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HomeMy WebLinkAbout03-08-2004 BOARD OF: PARKS & P. ECREAT]:ON MI'NUTE$ OF MEE'rTN~ - MARCH 08, 2004 President ~Tohn Young called the meeting to order at 12:00pm. The roll was called by Secretary Conlin and those in attendance were as follows: ,Tohn Young, Twyman Patterson, Sue Pfau, Kevin LaGrange, Ted Throckmorton, and Vicki Conlin. Note: Mr. Ted Throckmorton is new member replacing Ed Voyies, Sr., as representative from the Library Board. Personnel and guest present were as follows: Superintendent Rob Poll, Assistant Superintendent Beverly Couts, Athletic Director .Tim Cardwell, City Council member Barbara Wilson, Street Department Director Ran Ellis, and Evening News City Editor ,Ton P, eiter. Any other guests present will be recognized as they address the board. Minutes: The February 2004 minutes were approved as submitted on a motion made by Twyman Patterson, seconded by Vicki Conlin, carried unanimously. Old Business: Superintendent Rob Poff informed that Mayor Waiz cOuld not be here today and requested this item "Youth Commission/Recreation Director position- Update" be tabled until this Board's next meeting. A motion was made by Vicki Conlin to table said item until this boards next scheduled meeting on April 12, 2004, seconded by Kevin LaGrange, carried unanimously. New Business: Superintendent Rob Poff addressed the board regarding approval for authorizing agent on all PERI: (Public Employees Retirement Fund) related documents. Rob explained this had been Human Resource birector ,Terralyn Ellis and with the new administration it needs to be changed to Klm Calabro our present Human Resources birector for the City. He informed with their approval a "Resolution Authorizing an Agent to accept pension liability on behalf of City of .Teffersonville/Board of Parks & Recreation" needs all Park Board signatures. This form was passed and each member signed it. Rob concluded the original would be sent to PERI: with a copy on file with Human Resources and us. At this time Rob added an item to today's agenda and formerly introduced Ted Throckmorton and welcomed him to the Parks Board. Rob explained Ted is the Library appointment to this Park Board and though Ed Voyles will be greatly missed he looks forward to working with Ted. New Business: (continued) After acknowledging fellow board members and giving a brief on his back round with Parks and Recreation, as well as, other boards he is involved with he stated it is an honor to sit on this board and appreciates the appointment. He also requested a list of a~l the parks we maintain to educate himself and get a chance to check each one out. Rob Poff stated he would give him a list immediately following the meeting. Ran Ellis, Street Commissioner addressed the board regarding buffy's Landing. He stated he is requesting approval for some type of permanent barriers put in at the entrance and exit of Duffy's Landing. He explained when the river is up, or on request of the Coast Guard due to special events on the river causing the closing of this ramp, barriers are put at the entrance and exit by the 5treat Department though avid boaters/fisherman ~ust ignore them, go around or move them, and enter anyway. He also explained the 5treat Department cleans this Jot when the river comes up which causes a lot of mud and when the barriers are ignored these people are tracking this mud a~l a~ong Utica Pike. Member Ted Throckmorton asked if cleaning of this ramp/lot is done on a timely manner. Ran stated a crew is sent to clean up as soon as the river is down and explained the importance of getting to it before the mud dries. After more discussion a motion was made by Twyman Patterson to approve permanent barriers as requested at Duffy's Landing be added to the 2004 pro, acts, seconded by Vicki ¢onlin, carried unanimously. Superintendent Rob Poff addressed the board regarding the 2003 Annual Report. He noted a copy of said report was in each member's packet for review. Rob commended the Park's Staff for assistance in putting this report together, as well as, performing their duties above and beyond creating another good year for the Parks and Recreation Department. A motion was made by Twyman Patterson to accept the 2003 Annual Report as submitted, seconded by Ted Throckmorton, carried unanimously. Rob addressed the board regarding 2004 pro, acts. He passed out a list and noted these are mere "goals" with hopes to accomplish all of them. The list is as follows: ~) Start youth football fields Continue Klachand Fieldhouse restoration pro~ect 3) Replace playground equipment at Highland Park 4) Storage garage and shelter at Mei~er Fields §) Finish walking trail at Ewing Lane Park 6) Continue with A.D.A. improvements New Business: (continued) Rob discussed in detail each of these goals. He assured he would keep this board updated as these goals are worked on and completed. A motion was made by Vicki Conlin to approve the 2004 goals as submitted with the addition of the permanent barricades at ~)uffy's Landing, seconded by Kevin La,range, carried unanimously. Nachand Fieldhouse Monthly Report: The February ?00e, report was in each member's packet for review. Superintendent Rob Poff stated it was a good month and noted that rentals are back up. Claims: The February 2004 claims were approved as submitted on a motion made by Twyman Patterson, seconded by Vicki Conlin, carried unanimously. Corr~ndence: Rob read two letters from local schools with upcoming Spring Festivals requesting a donated item for their silent auctions. The schools are Thomas ,Tefferson Elementary and Maple Elementary. He reminded that the board has approved one pool pass in the past to each school and added a request for the same for our Dance Program's upcoming Dance-a-than held at the Nachand Fieldhouse. A motion was made by Vicki Conlin to approve 3 pool passes as requested, seconded by Kevin LaGrange, carried unanimously. Rob requested the board to approve the department to give one pool pass for all schools, organizations, clubs, etc, that send letters requesting donated items. President Young stated he's sure the board has done this in past years and asked for a motion. A motion was made by Vicki Conlin for Superintendent have approval to give one pool pass to similar requests for donated items, seconded by Kevin baGrange, carried unanimously. Letter was read from .Tan Whittenberg, Special Events Coordinator with Graceland Baptist Church Children's Ministry. They are requesting reserved date of .Tune 20, 200e, to rent the ,Teffersonville Aquatic Center. They expect an attendance of 600- 800 children and adults and explain with an event this large they need to secure the date and begin plans and inform their parishioners. They noted they rented the facility in 2003 and had a wonderful evening. Rob stated this is normal hours for any rental at the pool. President Young stated to secure the date and times since they are regular times for rental and added no vote necessary. 4 ~: (continued) Rob informed the board that Maple Elementary School also requested to purchase two more pool posses for their 2004 Spring Fling with cash donations they received. We provided two more certificates and noted that we will send them an invoice as soon as we hove the 2004 fees for pool passes set after this board's April meeting. Letter was read from Susie Hunt, Treasurer for 5outhern Indiana Deaf (;lub. They are requesting use of the Ken Ellis Building at a reduced fee of $50.00 per usage. The letter explains they are a non-profit organization with 50-100 people, and they are looking for a building to use one Saturday in the months of April, August, October and December for the opportunity to socialize with one another. Rob informed the requested dates are already booked with the monthly AARP meetings. There was discussion to try and schedule different dates or possibly another facility to help accommodate this group. Rob stated he would do that and inform the board at their next meeting. 5uperintendent's Report: Rob informed that he met with Little League board members at their regular board meeting yesterday. They discussed needing a storage building at the fields, which we hope to do this year. He also informed that the Porks Department currently pays for everything at the fields (supplies, utilities, upkeep of fields) and he is discussing drawing a contract for assistance with costs pertaining to the fields. He added talking with other local Little Leagues ((;Jarksville, New Albany, Charlestown) that he found they all have contracts and assist in paying costs. He plans to meet with Little League Board Members in the next week to come up with a figure that we can all work with. Rob stated to bring the new board members up to date that he has been talking to Youth Football about the new football complex at Shirley Hall Park (at Thomas ,Tefferson Elementary School). He informed that a new parking lot was completed last year and hopes to put in 3 football fields (one flag field, one regulation field, and one smaller than regulation) a concession stand/shelter with bathrooms. He expects to have more information on this project next month. Rob stated that he has spoke with ,Toy Ellis and 5onny Brewster regarding 2004 Farmer's Market at Preservation Station and (;oncerts in the Park at Warder Park. He should have the dates for these events next month, though they could tell him that the (;oncerts in the Pork will begin May 14th. Rob informed that the annual Blizzard Blowout overnighter on February 20th was a great event with 105 participants. He commended the staff (Bev (;outs, Gretchen ,Tackson, and ,Timmy (;ardwell) for doing an excellent job with this event. Rob concluded that he can't believe it's already March, he is getting acclimated to his new position and is enjoying the challenges. Announcements: The next scheduled meeting for this board will be on Monday, April 12, 2004. Adjournment: There being no further business the meeting was adjourned on a motion made by Vicki Conlin, seconded by Sue Pfau, carried unanimously. President - .Tohn Young Secretary - Vicki Conlin