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HomeMy WebLinkAbout01-22-2013 Minutes SOUTH BEND BOARD OF PARK COMMISSIONERS REGULAR MEETING JANUARY 22, 2013 The Board of Park Commissioners of the Park District of the City of South Bend, Indiana met on Tuesday January 22, 2013 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 Goodrich, President Ms. Amy Hill, Vice President Mr. Garrett Mullins Mr. Bruce BonDurant Park Board members absent were as follows: Staff members present: Phil St. Clair, Executive Director; 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; TJ Mannen, Elbel Golf Course Golf Professional; Dave Firestone, Erskine Park Golf Course Golf Professional; Cheryl Greene, Park Board Attorney I. The meeting was called to order by Board President Robert Goodrich at 4:04 p.m. II. The first order of business was the election of officers for 2013. Mr. Mullins made a motion to retain the current slate of officers for 2013 with Mr. Goodrich as President and Ms. Hill as Vice-President. Mr. BonDurant seconded the motion and it was passed. III. The first order of business was the interviewing of interested citizens. There were no citizens wishing to address the Board. IV. Report By Organizations 1. Potawatomi Zoological Society- Marcy Dean a. Ms. Dean reported that the Zoological Society recently had their annual audit review and no issues were found. She will bring the official results to the Board when received. b. The Zoo received lots of good PR regarding the January Winter Days. An article was in the South Bend Tribune and a notice was posted in the Washington Post online edition. 2,726 visitors attended and 400 rode the train. The weather was very good. c. Marketing is underway for the March 27 opening. d. The Zoological Society will be updating their website. - - 1 - - 2. South Bend Botanical Society a. Ms. Gray reported that the Botanical Society held a dance last Friday night with over 100 participants. They are doing this monthly. b. A wine tasting will be held in February. c. Unity Gardens has held gardening classes on Thursdays. d. Yoga is popular on Saturday mornings. e. A tropical plant food island exhibit is planned. f. The Martha Lewis Memorial Garden is being planned at an outside location. g. The new heating is working well. V. The next order of business was unfinished business. There was no unfinished business. VI. The next order of business was new business 1. Request to Approve Arborist Licenses The following license applications were presented for approval by the Board: a. McLean's Services, Inc. b. Walt Temple Tree c. Custom& Moore Tree Experts, Inc. d. TLC Tree Removal, Inc. e. Super Tree, Inc. f. Envirovision, Inc. g. Mark Temple Tree Service h. Miramontes Tree Service j. MAAC Property Services k. Watson Tree Service Ms. Greene requested that the Super Tree application be tabled until next meeting to receive clarification on comments made on the application. She noted that the application met all the legal requirements. She said she would respond on behalf of the Board requesting explanation. President Goodrich concurred. Ms. Hill made a motion to approve all with the exception of Super Tree, Inc. It would be tabled at this meeting. Mr. Mullins seconded the motion and it was passed. 2. Requests for Use of Parks- Ms. Harriman requested the Board approve the following requests: a. Achievement Forum Egg Hunt —March 23rd—Howard Park b. Letter Carriers Egg Hunt —March 24th—Memorial Park c. Cinco de Mayo —May 4th—Howard Park d. Girls on the Run—May 18th—Potawatomi Park e. Kristen's Walk—May 18th—Rum Village or May 25th Potawatomi Park f. Bike the Bend—May 19th—Potawatomi and Howard Parks - - 2 - - g. Susan G. Komen Walk - June 15th—Potawatomi Park h. Leeper Park Art Fair—June 15th and 16th i. Pinhook Slalom—June 15th j. Ride for Kids—July 14th—Pinhook Park k. Art Exhibit — September and October—Various Parks 1. Breast Cancer Walk— October 27th—Howard Park m. Motorcycle Ride and Health Awareness Day—June 29th—Pinhook Park n. Bark for Life 2013- April 13th—Howard Park o. 2013 South Bend Out of Darkness Community Walk for Suicide Prevention and Awareness— September 27th- Howard Park She said that all were returning events except item k. Ms. Kay Westheus gave a presentation regarding the art exhibits at various parks. Mr. BonDurant made a motion to approve the requested events. Ms. Hill seconded the motion and it was passed. 3. Request to Approve Golf Rates for 2013- TJ Mannen Mr. Mannen made a presentation to the Board regarding the 2013 golf rates. He requested that the season and per play passes be restructured. Mr. Goodrich complimented him on his well prepared presentation. Ms. Hill made a motion to approve the 2013 golf fee changes. Mr. BonDurant seconded the motion and it was passed. 4. Request to Approve Potawatomi Park Zoo Entrance Fees for 2013- Laura Arriaga Ms. Arriaga requested a $0.50 increase in all entrance fees for 2013. She presented information regarding fees at zoo in our region. We are currently in the middle range of these zoos. Mr. BonDurant made a motion to approve the fee increase for Zoo admission fees for 2013. Ms. Hill seconded the motion and it was passed. 5. Request to Approve Zoo Education Fees- Kelly Ulrich Ms. Ulrich requested an increase in fees for 2, 4, and 6 hour programs. Mr. Mullins made a motion to approve the request. Ms. Hill seconded the motion. The motion was passed. 6. Request to Solicit Bids for Chemicals and Fertilizers- Randy Nowacki Mr. Nowacki requested permission to solicit bids for chemicals and fertilizers for the 2013 golf season. Mr. BonDurant made a motion to approve the request to solicit bids for chemicals and fertilizers. Ms. Hill seconded the motion and it was passed. 7. Request to Approve Lease of Copiers- Bill Carleton Mr. Carleton requested the Board to approve a lease purchase agreement to replace three copiers in the department. The lease is for five years. The agreement with Ricoh was bid through the Board of Public Works. Mr. BonDurant made a motion to approve the lease agreement. Ms. Hill seconded the - - 3 - - motion and it was passed. 8. Request to Dispose of Xerox 3060 Document Copier- Bill Carleton Mr. Carleton requested permission from the Board to dispose of an obsolete copier. Mr. BonDurant made a motion to approve the request to dispose of the copier. Ms. Hill seconded the motion and it was passed. VII. Approval of Minutes Ms. Hill made a motion to approve the minutes of the regular Board meeting held on December 17, 2012 as mailed. The motion was seconded by Mr. Mullins and approved. VIII. Approval of Maintenance Vouchers A motion was made by Mr. Mullins to approve maintenance vouchers for December 2012 totaling $964,843.96. It was seconded by Ms. Hill. There being no further discussion, the motion was passed. IX. Comments by the Development Director 1. Mr. Payton reported that the Parks Foundation Board would meet tomorrow. Seven new members have been elected to the Board. 2. A press release is planned to announce the appointment of the new members, 3. A supplemental activity guide will be distributed this year. 4. A grant application was submitted to the Convention and Visitors Bureau for advertising for the Blues and Ribs Festival. 5. He attended the Indiana Parks and Recreation Association annual convention recently. 6. He recognized Fiddler's Hearth for their sponsorship help during Downtown for the Holidays. 7. Our Facebook page has reached 2,000 likes. 8. Meetings will be held monthly with department heads to coordinate marketing and promotions within the Park Department. X. Comments by the Interim Zoo Director 1. Ms. Arriaga reported that Winter Day at the Zoo was well attended. 2. The new chimps are on exhibit together and were very popular during Winter Day. 3. Red pandas were on exhibit, as well as the snow leopards. XI. Business of Director St. Clair 1. Director St. Clair distributed a report on the status of capital improvements as they relate to a park bond. 2. He discussed the year end cash balance. Fund 201 had a $4.9 M balance. He said that was outstanding given the financial constraints over the year. The 2013 budget had a $600,000 deficit that will be spent from that cash reserve. - - 4 - - 3. The subsidy at the Zoo last year was $831,000. This subsidy has decreased over the years. 4. The golf subsidy was $132,000. This has gone up over the past years. This is due to the tough economy and all golf operations are having tough times. He feels our staff has tried to keep costs down and have been creative in trying to generate play and revenue. 5. He reported to the Board that at the Indiana Parks and Recreation Association annual meeting, the department was awarded two awards. The IPRA commended us for our reaccreditation by the national parks organization. In addition, The Graffiti Abatement program was awarded for their efforts and Mr. Goodrich was awarded the Park Commissioner of the year award. Director St. Clair presented Mr. Goodrich with his award. He thanked him for his service to the Department. XII. Comments by the Recreation Director 1.Ms. O'Connor reported that swimming/aquatic registrations will take place this Saturday. 2. Employee wellness screenings are underway and will finish in February. 3. A Weight Watchers program has begun for employees. 4. A smoking cessation program is also planned. 5. The pedometer step challenge has begun for 12 weeks. 6. Programs at the Centers will be cancelled due to the weather today. 7. Maurice Scott was the speaker for the Martin Luther King, Jr. Day community breakfast. 8. We have asked to be included with the South Bend Community School Corporation in a 20th Century grant they are submitting. 9. River City Basketball started last Saturday. 10. Registration for youth classes start next week. XIII. Comments by the Golf Operations Director 1. Mr. Nowacki thanked his staff for all their efforts last golf season. There were 8,900 more rounds played last year than in 2011. He has been meeting with staff to plan for the upcoming year. 2. A handicap capable cart will be purchased to accommodate an individual that wishes to play our courses. A used cart has been located at Notre Dame and will be refurbished for use. 3. The radio frequency upgrade will be done this year for the irrigation system radios. 4. Elements of the master plan at Elbel have been completed with the clearing of small trees and brush along #18 and #5. He thanked the forestry and maintenance divisions for their help with this project. 5. Two large pine trees were blown over recently at Erskine. 6. The annual open house will be held February 16 at Erskine. 7. Timers will be used in the cart barns to take advantage of off peak electrical rates for - - 5 - - charging golf carts. 8. New tee markers will be installed before opening. 9. A commercial on WNDU will be running promoting the new rates and programs. XIV. Comments by Maintenance Superintendent 1. Mr. Mike Dyszkiewicz informed the Board that the Maintenance Division has only done 84 hours of snow plowing. 2. He has been working with the Engineering Department to devise how to use the runoff from the splash pads and not divert it to the sewer system. 3. The Ice Rink has run well this year with no breakdowns since the repairs were completed. XV. There being no more business to come before the Board the meeting was adjourned by President Goodrich at 5:46 p.m. The next regular meeting will be held Monday February 18, 2013 at 4:00 p.m. in the Boardroom of the O'Brien Administration Center. Respectfully Submitted, William Carleton Executive Secretary