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HomeMy WebLinkAbout10-20-2014 Minutes SOUTH BEND BOARD OF PARK COMMISSIONERS REGULAR MEETING OCTOBER 20,2014 The Board of Park Commissioners of the Park District of the City of South Bend, Indiana met on Monday October 20, 2014 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: None Staff members present: Phil St. Clair,Director of Parks; Bill Carleton,Director of Financial Services; Susan O'Connor,Deputy Director of Parks; Paul McMinn, Assistant Recreation Director; Randy Nowacki,Director of Golf Operations; Mike Dyszkiewicz, Maintenance Superintendent; Cheryl Greene, Park Board Attorney I. The meeting was called to order by Board President Robert Goodrich at p.m. H. Interviewing of Interested Citizens 1. There were no citizens wishing to address the Board. III. Report By Organizations 1. Potawatomi Zoological Society-Marcy Dean a. Ms. Dean reported that the reaccreditation at the national convention of the AZA in Orlando went well. The hearing was uneventful and the accreditation was approved. IV. Unfinished Business 1. Opening of Cemetery Maintenance Quotes-Mike Dyszkiewicz Ms. Greene reported that one quote had been received from Black Diamond Lawn Services, LLC, located in South Bend, Indiana. She opened the sealed quote and read the quoted amount of$38,500 per contract year. Mr. Dyszkiewicz explained that three other vendors were solicited for quotes and none were received. Mr. BonDurant made a motion to refer the quote to staff for evaluation and to bring their recommendation back at the next regular meeting. Ms. Hill seconded the motion and it was approved. - - I - - 2. Opening of Quotes for Zoo Parking Lot Project-Mike Dyszkiewicz Mr. Dyszkiewicz explained that because of the timing of the construction of the parking lot at the Zoo late in the season, it is hoped to get the lot done this year. It was thought that by using permeable pavers rather than a conventional asphalt surface, a problem with drainage would be solved and additional drainage piping or dry wells would not be necessary. Mr. Pat Brown of Sitescapes addressed the Board concerning what he found when he visited the parking site. He felt that an asphalt or concrete parking lot would require underground drainage or storm sewers and that it would be cost prohibitive. He felt the permeable paver system would be able to handle the drainage. Two formal quote packages were solicited for site work and permeable pavers. Indiana Earth and Ritschard Brothers submitted quotes for the site work and LPS Pavement Co. and Midwest Brickpaving submitted quotes for the permeable pavers. See the attached tabulation for results. Ms. Hill made a motion to refer the quotes to staff and the Zoological Society for review and to return with a recommendation at the next scheduled meeting of the Board. Mr. BonDurant seconded the motion and it was passed. Ms. Greene noted that the cost of the parking lot project is to be shared between the City and the Zoological Society per the lease/management agreement. However, bidding or quoting for the project and awarding must go through the Park Board. V. The next order of business was new business. 1. Request for Use of Parks-Paula Garis a. Hoosier Hikers -Veteran's Memorial Park-October 26, 2014 b. Center for History-Leeper Park East,Navarre Cabin- October 14-17 Ms. Garis recommended approval of the requests. Mr. BonDurant made a motion to approve the requests. The motion was seconded by Mr. Mullins and it was passed. 2. Request to Solicit Proposals for Viewing Park Boathouse Project- Cheryl Greene Ms. Greene requested permission to advertise to accept proposals for the use or lease of the Viewing Park property. Legal notice would be published on October 24 and October 31 in the Tri-County News and the South Bend Tribune. Proposals will be received until 4 pm on November 174, 2014 and opened at the November 17, 2014 regular meeting of the Board of Park Commissioners. Ms. Hill made a motion to approve the request to advertise for proposals for Viewing Park. Mr. BonDurant seconded the motion and it was passed. VI. Approval of Minutes Ms. Hill made a motion to approve the minutes of the regular Board meeting held on September 15, 2014 as mailed. The motion was seconded by Mr. BonDurant and approved. VII. Approval of Maintenance Vouchers A motion was made by Mr. Mullins to approve maintenance vouchers for September 2014 totaling $936,560.27. - - 2 - - It was seconded by Mr. BonDurant. There being no further discussion, the motion was passed. VIII. Business by Director St. Clair 1. Director St. Clair recognized Mr. Tim Sexton of the University of Notre Dame. He said he looked forward to submitting their proposal and if agreed to they would begin in the early spring. 2. Director St. Clair distributed a report that he gave to Mayor Buttigieg. It summarized the events that happened while he was gone the last seven months in Afghanistan. He wanted the Board to be aware of what he reported to the Mayor. 3. He discussed the impact of the 30 hour limit on part time employees before they become eligible for employer provided health insurance as mandated in the Affordable Care Act. It has been difficult to retain employees and the cost of providing insurance would be prohibitive. Golf and Maintenance operations have been most impacted by this rule. 4. He will be going to a Common Council meeting tonight to discuss the master plan and capital funding. We have identified$8.3 million of deferred maintenance items and $27 million in major capital projects. It is hoped a bond issue will help address these items. 5. Members of the Council have suggested that Parks take over the maintenance of trees that are in tree lawns. Currently, the homeowner is responsible for the cost of maintaining these trees, although the city forester determines which trees are in need of maintenance. 6. The Forester estimates that it would require an additional five person crew and cost an additional approximately $338,000 for removals alone as well as an additional $700,000 for capital startup costs for equipment. 7. September volunteer hours are 873. That computes to $16,000 in value. He expects to end the year with 22,000 hours. 8. Two hundred thirty headstones have been repaired in the City Cemetery and sixty have been vandalized. 9. We are partnering with a group to do cleanup around Keller Park along the river to the Angela Street bridge. IX. Comments by the Deputy Director 1. Ms. O'Connor reported that several staff attended the National Recreation and Parks Association annual congress in Charlotte,North Carolina. 2. Practice for River City Basketball youth leagues begins this week. Games begin November 1. Training for officials for the league was held last Saturday. 3. A grant from Sports Indiana for$10,000 is in the final stages of preparation to be submitted. It will help to defray the costs of the International Softball Congress tournament next year. 4. Sponsors are being solicited for the tournament and several companies have responded positively. 5. The City Wellness program will hold its annual health fair this week at the Century Center. O'Brien Fitness Center will have a booth. 6. We have a bounce house rental at the Kid's Expo at Century Center this coming - -3 - - weekend. 7. In November, she will be traveling to Reno,Nevada with softball staff to bid on 2016 national tournaments. 8. This past Saturday the equestrian ride was held at Potato Creek State Park. Despite bad weather,there were only six cancellations. 9. Halloween parties will be held at the centers. 10. Charles Black Center will be holding a Ninja Turtle party for the boys in November. 11. The Wellness committee attended the wellness summit in Indianapolis and our program received a three star achievement award. Mr. Goodrich requested the staff to prepare a cost analysis of the ice rink, playgrounds, and centers to compare their operations with the golf program. X. Comments by the Golf Operations Director 1. Mr.Nowacki noted that fall aerifying has been done. 2. The weather has been hit and miss through the month. 3. Irrigation systems are being shut down for the season. 4. He has been talking with the Convention and Visitors Bureau about partnering with local hotels on a stay and play package with local golf courses. 5. The sectional cross country meet was held October 11 at Erskine. It went well. A $2 gate fee was charged for the first time to defer the lost revenues. 6. There was a recent problem with golf car batteries losing charge prematurely. After investigating and discussions with the car manufacturer, 390 batteries were replaced at Elbel. 330 batteries will be replaced at Erskine. 7. He is soliciting quotes to demolish the house on the Elbel Golf Course. 8. Cart path paving will be done at Erskine. XI. Comments by Maintenance Superintendent 1. Mr. Mike Dyszkiewicz informed the Board that neighborhood leaf pickup has begun. 2. The Kelly Park project has stalled due to a lack of donor funds. 3. Book boxes have been constructed and installed in three locations in conjunction with Councilman Dieter. 4. Facility management and work order software is in the process of being implemented for the department. It will be used to track costs and schedule repairs and routine maintenance. 5. The Crossings School will be building benches over the winter for parks. 6. Heating systems are being turned on in our facilities and rest rooms in the parks are being closed for the season. Splash pads are also being winterized. 7. Ice Rink repairs have been ongoing for two and a half weeks. He feels there is a chance that the rink may not open because of the state of the deteriorated piping. It won't be known for sure until the pumps are turned on later to see if there are leaks that are hidden at this point. 8. At the Ella Morris Conservatory, leaks have been an issue. The old caulking in the window panes is allowing water to enter the building. Repair options are being considered. XII. Comments by the Marketing Director 1. Mr. Bradley informed the Board that the Parks Foundation met last week. A quorum was not present. 2. Four trees have been acquired through a grant by Brent Thompson, City Forester. They will be planted in Keller Park to replace some of the trees lost in the storm this year. 3. Photos are being taken to use in promotions and publications. Older archived photos are being digitized and put up on our Facebook site. Reaction from viewers has been very positive. 4. A new high resolution camera has been purchased to get high quality pictures. XIII. There being no more business to come before the Board the meeting adjourned at 5:16 p.m. by President Goodrich The next regular meeting will be held November 17, 2014 at 4:00 p.m. in the Boardroom of the O'Brien Administration Center. Respectfully Submitted, William Carleton Executive Secretary - - 5 - - { { | 7 � k ' � � , ' � ■ ® & ; o m -13 © ` 2 £ } R ! . k a § k § f cc k a tko . 2 to m E ] E w C \ ) | j (■ ^ 2 a A . : 2 ; [ . cr ( {. , 7 ! 3 @ cc EM § , , ■ _ , f z a • l ; r = ! \� ) { �. - § ) ( | ! 2 # cc - 6 -