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HomeMy WebLinkAbout03-26-2015 MinutesSOUTH BEND BOARD OF PARK COMMISSIONERS REGULAR MEETING MARCH 26, 2015 The Board of Park Commissioners of the Park District of the City of South Bend, Indiana met on Thursday March 26, 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: Mr. Amy Hill, Vice President Ms. Aimee Buccellato Mr. Mark Neal Park Board members absent were as follows: Mr. Garrett Mullins 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; John Martinez, Interim Maintenance Superintendent; Paula Garis, Special Events Supervisor; Mark Bradley, Marketing Director; Maurice Scott, King Center Director; Steve Orlowski; Park Ranger Foreman Michael Schmidt, Park Board Attorney L The meeting was called to order by Board Vice President Amy Hill at 2:18 p.m. IL The first order of business was the election of officers Mr. Goodrich and Mr. BonDurant's on the board terms had expired and they were not renewed. The Mayor has appointed Mr. Mark Neal and Ms. Aimee Buccellato in their place, requiring the election of new officers for the year. Ms. Buccellato made a motion to nominate Ms. Hill as president and Mr. Neal as vice president. Mr. Neal seconded the motion and it was passed. III. The first order of business was the interviewing of interested citizens 1. Mr. Steve Szaday of the Historic Preservation Commission addressed the Board to ask permission to use the City Cemetery for a City Cemetery Tour on May 9, 2015. He also asked for permission for four events starting on June 20, 2015 concerning workshops on cemetery symbolism and cleaning of headstones. Ms. Buccellato asked if there had been previous tours and how were they attended. Mr. Szaday replied that there had been bus tours previously and they were sold out. Ms. Buccellato disclosed that her husband is a commissioner on the Historic Preservation Commission. Mr. Schmidt asked if this relationship would influence her decision on whether to approve Mr. Szaday's request. She said it would not. Mr. Neal made a motion to approve the request to approve the tour and workshops. - -I -- Ms. Buccellato seconded the motion and it was approved. The motion was approved. IV. Report By Organizations There were no representatives present to address the Board. V. The next order of business was unfinished business 1. Request to Award Chemical and Fertilizer Bids - Mr. Nowacki Mr. Nowacki requested approval of the lowest and most responsive bids that were opened at the February 16, 2015 meeting as reflected in the tabulation of bids that was submitted to the Board (see attachments). Mr. Neal made a motion to award the bids as recommended by staff. Ms. Buccellato seconded the motion to award and it was approved. 2. STEAM Garden Project at Leeper Park Tennis Center - Mr. Gilot, Ms. Martin Mr. Gilot gave the Board a copy of the project plan Ms. Martin explained that Madison Primary School is transitioning to a Science, Technology, Engineering, Arts, and Math or STEAM school. As part of this, they are establishing a community garden to act as a component of their outdoor learning lab. Mr. Gilot explained that as a service project for Back the Bend Day on April 11 with the University of Notre Dame students, the Park Department, and other sponsors, this area south of the Leeper Tennis Center will be transformed into a garden with a walkway and seating. Ongoing maintenance will be the responsibility of the school. Mr. Schmidt presented a memorandum of understanding regarding the project to the Board and asked for their approval. Two copies were presented, with the understanding that one would also be signed by the South Bend Community School Corporation also. Ms. Martin said that she had talked to the Superintendent of Schools and she was in agreement with it. Mr. Neal made a motion to approve the memorandum of understanding dated March 26, 2015 between the South Bend Board of Park Commissioners and the South Bend Community School Corporation on behalf of the Madison Primary Center. Ms. Buccellato seconded the motion and it was passed. VI. The next order of business was new business. 1. Request to Approve the Master Agency Agreement with the Board of Public Works - Director St. Clair Attorney Schmidt explained that the master agency agreement with the Board of Public Works was being presented to the Board for execution. The purpose of the agreement is to create greater efficiency and use the expertise of the Board of Public Works in purchasing and project management. The agreement is for the year 2015. Mr. Neal said that while the intention of the agreement is to leverage the efficiencies of the Board of Public Works, it does not take away the authority of the Park Board to execute vision for the parks. Mr. Schmidt added that there are areas such as the acquisition and disposition of property that is the responsibility of the Park Board by - -2 -- statute. Ms. Buccellato asked if there were any drawbacks to this agreement. Mr. Schmidt replied that this is a change from the past practice and there are possibly unknowns that may arise. He also said that the agreement in only for one year and that it can be canceled by either party with notice. Mr. Neal made a motion to approve the master agency agreement with the Board of Public Works. Ms. Buccellato seconded the motion and it was approved. 2. Request to Approve Overnight Parking Permits and Fees for ISC Tournament - Mr. Moyers Ms. O'Connor explained that as part of the International Softball Congress Fastball Tournament to be held at the Belleville Softball Complex in August of this year, it has been requested to allow overnight parking for recreational vehicles during the tournament. An area has been designated for approximately twenty spots. The fee will be $20 per night. Mr. Moyers explained that according to the municipal code, overnight parking is not allowed in any city park. The ordinance allows the Board of park Commissioners to allow exceptions. He asked approval of resolution 2015 -2 that provides for a special exemption for this tournament. Mr. Neal asked about any amenities that we may provide for the vehicles. Mr. Moyers explained that it will be made clear when reservations are made that no electrical hookup, water, or pump out facilities will be provided. Mr. Neal made a motion to approve Resolution 2015 -2 to allow overnight parking in the Belleville Softball Complex during the ISC Fastball Tournament. M. Buccellato seconded the motion and it was passed. 3. Request for Use of Parks- Ms. Garis Ms. Garis introduced Ms. Glenda Lamont to speak about the Bike the Bend event. Ms. Lamont described the route they will use for this year's event. She said they are anticipating around 2,500 riders this year. Ms. Garis said she has asked the organizers of the Michael Jackson event (g) to come next month to explain the changes to their event. Also, the Angel of Hope National Children's Day is asking to have a balloon release and she is investigating that. She recommended approval of all except g and i. a. National Association of Letter Carriers, Branch 330 — Easter Egg Hunt & Picnic — March 29, 2015 — Veterans Memorial Park b. March of Dimes for Babies — May 16, 2015 — thru Howard Park c. Yoga on the Green — Mondays, Wednesdays & Fridays, June — August — Howard Park d. Disc Golf Tournament — FOP Lodge 36 — June 6 & 7, 2015 — Rum Village e. Bike the Bend — June 14, 2015 — Northside & East Bank Trails (thru Howard Park & Seitz Park), Four Winds f. Suicide Prevention Walk (Paint the Town Yellow) — June 18, 2015 — Seitz Park Bridge — thru Howard Park g. Michael Jackson Tribute — August 29, 2015 — Seitz Park h. Angel of Hope Spring Remembrance Program — May 9, 2015 — Pinhook Park i. Angel of Hope National Children's Day /Balloon Release /Picnic — June 14, 2015 - - -3 -- Pinhook Park j. Angel of Hope Benefit Ride — August 15, 2015 — Pinhook Park k. Angel of Hope Pregnancy & Infant Loss Program — October 11, 2015 — Pinhook Park 1. Angel of Hope Candle Lighting Ceremony — December 13, 2015 — Pinhook Park m. Celtic Concert — Seitz Park— July 19, 2015 n. Community Foundation Performing Arts Series — Chris Wilson Pavilion in Potawatomi Park - every Saturday in August, 2015 o. Michiana Celtic Festival— Howard Park— September 6, 2015 p. Arbor/Earth Day — Howard Park — April 25, 2015 q. National Muscular Sclerosis Society Walk- Viewing Park- May 2, 2015 Mr. Neal made a motion to approve items a through q, except for items g and i. Ms. Buccellato seconded the motion and it was passed without objection. 4. Request to Approve Arborist Licenses The following arborist licenses were presented to the Board for approval. Mr. Schmidt had reviewed the applications and found that all met the required insurance level. All were renewals except for item e, Above and Beyond Tree and Shrubbery Service, Inc. which is a new application. a. Dave Talboom Lawncare, Inc. b. Underly Tree Service c. McLeans Services, Inc. d. MAAC Property Services e. Above and Beyond Tree and Shrubbery Service, Inc. I. Dave's Mishawaka Tree Service, Inc. g. K & R Tree Service Mr. Neal made a motion to approve the applications as presented. Ms. Buccellato seconded the motion and it was passed. VII. Approval of Minutes Mr. Neal made a motion to approve the minutes of the regular Board meeting held on February 16, 2015 as mailed. The motion was seconded by Ms. Buccellato and approved. VIII. Approval of Maintenance Vouchers A motion was made by Mr. Neal to approve maintenance vouchers for February 2015 totaling $692,078.65. It was seconded by Ms. Buccellato. There being no further discussion, the motion was passed. IX. Business by Director St. Clair 1. Director St. reported that the agreement with the University of Notre Dame that was approved by the Board in November regarding the replacement of the boathouse in Viewing Park is being reviewed by the City Legal team. The University is still proceeding with their plans to replace the existing boathouse. It is hoped that a revised agreement will be presented to the Board at the April meeting. - -4 -- Mr. Schmidt said that if everything is in place, the Board will be asked to rescind the original agreement and approve the revised version. 2. Director St. Clair commented that staff will be meeting with the Indiana State Excise Police on April 14 to discuss the alcohol permit regulations and understand how they affect the rental of our facilities. X. There being no more business to come before the Board, President Hill adjourned the meeting at 3:04 p.m. The next regular meeting will be held Monday April 20, 2015 at 4:00 p.m. in the Boardroom of the O'Brien Administration Center. Respectfully Submitted, William Carleton Executive Secretary - -5 --