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HomeMy WebLinkAbout10-12-2011 Minutes SOUTH BEND BOARD OF PARK CONMUSSIONERS REGULAR MEETING OCTOBER 12, 2011 The Board of Park Commissioners of the Park District of the City of South Bend, Indiana met on Wednesday October 12, 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 Ms. Amy Hill Park Board members absent were as follows: None Staff members present: Phil St. Clair,Director of Parks;Bill Carleton,Fiscal Officer;Betsy Harriman,Administrative Director; Susan O'Connor,Recreation Director;-,Randy Nowacki, Director of Golf Operations; Laura Arriaga, Interim Zoo Director; Mike Dyszkiewicz,Maintenance Superintendent; Thomas Bodnar,Park Board Attorney I. The meeting was called to order by Board President Robert Henry at 4:01 p.m. II. The first order of business was the interviewing of interested citizens. 1. Mr. Marty Flavin and Ms. Meghan Hoser addressed the Board. They are film students at Notre Dame and were inquiring about using Howard Park as a location for a short film they are doing the week of October 24. After some discussion,the Board gave them approval to shoot their film in Howard Park. III. Potawatomi Zoological Society-Ms.Marcy Dean,Executive Secretary 1. Ms. Dean reported that the zoo train is still running and will continue to do so until the end of October. 2. Zoo Boo will be held in a week and a half. Preparations are underway. They are expecting 10,000 visitors over the three evenings. 3. Otter exhibit landscaping will take place this week. Sod will be replaced by rocks. 4. A list of events for 2012 is being prepared. Three events will be held on Zoo grounds, the Family Walk,Members' Picnic, and Zoo Brew. She will present a formal presentation regarding these events at next month's meeting. 5. She presented the final statistics for the Butterfly exhibit. There were 19,193 paid admissions, 2,077 unpaid, 274 passes, and 473 patrons that reentered. 6. Ms. Dean gave the Board a listing of zoo related expenses that the Zoo Society had paid during the year. Mr. Henry asked if she could send any further reports prior to the meeting. She said she would forward them prior to the next meeting. - - I - - IV. The next order of business was unfinished business. 1. Opening of Quotes for Zoo X-ray Processor-Dr. Stockinger Sealed quotes from three vendors were opened and read. All required documents Date Vendor submitted Manufacturer Bid Quote 12-Oct- Kalamazoo X-Ray Sales, 11 Inc. Yes Konica 30,600 12-Oct- 11 Butler Schein Animal Health Yes N/A 36,781 12-Oct- 11 Radiation Services Yes Fuji 38,495 12-Oct- 11 Radiation Services Yes Konica 39,165 12-Oct- 11 Radiation Services Yes Carestream 39,987 12-Oct- 11 Radiation Services Yes Agfa 41,350 All required affidavits were submitted or on file. Bids were referred to staff for review and recommendation later in the meeting. V. The next order of business was new business. 1. Request for the Use of Parks-Betsy Harriman: Ms. Harriman requested the Board approve the following requests a. St.Nick Six Run-December 3, 2011-East Bank Trail- St. Joseph Grade School Mr. Goodrich made the motion to approve the above request pending staff approval and it was seconded by Mr. Mullins. The motion was approved. 2. Request to Approve Independent Contractor Agreement for 2012- Susan O'Connor Ms. O'Connor requested that the Board approve the independent contractor agreement to be used going forward for umpires, instructors and other people used as contractors. Mr. Bodnar revised and approved the form of the agreement. Mr. Mullins made a motion to approve the agreement and Mr. Goodrich seconded it. The motion was passed. V1. Approval of Minutes Mr. Goodrich made a motion to approve the minutes of the regular Board meeting held on September 19, 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 vouchers for September 2011 totaling $1,328,010.48. It was seconded by Mr. Goodrich. There being no further discussion,the motion was passed. VIII. Business of Director St. Clair 1. Director St. Clair welcomed Ms. Amy Hill to the Board. Ms. Hill was appointed by the Mayor to the Board in place of Dr. Kelly who resigned last month due to a scheduling conflict. Mayor Luecke commented that he felt she would be a great addition to the Board and that she is involved with may volunteer groups in the City. Ms. Hill introduced herself to the Board and staff said she was very happy to be on the Board. 2. Director St. Clair recognized Mr. Bodnar,Board attorney, for his years of service to the Board. He has been attorney for the Board since 2002 and will be retiring at the end of the year. A token of the Board and staff s appreciation was given. 3. The 2012 budget was passed this past Monday by the Council. He thanked all the staff for their help in putting the budget together. 4. Mr. Lehman has been working with Park staff on the Miracle Park project. They are still looking for a suitable site for the park. 5. Mr. Greg Kil of Kil Architecture/Planning gave an update on the Conservatory improvements. Bid documents are being prepared to go for bids later this year. Mr. Andrew Schnabel,President of the South Bend Botanical Society,thanked the Board for their support over the years. He gave a summary of activities at the Conservatory. He invited the Board to a reception to be held at the Conservatory on October 21. IX. Comments by the Development Director 1. Ms. O'Connor reported for Mr. Payton that the Park Foundation met earlier in the day and had two committee meetings. One was about establishing the Foundation website and the other concerned partnering with Park Department events in the future. 2. Indiana Parks and Recreation Association award nominations are being submitted next week. 3. The new Park website is up and running and he wanted to thank all the staff that made it happen. X. Comments by the Recreation Director 1. Ms. O'Connor welcomed Ms. Hill to the Board. 2. The fall softball leagues end tonight. 3. The Skate Park has been closed for the year due to litter and vandalism at the park. She will be meeting to discuss options for next year. 4. The Leeper Tennis Center closed for the year on October 7. 5. The Fall Family Fun Fair will be held at Rum Village this weekend. 6. River City Basketball practice will begin in ten days.Numbers are down for the year. She - -3 - - is expecting some late registrations. 7. The Equestrian ride at Potato Creek Park will take place next Saturday. Four spots of the forty-two are left. 8. The Volunteer Recognition Reception will take place tomorrow evening at the Chris Wilson Pavilion. 9. Participation at the Centers is up for the month due to the fall programming starting and the start of the after school programs. 10. The Ice Rink will be open on November 25. 11. The Fourth Annual Morningstar Run was held at Rum Village last month. 580 participated. XI. Comments by the Zoo Director 1. Ms. Arriaga reported that since Mr. DeRosa resigned to take a position at the Memphis Zoo, she will be the interim director until a replacement is chosen. 2. Ms. Arriaga reported that a new trumpeter hornbill has been acquired. 3. A female bison will be brought in. 4. Zoo staff is helping with preparations for Zoo Boo . 5. The camel holding area is being repaired. 6. Also, a new wallaby shelter is being built to replace the structure that burned last winter. After reviewing the quotes for the x-ray processor,Dr. Stockinger recommended awarding the quote to Kalamazoo X-Ray. Mr. Goodrich made a motion to award the quote for the x-ray processor to Kalamazoo X-ray in the amount of$30,600. Mr. Mullins seconded the motion and it was passed. XH. Comments by Golf Operations Director 1. Mr.Nowacki commented that fall specials are in effect. 2. The computerized time clock system is running at all the sites except Elbel. 3. Twelve of the new sand traps are done at Erskine. They drained well during the past rain. 4. Aerif dng is done at all courses. 5. The irrigations systems are being shut down in early November. 6. A new scorecard company will be used next year. 7. He reported that he will bring a rate proposal for next year to the November meetining. 8. He is consulting with Mr. Tim Liddy, a golf course architect,regarding the sand traps at Elbel. 9. Redevelopment has done a feasibility study and would like to widen Ireland and Fellows St. It could impact Erskine Golf Course. Bill Schalliol will do a presentation next month. XIII. Comments by the Maintenance Superintendent 1. Mr. Mike Dyszkiewicz informed the Board that mowing and leaf pick up are - - 4 - - underway. 2. The maintenance division is getting boilers ready for winter heating. 3. The new basketball court at King Center is ready for play. The older courts have been repainted and have new lighting. 4. He will be meeting on Friday for the final inspection of the new sports lighting at the new Boland baseball field. 5. The pre-bid meeting for the Conservatory will be held next week. XIV. There being no more business to come before the Board, President Henry adjourned the meeting at 5:23 p.m. The next regular meeting will be held Monday November 21,2011 at 4:00 p.m. in the Boardroom of the O'Brien Administration Center. Respectfully Submitted, William Carleton Executive Secretary - - 5 - -