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HomeMy WebLinkAbout09-19-2011 Minutes SOUTH BEND BOARD OF PARK COMMISSIONERS REGULAR MEETING SEPTEMBER 19, 2011 The Board of Park Commissioners of the Park District of the City of South Bend, Indiana met on September 19, 2011 at the O'Brien Administration&Recreation Center, 321 E. Walter St., South Bend, Indiana for its regular meeting. Notice of the date,time and place of the meeting were duly given as required by law. Park Board members present were as follows: Mr. Robert Henry,President Mr. Robert Goodrich,Vice President Mr. Garrett Mullins Park Board members absent were as follows: Staff members present: Bill Carleton,Fiscal Officer Betsy Harriman,Administrative Director;; Susan O'Connor,Recreation Director;Director; Randy Nowacki,Director of Golf Operations; Terry DeRosa,Zoo Director; Dr. Brian Stockinger,Zoo Vet; Mark Bradley,Marketing Director; Mike Dyszkiewicz,Maintenance Superintendent; Thomas Bodnar,Park Board Attorney I. The meeting was called to order by Board President Robert Henry at 4:09 p.m. H. The first order of business was the interviewing of interested citizens. There was no one wishing to address the Board. III. Potawatomi Zoological Society-Marcy Dean,Executive Director 1. Ms. Dean reported that the recently held Zoo Brew was successful. 750 attended. Approximately $20,000 was raised. 2. Train ridership has been steady. The train will be running every day through October. 3. The Butterfly exhibit is closed. Many people said they were sorry it won't reopen next year. 4. Preparation for Zoo Boo has begun. Fifteen vendors have committed so far. 5. She said she and two other Zoo Society representatives attended the Association of Zoos and Aquariums national conference in Atlanta last week. 6. The otter exhibit is being relandscaped again because they keep tearing up the area. 7. Planning for 2012 events is starting. IV. The next order of business was unfinished business. 1. Awarding of Potawatomi Park Project Quote-Bill Carleton Mr. Carleton requested that after consulting with Park staff,the quote for the Potawatomi Park Exercise area project that were opened at the August meeting be awarded to Ancon Construction. He asked they award the base bid in the amount of$35,100 and alternate #1 in the amount of$12,700. Mr. Goodrich made a motion to award the quote to Ancon Construction in the amount of $35,100 for the base bid and$12,700 for alternate #1. Mr. Mullins seconded the motion - - I - - and it was passed. 2. Opening of Quotes for X-ray Processor for Zoo-Terry DeRosa Mr. DeRosa opened four formal quotes. They were inspected by Mr. Bodnar and read aloud. They were as follows: a. Diagnostic Imaging Systems- $23,195 b. Radiation Services- $26,495 c. Butler Schein- $34,495 d. Kalamazoo X-ray- sent two quotes, $30,900 and $35,100. After some discussion,Mr. Mullins made a motion to take the quotes under advisement and to refer the quotes to staff for their recommendation. Mr. Goodrich seconded the motion and it was passed. Mr. Bodnar added for the record that there was no local preference and all affidavits required were submitted. V. The next order of business was new business. 1. Requests for Use of Parks-Betsy Harriman Ms. Harriman requested the Board approve the following requests: a. October 8, 2011 - Seitz Park- Joshua Generation Ministry -Live music event b. October 31, 2011-LaSalle Park- Gospel Crusade Mr. Goodrich made the motion to approve the above requests pending proof of insurance and it was seconded by Mr. Mullins. The motion was approved. 2. Request to Affirm the Department's Participation in the Graffiti Control Program- Thomas Bodnar Mr. Chris Dressel,Weed and Seed Alliance coordinator for the Community and Economic Department explained that the Weed and Seed grant would fund staff through the Police Department for the Graffiti Abatement program,but since those people would be under the supervision of the Park Department, an affirmation of the Park Department's commitment to the project was needed. Mr. Goodrich made a motion to affirm the Park Department's commitment to the graffiti abatement program. Mr. Mullins seconded the motion and it was passed. 3. Request to Approve Weed& Seed After School Program Contract at MLK, Jr. Center- Stefanie Coleman,MLK,Jr. Center Program Coordinator Ms. Coleman requested approval of a contract with Weed and Seed to fund the after school program at the Martin Luther King, Jr. Center. This is an extension of the contract that ended as of June 30, 2011. This contract would run through June 30, 2012. Expenses cannot exceed$7,280 for the length of the contract. Mr. Mullins made a motion to approve the contract with South Bend Weed and Seed Alliance for the after school program at the Martin Luther King,Jr. Center to run through June 30, 2012. Mr. Goodrich seconded the motion and it was passed. V1. Approval of Minutes Mr. Goodrich made a motion to approve the minutes of the regular Board meeting held on August 15, 2011 as mailed. The motion was seconded by Mr. Mullins and approved. - - 2 - - VII. Approval of Maintenance Vouchers A motion was made by Mr. Mullins to approve maintenance vouchers for August 2011totaling $1,133,095.89. It was seconded by Mr. Goodrich. There being no further discussion,the motion was passed. VIII. Comments by Bill Carleton,Director of Finance 1. Mr. Carleton commented on the 2012 budget. Director St. Clair and he met with the Mayor and Controller last month to discuss the tentative 2012 budget and it was well received. Director St. Clair made the Department's presentation to the Finance Committee of the Common Council at the end of August and it went well. The budget will be on the Council's agenda at the end of September or beginning of October. 2. He reported on the rebuilding cost of"Friendship Station"playground that burned earlier in the year. The estimate to rebuild is $300,000. The City's deductible on its policy is $100,000. 3. Meetings are ongoing regarding Miracle Park. Potential locations are being looked at. IX. Comments by the Maintenance Superintendent 1. Mr. Mike Dyszkiewicz informed the Board that the sports lighting at the basketball courts at the King Center is complete. 2. The tennis courts at King Center have been converted to basketball courts. 3. The sports lighting at the new field at Boland Park is ready to be connected by AEP. 4. Improvements at the Conservatory are ongoing. 5. Fall shutdowns of the parks is beginning and the leaf removal operation is getting ready. 6. Holladay Corporation has offered volunteers to paint playground equipment and the pavilion at Memorial Park on September 30. X. Comments by the Marketing Director 1. Mr. Bradley reported that the new website is up and running. It has many new features and a lot more information. It is at sbpark.org. 2. The Healthy Communities Initiative held several public forums to discuss the project. The findings will be discussed in November. XI. Comments by the Recreation Director 1. Ms. O'Connor said that new programs are starting up. Flag football has been going for three weeks and youth instructional classes will be starting registration next week. 2. The River City Basketball registration is underway. Games begin in October. 3. Fall softball will end in October. 4. The summer lunch program served 31,068 kids and playground program had 23,586 participants over the summer. 5. The Volunteer Recognition ceremony will be held October 13 at the Chris Wilson Pavilion. 6. The Leeper Tennis Center is open at this time. - -3 - - XH. Comments by Golf Operations 1. Mr.Nowacki reported that fall rates have started and it is hoped they will stimulate play. 2. August was a good month for play. 3. Mr. Jonathon Burke,the City's energy czar,has been auditing the golf buildings to look for energy efficiency. The results will be coming soon. 4. The sand bunker project is ongoing at Erskine. Six traps are done. It is hoped to finish Erskine soon and move on to Elbel. 5. He is looking into a lease purchase of golf cars for next year. XHI. Comments by the Zoo Director 1. Mr. DeRosa asked that, after review,there were some further questions to be resolved and that the quotes be further reviewed by zoo staff. Mr. Bodnar said the current meeting could be continued at 10 a.m. on Friday October 23, 2011. He asked that a motion be made to that effect at the end of the meeting. He suggested that he meet with staff to discuss the quotes and specifications. 2. Mr. DeRosa reported that he was at the annual Association of Zoos and Aquariums meeting in Atlanta last week and met with the Species Survival Program coordinator for chimpanzees concerning the status of the chimps coming back. He said hasn't had final confirmation from the management group,but expects it soon. 3. Zoo staff helped with the Zoo Brew event recently. 4. Improvements are being made in the Corporate Picnic Area to enhance it for rentals. 5. The Zoo is also undergoing an energy audit. 6. The metronet lines are coming along. Installation has been slow due to areas that were unmarked for pipes and drains. 7. He requested that the terms of reciprocal agreements with other zoo society members be changed from free admission to 50% of the regular fee. Director St. Clair agreed with this change. It would start next year if approved. The Zoo Society board members present agreed with the change. Mr. Mullins made a motion to approve the change to 50%of the regular admission fee. Mr. Goodrich seconded the motion and it was passed. Mr. Goodrich made a motion to continue the meeting for the purpose of resolving the x- ray processor quotes at 10 a.m. September 23, 2011 in this room. Mr. Mullins seconded it and it was passed. XIV. There being no more business to come before the Board at this time the meeting was suspended by President Henry at 5:25 p.m. to be continued at 10 a.m. on Friday September 23. XV. President Henry continued the meeting at 10:01 a.m. Friday September 23,2011 After reviewing the quotes,Mr. DeRosa requested that the Board reject all the quotes and - - 4 - - allow them to be requoted based on new specifications. Mr. Goodrich made this motion and Mr. Mullins seconded it. The motion was passed. XVI. There being no more business to come before the Board at this time the meeting was adjourned by President Henry at 10:15 a.m. The next regular meeting will be held Wednesday October 12, 2011 at 4:00 p.m. in the Boardroom of the O'Brien Administration Center. Respectfully Submitted, William Carleton Executive Secretary - - 5 - -