HomeMy WebLinkAboutOctober 21, 2024 Park Board MinutesSouth Bend Board of Park Commissioners
Regular Meeting
October 21, 2024
The Board of Park Commissioners of the City of South Bend, Indiana met on Monday, October 21, 2024, at Howard Park Event Center, 219 S. St. Louis Blvd and virtually on Microsoft Teams
for its regular meeting. Notice of the date, time and place of the meeting were duly given as required by law. The public was provided with a link to join the virtual meeting.
Park Board members present were as follows:
Mr. Mark Neal, President
Ms. Consuella Hopkins, Vice President
Mr. Sam Centellas
VPA staff members present: Jordan Gathers, Interim Executive Director; Officer; Anastasia Smith-Davis, Executive Assistant; John Martinez, Chief of Park Operations; Macey Hanna, Director
of Recreational Experiences; Kelli Austin, Special Events Manager; and Olivia Sanchez; Marketing Manager.
Call to Order
Mark Neal called the meeting to order at 5:02 pm.
Minutes of the Regular Board Meeting held on September 16, 2024.
Motion to approve the meeting minutes of September 16, by Consuela Hopkins, supported by Sam Centellas, motion carried. Roll call vote 3-0.
Consent Agenda
Motion to approve the consent agenda of October 21, by Sam Centellas, supported by Consuella Hopkins, motion carried. Roll call vote 3-0.
President Mark Neal states this is the portion of the meeting open to residents who would like to speak on items not listed in the agenda.
Interviewing of Interested Residents
Joe K (address not recorded) begins his comments with questions concerning Seitz Park. He asked about why the Park has not been opened after there have been many years of promises that
it would open. He asked if there was a date for a soft opening.
Executive Director, Jordan Gathers answers that there is not a date set for a soft opening at this time.
Joe continues with posing budget questions, inquiring how the project is overbudget with no scheduled date for opening. He also speaks on seeing people in the park skateboarding and
if the park has been open to selected individuals.
Different members speak on this matter. President, Mark Neal says due to the park being closed, no one is permitted to be on the grounds. Michael Schmidt also comments that in the case
of trespassing,
the City will defend themselves and if there was a case of injury, the facts behind the injury would speak for itself. President Mark Neal confirms this comment is to be stated in the
meeting minutes.
There are no further comments from residents or board members.
Use of Parks
Motion to approve Use of Parks of October 21, by Sam Centellas, supported by Consuella Hopkins, motion carried. Roll call vote 3-0.
New Business
Goods and Services Agreement- Michael Schmidt
Supplemental Agreement- Michael Schmidt
Mark Neal questions Michael Schmidt if he would be covering the first item
Michael Schmidt comments that this basically a byproduct of an RFP that was brought to the Park Board and the Parks Board previously authorized Legal to finalize a best final contract.
This contract agreement entails Pepsi to provide beverages to our facilities and events by sponsorship based on volume. Pricing is consistent, will be a small upcharge each year due
to inflation but overall great prices.
Mark Neal points out the need for Common Council every year for appropriation. He also points out the clause about volume and questions if the volume left is met before the 5-year mark
does that allow an early exit of the agreement. Mark looks to John Martinez for more information.
John Martinez, 1020 High Street, says Tammy, the food and beverage manager handled all details in the contract and that he is fully trusts her ability to handle this agreement.
Sam Centellas adds a last question on the last page that the product prices were stated at one year only.
Micheal Schmidt comments that Pepsi has not released their pricing for future years but if there are any issues with pricing then terms can be renegotiated.
Motion to approve the Goods and Servies agreement by Consuella Hopkins, supported by Sam Centellas, motion carried. Roll Call vote 3-0.
Mark Neal introduces the next item, the Supplemental Agreement.
Michael Schmidt comments on the agreement. He states with our maintenance team being heavily populated with teamsters. He states that the last 3-4 months have been spent making sure
this agreement can be pleasing to both sides and he believes it will be. This is a 4-year agreement and it has been voted on and approved by Teamsters and Council. Micheal states for
the record John and Jordan gave their full support throughout the process.
A representative from the Teamsters, Derrick Warrick states great and meaningful conversations happened all summer about this agreement. The goal is to keep people working in the parks.
Sam Centellas comments he loves the training reimbursement, giving teamsters reasons to stay and grow.
Mark Neal states he sees many more opportunities than before. He asked about the tool allowance and if it increased from previous years.
Motion to approve the Supplemental Agreement by Sam Centellas, supported by Consuella Hopkins; roll call vote, 3-0.
John Martinez, Chief of Park Operations begins by thanking the Commissioners and the Botanical society for their proposal and their continued presence at the Greenhouse. He gives details
on the scoring process and committee; the scoring c Motion to approve the consent agenda of October 21, by Sam Centellas, supported by Consuella Hopkins, motion carried. Roll call vote
3-0.ommittee is made up of Chaise Cope, Senior Planner at Department of Community Investment, Maggie Sullivan, Marketing Manager Venues Parks and Arts, Mary Wojcik, Horticulturalist
Venues Parks and Arts, and Albert “Brad” Ennis, Facilities Manager Venues Parks, and Arts. The criteria covered in scoring covers marketing, fundraising, strategy, programming and collection
management, volunteer program strategy, and new world business model and organizational structure.
John clarifies that his report will cover the final score in detail and will open for questions from the Commissioners. The Botanical Society scored a total of 35 points with breakdown
of scoring rubric provided. While scoring happened the week prior to the Park Board meeting, John’s recommendation is for the Leadership team to process, evaluate, and review those
scores and submit them in a staff report. He asked Michael Schmidt to remind the public and Board of the RFP process.
Michael Schmidt gives a crash course on the RFP process. The Committee scores the RFP and then presents the scores to the Park Board as a review Committee, the Board could table, accept
score or reject. If the Park Board agrees to move forward, then they will make a recommendation to accept the findings, then legal will be able to work with the Provider. If the recommendation
is to be rejected, then another RFP will be proposed.
John provides more clarity on scoring categories. Each individual category is worth 20 points and each criteria section is scored by group with the person with the disciplinary expertise
towards it leading that section. The Commissioners then ask if John’s recommendation is to table scoring, he states that his recommendation is to just publicly announce scores. Michael
Schmidt recommends rejecting the proposal and supports a motion for another round of RFP. He states this will allow the administrative team to get together and decide the best action
for the New Year, whether it is to pursue a service agreement with a private organization.
Motion to reject the proposal and send it to the administrative team for review and next steps by Sam Centellas, supported by Georgianne Walker, motion carried. Roll call vote 4-0.
Motion to receive recommendation on next steps at January meeting by Mark Neal, motion carried. Roll call vote 4-0.
Mark Neal continues with last item of new business #3- Resolution 0005-203
Michael Schmidt opens with Resolution 0005-203, proving additional park requirements. Adds a 45-day window for park request use. The hope is that this resolution will provide more structure
for park requests and events. This resolution sets in place enough time for events to be properly approved by the Board and staff.
Macey Hanna gives an example that without this resolution constituents could send in a park use request form on the Monday of a Park Board meeting for approval for an event that Friday.
This leaves no room for the event and park staff to prepare and get the necessary documentation before said event.
Consuella Hopkins questions how we notify the public about the new 45-day ask. Macey mentions that it will be a learning curve for the public and staff, but efforts will be made to notify
the public immediately after resolution is passed. Consuella continues to ask why 45 days opposed to 30. Michael answers that it is based off recommendation of staff.
Motion to approve Resolution 0005-203 by Georgianne Walker, supported by Sam Centellas. Motion carried. Roll call vote 4-0.
Report by General Manager of Golf Operations – Tony Stearn
Tony Stearns, General Manager of Golf begins report by stating golfs revenue has hit $2M in the last year. Not only has the revenue amount increased by 60% since 2016, attendees have
left 4.0 star ratings on Google Reviews for every golf park including, Elbel, Erskine, and Studebaker.
Tony shares Golf’s 2022 goals of having 65k rounds played, while exceeding this goal by another 5k. By December of 2023 over 69k rounds were played, along with Kids play free rounds
which increased participation by 20% and Kid memberships increased by 19.5%. He continued to share other changes to the golf experiences such as slight increase in food/ beverage sales,
along with increased season passes purchased.
The Board commends Golf for its incredible revenue increase for 2023.
Mark Neal turns the meeting over to Interim Executive Director, Jordan Gathers for Business.
Jordan Gathers opens with a moment of silence for Bob Goodrich, whom served on the Borad for 20 years.
Jordan Gathers gave the following updates:
Seitz Park is a project that team is working diligently with other departments to ensure it’s ready for completion in 2024.
He then mentioned that VPA has been working with a design firm-Lakota Group, who has done a phenomenal job finalizing concepts for the expansion and enhancement of Potawatomi Park.
He moves on to the Conservatory and says expansion will take place to make it more attractive.
Jordan shares the MLK Dream Center has been 50 years in the making and encourages the public to drive by the site to see the construction taking place.
Shares the 2023 VPA recap video with the Commissioners and meeting attendees.
Mark Neal asked if there were any questions for Jordan.
Adjournment
No other questions or comments from the Park Commissioners, meeting adjourned at 5:59 pm by President Mark Neal.
The next scheduled meeting will be held Tuesday, January 16 2023, at 5:00 p.m. at Howard Park Event Center and virtually.
Respectfully Submitted,
Anastasia Smith-Davis