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HomeMy WebLinkAbout11-17-2014 Minutes SOUTH BEND BOARD OF PARK COMMISSIONERS REGULAR MEETING NOVEMBER 17,2014 The Board of Park Commissioners of the Park District of the City of South Bend, Indiana met on Monday November 17, 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: 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 4:06 p.m. H. The first order of business was the interviewing of interested citizens. No citizens were present to address the Board. III. Report By Organizations 1. Potawatomi Zoological Society-Dave Nufer, Board Member a. Mr.Nufer reported that approximately 11,000 guests attended Zoo Boo over the weekend of October 24-26. b. The Society's audit and tax return have been finished and will be supplied to the Board before the next meeting. c. The first year of the public-private partnership is winding down and he expressed that it has been a tremendous year. He thanked the Board and staff for approving the partnership. d. The master plan will be done in January. IV. The next order of business was unfinished business. 1. Cemetery Maintenance Quotes-Mike Dyszkiewicz Mr. Dyszkiewicz requested that the Board reject the quote opened at last month's meeting and restart the process for cemetery maintenance quotes. He said that the date on the quote package distributed to some vendors was incorrect. Ms. Hill made a motion to reject the quote received at the October meeting and approve - - I - - the request to requote the contract for opening at the December 15, 2014 regular meeting. Mr. BonDurant seconded the motion and it was passed. 2. Quotes for Zoo Parking Lot Project-Mike Dyszkiewicz Mr. Dyszkiewicz requested that the Board reject all quotes that were opened at the last Board meeting held on October 20, 2014. All quotes either exceeded the budget for this project or had a wide disparity in amounts as to make them nonresponsive. Mr. BonDurant made a motion to reject the quotes for the Potawatomi Zoo parking lot opened at the October 20, 2014 meeting and authorize staff to requote the project at a later date. Ms. Hill seconded the motion and it was passed. 3. Opening of Proposals for Viewing Park Boathouse Project-Director St. Clair Director St. Clair read from the request for proposals that went out,that the Park Department is seeking proposals for the use and/or lease of Viewing Park that is consistent with the overall mission to make use of the St. Joseph River as a recreational asset for the community. One proposal was received from the University of Notre Dame. It was opened and read aloud. Attorney Hamel reported that the documents were in order and met legal requirements. Mr. Tim Sexton of the University of Notre Dame made a presentation of their proposal that includes a new boathouse that replaces the present one. Director St. Clair requested that the Board review the construction documents and convene a special meeting on Thursday November 20, 2014 at 4 p.m. to approve the construction access agreement. Mr. BonDurant made a motion to accept the proposal from the University of Notre Dame as received and to schedule a special meeting to be held November 20, 2014 in the board room of the O'Brien Center for the purpose of considering a request to approve a temporary access agreement to allow construction to begin in the spring. Ms. Hill seconded the motion and it was passed. V. The next order of business was new business. 1. Request to Approve Termination of Coveleski Parking Lot Agreement with Hope Ministries-Bill Carleton Mr. Carleton explained that Hope Ministries has had a lease to park staff automobiles in the southwest parking lot at Coveleski Stadium since 2003. It was brought to our attention that because of the current construction on the batting complex at the stadium, that parking lot is not available. We have attempted to find them alternate parking in the area and in the process found that because of a change in building ordinances, Hope Ministries no longer needs to have a minimum number of parking spaces available at their facility. In light of this, it has been mutually agreed to terminate the lease agreement for parking at Coveleski Stadium. Mr. BonDurant made a motion to approve the request to terminate the parking lease at Coveleski Stadium with Hope Ministries. Ms. Hill seconded the motion and it was passed. VI. Approval of Minutes - - 2 - - Mr. Mullins made a motion to approve the minutes of the regular Board meeting held October 20, 2014 as mailed. The motion was seconded by Mr. BonDurant and approved. VII. Approval of Maintenance Vouchers A motion was made by Mr. BonDurant to approve maintenance vouchers for October 2014 totaling $697,271.88. It was seconded by Ms. Hill. There being no further discussion, the motion was passed. VIII. Business by Director St. Clair 1. Director St. Clair presented the Board with a copy of the present ordinance relating to the maintenance of trees in city tree lawns. There has been discussion in the Common Council to have the City, specifically the Park Department,responsible for the maintenance of these trees. Presently,the homeowner is responsible for them. 2. He presented the Board with a listing of capital improvements that are needed and prioritized related to the opportunity to have a park bond in the next year. His list far exceeded the anticipated amount of a bond, but he felt they needed to be listed to demonstrate the need. He felt frustration that in his twenty-two years the City has not invested in a park bond, while comparable cities in Indiana have, including Mishawaka. The large list of needs is a result of not investing in our parks. IX. Comments by the Recreation Director 1. Ms. O'Connor requested approval of the independent contractor agreement for 2015. It is in the same form as last year. Mr. BonDurant made a motion to approve the independent contractor agreement for 2015. Ms. Hill seconded the motion and it was passed. 2. She reported that she was in Reno,Nevada recently with the softball staff for the annual softball congress. We received the James Farrell award of excellence for the tournament we hosted this year. This is the 17"year we have received this award. 3. This Friday the Charles Black Center will have an event for young boys that was postponed earlier 4. On Wednesday the annual Thanksgiving event for senior citizens will be held at the Martin Luther King, Jr. Center. 5. The Howard Park Ice Rink will open the Friday after Thanksgiving. 6. On December 9 the King Center will host the annual Christmas luncheon for seniors. This event is sponsored by St. Joseph Medical Center. 7. River City Basketball League will finish up on December 13. 8. Around Town for the Holidays will be held December 5 and 6. 9. The Centers are busy with afterschool programs. X. Comments by the Marketing Director 1. Mr. Bradley reported the Parks Foundation Board is busy making plans for 2015. 2. Passport to Play was held recently at Rum Village Park. Thirty-five participants were there. The next one will be held at the Howard Park Ice Rink. 3. He felt that the department's social media presence is very strong. Many older pictures - -3 - - are being posted and they are receiving good comments from the public. 4. New information monitors are installed in the centers that contain information about what is happening at that center as well as other locations in the city. XI. Comments by the Maintenance Superintendent 1. Mr. Dyszkiewicz felt that the Ice Rink will open on schedule. 2. Leaf pick up is ongoing. Two passed have been completed in the streets as well as parks. 3. No progress has been made at Kelly Park. 4. Renovations have been done to the interior at the Leeper Park Tennis Facility. 5. He commended Todd Brill and Wes Weaver for the work that they have done replacing piping at the Ice Rink that enabled the facility to open on time. 6. A number of leaking windows have been noted at the Conservatory. Repairs would be extensive and he is pursuing options. XH. Comments by Golf Operations Director 1. Mr.Nowacki reported that Studebaker Park Golf Course closed on November 4 due to the weather. Elbel Park closed on November 17. Erskine Park will stay open as necessary. 2. All the golf cart batteries have been replaced due to a warranty situation. They were not holding a charge. 3. Cart paving has been done at Erskine and the maintenance restrooms have been renovated. 4. The annual Black Friday sale will be held at Erskine. XHI. There being no more business to come before the Board the meeting adjourned at 5:24 p.m. by President Goodrich The next regular meeting will be held Monday December 15, 2014 at 4:00 p.m. in the Boardroom of the O'Brien Administration Center. Respectfully Submitted, William Carleton Executive Secretary - - 4 - -