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HomeMy WebLinkAboutFebruary 21, 2017 Jeffersonville Parks Authority Tuesday February 21st, 2017 The Jeffersonville Parks Authority Met in a Session in the Mayor's Conference Room,City Hall,Jeffersonville, IN on February 21st, 2017. Members Present: Mark Munzer, Bill Burns, Larry Jordan(arrived late),Tracy Ames, Ron Ellis, and Ralph Scales. Also Present: Les Merkley and Paul Northam. Approval of Agenda r Member Ames Made a MOTION to approve the agenda for the Februlry 21St Parks Authority meeting, motion was seconded by Member Munzer. Motion PASSED with a vote of 5-0. Approval of Minutes Member Ames made a MOTION to approve the minutes from the January 23rd,2017 Parks Authority meeting,the motion was seconded by Member Scales. Motion PASSED on a vote of 5-0. OLD BUSINESS 1) WAC—CCSA Agreement-Paul Northam presented the amendment to the board the amendment was#13 in exchange for two mowers the Clark County Soccer Association will do the lawn and landscape including but not limited to the mowing of perimeter grass,trimming of landscape and mulching of all landscaped areas. And that the building structures on site will be maintained by the Parks department. Amendment#16 is that the CCSA will continue to run the concessions and retain all profits from the concession stand. Amendment#17 is the removal of the concession section in the original agreement. Member Munzer made a MOTION to approve the CCSA Agregment;the motion was seconded by Member Scales. The motion PASSED on a vote of 6-0. 2) Riverstage Alcoholic Agreement with Cluckers and Big 4 Buriers-The Riverstage Alcohol contract was presented at the meeting, it is the same contract that they had before with this year's date of 2017. Both of the companies have already signed a copy of the contract.,Les Merkley stated that instead of each company signing a contract they each need to sign one joint contract.Sara Simpson stated that she will take a signed copy of the contract to the other company to have a contract with both signatures. Member Ames made a MOTION to approve the Alcohol Concession Contract for Cluckers and Big 4 Burgers,the motion was seconded by Member Munzer. Motion PASSED on a vote of 6-0. 3) Riverstage Band Contracts- Sara Simpson presented the Riverstage contracts to the board, Member Ellis asked how the acts were chosen for the Riverstage. Sara stated that they select the acts based on what they thing will draws the crowds such as when they book the Louisville Crashers they know they will get about 5000 people. Member Ellis made a MOTION to approve the Riverstage band contracts MTI,Joe Nichols, Endless Summer,Wulfe Bros.,Cover Me Badd, B46 Beverage and Cluckers Beverage,the motion was PASSED on a vote of 6-0. 4) Purchasing-Security Pro's-Paul Northam stated that they had been waiting to do the Security Pro's until after the WAC project was complete to use the contingencyf nd for it. This is to put keypads on the doors of the restrooms to allow them to open at a certain tiJe in the morning and close in the evenings. The quote is about$5774.00 and there is a little over$30,000.00 in the fund. Bill Burns stated that there have been citizens asking that the restrooms stay open longer in the evenings. Member Munzer made a MOTION to approve the Security Pro's contract for$5774.00 for the bathroom key pads,the motion was seconded by Member Ellis. Motion was PASSED on a vote of 6-0. 5) Parks Fee Schedule-The Parks Fee schedule was discussed in January but a vote is needed to approve it. Member Ellis expressed concern the change in fees are going,to impact the lowest income areas and wanted to know if the rates are being changed because they need to be or we want to change them Paul Northam stated that they are changing the rates because they haven't changed in several years and aren't where neighboring cities are. Member Ellis stated that someone in Duffy's landing probably has a high income and changing the fees might impact the other areas more. Member Scales said that he thought all of the rates should be raise or none of them because just changing the rates in the higher income neighborhoods is discrimination. Member Munzer made a MOTION to approve the Parks Fee schedule that was presented in the January Park's Authority Meeting,the motion was seconded by Member Ames. The motion was PASSED on a vote of 5-1. 6) Work Group Update-Nachland Fieldhouse-Bill Burns stated that they had made great headway in the first meeting and are scheduled to meet again the next day and hope to have a plan for the next meeting. 7) Parks Ordinance-President Burns stated that Les is having a work group and present the results at the March meeting. P 8) Abbey Road Update-Paul Northam stated that they had sent off the contracts that the city has signed but they have some questions and want to discuss some of the details so I'd like to have his lawyer call Les and work it out so that we have a final contract for the March meeting. NEW BUSINESS- 1) K-4 Security Contract-Paul Northam presented the K-4 Security contract, President Burns questioned the different amounts in section one and section two of the contract. Les Merkley stated a concern about the automatic renewal of the contract for the last two years of the contract. Paul Northam said that the reason that we did the auto renewal is because the company rents a golf cart currently for the security and if we committed to a two year contract they would purchase one instead. Member Munzer made a MOTION to approve the K-4 Security contract with the change in the first paragraph to$94700.00 and the second page as Parks not Redevelopment,the motion was seconded by Member Ames. The motion PASSED on a vote of 6-0. 2) Hamhead Contract-Paul Northam presented the Hamhead contract for the remaining eleven months of the year,the contract was given with a 2%discount if we prepay the year. Member Ames made a MOTION to approve the Hamhead Contract with a 2%discount,the motion was seconded by Member Munzer. The motion PASSED on a vote of 6-0. 3) WAC-Fire Monitoring Agreement-Paul Northam presented the contract from Semones, he stated that this is the same contract that we have for the Ken Ellis Center. Member Ames made a MOTION to approve the WAC Fire monitoring Agreement,the motion was seconded by Member Ellis. The motion was PASSED on a vote of 6-0. 4) Purchasing-SUP Invoice-Paul Northam presented the contract on the Beauty and the Beast Production, Paul asked if per the purchasing rules if there needed to be three quotes or if they could go with the company that they always use. Les Merkley stated that a case could be made that to keep consistent with each program that we make one company the production company that we use. Member Scales asked if we didn't need to bid it out just to make sure that there are not other companies with cheaper rates. Paul stated that he would put the production out to bid and bring the information back to the next meeting. 5) Purchasing-Used Utility Vehicle- Paul Northam presented a 2007 vehicle with 189,000 miles on it that the Parks department is considering buying. Paul asked the board if they wanted him to look for a used vehicle like the one presented or if they wanted him to look for a new vehicle with a warranty but larger price tag. Member Ellis stated that he thinks it would be better to buy or lease a truck instead of taking on potential problems on a used vehicle. President Burns sta:ed that maybe they would contact Redevelopment on paying a portion or the entire amount. Tl e board decided to table the subject until more quotes were received. 6) Purchasing-Meter Panel for Riverstage- Paul Northam informed the group that this is a panel on Riverside Drive where vendors set up for Thunder and Riverstage events. Member Munzer made a MOTION to approve the meter panel for Riverstage,the motion was seconded by Member Ames. The motion was PASSED on a vote of 6-0. 7) Purchasing-Coke Contract-This is an extension of the contract,the only change is that there is no longer a rebate program with this contract. Instead they are starting a new asset program that will encourage people in Jeffersonville to purchase coke products. Member Munzer made a MOTION to approve the Coke Contract,the motion was seconded by Member Ames. The motion PASSED on a vote of 6-0. 8) Purchasing—Golf Lift-Paul Northam presented the golf lift, this will let the Green Team be able to do the maintenance and repair on the City's equipment without sending it out for repair. Member Munzer made a MOTION to approve the purchase of the golf lift not to exceed $8845.00, the motion was seconded by Member Ames. Motion PASSED on a vote of 6-0. 9) Declaration of Restrictive Covenant for Conservation the Meadows Park- Paul Northam stated that this is a survey that was put out by the engineering department, i) basically says that it is protected land and we can't do anything with the land. Les Merkley stated that it just needed to be signed to acknowledge that we cannot use the land for anything. Member Ames made a MOTION to approve the Declaration of Restrictive Covenant for Conservation the Meadow Park,the motion was seconded by Member Scales. The motion PASSED on a vote of 6-0. DIRECTOR'S REPORT 1) Matt Gullo-Master Plan- Matt Gullo presented the completed Five year Master Plan for the board's approval to be submitted to the State of Indiana. Member Ames asked if they plan once submitted could be changed. Matt Gullo replied that this is a living plan that can be changed as time passes this is just a starting point to help the City be able to apply for grants. Member Scales made the MOTION to approve the submission of the Master Plan,the motion was seconded by Member Ames. The motion PASSED on a vote of 6-0. 2) Matt Gullo-WAC Update-The City has moved forward with data and phone lines so there certificate of occupancy should be complete soon. The last thing they are waiting for is the elevator and the Fire Alarm system and then it should be complete. 3) Manager Reports- Dave Simpson-Has done the City Partnership program since 2015, he gave a brief overview of the program and how they connect with companies to raise funds for the park's department. Sara Simpson-Presented the Riverstage budget for the 2017 season,the total budget is$304,000.00 this covers the Summer Concert series,Twilight Cinema,Jeff Goes Country, River Pops and any other additional expenses that may come up. i Dawn Spyker-Presented a Call to Artists for the sculpted drinking fountain that is being by the Rotary Club of Jeffersonville. Dawn also spoke about Steamboat Nights which will take the place of Steamboat nights. This is will be September 1S`and 2nd at Big 4 Station with a lantern parade,fashion show,artisan village, sundown stage and twilight cinema. 4) Paul Northam-Director's Reports-The concession contractor fell through so we planned on just going back to what we did last year and just hiring employees to run the concessions. But wanted the boards opinion. Member Scales asked if having the younger kids running the concessions was the reason that they were losing money, Paul stated that he didn't think it was a big problem but that having an adult oversee the concessions would help with this issue. He stated that although finance said the pool was losing money he didn't think they were. That they may not make a large profit but that they were breaking even. Paul stated that this late in the game he would rather wait until next year to look for another person to run the concessions. President Burns stated that Les Merkley wanted to look for someone to run the concessions for this year. Paul stated that he would speak to Les about it. Spectrum is doing the work for WAC and the estimate if more than we originally thought for the Wi-Fi and internet,the difference is$1287.00 and there is money left in the contingency to pay for it. Member Ames made a MOTION to approve the extra$1287.00 for Spectrum,the motion was seconded by Member Munzer. The motion PASSED on a vote of 6-0. REPORTS AND COMMENTS- 1) Parks Attorney Report-None 2) Public Comments- None 3) Parks Authority Member Comments-None I Motion to ADJOURN at 8:00 pm 1 APPROVED: Bill Burns, Parks Board President Re pectfully Submitted y: — __..- Heather Pennington I l