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HomeMy WebLinkAboutMAY 22, 2017 i a Jeffersonville Parks Authorixy Monday May 22nd, 20171 The Jeffersonville Parks Authority Met in a Session in the Mayor's Conference Room,City Hall,Jeffersonville, IN on May 22nd, 2017. Members Present: Bill Burns, Larry Jordan, Mark Munzer,Tracy Ames and Ralph Scales. Also Present:Les Merkley and Paul Northam. Approval of Agenda , Director Northam asked to add the Riverstage contracts to the agenda: Member Ames made a MOTION to approve Amended Agenda for the May 22nd,2017 Parks Authority meeting,the motion was seconded by Member Jordan. The motion PASSED on a vote of 5-0. Approval of Minutes Member Ames made a MOTION to approve the meeting minutes from the April 24`h, 2017 Parks Authority Meeting,the motion was seconded by Member Scales. The motion PASSED on a vote of 5-0. OLD BUSINESS- 1) Northam-Security Pro's Contract WAC-There is approximately$32,000.00 in the contingency fund that we were waiting to use for security measures at WAC. We would like to move forward with the Intrusion Detection at$1985.00 and$110.00 monthly and the Equipment and instillation for Access Control is $3051.00 and$80.00 a month. Member Burns asked if there,Was anything else that money might be needed for and Director Northam stated that there was nothing that they have been able to think of. Member Ames made a MOTION to approve the Security Pro's contract for$27079.00,the motion was seconded by Member Jordan. Motion PASSED on a vote of 5-0. 2) Northam-Black Diamond Contracts-Director Northam made the decision to move all of the properties to Black Diamond this year instead of moving half and the rest next year as discussed in the April 2017 meeting. Member Jordan made a MOTION to approve the Black Diamond contracts,the motion was seconded by Member Munzer. Motion PASSED on a vote of 5-0. 3) Northam-Byrnes-Property Maintenance Contract-Just a signature the contract was already approved and misplaced. 4) Burns-Work Group Update-Nachand Fieldhouse-The open house was a great success there were around 200 people and a lot of media interest. We have about$150,000.00 in donations at the moment so we are moving along great. Just so everyone knows donations can be dropped off at the mayor's office for the June 3`d event. 5) Merkley-Riverstage Vending Contract-A couple of months we entered into an agreement with Cluckers and Big 4 Burgers to provide the alcohol at Riverstage we now have the opportunity with a third company Brown Forman to have more options and an in-kind donation . The issue is that to move forward we need a special license to have three providers and have to have all parties end the previous contract and enter into a new contract. On page two significant language has been added pertaining to insurance this is to comply with Brown Forman's standards as well as our own. Cluckers will be the main contract holder in this agreement so we will need a motion to terminate the existing contract and a motion to approve the new contract. Member Jordan made a MOTION to approve the termination'of the existing contract with Clucker's and Big 4 and enter into a new contract with Cluckers,the motion was seconded by Member Scales. The motion PASSED on a vote of 5-0. Member Jordan made a MOTION to approve the new agreement with Cluckers with them holding the insurance that Brown Forman and the City of Jeffersonville requires,this is contingent on the termination of the existing agreement with Cluckers and Big 4 Burgers. The Motion was seconded by Member Ames, the motion PASSED on a vote of 5-0. 6) Riverstage Contracts-The board members questioned if it was possible to have a cancelation clause for weather being added to the contracts going forward so that we don't lose all of the money when we have to cancel for weather. Sara Simpson stated that she would look into it with the companies going forward. Member Ames made a MOTION to approve the Riverstage contracts for Tons of Fun,the motion was seconded by Member Jordan. The motion PASSED on a vote of 5-0. Member Ames made a MOTION to approve the Securatas Security's Contract for$3,500.00 for two people at small events and four people at large events. The motion was seconded by Member Jordan. The motion PASSED on a vote of 5-0 NEW BUSINESS- 1) Northam-Vissing Park Lighting Damage Estimate-A lighting strike caused damage of$11434.99 but we have a$20,000.00 deductible so we will just have to pay for tie repairs. President Burns questioned if we can take it from the fund that Vicki has for insurance. Director Northam stated that he didn't know but he would look into it. Attorney Les Merkley said that they could,approve the repair amount pending speaking to Vicki Conlin about the insurance account. , Member Ames made a MOTION to approve the$11,434.99 pending asking the City Clerk about an insurance account,the motion was seconded by Member Jordan. The motion PASSED on a vote of 5-0. 2) Northam-Riverstage and City Partnership Video Production Proposal-Promedia gave us a quote for several products and we chose to do the Preshow video for$3,000.00,the Recruitmant video for $3,000.00 and the 13 videos at$575.00 a piece for a total of$7475.00. They have offered an inkind donation of$2,500.00 so it will be$10,500.00 which is in the budget. Member Jordan made a MOTION to approve the Promedia Contract for$10,500.00,the motion was seconded by Member Scales. The motion PASSED on a vote of 5-0. 3) Northam-Old City Hall Monument at Preservation Park-We would like to build a monument and attach a plaque for the old city hall in Preservation Park. I have spoken with some members of the UEZ board and they said they thought they could go in half so our park would only be$4,700.00. The donor would also like a plaque that states that his father donated the sign.'After discussion the board decided that they needed to find out where the city hall building was actually located and look into a sign to give information on the monument like the signs at Big 4. 4) Northam-Park Memorial Application-1—A gentleman named Sunny Brewster passed away last year and he was heavily involved in the events in the park and they want to rename the gazebo Sunny Brewster's Bandstand at Wolter Park. Member Jordan made a MOTION to approve the memorial application for Wolter Park with confirmation that we approve the materials used. The motion was seconded by Member Munzer. The motion PASSED on a vote of 5-0. 5) Northam-Park Memorial Application-2-This application is a;bench that will be in Big 4 Station Park they will pay for all of the cost of the bench and instillation. We don't have a lot of bench in that park so I think it will be a great addition. Member Ames asked if we had any say on wording that is put on the bench, Director Northam stated that they had to approve it first. Member Ames made a MOTION to approve the Bench Memetrial Application for Big 4 Park,the motion was seconded by Member Munzer. The Motion PASSED on avote of 5-0. 6) Northam-Pool Chair Purchase-The pool needs to order 75 chairs for this pool season,we have a couple of quotes the cost is$160.00 each for a total of$12,000.00 foir OP Aquatics and$279.00 a chair at Lux decor and$279.00 for Patio Living so we would like to go with OP Aquatics. Member made a MOTION to approve the purchase of the 751patio chairs for$12,000.00,the motion was seconded by Member Ames. The motion PASSED on a vote of 5-0. 7) Northam-Pool Diving Board Purchase-The pool also needs two new diving boards, it needs to be a special competition board as we have people that rent the pool for practice.The three quotes are $9078.00 for two boards at Spring Boards& More,$9131.00 at Lincoln Aquatics, and$10400.00 at Mac's. We would like to go with Spring Boards&More. Member Jordan made a MOTION to a k pprove the purchase ofithe two diving boards for$9078.00,the motion was seconded by Member Scales. The motion was PASSED on a vote of 5-0. 8) Northam-Cabela's King Kat Event-Dave Simpson spoke about a fishing event that has interest in being held in Jeffersonville in 2018 and they were thinking about holding this event along with the boat race that had been previously discussed at the park's meetings. The Bureau of Tourism is interested in getting behind us hosting this event as well and turning it into a festival event for fishing and wildlife. They need to know soon though because they are ready to start launchigg there promotion of this event now. Member Scales had to leave the meeting so no vote was ableito be taken on this. 9) Northam-New Mover Purchase-This was tabled due to Merpber Scales having to leave the meeting and only four members remaining. 10) Northam-WAC Rules-There was a discussion about a rental Bate$200 for a two hour minimum and then $80.00 for each additional hour. Ricki Romans stated that he thinks that the rates are too high for some of the people that normally rent this facility and he thinks there needs to be special rate for certain groups. The board decided this rate was voted on in April and needs to apply to everyone. This was tabled due to Member Scales having to leave the meeting and only four members remaining. 11) Northam-Big 4 Station Park Rentals-The entire park rental at$3000.00 and half the park at$1,500.00 each on the weekend and during the week$250.00 for a lawn and Pavilion only for$500.00. Electrician fee is$200.00 and the restroom fee is$100.00 This was tabled due to Member Scales having to leave the meeting and only four members remaining. 12) Burns-Potential New Greenspace—We had spoke about adding twenty to thirty aces to Vissing Park and we are in talks at the moment for making this happen we will know more at the next meeting. 13) Burns-Green Team Questions-I just wanted to know where we are and if we are fully staffed yet? Director Northam stated that another person is about to start and there are position remaining to fill. 14) Burns-Justin Ames-Fieldhouse Fundraiser Idea- Evansville does an event called Guns and Hoses where the Police and Fire department do a competition to raise money for charity and in this case it would be for the fieldhouse. It is still being looked at so more information will be coming soon. t DIRECTOR'S REPORT t I 1) Director Northam-Abbey Road set up is happening today and taking place over the next couple of days, we have a chance of rain for three of the five days so we are concerned about how it is going to go but with it being an outdoor event we can only hope for the best. We have been getting Duffy's Landing ready for a fishing tournament this weekend. There has been a problem with drinking at WAC with people that are renting the field and we need to know where we stand on rules during rentals such as with the CCSA. President Burns stated that this is something that we need to speak with Les about for the next meeting. REPORTS AND COMMENTS- 1) Parks Attorney Report-None 2) Public Comments- None 3) Parks Authority Member Comments- Motion to ADJOURN at 7:33pm APPROVED: Bill Burns, Parks Board President 4RK ectfully S fitted By: Heather Pennington a y 4 t { i t g