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HomeMy WebLinkAbout11-17-08 Minutes SBBPC OUTH END OARD OF ARK OMMISSIONERS RM EGULAR EETING N17,2008 OVEMBER The Board of Park Commissioners of the Park District of the City of South Bend, Indiana met on Monday the 17th of November 2008 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 Henry, President Mr. Robert Goodrich, Vice President Dr. Thomas Kelly Park Board members absent were as follows: Mr. Garrett Mullins Staff members present: Phil St. Clair, Superintendent; Betsy Harriman, Administrative Director; Bill Carleton, Fiscal Officer; Susan O’Connor, Recreation Director; Randy Nowacki, Director of Golf Operations; Terry DeRosa, Zoo Director; Richard Payton, Development Director; Mike Dyszkiewicz, Maintenance Superintendent; Thomas Bodnar, Park Board Attorney I.The meeting was called to order by Board President Robert Henry at 4:03 p.m. II.The first order of business was the interviewing of interested citizens. 1.Mr. Tom Florkowski addressed the Board to inquire about the condition of Bowman Creek as it flows through Studebaker Golf Course. Director St. Clair said that this would be reported to Mr. Nowacki and he would check on his concern. 2.Report by South Bend Baseball Club, LLC Mr. Terry Coleman of the South Bend Silver Hawks reported that attendance was up significantly for 2008 to over 163,000. They made the playoffs this year, but the playoffs were suspended after the torrential rainfall in October. They were down 2 games to none at that point. The 2009 schedule has been finalized and it is more favorable due to fewer games earlier in the year and more home games in July and August. The stadium is being winterized. 3.Botanical Society- Martha Lewis Ms. Lewis reported that the Botanical Society recently distributed its newsletter. The fountain restoration by Ginger Valley is underway. It is hoped to be finished by December. Decorations are being put up by the volunteers. - - 1 - - III.The next order of business was unfinished business. 1.Lease of Park Property President Henry reported that a lease proposal was received from Charles Hayes, Inc. He said that, as allowed by statute, negotiations on the final contract would take place. Any proceeds would go directly to the benefit of the Rum Village Nature Center. He asked that Director St. Clair contact the Charles Hayes group to undertake the negotiations. Mr. Charles Hayes said that because the lease has to be approved by the Common Council, he wanted to talk to Councilman Oliver Davis to determine his feelings on the project before taking it further. President Henry asked that after he talked to Mr. Davis, to get in touch with Director St. Clair to schedule a meeting. He said he would do that. Ms. Puzello asked that a letter from the Park Board to Council President Rouse be written stating the Board’s position on the lease. IV.The next order of business was new business. 1.Request to Approve Change Order for Potawatomi Zoo Project- Terry DeRosa & Chet Gamble Mr. Gamble requested the Board to approve Change Order #1 in the amount of $108,018.68 to the original amount of 829,050. The change order was for additional work found within the scope of the original contract once the contractor could get into the buildings and remove walls and ceilings and other hidden areas. Mr. Goodrich made a motion to approve Change Order #1 to the original bid awarded to Kaser-Spraker in the amount of $108,018.68. Dr. Kelly seconded the motion and it was passed. V.Approval of Minutes Mr. Goodrich made a motion to approve the minutes of the regular Board meeting held on October 20, 2008 as mailed. The motion was seconded by Dr. Kelly and approved. VI.Approval of Maintenance Vouchers A motion was made by Dr. Kelly to approve maintenance vouchers for October 2008 totaling $1,100,194.81. It was seconded by Mr. Goodrich. There being no further discussion, the motion was passed. VII.Business of the Director 1.Director St. Clair reported that the staff is working on the master plan update. Public sessions were held and a number of questions were asked of the participants. He gave the Board the results of the survey at the meeting as well as the responses from staff members. Mr. Moyers went through the results. The draft copy is due to the Indiana Department of - - 2 - - Natural Resources on January 15, 2009. 2.Director St. Clair asked the Board to review a policy and procedures manual that is being proposed for the rental of park facilities by not for profit organizations and the general public. He asked them to review the document and it may be presented at the December meeting for their ratification. 3.The 2009 budget was presented to the Council recently. The budget presented was the “baseline” budget. It is similar to the 2008 budget. However, the actual budget we will be using will change based on the amount of property tax received. The 2009 preliminary capital budget is being formulated. VIII.Comments by the Recreation Director 1.Ms. O’Connor reported that she had just returned from the Amateur Softball Association Congress and we were awarded men’s major tournament for 2010. 2.The Department was awarded a 100% for the 10 and under and 99% for the 12 and under tournaments we hosted last summer. 3.The Ice Rink opens next week. 4.Downtown for the Holidays will be held in two weeks. 5.The Senior Citizens’ Thanksgiving luncheon will be held at MLK Center this Thursday. Approximately 250 meals will be served. 6.Keys to the City will be given to Janice Miller and John Byers at the next meeting to honor their retirement. IX.Comments by the Zoo Director 1.Mr. Derosa said that the contractor’s are moving to indoor projects due to the inclement weather. 2.The AZA accreditation application is being completed. It is due the first of March. The Park Department’s master plan will be incorporated into the Zoo’s. 3.The hoof stock position and two security positions are currently vacant and will be filled. X.Comments by Maintenance Superintendent 1.Mr. Mike Dyszkiewicz informed the Board that leaves are being picked up through the City. 2.Snow plows are being put on the trucks. 3.Water service in the parks is being shut down. 4.The picnic shelter at Muessel Park is being constructed. The floor has been poured and the framework is being erected. It will be completed this month. 5.The Howard Park Ice Rink repairs have been completed and the rink is ready to open next Friday. Mr. Goodrich complimented the leaf crews on their work in his neighborhood. - - 3 - - XI.Comments by the Director of Marketing & Promotions 1.Mr. Payton informed the Board that Culver’s Restaurant will provide ice cream for the Kid’s Triathlon next year. They also will be involved with the Daddy/Daughter Dance and the concert series. th 2.Pepsi will provide banners for the Ice Rink’s 50 anniversary. th 3.He plans to promote the 50 anniversary heavily with different media outlets. Because of the mechanical problems last year and financial problems in the media this year, he wanted to make sure people know we are open for the season. 4.He met recently with interim Superintendent of Schools James Kapsa to discuss partnerships with the department and the school system. XII.There being no more business to come before the Board the meeting adjourned at 5:11p.m. 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 - - 4 - -