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HomeMy WebLinkAbout11-19-07 Minutes SBBPC OUTH END OARD OF ARK OMMISSIONERS RM EGULAR EETING N19,2007 OVEMBER The Board of Park Commissioners of the Park District of the City of South Bend, Indiana met on th Monday the 19 of November at the OBrien 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 Dr. Thomas Kelly Mr. Garrett Mullins Park Board members absent were as follows: None Staff members present: Phil St. Clair, Superintendent; Brian Powell, Auditor III; Paul McMinn Assistant Recreation Director; Randy Nowacki, Director of Golf Operations; Terry DeRosa, Zoo Director; Mark Bradley, Director of Marketing & Promotions; Mike Dyszkiewicz, Maintenance Superintendent; Loretta Kollar, Program Supervisor; Paula Garis, Events Coordinator; Thomas Bodnar, Park Board Attorney I.The meeting was called to order by Board President Robert Henry at 4:00p.m. II.The first order of business was the interviewing of interested citizens. 1.Recognition of Scott Beisel and the Haunted House Volunteers Mr. Beisel addressed the Board and explained how he came to design, build and run the haunted house for the Park Department. He thanked the approximately 130 volunteers that helped construct and operate the event. Mr. Goodrich thanked Mr. Beisel for running the Haunted House for the Department. Superintendent St. Clair thanked Mr. Beisel for his over forty years of service and dedication to the Department. In addition to the Haunted House, he has been involved with numerous programs that have benefited the youth of our community. Ms. Kollar presented Mr. Beisel with a copy of the Haunted House logo that had a caricature of him on it. III.The next order of business was unfinished business. 1.Request to Award Potawatomi Zoo Architectural Services Contract- Mike Dyszkiewicz Mr. Dyszkiewicz requested that the Board award the Potawatomi Zoo Architectural Services contract to CTG and Associates. Quotes from CTG, Kil Architecture/ Planning, and Sitescapes were opened at the October meeting and reviewed by staff. CTG will oversee the $1.4 million renovation of Potawatomi Zoo. The quote for CTG was not to - - 1 - - exceed $77,000. Kil was $86.500 and Sitescapes was $88,000. The timetable is to begin preliminary work immediately and be ready to meet accreditation standards by June of 2009. Mr. Goodrich made a motion to accept the recommendation of staff and award the architectural services contract to CTG and Associates for an amount not to exceed $77,000. Dr. Kelly seconded the motion and it was passed. IV.The next order of business was new business. 1.Arborist License Renewals- The following license application was presented for approval by the Board: A. Watson’s Tree Service Mr. Mullins made a motion to approve the renewal of the Arborist License and Mr. Goodrich seconded the motion. It was passed 2.Request to Approve South Bend Youth Hockey Agreement for 2008 Mr. Pat McMahon, President of South Bend Youth Hockey, addressed the Board and requested the Board maintain its current level of funding. He thanked the Board for its support in the past and related the history of the Board, the Ice Box and South Bend Youth Hockey. Superintendent St. Clair thanked Mr. McMahon for his long service and dedication to youth hockey and ice skating. He stated that unfortunately reduction in funding over the years has forced cuts in our programs and caused a growing trend toward “pay to play.” Many of the Park Department’s programs have adopted this philosophy. He recommended the Board support the Mayor’s recommendation and approve $15,000 for 2008. He said the Department would reexamine our commitment based on our financial situation later next year. Mr. Goodrich made a motion to commit $15,000 at this time and to review at a later date whether or not an additional $10,000 could be available before the end of the season. Dr. Kelly seconded the motion and it was passed. V.Approval of Minutes Mr. Goodrich made a motion to approve the minutes of the regular Board meeting held on October 15, 2007 as mailed. The motion was seconded by Mr. Mullins and approved. VI.Approval of Maintenance Vouchers A motion was made by Mr. Mullins to approve maintenance vouchers for October 2007 totaling $729,479.37. It was seconded by Dr. Kelly. There being no further discussion, the motion was passed. VII.Business of the Superintendent 1.Superintendent St. Clair reported that the department is discussing a policy concerning a fee policy for not for profit organizations. He said he will be bringing a policy recommendation to the Board in the future. 2.Several new employees have been budgeted for 2008 and he will be speaking with the - - 2 - - Human Resources Director for the City to discuss advertising these positions so as to be in a position to bring them on board early in the new year. 3.The Community Foundation grant for Potawatomi Park is in the planning phase and meetings are being held on how the project will be planned. In addition to the actual structures and walkways, an endowment will be in place to aid in maintenance and upgrades 4.The Howard Park Ice Rink will not open over Thanksgiving due to the weather. It is hoped to open on the Monday after. VIII.Comments by the Assistant Recreation Director 1.Mr. McMinn reported that two trees near Howard Park will be decorated in coordination with the East Race Merchants to light the village area. 2.Request to Approve Independent Contractor Contract- Paul McMinn Mr. McMinn requested that the Board approve the form allowing staff to use these contracts as part of their programming. Dr. Kelly made a motion to approve the supervisors listed to be authorized to execute contracts with independent contractors for the year 2008. Mr. Goodrich seconded the motion and it was passed. IX.Comments by the Golf Operations Director 1.Mr. Nowacki reported that the golf courses will be open over the Thanksgiving weekend. 2.Leaf clean up is about two weeks behind normal. 3.The new Studebaker scorecard will be done in December. It was done in conjunction with the Studebaker Museum. 4.Irrigation specifications for Elbel are being put together to bid in 2008. It is hoped that he will request permission to advertise for bids at the December meeting. Bids will be opened at the January meeting and awarded in February. The work will be done beginning in April and be completed by June 30. The course will not need to be closed during the work. X.Comments by the Zoo Director 1.Mr. DeRosa reported that the Zoo will be closing for the season after Thanksgiving weekend and reopen on March 28, 2008. 2.He has been meeting with the Botanical Society concerning the memorandum of understanding. 3.Zoo Boo had 7,667 attend during the three nights, which was 2,000 greater than last year. Revenue increased $8,000 to $19,100. There were 42 sponsors there this year. Mr. Goodrich asked about a letter in the Voice of the People that was critical of the condition of the plants in the greenhouse. Mr. DeRosa responded that in talking with employees at the greenhouse, they said they had been receiving compliments on the condition of the greenhouse. Ms. Puzello, City Councilperson, asked if the Botanical Society’s request for a horticulturalist to work on the plants and offer advise on their care had been addressed. - - 3 - - Mr. DeRosa said the Botanical Society was contacting greenhouses in Grand Rapids and Fort Wayne to see if they could come down to critique our greenhouse. He wasn’t sure if they had made the connection yet. XI.Comments by Maintenance Superintendent 1.Mr. Mike Dyszkiewicz informed the Board that the maintenance crews are working on leaf pickup. 2.The Ice Rink won’t open on schedule due to the warm weather. 3.The splash pad at O’Brien was completed last week and the splash pad at King Center will start next week. Both will be ready to open in the spring. 4.Pinhook Pavilion has a new sidewalk and additional landscaping will take place in the spring. 5.The tree crew is putting lights to Christmas trees in Howard Park and at the Jon Hunt Plaza. XII.Comments by the Director of Marketing & Promotions 1.Mr. Bradley reported that Matthew Moyers attended a Trails Symposium for the state of Indiana in Peru, Indiana in the beginning of November. 2.The activity guide goes to the printer tomorrow. It is one of the largest we have put together. 3.An electronic database of newspaper articles is being compiled from articles that have been saved over the years. Currently, they are concentrating on 1999 to the present. Next year it is hoped to digitize all the rest. Dr. Kelly asked about the activity guide and how many are distributed and where the main distribution points are. Mr. Bradley answered that approximately 17,000 copies are distributed three times a year. They are mainly distributed through the schools, but also at the libraries and other smaller locales. Mr. Bob Newman of the “Ride for Kids” which is a fundraiser for the Pediatric Brain Tumor Foundation addressed the Board to ask for a reduced rate for Pinhook Pavilion for their fundraiser. They have used Pinhook as the staging point for a motorcycle ride for the past three years. President Henry asked that Mr. Newman get in touch with Park staff and come back to the December meeting. Superintendent St. Clair suggested he get in touch with Ms. Harriman and work with her concerning the matter. XIII.There being no more business to come before the Board the meeting adjourned at 5:20 p.m. The next regular meeting will be held December 17, 2007 at 4:00 p.m. in the Boardroom of the OBrien Administration Center. = Respectfully Submitted, - - 4 - - William Carleton Executive Secretary - 5 -