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HomeMy WebLinkAbout04-16-2012 Minutes SOUTH BEND BOARD OF PARK CONMUSSIONERS REGULAR MEETING APRII. 16, 2012 The Board of Park Commissioners of the Park District of the City of South Bend, Indiana met on Monday April 16, 2012 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 Ms. Amy Hill Mr. Garrett Mullins Staff members present: Phil St. Clair, Superintendent; Bill Carleton,Fiscal Officer; Betsy Harriman, Administrative Director; Susan O'Connor,Recreation Director; Randy Nowacki,Director of Golf Operations; Laura Arriaga, Interim Zoo Director; Richard Payton,Development Director; Mike Dyszkiewicz,Maintenance Superintendent; Cheryl Greene,Park Board Attorney I. The meeting was called to order by Board Vice President Robert Goodrich at 4:05 p.m. H. The first order of business was the interviewing of interested citizens. 1. Dr. Andrew Schnabel of the South Bend Botanical Society reported that they are having an open house on May 18 from 6-9 pm to showcase the renovations at the Conservatory. He believes the construction is on schedule. Mr. Goodrich commented that the recent article in the South Bend Tribune was wonderful. III. Potawatomi Zoological Society 1. Ms. Dean,Executive Director, informed the Board that there was good media coverage of the Zoo's opening. 2. Zoo Train is running. 3. Butterfly exhibit preparation is underway. Opening is in a month. 4. She has been working with Laura Arriaga regarding financial support for animal acquisitions, shipping and conservation fund requests. IV. The next order of business was unfinished business. 1. Request to Award Belleville Playground Bid—Betsy Harriman After reviewing the bids that were opened last month with the Rotary Club,Ms. Harriman recommended the bid be awarded to Game Time in care of Sinclair Recreation in the amount of$89,900. They were the lowest responsible and responsive bidder. Mr. Mullins made a motion to award the bid to Sinclair Recreation in the amount of $89,900. Ms. Hill seconded the motion and it was passed. V. The next order of business was new business. 1.Arborist License Approval a. K&R Tree Service - - 1 - - Ms. Greene reviewed the application and recommended approval. Mr. Henry made a motion to approve the request. Ms. Hill seconded the motion and it was passed. 2.Requests for Use of Parks-Betsy Harriman Ms. Harriman requested the Board approve the following requests: a. Kristen's Walk-Coveleski-May 16, 2012 b. Urban Adventure -Various parks -July 28, 2012 c. Crohn's/Colitis Walk-Howard Park- September 16, 2012 Ms. Lynn Kachmarik and Marcia Qualls gave an overview of this year's Urban Adventure. They are anticipating 450 teams. Ms. Harriman recommended approval of all events. Mr. Goodrich made a motion to approve all requests. Ms. Hill seconded the motion and it was approved. 3. Opening of Coveleski Painting Quotes-Betsy Harriman Ms. Harriman opened and read quotes from John's Painting and Wrightway Painting. a. John's Painting-Roof- $35,350, Concourse- $40,110 b. Wrightway Painting-Roof- $30,980, Concourse- $33,462 She explained that $35,000 was budgeted and they will pick between the roof and concourse projects. She requested permission to review the quotes and come back later to recommend a reward. 4.Request to Approve Contract with Saylor's End of Trail for Pony Rides at Potawatomi Zoo- Laura Arriaga Ms. Arriaga explained that a new vendor will be used this year to provide ponies for the pony ride concession. The contract is the same form used in past years. Ms. Greene explained that she wanted to modify some language to tighten the liability aspects. She wanted them to get started and recommended the Board to approve the contract subject to final legal documentation. Ms. Hill made a motion to approve the contract subject to final legal documentation. Mr. Mullins seconded the motion and it was approved. 5.Information Regarding Pest Control Contract Quote Award-Bill Carleton Mr. Carleton informed the Board that formal quotes for pest control services were opened on April 2, 2012 at a public meeting. Four vendors were solicited for quotes. The service was awarded to Victory Pest Solutions for the annual amount of$8,200. 6.Request to Approve Parking Easement Agreement with South Bend Silver Hawks- Cheryl Greene Ms. Greene requested that the Park Board approve an easement agreement that consolidates the parking lots surrounding Coveleski Stadium that are owned by various City entities under one document. This document grants an easement to the Silver Hawks to use the lots during games. It also obligates the City to provide two golf carts for the use of by the Silver Hawks and to discuss additional fencing in the area in the future. Mr. Goodrich made a motion to approve the easement agreement and Ms. Hill seconded the motion and it was passed. VI. Approval of Minutes - - 2 - - Mr. Goodrich made a motion to approve the minutes of the regular Board meeting held on March 19, 2012 as mailed. The motion was seconded by Ms. Hill and approved. VII. Approval of Maintenance Vouchers A motion was made by Mr. Mullins to approve maintenance vouchers for March 2012 totaling $1,091,172.40. It was seconded by Ms. Hill. There being no further discussion,the motion was passed. VIII. Business of Director St. Clair 1. Director St. Clair informed the Board that the Botanical Society memorandum of understanding isn't ready to be presented yet. Several small changes need to be made to the final language and he hoped the memorandum of understanding would be ready at the next meeting. 2. He distributed the meeting minutes of a meeting held with the Rotary Club,Notre Dame, and Wightman Petrie. It was about the project at Howard Park for the Rotary's 10011 anniversary. It listed potential upgrades in the park. 3. The annual Tree Give Away will take place this week end and City Forester,Brent Thompson,will be giving away 330 trees to celebrate the 15`1 consecutive year the City has been given the Tree City USA designation. 4. The three major projects that are ongoing are work at Coveleski,the Conservatory, and Voorde Park. 5. In partnership with the Community Foundation and Mr. Richard Pfeil, a splash pad at Potawatomi Park is planned. A $50,000 grant is being applied for from the Indiana Department of Tourism. He distributed information on the grant. 6. Also,we are working with the Center for History and the Historic Preservation Commission. We are digitizing the records from the City Cemetery. Scanners have been procured and volunteers will be recruited to scan the thousands of records. 7. Director St. Clair distributed copies of the activity reports the Mayor's office requests on a biweekly basis. IX. Comments by the Recreation Director 1. Ms. O'Connor reported that the recent Mom-Son Dance was held two weeks ago and was sold out with 381 participants. 2. The Leeper Tennis Center opens this Saturday. 3. Ball diamond reservations started April 2. 4. 140 teams have registered for softball leagues thus far. 5. The O'Brien Fitness Center had 6,201 visits to the fitness center and 1,548 participants in group fitness classes during March. 6. The Blues and Ribs Fest planning is ongoing at the new venue. X. Comments by the Interim Zoo Director 1. Ms. Arriaga announced that an amur leopard arrived from the Audubon Zoo as part of a breeding loan. - - 3 - - 2. A takin calf was born today. 3. Preparations for the chimps are ongoing. 4. The SSP coordinator for chimps from the Lincoln Park Zoo will be visiting next week to see the new improvements prior to the arrival of the chimps. X1. Comments by the Golf Operations Director 1. Mr.Nowacki reported that the golf courses were open 27 of 31 days in March. 2. The new golf carts are in 3. The master plan improvements at Ethel are still ongoing. Grass planting is about to begin on the first fairway. 4. The clubhouse has been painted and the carpet has been installed.. 5. A new grill has been ordered for Ethel concessions. 6. The new greens roller has been used at Erskine and has improved the condition of the greens. 7. He distributed examples of the new scorecards. XH. Comments by Maintenance Superintendent 1. Mr. Mike Dyszkiewicz informed the Board that mowing has been ongoing for two weeks. 2. A meeting was held at the Conservatory to plan for the grand opening next month. 3. The tennis courts at Leeper Tennis Center have been inspected and are in good shape. 4. The lighting along the East Race has been repaired. 5. The forestry crew has spent 45 days at Ethel golf course working on trimming,removing stumps and trees. 6. This Arbor Day,Brent Thompson,the City Forester,will be handing out 330 trees. This is the fifteenth year we have been awarded the Tree City USA designation. 7. The Central Mowing crew has cut 203 cited lots. Mr. Goodrich commented on how nice the pond area at O'Brien looked and wanted the staff to be complimented. XHI. Comments by the Development Director 1. Mr. Payton reported that the Parks Foundation Board met and will be involved soliciting Blues Fest sponsorships. 2. The Parks Foundation website has been updated and a phone line has been dedicated for the Foundation. 3. The visit dates for the accreditation committee from the National Parks and Recreation Association has been set. 4. The annual Superintendent's Golf Outing will be held on Friday August 3 at Ethel. 5. The Activity Guide will be distributed in May. Ms. Harriman requested that the painting contract be awarded to Wrightway Painting. The projects are either the roof for $33,980 or concourse for $33,462. The team will choose which project to do. - - 4 - - Mr. Goodrich made a motion to award the painting contract to Wrightway as presented, not to exceed$35,000. Ms. Hill seconded the motion and it was passed. XTV. There being no more business to come before the Board the meeting adjourned at 5:09 p.m. The next regular meeting will be held Monday May 21, 2012 at 4:00 p.m. in the Boardroom of the O'Brien Administration Center. Respectfully Submitted, William Carleton Executive Secretary - - 5 - -