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HomeMy WebLinkAbout05-19-08 Minutes SBBPC OUTH END OARD OF ARK OMMISSIONERS RM EGULAR EETING M19,2008 AY The Board of Park Commissioners of the Park District of the City of South Bend, Indiana met on th Monday the 19 of May 2008 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 Dr. Thomas Kelly Mr. Garrett Mullins Park Board members absent were as follows: None Staff members present: Phil St. Clair, Superintendent; Betsy Harriman, Administrative Director; Bill Carleton, Fiscal Officer; Susan O’Connor, Recreation Director; Dave Firestone, Erskine Golf Professional; Terry DeRosa, Zoo Director; Richard Payton, Development Director; Mike Dyszkiewicz, Maintenance Superintendent; Judy Smith, Administrative Assistant; Paula Garis, Special Events Supervisor; Matthew Moyer, Special Projects Manager; Thomas Bodnar, Park Board Attorney I.The meeting was called to order by Board President Robert Henry at 4:02 p.m. II.The first order of business was the interviewing of interested citizens. 1. Fiddler’s Hearth- Request to Approve Alcohol Sales at East Race Concert- Paula Garis Ms. Garis, Special Events Supervisor, requested the Board approve alcohol sales at the June 22 Celtic East Race Concert. Fiddler’s Hearth is sponsoring the event and will be serving Celtic foods and beer. Ms. Harriman was aware of the request and recommended its approval. Mr. Goodrich made a motion to approve the request and Dr. Kelly seconded the motion 2. South Bend Botanical Society Report- Martha Lewis a. Ms. Lewis reported that Catholic Charities volunteers are working at the Conservatory as greeters and cashiers. Others are being hired as custodial help. b. The annual flower sale was held recently and was successful. Liability insurance will be purchased with the proceeds. 3. Trash Troopers- Amy Hendrickson Ms. Hendrickson related that she organized “Trash Troopers” to clean up litter in various parks two to three times a month. She started last year and cleaned in 14 parks. Usually - - 1 - - there are 10-20 participants and over 100 members. She enjoys educating others in the parks about litter and littering. Mr. Payton thanked her and presented a plaque to her in recognition of her efforts. Director St. Clair also thanked her for her efforts and he hoped to partner with the Trash Troopers in the future. III.The next order of business was unfinished business. There was no unfinished business. IV.The next order of business was new business. 1. Arborist License Renewals- The following license applications were presented for approval by the Board: a. Michiana Tree Service b. Acorn Landscaping c. KC Tree d. TruGreen, Inc. Mr. Bodnar commented that Michiana Tree Service did not have a notice of cancellation on their insurance form. He requested that the applications be approved with the condition that Michiana Tree presents a notice of cancellation to staff. Dr. Kelly made a motion that the applications be approved as presented with the exception of Michiana Tree Service being conditionally approved upon presenting a notice of cancellation to staff. Mr. Goodrich seconded the motion and it was passed. 2. Requests for Use of Parks- Ms. Harriman requested the Board approve the following requests: a. Hoosier Hikers - Volksmarch at Howard Park October 26, 2008 b. Brighter Days Youth Rally - Howard Park July 12, 2008 She recommended approval of all requests. Mr. Goodrich made the motion to approve the above requests and it was seconded by Mr. Mullins. The motion was approved. 3. Opening of Potawatomi Zoo Improvement Bids- Terry DeRosa/Chet Gamble The bid opening was deferred to the June meeting. 4. Opening of Quotes for Parking Lot Improvements- Mike Dyszkiewicz Mr. Dyszkiewicz opened two quotes for Newman Center’s parking lot. The quotes were as follows; a.Brooks Construction- $22,600 b.Arnt Asphalt- $15,945 c.Walsh & Kelly- No Response He requested to come back later in the meeting with his recommendation and President Henry approved. 5. Opening of Quotes for Basketball and Tennis Court Crack sealing- Mike Dyszkiewicz Mr. Dyszkiewicz presented one quote for sealing from Arnt Asphalt. Walsh & Kelly and - - 2 - - A1 Striping were nonresponsive. Arnt’s quote consisted of a number of different locations. They are as follows: a.Riverside Manor tennis courts- $14,350 b.Voorde Park tennis courts- $24,565 c.LaSalle Park basketball courts- $9,870 d.LaSalle Park tennis courts- $11,465 e.King Center basketball courts- $27,755 Mr. Dyszkiewicz stated that he had a budget of $60,000 and he requested that he select those locations that are the worst and are within budget. Mr. Bodnar stated that Arnt included a nondiscrimination and noncollusion affidavit with the previous parking lot quote, but did not include them with this separate quote. He stated that a noncollusion affidavit needed to be on file for each quote. Mr. Goodrich made a motion to award the quote to Arnt Asphalt, not to exceed $60,000 and to produce the noncollusion affidavit by Wednesday May 21, 2008 at noon. Dr. Kelly seconded the motion and it was passed. 6. Request to Approve Resolution Approving the Establishment of the Afterschool Program for 2008-09- Paul McMinn, Judy Smith Mr. McMinn requested that the Board ratify Resolution #2008-2 approving the 2008-09 Mayor’s After School Program. Dr. Kelly made a motion to approve Resolution 2008-2. Mr. Mullins seconded the motion and it was passed. Mr. McMinn reported that there were 46 applications requesting $496,000 this year. Twenty-three were approved and a total of $149,992 was awarded. There were seven new providers approved. Dr. Kelly made a motion clarifying that the previous motion included both the approval of Resolution 2008-2 and the awarding of the Afterschool grants for 2008-09 in the amount of $149,992. Mr. Goodrich seconded the motion and it was passed. 7. Request to Approve Memorandum of Understanding between the South Bend Parks and Recreation Department and the South Bend Botanical Society – Matthew Moyers Mr. Moyers presented the Memorandum of Understanding to the Board. The Board commented that it was very clear. Mr. Bodnar stated that he head reviewed the document. Mr. Goodrich made a motion to approve the MOU between the South Bend Parks and Recreation Department and the South Bend Botanical Society. Mr. Mullins seconded the motion and it was passed. 8. Request to Advertise for Bids- Sale of Land in Rum Village- Phil St. Clair/Thomas Bodnar Director St. Clair informed the Board that he has received two appraisals for the parcel of land in Rum Village that was requested for the cell phone tower. He requested the Board approve his request to advertise for bids for the property. The parcel is in the southwest corner of the park. When the bids are opened they can be compared to the appraisals and a decision on the next step can be made at that time. President Henry asked if the interested party was interested in a purchase or a long term - - 3 - - lease. Mr. Bodnar replied that a sale was their preference to speed the process. Mr. Goodrich asked how a monthly or annual lease payment could be compared to a sale price. Director St. Clair replied that first the appraisals will be used to determine if the bids are in the range of the fair market value. V.Approval of Minutes Mr. Mullins made a motion to approve the minutes of the regular Board meeting held on April 21, 2008 as mailed. The motion was seconded by Dr. Kelly and approved. VI.Approval of Maintenance Vouchers A motion was made by Mr. Goodrich to approve maintenance vouchers for totaling $938,476.88. It was seconded by Dr. Kelly. There being no further discussion, the motion was passed. VII.Business of the Parks and Recreation Director 1.Director St. Clair reported that facilities are open and running. He is hoping for better weather. It is affecting visitation at the Zoo and golf courses. 2.The 2009 budget is being formulated based on the impact of HB 1001. It is anticipated that cuts will need to be made for next year. He doesn’t see a substantial impact in 2009, but some adjustments will need to be made. He will give more information on the adjustments as they are made. For 2010, significant cuts will be made to the operating budget if funding remains at forecasted levels, unless additional funding is found. It will also affect the Department’s capital budget for those funds outside Fund 201. Departments that are heavily funded by property taxes will be significantly impacted, especially in 2010. Our current property tax allocation is $8.8 million which is approximately 69% of our revenue in fund 201. VIII.Comments by the Recreation Director 1.Ms. O’Connor reported that the Summer Playground Program opens June 9 at 23 sites serving lunch. Ten are full playground sites and two will have Junior Baseball programs. 2.Kid’s World starts May 27 at O’Brien. Camp Awareness starts June 2 at Izaak Walton. Fit to Play starts June 2. Nature Detectives at Rum Village starts June 9. 3.The pools open June 5. The East Race opens June 14 and Learn to Swim starts June 16. 4.The Leeper Tennis Center Project is complete and the grand opening will be held June 6 at 4 pm. 5.The Olympic Softball team will play at Belleville on June 19. It is sold out. 6.188 teams are registered for the softball leagues that began the end of April. IX.Comments by the Erskine Golf Professional 1.Mr. Firestone reported that play is down due to weather. - - 4 - - 2.The per play pass is selling well. 3.He stated that the irrigation installation is completed on the front nine at Elbel. The remaining work is on schedule. The pumphouse is done. 4.The railroad ties along #4 green at Erskine are being removed to speed up play. 5.Golf ads are running every Thursday in the South Bend Tribune. Response has been good. 6.Two ads have been sold for the GPS system. X.Comments by the Zoo Director 1.Director DeRosa reported that the bids are being deferred until a wage decision is rendered on June 6. 2.A meeting with the Community Foundation and the contractor for the Potawatomi Park project is being arranged. 3.Interviews are being held tomorrow for the open maintenance position. Five candidates are applying. 4.The electric trucks are being considered for the Zoo. A tilt bed would need to be installed to make it feasible. 5.Zoo Farm and the new Butterfly exhibit open Memorial Day weekend. XI.Comments by Maintenance Superintendent 1.Mr. Mike Dyszkiewicz informed the Board that mowing is underway in the Parks and with the centralized mowing project. 2.The splash pads at O’Brien and King Center are done and will be operating in a few weeks. 3.The King Center playground will be installed in June and the Potawatomi project will be started late in June. 4.Leeper Tennis Court project is almost done with lighting hookups and the roof to be finished. It should be done at the end of the month. 5.Ball diamond lights are being replaced. 6.The press box at the new diamond at Belleville is being completed. 7.The East Race is opening June 14 and a crew is being put together to man the operation. 8.Mr. Dyszkiewicz recommended the Newman Center parking lot quote be awarded to Arnt Asphalt in the amount of $15,945. Both quotes were compared and found to be based on the same specifications. Dr. Kelly made a motion to award the quote to Arnt Asphalt for $15,945. Mr. Goodrich seconded the motion and it was passed. XII.Comments by the Director of Marketing & Promotions 1.Mr. Payton reported that he met with the Development Department at Notre Dame to get commitments from the athletic department for the golf outing and future events. - - 5 - - 2.He is working with the Recreation Department regarding support for the Potawatomi Park grand opening on July 26. This will include media support and promotion. 3.We hope to use the WNDU website to promote and advertise the department and events. 4.The Superintendent’s Outing will be held August 1 and is in the process of being planned. Forty teams are needed. 5.The electronic sign is now operational on Michigan and Walter streets. It is hoped to promote many events using this sign that has many capabilities. 6.Go Diego Go is being promoted through the Zoo and Marketing Department. XIII.There being no more business to come before the Board the meeting adjourned at 5:10 p.m. by President Henry. The next regular meeting will be held at 4:00 p.m. June 16, 2008 in the Boardroom of the O’Brien Administration Center. Respectfully Submitted, William Carleton Executive Secretary - - 6 - -