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HomeMy WebLinkAbout12-15-2014 Minutes SOUTH BEND BOARD OF PARK COMMISSIONERS REGULAR MEETING DECEMBER 15,2014 The Board of Park Commissioners of the Park District of the City of South Bend, Indiana met on Monday December 15, 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 Mr. Garrett Mullins Mr. Bruce BonDurant Park Board members absent were as follows: Ms. Amy Hill, Vice President Staff members present: Phil St. Clair,Director of Parks; Bill Carleton,Director of Financial Services; Susan O'Connor,Deputy Director of Parks; Randy Nowacki,Director of Golf Operations; Mike Dyszkiewicz, Maintenance Superintendent; Paula Garis, Special Events Supervisor; Cory Hamel, Park Board Attorney 1. The meeting was called to order by Board President Robert Goodrich at 4:01 p.m. H. The first order of business was the interviewing of interested citizens. There were on citizens wishing to address the Board. III. Report By Organizations No organizations were present to report to the Board. IV. The next order of business was unfinished business. 1. Opening of Quotes for Maintenance of the City Cemeteries-Mike Dyszkiewicz Mr. Dyszkiewicz reported that he had received two sealed quotes. One from Black Diamond Lawn Services and one from Hoosier Cutters. They were opened and read aloud to the Board. Mr. Hamel inspected the quotes and said that they met the legal requirements for a formal quote. Black Diamond Lawn Services quoted a price of$70,000 per year. Hoosier Cutters quoted a price of$36,000 per year. Mr. Dyszkiewicz requested that the Board accept the quote of Hoosier Cutters for $36,000 per year. Mr. BonDurant made a motion to accept the quote of Hoosier Cutters for cemetery maintenance for one year beginning in December of 2014 at the price of$36,000. Mr. Mullins seconded the motion and it was passed. - - I - - V. The next order of business was new business. 1. Request to Dispose of Fitness Equipment Mr. Carleton made a request on behalf of the O'Brien Fitness Center to dispose of an 11 year old elliptical fitness machine. The machine is broken at this time and parts are no longer available. Mr. BonDurant made a motion to approve the request. Mr. Mullins seconded the motion and it was passed. 2. Request to Approve an Agreement Between the South Bend Parks Department and the Redevelopment Department of South Bend Regarding Snow Removal on Redevelopment Property Attorney Hamel presented the Board with an agreement between the Park Department and the Redevelopment Commission to have the Park Department remove snow from various Redevelopment Commission owned properties over a fourteen week period for the sum of$17,000. It is similar to an agreement that was approved last year. Mr. Mullins made a motion to approve the agreement. Mr. BonDurant seconded the motion and it was approved. 3. Request to Approve Re-Platting and Transfer of Coveleski Stadium Real Estate- Director St. Clair Director St. Clair explained that in light of the construction of the batting complex outside the right field fence at the Coveleski Stadium, a number of pieces of property around the stadium need to be re-platted. Mr. Mike Currier, surveyor for Jones Petri and Rafmski, explained that lots around the stadium are owned by the Redevelopment Commission and the Park Department. The lot that the batting complex is being constructed on will be deeded to Swing Batter Swing,LLC, the owner of the team. Should they ever give up ownership of the team, this lot will revert back to ownership of the Park Department. In order to do this, a number of large and small lots around the stadium will be re-platted to combine them into several larger lots and separate the batting complex lot from the others. The other lots will be combined and deeded to the Redevelopment Commission. At some time in the fixture the area around the stadium will be transferred back to Park Department ownership. It is hoped to have this finished by January 15, 2015. Mr. Mullins made a motion to approve the request to the re-platting of the lots and the transfer of ownership to the Redevelopment Commission with the intent that ownership will revert to the Park Department at a later date and that Director St. Clair be named the signatory for the Board. Mr. BonDurant seconded the motion and it was passed. VI. Approval of Minutes Mr. BonDurant made a motion to approve the minutes of the regular Board meeting held on November 14, 2014 and the special meeting held on November 20, 2014 as mailed. The motion was seconded by Mr. Mullins and approved. VII. Approval of Maintenance Vouchers A motion was made by Mr. BonDurant to approve maintenance vouchers for November 2014 totaling $784,949.82. - - 2 - - It was seconded by Mr. Mullins. There being no further discussion, the motion was passed. VIII. Business by Director St. Clair 1. Director St. Clair informed the Board that he working on a list of projects that will be proposed for EDIT bond. There were $35 million in improvements and repairs that were identified and the bond will be approximately $5 million. 2. There has been a lot of discussion by the Council concerning the tree ordinance. He is not sure where the discussions are heading, but as of now, we are still operating under the ordinance as it is written. 3. The Department has been working to implement software for facility management and work orders. We hope to use this program to better track costs and better manage the repair and maintenance of our facilities and work force. 4. The Park Foundation has agreed on a job description for a part time Director that will help guide the organization. He compared it to how the Potawatomi Zoological Society began years ago. 5. Director St. Clair handed out copies of the staff activity reports that he submits to the Mayor's office on a monthly basis. IX. Comments by the Recreation Director 1. Ms. O'Connor reported that the tree lighting took place earlier this month with over a thousand attending. The events with Santa were also well attended. 2. River City Basketball Fall League ended this weekend. Registration for the Winter/Spring League starts soon. 3. Registration for Youth Instructional classes will begin on January 2. Classes start on January 20. 4. Aqua Aerobics ended on Decemberl0 and will begin again in mid January. 5. Holiday programs will be held at the Centers over Christmas break. 6. The Ice Rink has opened and has great attendance. 7. The Recreation calendars have been distributed to the schools and libraries. 8. A grant has been submitted to the Convention and Visitor's Bureau to help with marketing for the International Softball Tournament and Country Fest. 9. Staff are working on annual reports. X. Comments by the Golf Operations Director 1. Mr.Nowacki informed the Board that Erskine has reopened because of the break in the weather. 2. After discussion with the golf staff, he doesn't anticipate fee increases for 2015. 3. The third annual Black Friday sale was held last month. Sales were down from the previous year. XI. Comments by the Maintenance Superintendent 1. Mr. Dyszkiewicz informed the Board that the maintenance staff is picking up leaves in the parks. One more sweep of residential areas will be done soon. - -3 - - 2. There have been leaks in many windows reported at the Conservatory. The caulking between the glass and frames has dried up and shrunken. Estimates to replace the frames and glass with a polycarbonate are as high as $197,000. He is investigating options for repair. 3. No work has been done at Kelly Park due to lack of funding by the sponsoring group. 4. Renovations at the Leeper Park Tennis Center are done. The work was done by maintenance staff and consisted of upgrading the concession area and interior. 5. 570 graffiti sites have been cleaned so far this year. XH. There being no more business to come before the Board,President Goodrich adjourned the meeting at 4:52 p.m. The next regular meeting will be held Tuesday January 20, 2015 at 4:00 p.m. in the Boardroom of the O'Brien Administration Center. Respectfully Submitted, William Carleton Executive Secretary - - 4 - -