if it anyone had talked about if this was the right thing to do renovating the building versus building a new building. Director Northam said that it depended on how you talked to many people think it should be torn down and others think it would be a crime to tear it down. Director Northam said that it does have constant activities going on so there is a need for a building.And that he isn't saying that we need to commit a million dollars today but that he thinks it's worth the$7,500.00 to see where the building stands. Member Munzer made a MOTION to approve the$7,500.00 contract to CMTA Consulting Engineers, motion was seconded by Member Kornberg. Motion PASSED on a vote of 7-0. 2) Locally Grown-Christina Stubblefield-Presented the Parks Department application that had been commissioned in June of2015 by the Parks Authority board highlighting the points of interest and how to use the app. The app was paid through February 2017 and then after that is it$75.00 a month and$50.00 an hour for any update that the Parks Department want to make. Member Ellis questioned if this was going to be used with ProMedia. Christina stated that they were two separate projects. Director Northam stated that he would like the opportunity to look over the app and then make a decision since they have until February of 2017 to make a decision. 3) Purchasing Policy-The Park's purchasing policy was presented to the Parks Authority board it contains three categories of purchasing and procedures to be followed,the policy is very similar to the policy adopted by the rest of the City of Jeffersonville. Member Kornberg made a MOTION to approve the Purchasing Policy,the motion was seconded by Member Ellis. Motion PASSED on a vote of 7-0. , 4) CCSA Agreement Mowing and Maintenance-Director Northam presented the contract with CCSA and then added that maintenance needed to be defined in the contract such as trimming of grass,mulching of all areas, mowing of perimeter fields, etc. Les Merkley stated that with the transfer of the mowers from the City of Jeffersonville to CCSA it needed to be defined in the contract as well. Member Kornberg made a MOTION to approve the amended CCSA agreement, motion was seconded by Member Munzer. Motion PASSED on a vote of 7-0. I 5) Pro-Media Contract-Director Northam stated that after a conversation Sara Simpson that she felt that she could do the updating of social media herself and that they didn't need that portion of the contract and save the$1,500.00. Member Kornberg stated that he understood that they were capable of doing it but that the Parks department has a lot to do and if paying someone$1,500.00 to do this is one less thing that would have to be done by the Parks Department then it's worth it. Member Kornberg also stated that he thought there was something to be said for consistency and branding throughout the Parks department and the City with all of the media being done by one company. After further discussion it was decided that both Paul and Sara would be included in the weekly/monthly meetings with ProMedia to ensure that everything is being posted and that Sara would remain an administrator on the social media. Member Kornberg made a MOTION to approve the ProMedia Contract,the motion was seconded by Member Munzer. Motion PASSED on a vote of 7-0. 6) Concessions Contractor-Director Northam presented to the board Tim Minard with Dogs on the Run taking over the running of the concessions at Vissing Park,WAC and Aquatic Center. Dogs on the Run will take care of hiring and paying employees as well ordering supplies and the city will receive a 20% commission on all sales. This will be separate from the Friday,Saturday and Special Event sales for Dogs on the Run at the Riverstage, Ice Rink and Steamboat Days where they are a City Partner for a flat $5,000.00. Member Munzer asked if they would be responsible for cleaning up and doing trash. Director Northam stated that they would be responsible for picking up the bistro tables but that the Parks department will continue to do the major clean up. Director Northam stated that he would get with Tim and Les and have a contract ready for the next meeting. NEW BUSINESS- 1) Security Pro's Contract-Director Northam asked for readers and key fobs for the doors for the park's bathroom. A person was locked in a bathroom when they automatically locked in the evening because the door was broken and it took a couple of hours to get him out because someone with a key had to get to him. If they had the readers the police department has the same readers and they could have opened the door immediately and let the gentleman out. The total on the readers is$2631.28. The other contract presented by Director Northam was the 2817 reoccurring fees from Security Pros for $89,136.00. i Member Munzer made a MOTION to approve the readers for$2,631.28, motion was seconded by Member Ellis. Motion PASSED on a vote of 7-0. Member Kornberg made a MOTION to approve the renewal contract for Security Pros for$89,136.00, motion was seconded by Member Ames. Motion PASSED on a vote of 7-0. 2) WAC Office Furniture-Director Northam asked for the board to approve the use of part of the WAC contingency fund for office furniture and conference room furniture. Director Northam sent Ricky Romans to collect prices on the furniture and he came back with$10,689.00 from Office Supply,$10729 from Office Depot and$10220.00 from Staples. They are all comparable products and Director Northam asked the board to approve the$10,689.00 from Office Supply as they are a local supply company that the city uses. Director Northam also asked for$1,500.00 for folding chairs for the locker rooms and $2,800.00 for a TV in the conference room. Member Kornberg made a MOTION to approve up to$15,OOQ.00 for the purchase of office furniture,TV and locker room chairs,the motion was seconded by Member Cross. The motion PASSED on a vote of 7- 0. 3) Alcohol Sales at Vissing Park-Director Northam asked the board what they thought needed to happen at Vissing Park concerning alcohol. Sometimes after the adult softball games at Vissing Park some people will sit in the parking lot after the games and drink from coolers and at the moment if Park's employees see them they are asked to throw it away but if the Park's Department sells it through Dogs on the Run it might be a way to improve revenue. Member Ellis voiced concern that alcohol starts in Vissing Park and then it spreads to other parks such as the little league park and as there are people that cannot control their alcohol intake what would happen when someone has an accident or gets hurts what would the city's liability be. . Les Merkley stated that he thought it would be best to run it past the Chief of Police for his opinion and our insurance company before the conversation moves forward. 4) Senior Age Alignment-Director Northam stated that there wa`s a discrepancy in the senior age at different parts of the parks department such as the Ken Ellis Center,the Aquatic Center and the dog park from 55 to 65 and to make the senior age the same across the board he is setting the Senior Age for the park's department at 60 years and above. 5) Special Events Coordinator-These contracts are for Light Up Jeffersonville,they were taken to the board of public works because of the short notice but we wanted to have them approved by the Parks Board as well. Member Kornberg made a MOTION to approve the Light Up Jeffersonville Contracts,the motion was seconded by Member Ames. Motion PASSED on a vote of 7-0. DIRECTOR'S REPORT- 1) Matt Gullo-WAC Update-Everything is in the final stages and the final punch list should be ready by next week. It has been a slow process but they have done a great job and everyone should be very proud it. There is one change order it is a credit for$2,793.98 which brings the contingency fund total to$32443.15. Director Northam stated that they were disappointed at how long it took to complete the project but that it hadn't held anything up and they are very happy with how the project has turned out. Member Kornberg made a MOTION to approve the change order for the$2798.98 credit,the motion was seconded by Member Ellis. The motion PASSED on a vote of 7-0. 2) Paul Northam-Director's Report-Interviewing for the green team manager is underway and if everything works out they will be starting by the second week of December so that he can hit the ground running in the spring. The Parks department is losing three people and the new green team manager and Director Northam will be hiring the replacements together to make sure that they have exactly what they need for the team. Abbey Road has narrowed down where all of the stages will be and now the parks department is meeting with electricians to see what needs to be done to accommodate the stages. The council has approved the paying of mileage to the park's department employees and Director Northam is hoping that the city will be able to do something to help employees with the new toll costs. Lastly a reminder that the last Parks Authority meeting will be on December 19th at 5:00pm before the council meeting. REPORTS AND COMMENTS- 1) Parks Attorney Report- Les Merkley- None 2) Public Comments- None 3) Parks Authority Member Comments-None Motion to ADJOURN at 7:58 pm APPROV L_ Bill Burns, Parks Board President M!V bmitted By: Heather Pennington