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HomeMy WebLinkAboutJUNE 26, 2017 JEFFERSONVILLE PARKS AUTHORITY MONDAY,JUNE 26, 2017 The Jeffersonville Parks Authority met in a session on June 26, 2017 at 5:30 P.M. in the Mayor's Conference Room, Second Floor, 500 Quartermaster Court,Jeffersonville, Indiana. President Burns called the meeting to order with these Members present: Larry Jordan, Matt Owen,Josh Kornberg, Ron Ellis, President Bill Burns, Mark Munzer and Ralph Scales. Absent were Nathan Cross and Tracy Ames. Also present were Attorney Les Merkley, Paul Northam and Dawn Spyker. APPROVAL OF AGENDA Director Northam requested under Old Business add 1A for Bill Burns on Work Group update on the Field House. Requested under New Business Item#5 be deleted and add Dawn Spyker regarding the Steamboat Chalk Artist Contract. Revise New Business like to add #7 for Director Northam on Rive rstage Contracts. Member Owen made a MOTION to approve the Agenda with the changes and seconded by Member Kornberg. The motion PASSED 7-0 APPROVAL OF MINUTES President Burns presented the minutes from May 22, 2017 meeting, asking if any discussion. Member Owen made MOTION to approve the minutes as presented and seconded by Member Kornberg. The motion PASSED 7-0 President Burns presented the minutes from June 7, 2017 meeting, asking if any discussion. Member Owen made MOTION to approve the minutes as presented and seconded by Member Kornberg. The motion PASSED 7-0 OLD BUSINESS President Burns gave an update regarding the Work Group Field House. He reported that this group has been together for about four months and have had a pep rally, community breakfast with business leaders from and the support has been tremendous. He was really surprised how much support and love for the Field House from our community. He reported that the amount that has been raised to date is$225,518.21 and it looks good for our project. President Burns advised that they are planning in the future a Run-Walk in Perrin Park in September and some other events. Member Owen reported that there is a lot support from all the neighborhoods. Director Northam gave a report on the Rental Policy for the Woehrle Athletic Facility. It will be rented for$100.00 per hour with 2 hour minimum; no extra time is to be given for decorating or room preparation. We will have an employee at the facility 5 minutes prior to start of the party to let people enter. The employee will stay with the party (in outer hallway or room) until 15 minutes before end of the party. At that time he/she will ask the members to start cleanup. All customers will be out of facility no later than 15 minutes after end of the party. If customers will be out of the room by 15 minutes after the party is scheduled to end, then they will get billed for another hour. We will allow for customers another half hour for them to decorate before the party. At this time, we do not have any discounts for non-profit but city employees get a 25%discount. Director Northam advised that at this time Ken Ellis and Field House the rate is$80.00 but raise it to $100.00 due to having an employee there at all times. Discussion was included regarding the locker rooms and rest rooms. If they are going to rent the field then do we need to raise the fee to include locker rooms charge an extra $50.00. Attorney Merkley suggested that if they say non-profit then they will need a 501C form. We are still working out fees for Big 4 Park. Member Owen made a MOTION to adopt the guidelines for the Rental Policy with the addition of$50.00 for cleanup and seconded by Member Munzer. The motion PASSED 5-2 with Members Ellis and Scales opposed Director Northam asked the Board about discussion regarding liquor sales at venues. President Burns advised that if the Board is going in that direction, Attorney Merkley would need to prepare a policy for liquor sales per the approval Redevelopment for Riverstage, Big 4 and Nachand Field House for certain rental events.That policy would include insurance, caterers, license for liquor sales. Attorney Merkley and Director Northam will get together, prepare some information and bring back to the Board for review. Director Northam presented for discussion the permit and application for the rental of the Pavilion and use of restroom facilities in Big4 Station for events fewer than 1,000 people. This will have to go to Redevelopment for approval after discussion. The Board reviewed the application along with the Big4 small and large events. He asked if there needs to be an addition time that goes past 11 P.M., then they have to receive prior approval by Board of Public Works. No heavy equipment or vehicles wheels are to leave the paved area without prior approval by Board of Public Works. He discussed fees for the use of rental of Big4 Station. It was suggested it would make it a lot easier if we had a policy to follow. Member Munzer made a MOTION to approve the Big4 Station events with the additions contingent upon the approval of Redevelopment and seconded by Member Ellis. Attorney Merkley suggested that might consider an agreement between Parks and Redevelopment(Big 4). The motion PASSED 7-0 Director Northam discussed quotes for a copy machine. He received a quote from Rico in the amount of$949.00 and one from Integrity One Technologies for$581.46. He advised he would like to accept the quote from Integrity One which would include free service and toner. Member Owen asked if this was in his budget and he replies with a yes. Member Owen made a MOTION to approve the quote from Integrity One Technologies in the amount of$581.46 and seconded by Member Kornberg. The motion PASSED 7-0 NEW BUSINESS Director Northam had an update regarding Abbey Road. He gave a breakdown of expenses and collections. Member Ellis asked what was made off of Abby Road and the amount was approximately $69,000 after expenses. Director Northam discussed an estimate for Duffy's Landing dredging and the cost. He advised that he does not have it in his budge at this time and asked if possibility get some assistance from the City Council or Redevelopment. He presented two quotes and will be obtaining other quotes to compare to the ones he has already received. This is going to be an every year event with complaints from the boaters. President Burns inquired about the flag poles and Director Northam advised they have been waiting on the electric from Duke Energy and our electrician. Member Kornberg spoke to the Board on Branding showed some advertisement for the parks, arts and pulled some of our logos out to review. He pulled some advertising together and possibility get a uniform look and brand since some of the colors make the logos hard to read and get rid of the City's emblem. Director Northam made some suggestions to change the arts, colors to make it easier to read. Member Kornberg will work on some ideas. President Burns discussed the TEG Contract regarding the brick work on the Nachand Field House. He has been working with Wayne Estopinal and willing to manage the brick work with CMTA for the work and has donated the construction administration of$3,000. President Burns appeared before the Redevelopment requesting funding of$25,000 for the Field House. Member Kornberg made a MOTION to approve the$25,000 for the work on the Field House and seconded by Member Owen. The motion PASSED 7-0 Director Northam advised that he spoke to Finance regarding expenses. Member Owen advised that request from the City Council out of the Non-Reverting Fund and get approval from Redevelopment. Member Owen made MOTION to request$10,000 from the City Council out of Non- Reverting Fund to be used for non-contractual funds and seconded by Member Munzer. The motion PASSED 7-0 President Burn presented a Deed Restriction and advised that Attorney Merkley had drafted a Resolution Approving Deed Restriction on Property Commonly Known as Nachand Fieldhouse. Member Owen advised there have been some concerns by the citizens about it remaining a public facility. Member Owen made a MOTION to approve RESOLUTION NO.2017-R-2 and seconded by Member Kornberg. The motion PASSED 7-0 Dawn Spyker spoke to the Board regarding a contract with Art Saint Louis for Steamboat Nights Demonstrating Chalk Artist. They have agreed to come both nights for a fee of$3,300.00 and leave us with a 10 X 10 piece. She has written two Grants and the have been granted for a total of$8,000. The other Contract is for Shadow Puppet for the 2017 Steamboat Nights Activity in the amount of$3,000. Member Owen made a MOTION to approve both Contracts and seconded by Member Kornberg. The motion PASSED 7-0 Director Northam presented Contracts for Riverstage are listed as follows: Electric Garden in the amount of $ 350.00 The Rigbys $ 600.00 Juice Box Heroes $2,000.00 Eight Inch Elvis $ 500.00 The Rumors $1,200.00 Party Central Rental $2,083.00 Cluckers for Alcoholic Beverage and Concession Agreement 25% Member Kornberg made a MOTION to approve the Contracts and seconded by Member Owen. The motion PASSED 7-0 REPORTS Dawn Spyker gave out a picture of all the paintings for all electric boxes throughout the City for Public Arts. She reviewed activities which included Abbey Road On The River,Art Engagement Activity, Arts &Cultural District Community Gatherings, Floodway Mural, Call to Artists Live on July 5`h. She also advised she has been asked to be a representative in Indianapolis on October 5, 2017 and only three were chosen. Congratulations were given from the Board. Director Northam advised there has been a lot of cleaning at Duffy's Landing and watching the Riverstage regarding the water levels. He advised the 4th of July parade coming up along with Lateran making on July 29`h and discussion on maintenance for Woehrle Ball Field. He advised that he should have an annual report for the Board at our next meeting. Our next meeting will be held on the same night as the City Council and asked if the Board want to reschedule the meeting or have it before the Council Meeting. It was decided to continue on the same night and will be completed before the Council meeting will begin. ADJOURN Member Owen made a MOTION to adjourn the meeting at 7:15 P.M. and seconded by Member Kornberg. The motion PASSED 7-0 APPROVED President Bill Burns Respectfully Submitted By: ,;-4 - 4? — Heather Penn to