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HomeMy WebLinkAboutAPRIL 23, 2018 Jeffersonville Parks Authority Monday, April 23rd, 2018 The Jeffersonville Parks Authority Met in a Session in the Mayor's Conference Room, City Hall, Jeffersonville, IN on April 23rd, 2018. Members Present: Bill Burns, Larry Jordan, Matt Owen,Tracy Ames, Lisa Stemler and Ralph Scales. Also Present: Parks Director Paul Northam and attorney Les Merkley. Approval of Agenda Member Owen made a MOTION to approve the agenda for the April 23rd, 2018 Park Authority Meeting, the motion was seconded by Member Stemler. The motion PASSED on a vote of 6-0. Approval of Minutes Member Ames made a MOTION to approve the minutes from the March 26th, 2018 Parks Authority meeting, the motion was seconded by Member Stemler. The motion PASSED with a vote of 6-0. Member Owen made a MOTION to approve the minutes from the March 26th, 2018 Parks Authority meeting, the motion was seconded by Member Ames. The motion PASSED with a vote of 6-0. Old Business- Northam-CCSA Agreement- Les Merkley presented the new agreement with CCSA, the new agreement includes everything from the previous agreement with a change of the term of the agreement being 25 years. The agreement includes the maintenance of the field in which the CCSA maintains south of the property line and the City will maintain the North part of the property and the buildings. CCSA will operate and keep the proceeds of the concessions for all parks approved events as long as CCSA is given two weeks' notice. The scheduling of the lighting will be the sole responsibility of the Park's department and CCSA will give the Park's department a schedule. Les stated that he would like to add a diagram of the property and who is responsible for each part to the contract. President Burns asked if the locker room was mentioned in the contract, as to the usage of the locker room. Director Northam stated that Ricki Romans will still in be charge of the schedule of usage for the meeting and locker rooms. A Use and Rental of Activity Center Article was added to say that use and scheduling of the building including the locker rooms and meeting rooms will be at the discretion of the Jeffersonville Parks Department. Member Owen made a MOTION to approve the CCSA Agreement with legal change and President Burns Approval, the motion was seconded by Member Scales. The motion PASSED on a vote of 6-0. Northam-Preservation Park Contract-There was a presentation several months ago from City Pride to create an elaborate themed park. There was a concern that they would create this plan and then want to walk away in a few years leaving us to maintain the theme, this contract has them take responsibility of the maintenance and lets them know that should they walk away we reserve the right to make any changes or remove the theme. Member Owen made a MOTION to approve the Preservation Park Contract with City Partnership, the motion was seconded by Member Ames. The motion PASSED on a vote of 6-0. Burns-Fieldhouse Update-We are moving along with the bathrooms they are 97% done it just needs a second coat of paint and soap dispensers and we are moving along. We have a change order for the brickwork, we knew this was coming for$19789 which is right about where our numbers said it would come in and we would also like to purchase a new baby changing station for$376.88. We knew that there are also two downspouts that we need to change out but upon inspection it was discovered that all the downspouts needed changed out to help stop the water issues. This takes our AML total to $529678.95. With this new change order we are now spending$554,178.95 with a budget of$584,757.57. Member Owen made a MOTION to approve the Fieldhouse Change Order, the motion was seconded by Member Ames. The motion PASSED on a vote of 6-0. New Business- Northam-Pro-Media Contracts- This is the same contract as last year they are doing the Riverstage Preshow for$5000.00 and the 13 Shout Outs for$650.00 each for a total of$10,950.00 with a City Partnership sponsorship of$2,500.00. Member Jordan made a MOTION to approve the Pro Media Contract for$10,950.00, the motion was seconded by Member Ames. The motion PASSED on a vote of 6-0. Northam-Otis Elevator Contract-This is kind of new for us, we just found out that we need to have the elevators evaluated semiannually, so this is contract for$900.00. They originally asked for quarterly but this is an elevator that isn't used very often so they said semiannually would be okay. The payment is broken down to $75.00 a month annually for a total of$900.00. Member Owen made a MOTION to approve the contract with Otis Elevators for$900.00,the motion was seconded by Member Stemler. The motion was PASSED on a vote of 6-0. Simpson-Riverstage Contracts- Directors Northam presented the contracts for the Riverstage The Louisville Crasher, Les Masters Band, The Velcro Pygmies,The Wilson Brothers, Billy Joel Elton John Tribute Band,The Wulfe Bros, Doo Wop All Stars, Moondance,Jake Elwood and the Boys and The Usual Suspects. President Burns questioned the date on the contracts as they said 2017, Les Merkley will make the date changes to the contracts. Member Owen made a MOTION to approve the Riverstage Contracts pending the date change to 2018, the motion was seconded by Member Ames. The motion was PASSED on a vote of 6-0. Northam-Bob Hedge Repairs-We need to replace the server at Bob Hedge Park, this was one of the first servers that we installed so it's pretty old but we also had an issue with rat damage on the server so we need to replace it for$7637.28 and we are taking extra precautions going forward to keep any animals out of the area. Member Stemler made a MOTION to approve the new server at Bob Hedge Park for$7637.28,the motion was seconded by Member Owen. The motion PASSED on a vote of 6-0. Director's Report- Tim McCoy-We started on the mulching at Harmony and the Ken Ellis Center, we did Exit Zero and the landscaping at Wader Park. The mowing is on schedule and we are working our way through each of our parks. Director Northam reminded Tim that the front of Preservation Park is still our responsibility. Tim asked if there were any trees that the authority would like to see as we need to replace several dead trees. Member Ames said she liked Weeping Cherry trees and Japanese Maples. Olivia Mann-The painting is going to start on Friday and the water feature arrived last week. We have hired the pool staff and have an orientation this week. We have our bingo at Ken Ellis and we are wanting to make a change to the Ken Ellis agreement we want to make it one free visit down from three because we were having a lot of people come three times and then no come anymore. Member Stemler made a MOTION to approve the change from three free visits to one free visit, the motion was seconded by Member Owen. The motion PASSED on a vote of 6-0. Dave Simpson-We are doing great this year, we are around $303,000.00 and some change. We have a lot of past sponsors that have stepped up to full sponsors this year. Donnie Poole-Thunder went well we have nothing torn up that we know of, there was a lot of work done that you couldn't see because it was under water so we will start working on that again this week. If you get any complaints please understand that we are working on issue at a time and we will get to everything. Paul Northam-the little league started last week and we added new lights and dug outs on each field. The Assistant Director position was taken to council and they approved us posting it so we advertised it and have received five applications for that position. Signage update is that we have picked a new logo and the bottom will change depending on the department such as maintenance, Special Events and so on. I met with Matt Gullo and we have determined that there three types of signs that we are going to out in the parks a monument sign, intermediate sign and informational sign. The monument sign is going too made of corten steel and aluminum and the intermediate sign is going to also be made of corten steel and aluminum but will be smaller than the monument sign with information about the name sake and rules of the parks. The informational sign is just going to be aluminum. We are going to get with our sign maker and see how much it's going to cost and see how many we can do each year. Thunder went really well our people were out until after lam cleaning up. Member Owen stated that he had heard a lot of compliments on the clean up after Thunder and wanted to pass them along. We have an event we want to do on Saturday May 19th, it's a national event to get Kids to Parks. We are thinking about having a kite event with free kites for the first 100 kids and then activities for them to do. We have come to the conclusion that we aren't bringing back the Ice Rink this year but will ask the council to bring it back in 2019 after we find a new place to hold it. Our next meeting is May 215t at 5pm because it's before a council meeting so just a reminder. Reports and Cornments- Parks Authority Attorney Comments- None Parks Authority Comments- None Public Comments- None Member Owen made a motion to ADJOURN at 7:04pm, PASSING on a vote of 6-0. APPROVED: Bill Burns, Parks Board President Respectfully Submitted By: Heather Pennin