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Home My WebLink AboutDECEMBER 19,2016 Jeffersonville Parks Authority Monday December 19th, 2016 The Jeffersonville Parks Authority Met in a Session in the Mayor's Conference Room,City Hall,Jeffersonville, IN on December 19th, 2016. Members Present: Mark Munzer, Bill Burns, Larry Jordan, Nathan Cross,Tracy Ames, Ron Ellis, Matt Owen and Ralph Scales. Also Present: Les Merkley and Paul Northam. Approval of Agenda Director Northam amended the agenda removed#2 under Old Business Concessions Update, remove#1 under New Business Vissing Park Expansion also remove#1 and#2 under Director's Report Sandy Knott and Matt Gullo. Member Owen made a MOTION to approve the amended agenda,the motion was seconded by Member Munzer. Motion PASSED on a vote of 8-0. Approval of Minutes Member Ames made a MOTION to approve the minutes from the November 28`h, 2016 meeting, motion was seconded by Member Scales. Motion PASSED on a vote of 8-0. Approval of Claims Member Ellis enquired as to when the City Partnership contract was up. Director Northam responded that the contract is through March of 2017 so any claims for fees will continue through then. Member Owen asked if it was budgeted for claims through March and an employee. Director Northam said he didn't know if it was budgeted for but he would check with Heather Metcalf in Finance. President Burns said that if Dave Simpson decided to take the position upon accepting he would then be switched over to salary, but if not the authority needs to know by the beginning of January if the position needs to be posted. Member Owen asked if the ordinance that set up the Parks Authority stated anything on who needs to approve claims because with claims going through the Council and the Parks Authority issues are falling through the cracks and it needs to be one or the other. Les Merkley stated that the parks Authority have the authority to approve if they want to or the claims can go the council it's their choice, but either way once an item is purchased it doesn't matter who approves the claim because it's basic common law that if something is purchased it has to be paid for. Member Owen made a MOTION to approve the claims, motion was seconded by Member Ames. Motion PASSED on a vote of 8-0. OLD BUSINESS- 1) Abbey on the River Update-Director Northam stated that he was working on a contract with Les Merkley and wanted to ask if he could put a claim through for the next payment of$42,000.00 that is due on January 10`h2017 the budget has$50,000.00 in it at the moment for Abbey on the River. The payment is not in the contract obviously but in the letter of Intent. Member Owen stated that this is where there is going to be another issue where a claim goes to the council for$42,000.00 and they are going to ask if there is a signed contract. This is where it would help if the council was also signing the Parks Authority contracts. Les Merkley stated that he agreed with Member Owen that before a claim was submitted there needed to be a signed contract not just a letter of Intent. Director Northam said that he would let the Abbey on the Road people know. 2) Parks App-Director Northam Last meeting Lincoln Crum and Christina Sutherfield came in and presented the parks app and then I had Christina come in show my staff the following week and as we were going through the app once it was loaded on my phone I couldn't gQ to the points of interest without the app closing. So I spoke with other members of my staff and we al!thought that with us having a new website it would be unnecessary to have an app. So with your approval I'd like to not renew the app contract after February. Member Munzer stated that with all of the money we just put out for the website if it does the job then he didn't he see a reason to continue the app contract. NEW BUSINESS- 1) Rock on the Water Contracts-President Burns asked if there was a promoter that ran this program or if it was a Park's program. Director Northam stated that it was a Park's Program but there is a promoter that helps them put it together but all of the sponsorships come through the City Partnership. Member Jordan asked if the contract amounts were similar to the previous years contract to which Director Northam said yes. Member Owen made a MOTION to approve the Rock on the Water contracts,the motion was seconded by Member Jordan. Motion PASSED on a vote of 8-0. DIRECTOR'S REPORT-Paul Northam-The first item is the list of meetings for 2017 they are all on the fourth Monday of the month at 6:00 pm with the exception of December which is on the third Monday. Member Munzer asked if it would be possible to make the meetings at 5:00 pm. Member Ames stated that she couldn't make a 5:00 meeting but could make a 5:30pm meeting. Member Owen made a MOTION to approve the amended Parks Authority meeting schedule,the motion was seconded by Member Jordan. Motion PASSED on a vote of 8-0. Pickle Ball has started on Monday mornings gam to 11am so far each week we have had an increase in people showing up and after speaking with Clarksville and New Albany they both said that it starts slow but picks up pretty quickly so we will see where it goes. But if it gets a decent following we will move it to the evening to get even more people. We are looking at replacing the carpet at Nachand Fieldhouse but that will be after we hear from the company that we hired to tell us what needs to be done at the field house in order to make it where it needs to be. We are waiting on final approval for the Greenspace Manager and if all goes well then he will be starting at the first of the year so I have been going through different parks and making a list for the team to start on as soon as possible. The Brick Memorial on Riverside Drive will be added to the Green Team's list of things to do so that will be kept cleaned up. I also wanted to mention that we received an email about the Thanksgiving dinner at Ken Ellis Center. This dinner is for the members of our Bingo group they are people that come every week and play bingo so we put on a small thanksgiving dinner for them if we opened it to everyone we wouldn't be able to do it because everyone would show up for free food and it would cost more than we can spend. There are many of our events through the year that are open to the public such as the St. Patrick's day dance but this one event is just for the bingo members that come every week. The transponders will be in by the end of the year so that if we need to go to Louisville we will have them in each of our cars. There aren't many reason for us to go over the river but every once in a while we have a supplier that is over there such as where we have the pool water tested. Starting in January I will have all of my managers start attending the Parks Authority meetings every month so we will have Sara Simpson who is over Special Events and Riverstage, NiKKi Lurding who is over the Senior Programs and Aquatic Center, Ricki Romans Sports and Athletics,whomever the City Partnership person is,the Greenspace Manager and Dawn Spkyer the art administrator. Sandy Knott gets a grant every year for Bob Hedge Park and they are wanting to install a new swing that is 1695.00,this is a generation swing where an adult can sit across from a child and then they are wanting to install a dog water fountain. So they need approve to use this money from their budget to purchase one or both of these items. Member Owen made a MOTION to approve the purchases at Paul Northam's discretion,the motion was seconded by Member Munzer. Motion was APPROVED on a vote of 8-0. REPORTS AND COMMENTS- 1) Parks Attorney Report- Les Merkley- None 2) Public Comments- None 3) Parks Authority Member Comments- Member Owen asked if there was a city policy on transponders. Les Merkley responded that it was on the agenda for Wednesday's meeting but that there will be a policy on when the charges on the transponders will be paid by the city and when they won't. Motion to ADJOURN at 6:07 pm APPROVED: F c sz c�-- Bill Burns, Parks Board President Respectfully Submitted By: Heather Pennington t