Loading...
HomeMy WebLinkAbout04-20-2015 MinutesSOUTH BEND BOARD OF PARK COMMISSIONERS REGULAR MEETING APRIL 20, 2015 The Board of Park Commissioners of the Park District of the City of South Bend, Indiana met on Monday April 20, 2015 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: Ms. Amy Hill, President Mr. Mark Neal, Vice President Ms. Aimee Buccellato Park Board members absent were as follows: Mr. Garrett Mullins Staff members present: Phil St. Clair, Director of Parks; Brian Powell, Auditor IV, Susan O'Connor, Deputy Director of Parks; Randy Nowacki, Director of Golf Operations; John Martinez, Interim Maintenance Superintendent; Paula Garis, Special Events Supervisor; Matthew Moyers, Special Projects Manager; Ray Comer, Athletics Supervisor; Michael Schmidt, Park Board Attorney L The meeting was called to order by Board President Amy Hill at 4:15 p.m. IL Interviewing of Interested Citizens There was no one wishing to address the Board. III. Reports By Organizations Potawatomi Zoological Society- Ms. Marcy Dean, Executive Director a. Ms. Dean reported that their master plan is almost ready for approval by the Zoo Board. b. The Zoo opened on April 3. Attendance has been good. c. The annual audit starts tomorrow. d. Fund raising is still underway for the carousel. e. The Zoo's veterinarian left six weeks ago and a new vet will be starting in two weeks. f. Ms. Dean introduced Mr. Josh Smith as the Zoo's General Curator. 2. South Bend Botanical Society - Mr. Bob Hosier, South Bend Botanical Society Board of Directors a. Mr. Hosier commented that the new heat pumps are operating. They are excited to have them because they are quieter and will allow cooling during the summer. b. Several events are coming up. c. The Mother/Daughter Tea Parry will be held on May 3. - -I -- d. The annual plant sale is ongoing with pickup on May 7. IV. Unfinished Business There was no unfinished business. V. New Business 1. Request to Approve further negotiations with Edge Adventure - Director St. Clair, Steve Doniger, Susan O'Connor Ms. O'Connor introduced Mr. Steve Doniger who informed the Board about the aquatic and aerial adventure parks that Edge Adventure installs and operates. He played two videos showing examples of current installations. He is suggesting an aerial park in Rum Village and an aquatic adventure at Pinhook Park. He has met with Park staff and looked at the locations. Director St. Clair felt it was a good opportunity to partner with them and it would benefit the Park Department as well as the City. Mr. Schmidt requested that the Board approve a motion to give Director St. Clair the authority to negotiate with Edge Adventure and to bring any agreement back to the Board for review. Mr. Neal made motion to negotiate an agreement with Edge Adventure. Ms. Buccellato seconded the motion and it was passed. Mr. Neal asked for a timeline on concerning the negotiations. 2. Request to Rescind the Agreement Approved on November 20, 2014 with the University of Notre Dame Regarding the Construction of a Boathouse in Viewing Park- Director St. Clair, Michael Schmidt Mr. Schmidt requested that the Board rescind the agreement between the Board of Park Commissioners and the University of Notre Dame regarding the construction of a boathouse in Viewing Park that was signed on November 20, 2014. Mr. Schmidt explained that the agreement was brought to the Board prematurely. Mr. Neal made a motion to rescind the agreement that was signed on November 20, 2015 regarding the construction of a boathouse in Viewing Park. Ms. Buccellato seconded the motion and it was adopted without objection. 3. Request to Approve an Agreement with the University of Notre Dame Regarding the Construction of a Boathouse in Viewing Park- Director St. Clair, Michael Schmidt Mr. Victor Spader, project manager, explained the amenities that are being added to the project. The existing boathouse will be given to the Park Department and a new boathouse will be built adjacent to the existing structure. Sidewalks and curbing will be added to Northside Blvd. A new dock is being added that will be accessible to the public as well as a handicap accessible sidewalk to the dock. Additional plantings will be installed. The parking lot will be resurfaced once construction is completed. The driveway entrance will be reconfigured for safety. A public bathroom will be added to the outside of the building. The University has been talking to Park staff to facilitate programming on the site to utilize the river. Director St. Clair commended the University for their flexibility in accommodating the Park's suggestions in the design and that the addition of a public restroom is a wonderful addition. He thanked them for this project and that it will enhance this park for the citizens that use it. The Board asked that a regular report be incorporated that concerns the outreach and programming that will be added that utilize the Viewing Park and river locations. Construction is underway and is to be completed by November 1st. Access to the river and current boathouse will be maintained during construction. Dr. Ferlic commented that he is excited about this project and he is proposing an "Adopt a Park" program that would utilize a public /private partnership to support individual parks. He is hoping Notre Dame would participate in this for Viewing Park. He is talking to other businesses and institutions about this program and is getting positive response. Mr. Schmidt asked that Board members disclose any prior relationships with Notre Dame that may involve a conflict of interest and that they are acting within their free will and their decisions are in the best interest of the Park Department and the City of South Bend. Mr. Neal explained that he is the Chief Operating Officer for the Bradley Company and the University of Notre Dame is a client of his company, but feels there is no conflict and he can decide based on the best interests of the Park Department and the City of South Bend. Ms. Buccellato also explained that she is an alumnus of the University of Notre Dame and is employed by the University, however, she feels she can make decisions that are in the best interest of the Parks Department. Mr. Neal made a motion to execute the lease agreement with the University of Notre Dame regarding the construction of a boathouse in Viewing Park dated April 201, 2015. Ms. Buccellato seconded the motion and it was passed. 4. City Cemetery Presentation from the HPC - Elicia Feasel Ms. Elicia Feasel, the Deputy Director of the Historic Preservation Commission, spoke to the Board regarding an update of the progress of the City Cemetery project. She gave the history of the past six years regarding the digitizing of the 16,000 records and developing an interactive website. Currently, the focus is on marketing the cemetery as a historic area to tour with an audio CD that narrates the history and individual gravesites of people interred there. On May 9 a living history tour will take place. A thousand re- enactors will be in the cemetery. A class on June 20 will focus on cemetery maintenance. Headstone cleaning will be taught. A grant was received to buy power tools for this. Other volunteer days will be held in July and August. She is working with Community Investment and the Troyer Group to develop a master plan. The final draft will be finished later in the year. 5. Request for Use of Parks- Paula Garis a. Sunburst Marathon — East Race River Walk — June 5, 2015 — 6 p.m. b. Sunburst Marathon — Through Potawatomi Park — June 6, 2015— 6 a.m. — - -3 -- 12:30 p.m. c. Angel of Hope National Children's Day/Balloon Release/Picnic — June 14, 2015 — Pinhook Park— Debbie Kamm d. Michael Jackson Tribute Food Drive (with food/merchandise vendor booths) — August 29, 2015 — Seitz park — Anthony Gullens e. Keith Gidon Community Center — LaSalle Park — 3' Saturday of month — April thru October — 12 -2:00 p.m. - Tony Moore f. DTSB First Fridays: Dog Days of Summer — June 5, 2015 5 -9 pm — Howard Park — Cathy Dietz g. National Workers Memorial Day — April 28, 2015 - Howard Park — 3:30 -5:30 p.m. h. Urban Adventures — Request for alcohol permit — Erin Busch i. Bike the Bend, Support for Parks - Glenda Lamont j. Let's Move, South Bend, Update - Robin Vida k. Request for use of O'Brien Gym — July 18, 2015 - Jerry Wilson Ms. Garis recommended that items a and g be approved since they are returning events. Mr. Neal made a motion to approve items a and g. Ms. Buccellato seconded the motion and it was passed. Ms. Debby Kamm of the Angel Hope Memorial Gardens requested permission to hold an event in Pinhook Park on June 14. They will have a balloon release. They will not conflict with the Bike the Bend event that day. Mr. Anthony Gullens of the Michael Jackson Tribute Food Drive event requested this year they have food and merchandise vendors. Director St. Clair asked that the event personnel work with Ms. Garis to insure that all vendors comply with our requirements. Mr. Tony Moore of the Kieth Gidon Community Center requested a change of the days they do their hot dog lunches in LaSalle Park. Cathy Dietz of Downtown South Bend requested that the location for the First Friday in June be changed to Howard Park because of the conflict with the Sunburst festivities. Ms. Erin Bush of Urban Adventure requested an alcohol exception form for their event in Potawatomi Park, access to the park on the day prior to their event and use of the parking lot at Kid's Kingdom. Mr. Neal made a motion to approve items c, d, e, f, and h subject to their working with staff to fulfill the requirements that were discussed. Ms. Buccellato seconded the motion and it was approved. 6. Bike the Bend- Support for Parks - Glenda Lamont Mr. Matthew Moyers explained that Bike the Bend would be donating funds to replace the decking across the head gates at the East Race. He presented a letter of intent that was drafted explaining the responsibilities of the parties. Mr. Neal felt it would be more efficient to have Bike the Bend to pay for the materials directly rather than reimburse the Park Department for materials and labor. Mr. Neal made a motion to accept the letter of intent with Bike the Bend concerning maintenance materials that will be purchased for the walkway over the head gates of the East Race. Ms. Buccellato seconded the motion and it was passed. - -4 -- 7. Let's Move, South Bend Update - Robin Vida Ms. Vida needed to leave prior to speaking, but Mr. Moyers explained that the Park Department has been involved with Let's Move, South Bend and he would will request her to come back to update the Board. 8. Request for use of O'Brien Gym — July 18, 2015 — Mr. Jerry Wilson Mr. Wilson requested renting the O'Brien Center gym on July 18, 2015 to hold a pro wrestling event. The proceeds would go to hospice. He said he has liability insurance and the participants all sign a waiver. He anticipated 200 -250 in the audience. Mr. Comer had concerns with the size of the audience and didn't think 250 would fit comfortably in the gym. Mr. Wilson said he would work with Mr. Comer and limit the capacity to what would be safe. Mr. Neal made a motion to approve the request for the Slam Cancer Event at the O'Brien Center Gymnasium on July 18, 2015. Ms. Buccellato seconded the motion and it was approved. 9. Request to Approve Arborist Licenses a. Leonard's Landscape & Tree Mr. Schmidt presented the Board with the request to approve Leonard's Landscape and Tree's application for renewal. Mr. Neal made a motion to approve the request. Ms. Buccellato seconded the motion and it was approved. VL Approval of Minutes Mr. Neal made a motion to approve the minutes of the regular Board meeting held on March 26, 2015 as mailed. The motion was seconded by Ms. Buccellato and approved. VII. Approval of Maintenance Vouchers A motion was made by Mr. Neal to approve maintenance vouchers for March 2015 totaling $893,745.99. It was seconded by Ms. Buccellato. There being no further discussion, the motion was passed. VIII. Business by Director St. Clair 1. Director St. Clair reported that he and staff were meeting with the Indiana State Excise Police to discuss the new policy they have informed us of regarding permitting the use of beer and wine in Park facilities and parks by the public. 2. He shared information he received from Economic Development about the appraisal of Elbel Golf Course. 3. He distributed the activity reports that he shares with the City Administraion with the Board. He also gave a listing of bond projects that are being considered. IX. Comments by the Deputy Director 1. Ms. O'Connor reported that the gaga pit has been installed by the South Bend - Mishawaka Leadership Team at O'Brien Park and it has been in use by neighborhood - -5 -- children. They also have put them in at Charles Black Center, Marshall Park and Clark School. 2. Charles Black Center is hosting an event called "Batman for the Boys" on Friday. 3. The climbing wall will be at Earth Day at Howard Park. 4. The bounce houses will be at Cinco de Mayo events. 5. Summer program hiring is underway. 6. South Bend 150 preparations are underway and the Park Department will be running the East Race, the climbing wall, and the Kid's Activity area. The Maintenance Division is assisting with set up at all locations. 7. Ball field reservations have begun. 8. Leeper Tennis Center is open for St. Joe High School programs and will open for the public on June 8. 9. Camp Awareness registration is full for all sessions. Kid's World camp has 56 enrollees. 10. Bounce house reservations are very popular. 11. Howard Park is sponsoring a bus trip to the Meijer Gardens in Grand Rapids on May 4. 12. The Made Men program at King Center continues to grow with 221 in March. 13. Ten teams from King Center played in basketball tournaments this past weekend. The eighth grade team won in Indianapolis. 14. Softball begins this weekend with 167 teams. 15. Fitness Center attendance is up. X. Comments by the Director of Golf Operations 1. Mr. Nowacki requested approval of the Board of the promotional golf round policy. Mr. Neal made a motion to approve the policy as presented for the promotional golf round policy. Ms. Buccellato seconded the motion and it was passed. 2. Aerifying of greens is underway at Erskine because of winter damage done to several greens. 3. Volunteers from Old National Bank were at Studebaker Golf Course over the past weekend doing painting. He thanked John Martinez and Amy Roush for their help coordinating supplies and volunteers. 4. The work order and facility management software program is up and being used to track time and expense of the maintenance staff. 5. Three quarters of seasonal help has been hired. 6. Studebaker Golf Course had been the victim of vandalism on several greens. Park Rangers are monitoring the area. 7. A break in was attempted at Studebaker maintenance facility. A window was broken, but the alarm scared the perpetrators off. 8. Mr. Nowacki is working on new contracts for outings and facility rentals. He hopes to have them ready for Board approval at the next meeting. 9. Revenues are up over last year to date. XI. Comments by Maintenance Superintendent 1. Mr. Martinez informed the Board that last year there were 12,000 hours logged by volunteers last year and thus far this year they are at 3,000 hours. He explained how the volunteers help with maintenance in the parks. He said that groups are coming back year after year and he is attaching groups to individual parks. - -6 -- 2. He thanked the 52 Notre Dame student that came out to work on the Leeper /Madison STEAM project. He was very impressed that they poured 500 feet of concrete sidewalk and did a great job. 3. He thanked Ms. Amy Roush for her work coordinating the volunteers. 4. Nineteen employees participated in the "Rebuilding Together" day this year. 5. Belleville Softball opens this week and ninety hours have been invested preparing the city diamonds for play. 6. Spring cleaning in the parks is underway. 7. A quarterly review has been implemented in the Maintenance Division. 8. This year he plans for the division to mow 8,800 acres, 4,000 cited code violations, and city owned properties 2,000 times over the year. 9. Preparation for the South Bend 150 event is next on his radar. XII. Comments by the Special Projects Manager 1. Mr. Moyers distributed the marketing report to the Board. 2. Social media is going well. We have had the highest number of contacts through social media in our history. 3. Mr. Bradley is working hard to promote Country Fest. XIIL There being no more business to come before the Board the meeting adjourned at 6:47 p.m. by President Hill The next regular meeting will be held at 4:00 p.m. in the Boardroom of the O'Brien Administration Center. Respectfully Submitted, William Carleton Executive Secretary - -7 --