Board of Park Commissioners March 4, 2014 Meeting Info

8/12/2019 Board of Park Commissioners March 4, 2014 Meeting Info

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AGENDABoard of Park CommissionersTuesday, March 4 201411:00 a.m. - Troy City Hall Council Chambers

Call to Order: President Mr. KappersRoll Call: Mr. KappersMr. PhillipsMrs. Pierce

Approve Minutes: February 4 2014 MeetingReports: Jeremy Drake, Inter im Park Superintendent (Report Attached)Ken Siler, Recreation Director (Report Attached)Ken Green, Director of Golf (Report)

Mr. Kappers, Planning Commission ReportOld Business: Status Update regarding the Barn in the Park Lease.

New Business: The Troy Strawberry Festival Inc. and the Troy Area Chamber ofCommerce request permission to use the Troy City Park, Hobart Arena,and the Miami River levee, and Prouty Plaza on June 7 and June 8, 2014.Additionally, they seek approval for the use of The City Stage referred to asthe Showmobile to be used on Prouty Plaza festival weekend for on stageperformances. We are also asking for the use of Duke Park, and ArcherPark for the Strawberry Festival Soccer Tournament the weekend of May16, 17 and 18, 2014. A copy of the request is attached.

Other:

Executive Session:

Adjourn

The Troy Senior Citizens Center is requesting permission to limit parking intheir parking lot, next to their facility, to member parking only during theTroy Strawberry Festival.The Troy Festival of Nations is requesting to use the upper levee areabetween Adams Street and North Market Street on Saturday August 16 from9:00 a.m. until cleanup is complete after 8:00 p.m. A copy of the request isattached.


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MINUT SBOARD OF PARK COMMISSIONERS MEETINGTUESDAY FEBRUARY 4 2014COUNCIL CHAMBERS11:00 A.M.

The meeting was called to order by Mr. Kappers President.Members of the Board Present: Mr. Kappers PresidentMr. Stan Phillips Vice-President

Mrs. Becky Pierce SecretaryOthers present: Jeremy DrakeKen Siler

Ken GreenPatrick TitteringtonSue KnightDeborah SwanStan KegleyTim DavisCitizensPress

Park SuperintendentRecreation DirectorDirector of GolfDirector of Public Service and SafetyAdministrative AssistantCity EngineerProject ManagerPlanning Manager

The minutes of the January 7 2013 meeting of the Board of Park Commissioners wereapproved following a motion by Mr. Phillips and seconded by Mrs. Pierce.REPORTS:

The report from Jeremy Drake Park Superintendent was accepted assubmitted. Mr. Phillips asked about the cycling proposal in Mr. Drakesreport and the location discussed in the proposal. Mr. Drake replied that thisis a proposed mountain bike trail that the Cycling Committee is looking at tobe placed in the 40 acre area behind Riverside Cemetery. This would be inaddition to the walking trail/path at Duke Park. Mr. Drake added that therewill be an access point just south of Riverside Cemetery for mountain bikeenthusiasts to enter and leave the area. Mr. Phillips asked if the ParkDepartment would be in charge maintenance and Mr. Drake replied thatthey would do some of the maintenance but there would be a committee ofvolunteers that the Park Department would be partnering with who would dothe majority of the maintenance and that committee would also have fundsavailable to pay for items like a porta john. Mr. Phillips then asked about theremoval of one of the entrances to Community Park that Mr. Drake noted inhis report and Mr. Drake replied that this is part of the Adams Streetconstruction. He explained that the entrance closest to the river will beclosed a wall erected and the other entrance would be widened to keep folksfrom crossing in multiple placed from the park to Hobart Arena and back.Mr. Phillips asked where the funds would be coming from for this and it wasexplained that the funds are coming from the tax that the City collectedassociated with the license tax for the Adams Street Bridge construction.


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Page 2Park Board MinutesFebruary 4, 2014

Mr. Kappers then asked about the tree removal taking place on RidgeAvenue, and Mr. Drake replied that these were ash trees, and there is moneyin the budget to replace them if the property owners want them to bereplaced.

The report from Ken Siler, Recreation Director, was accepted as submitted.Mr. Siler had nothing to add to this report. Mr. Phillips asked about the 84Lumber Home Show. Mr. Siler replied that for the past several years, thiswas held at the Piqua Mall and it has grown, so they are moving it to HobartArena. Mr. Phillips then asked w hat the WGI Practice Site was, and Mr. Silerreplied that it is a drum and flag corps championship, and they use HobartArena as one of their practice sites. Mr. Siler added that this has takenplace for the past several years, and it is great for the venue because arenastaff have taken the ice off for the season, and the Arena is not being used foranything at that time, so it works well for both the Arena and WGI. The report from Ken Green, Director of Golf at Miami Shores Golf Course,was accepted as submitted. Mr. Green explained that nearly all the treeshave been removed, with only one tree left. When asked, he confirmed thatthe trees were all ash trees, and the Park Department was helping with theremoval, and there were 35 trees in total that needed to be removed. Mr.Kappers then asked if any additional damage was found from the flood inDecember. Mr. Green replied that the two pumps that were mentionedearlier, and the bunkers lost sand, but they will probably not find much moreuntil spring. Mr. Green was asked if there were any frozen pipes, and hereplied that the lines are drained, but the freezing of the ground around thepipes may cause some something to break, but that will not be found untilspring when they turn the water back on. Mr. Green did comment that theychecked the greens, and there didn t appear to be any significant damagethat will need to be repaired. Mr. Green then announced that they havesigned the contract for the junior tour scheduled for May 4, and they arelooking forward to this. Mr. Drake informed Mr. Green that they havesomeone on staff that is familiar with the same type of pumps that weredamaged during the flood and he can help with working on them if Mr. Greenwants to contact him. Mr. Kappers had nothing to report from the Planning Commission .

BARN IN THE PARK AGREEMENT UPDATE:Mr. Kappers asked if there was an update for the Barn in the Park LeaseAgreement . Mrs. Knight said that Council authorized the bid, and she sent anupdated contract with insurance revisions to the Law Director and she is waiting to getthat back. As soon as it is back, she will e-mail a copy to the Park Board Membersand asked that they reply with any concerns they have. Once that is complete, bidswill go out.


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HALIFAX PARK PLAN:Mr Kappers explained that the plans for the Halifax subdivision will soon becoming to Planning Commission, and Mr Harlow would like this to include a publicpark. Mr Kappers asked Mr Drake if he had put some numbers together regardingmaintenance if this park were to be accepted. Mr Drake replied that in looking atwhat it would take to maintain this park, they are looking at a little over 5,000 peryear. Mr Drake felt they could absorb this park as three other parks have beendisposed of last year, and that will help to open up time to maintain this park.However, he was hoping to work on some jobs elsewhere without adding staff to getthis done. Mr Kappers then explained his stand on accepting fees in lieu of land bysaying that previously he felt that the Board should never pass up real estate;however, today with the budget constraints, maybe taking fees in lieu of land is abetter way to go He then asked the other Board members how they felt aboutaccepting fees in lieu and Mr Phillips said that he agreed with Mr Kappers aboutnever turning down real estate, and noted that green space is nice, but now we have tolook further down the line and he to understands that now with the budgetconstraints sometimes accepting fees in lieu would be a better way to go Mrs. Pierceagrees with both, and added that we need to be responsible. It was noted that the feeswould be 500 per lot and there are 103 lots proposed in this subdivision. It was alsonoted that these funds would be placed in the Park and Rec Capital ImprovementFund. When asked, if the Board accepts fees in lieu would there still be a green spacethat would be maintained by the Home Owners Association, or would the proposedpark or green space area be changed to building lots, it was noted that there would besome green space, but this area could be turned into building lots. t was also notedthat the proposed lots are very large compared to other building lots in othersubdivisions. It was also noted that the closest parks to this subdivision is ArcherPark and Cookson Park. It was explained that the developer would grade the area andplant grass seed. Mr Phillips asked Mr Harlow if they were going to plant trees aswell as grade and seed, and Mr Harlow replied that they were not. Mr Phillips askedif Engineering can require the developer finish the green space to a certain standardwith certain buildings and structures, and Mrs. Swan replied that we can ask them todo this, but she was not sure if the Engineering Department could legally require themto do this. Mr Harlow added that he has proposed to not only grade the area andplant grass, he would be willing to give the City 10,000 to buy equipment for thepark. Mr Kappers asked Mr Drake what this would buy, and Mr Drake replied thatit would only buy one swing. Mr Kappers noted that the equipment that was recentlypurchased for Westbrook Park cost approximately 53,000. Mr Drake noted aconcern regarding the speed of traffic in connection with the proposed park, and saidthat they would need to look at adding some type of fencing to keep vehicles away fromthis area. Mr Harlow said that he would like to use landscaping to deter waywardvehicles instead of fencing. Mr Kappers asked for comments from the Board, and hecautioned that if the Board considers this recommendation, they need to keep in mindthere is a significant maintenance cost, there will be some added work, and otherprojects may not be able to get done. It was noted that the 10,000 from Mr Harlow


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Page 4Park Board MinutesFebruary 4 2014

will not bet much; just the cost of asphalt for the parking lot will be significant. Onething to keep in mind is who will be using the park and what will be the cost of safetyto get there i.e. cross walks etc. Mr. Phillips moved to recommend acceptance of feesin lieu of park land for the Halifax subdivision and noted that this would not be astandard obligation for future park lands in new subdivisions. Mrs. Pierce secondedand the motion passed unanimously.MIAMI COUNTY CONSERVANCY /COMMUNITY PARK:Mr. Kappers explained that the Miami County Conservancy contacted himregarding the possible degradation of the levee in the area of Community Park andthere is some water seeping through and they may have to take some action to deviatethe water flow. No final plans have been made yet.REQUEST THE USE TO TREASURE ISLAND PARK FOR EVENT:Mr. Craig Hughes from the Tin Roof Restaurant requested the use of theTreasure Island Park for an event on May 17 2014. The event will be for local talentto perform and the performances would be acoustic only. Those attending the eventwould not be charged for admittance. No amenities would be requested as electric willbe ran from the Tin Roof Restaurant but they would like to put a small tent up. Thenon May 18 the Market on the Miami would like to hold a special sale in which the onlyvendors that would be allowed to sell items would be those who are located within a 35mile radius of Troy. They would also like to set up a primitive camp on TreasureIsland Park and the only fire wood that would be used would be dead branches thatthey pick up in the Treasure Island Park. This would be over a Saturday and Sundayand they may need to rent a porta-john but Market on the Miami would pay for this.Mr. Hughes also said that if the Board approves this they will be contacting anantique tractor group to see if they would bring some antique tractors in for folks tolook at. Mr. Kappers said that only issue he could think of would be the overnightcamping. Mrs. Knight said she would have to research this and if it is allowed theymay be required to sign releases. It was noted that this would tie in well with theBicentennial. Mr. Phillips asked about the camp fires and Mr. Drake replied that hewould have to check with the Fire Department to see if there were any requirements.Mr. Kappers then moved to approve the request contingent upon the Law Directorsfindings the insurance requirements and the Service Directors agreement to grantpermission. Mrs. Pierce seconded and the motion passed.STATUS UPDATE ON HEYWOOD PARK TRACT:Mr. Kappers asked if there were any updates regarding the triangle piece ofproperty at Heywood Park. Mrs. Knight explained that the documents were sent to Mr.Livingston and he found that in 1938 the deed said that if the Park Boardrecommends Council declare the land as surplus it reverts back to the Troy Board ofEducation. Mr. Kappers then moved that the Board of Park Commissionersrecommend to Troy City Council that the 3 270.27 square feet of land PT Inlot No.30 11 also known as Heywood Park be declared abandoned and therefore revert backto the Board of Education. Mr. Phillips seconded and the motion passed unanimously.


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There being no further business, Mr Phillips moved to adjourn the meeting. Mrs.Pierce seconded and the motion carried.

Respectfully submitted by, Julie Morrison, Ass t.to Rebecca Pierce, Secretary.


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Julie MorrisonFromSentToSubject

Hi Julie,

Heather Dorsten Tuesday, February 11, 2014 2:37 PMJulie MorrisonPark s Board Request

The Troy Strawberry Festival is requesting to be on the agenda for the Park's Board meeting that takes place on Marchth for the following requests to be heard:

The Troy Strawberry Festival Inc. and the Troy Area Chamber of Commerce request permission to use theTroy City Park, Hobart Arena, and the Miami River levee, and Prouty Plaza on June ih and June 8th2014 Additionally I seek approval for the use of The City Stage referred to as the "Showmobile" to be used inProuty Plaza festival weekend for on stage performances. We are also asking for use of Duke Park, andArcher Park for the Strawberry Festival Soccer Tournament the weekend of May 16th ih and 18th 2014

Should I also send this to the chairman of the park's board - if so, is that Brock Heath?Have a wonderfu l dayRespectfully,Heather DorstenTroy Strawberry Festival Managerwww gostrawberries.com937.339.7714


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MAYOR'S INTERNATIONAL COUNCILTROY FESTIVAL OF NATIONS100 South Market StreetP.O. Box 3003Troy Ohio 45373

February 28, 2014

Troy Park Board Commissioners,

A City for All People Phone: (937) 339-1221Fax: (937) 339-8601

We are writing this letter on behalf of the 2014 Festival of Nations Committee. Each yearthe Festival of Nations provides an opportunity for the citizens of Troy to gather tocelebrate our diverse cultural heritage. The Festival blends music, dance, education andfood for all to experience. Argentina has been chosen as the host country for this year'sfestivities.The event had historically been located on the Public Square in downtown Troy. For thepast three years, with your approval, we staged a successful event at the levee site. The2014 Festival Committee has again decided to stage the event at the levee. As you know thelevee offers a natural setting that also provides the necessary utilities for an event like theFestival of Nations.The 2014 Festival will be held on Saturday August 6th from 2:00p.m. until8:00 p.m. Setup for the event begins at 9:00 a.m. and everything is removed immediately after thefestival.The Festival Committee appreciates your previous approval of the levee location for thisannual gathering. We hope that you agree with our site recommendation and will approvethe levee location for the August 6th Festival of Nations. We also hope that you will jointhe fun that day.

Sincerely

Brock and Leyla Heath2014 Festival of Nations Committee Chair


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To Board o Park CommissionersFrom Jeremy Drake Superintendent o ParksSubject March 2014 Park Department ReportDate March 4 2014

Held weekly staf f meetingsHeld a planning meeting for the upcoming Spring season

Jeremy S. Drake

City of TroyPark epartment265 Adams StreetTroy Ohio 45373Phone: 937) 335-4612

Attended a Treasure Island/Marina project update meeting. A preliminary rendering waspresented. Drawings are expected within 1-2 weeks another meeting will be held at thattime.Placed orders for the upcoming season including janitorial supplies herbicide grass seedand baseball/softball field suppliesOrdered top soil for softball field repair at Duke ParkAttended a three-day tree care conference to maintain arborist certificationContacted additional roofing companies seeking quotes for new roo on the ParkDepartment buildingPrepared annual maintenance estimates for the proposed ball fields north o Duke Park

Park Maintenance Crew:Began softball field repair at Duke ParkPerformed snow and ice control as neededAssisted Street Department with snow removal as neededServiced equipmentAssisted Hobart Arena staff as neededContinued winter tree removals. 120 Ash Trees have been removed. Crews are nowremoving stumps.


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Repaired two faulty restroom heatersRepaired loose playground hardware at Kensington Park


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CITY OF TROY PARK BOARD MEETING

March 4, 2014 Council Chambers11:00 a.m.

ITEMS TO BE DISCUSSED BY THE RECREATION DEPARTMENT AT THEPARK BOARD MEETING:1. 2014 Girls Softball games will begin in early May. Preparation for the programhas been taking place over the last couple of months. We anticipate having 10 or

11 teams.2. Upcoming Hobart Arena events:

a. 84 Lumber Hon\e Show- March 14, 15 16_ 2014.b. Jordan World Circus-March 18 2014.c. Billy Curringto11; Brett Eldredge and Chase March 29, 2014.d. WGI Practice Site - April2, 3, 4, 5 9, 10, 11 and 12_ 2014.e. Brandon Heath Mandisa- April6 2014.f Troy Area Chamber ofCommerce Business Expo- April24, 2014.g. Sesatne Street Live - May 3 4, 2014.h. AAYA Cheer Competition- May 10 2014.1 Troy High School Scholarship Assembly- May 20, 2014.J. UVCC Graduation- May 22, 2014.k. Miami East Graduation- May 23, 2014.I Troy High School Graduation- May 24, 2014.m. Covington High School Graduation- May 25, 2014.

3. 2013-14 Public Skating Report. Attached)4. Fifty-five 55) Troy Aquatic Park season passes have been sold to date for the discountpromotions.


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To: Board of Park CommissionersFrom: Ken Green Director of GolfSubject: 2014 March ReportDate: Tuesday March 4 2014

Staff has been performing winter golf course clean up.Staff has completed winter equipment maintenance.Staff has completed removing all cut sh trees.

Please find attached the MTD/YTD Expense Report and the 2014 iami ShoresTournament/Outings/League Schedule.


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CURRENT MTD/YTD EXPENSE REPORT FOR MONTH 02 - Ci ty of Troy 09:01:56 27 Feb 2014 PAGE: 2Account Descrip t ion Revised app MTD Expense YTD Expense Unexpended Encumbrance Unencumbered. . U713.445.5399 OTHER EXPENSE FOR 0 1,200.00 404.00 404.00 796.00 400.00 396.00 67713.445.5411 PRINCIPAL PYMT-NOTE 0.00 0.00 0.00 0.00 0.00 0.00 0713.445.5421 INTEREST PYMT-NOTES 0.00 0.00 0.00 0.00 0.00 0.00 0713.445.5511 REFUND-CURRENT YR R 40,000.00 0.00 240.84 39,759 .16 0.00 39 ,759 .16 0713.445.5524 ACCRUED INTEREST 10.00 0.00 0.00 10.00 0.00 10.00 0713.445.5525 REMITTTANCE OF STAT 17,000 .00 0.00 0.00 17 ,000 .00 17 ,000 .00 0.00 100713.445.5527 PREMIUM ON INVESTME 0.00 0.00 0.00 0.00 0.00 0.00 0713.445.5542 PETTY CASH ESTAB/IN 1,000.00 1,000.00 1,000.00 0.00 0.00 0.00 100713.445.5602 LAND IMPROVEMENTS 0.00 0.00 0.00 0.00 0.00 0.00 0713.445.5611 BUILDINGS 0.00 0.00 0.00 0.00 0.00 0.00 0713.445.5631 FURNITURE FIXTURE 0.00 0.00 0.00 0.00 0.00 0.00 0713.445.5632 VEHICLES 0.00 0.00 0.00 0.00 0.00 0.00 0713.445.5633 MACHINERY EQUIPME 37,000 .00 0.00 0.00 37,000.00 39,627.10 -2 627.10 107713.445.5636 GOLF CARTS 0.00 0.00 0.00 0.00 0.00 0.00 0713.445.5637 COMPUTER HARDWA RE S 0.00 0.00 0.00 0.00 0.00 0.00 0713.445.5639 OTHER EQUIPMENT 0.00 0.00 0.00 0.00 0.00 0.00 0

Dept 445 MUNICIPAL FACILITIES 827,832.00 30 ,253 .12 61,422.77 766,409.23 238,815.07 527,594.16713 MIAMI SHORES FUND 827,832.00 30,253.12 61,422.77 766,409.23 238,815.07 527,594.16

827,832.00 30,253.12 61,422.77 766,409.23 238,815.07 527,594.16


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2014 Miami Shores Tournaments-Outings- League Schedule

TournamentsSat., May 3Sun., May 18Sat., May 24Sat. & Sun., June 21-22Thurs.& Fri., July 10-11Sat. & Sun., July 19-20Fri. Aug. 1Sat/Sun, Sept. 6-7

OutingsSun, Aug 3Sat., & Sun., Aug 16-17Sun., Aug. 24Wed., Sept 1

Special Events Golf ClassesApril1-4, 8April17 & 24May 6-9, 15May22 & 29June 3-6 & 1June 17 & 24June 18, 25, July 2, 9, 16July 1-7Aug., 29,30,31, Sept. 1Leagues

Monday'sTuesday's

Wednesday's

Thursday s

Friday's

SOPGA Futures Tour Event (Noon Start Time)Troy Strawberry Jr. GolfToum, (1:00 P.M. Start)Two Man Best Ball (Modified Format)(Three Flights-Seniors, First, & Championship)Men City ChampionshipJunior City ChampionshipClub Champ. (Men & Women)Hamer Match Play BeginsMens'/Women's Miami County Champ.(1st Round-Miami Shores, 2nd Round-E.H.)

Elks Outing (Tee Times Begin 7:00a.m.)Knife Roundup (First Tee Time at 8:30A.M.)F & P America Outing ( 8 AM Shotgun)Senior League Scramble ( 8 AM Shotgun)

Get GolfReady in 5 Days (6 -7:30p.m.)Get Golf Ready Graduate Outing (7:00p.m.)Get Golf Ready in 5 Days (6 -7:30p.m.)Get Golf Ready Graduate Outing (7:00p.m.)Get Golf Ready in 5 Days 6 7:30p.m.)Get Golf Ready Graduate Outing (7:00p.m.)Junior Golf Classes (10:00 a.m., Ages 10-17 yrs.)Take Your Daughter To The Golf Course WeekPatriot Day Weekend

Men s League ( 4:45-5:45 P.M.)St. Patrick's (5:00- 5:45P.M.)Women's 18 Holers (8:00-8:30 A.M.)Women's 9- Holers (8:30-10:00A.M.)ITW- (4-6 P.M.)Home Builder's Assoc. (5:00- 6:00P.M.)Men s Senior League (8:00-10:30 A.M.)UTC (3:15 -_4:45P.M.)Spinnaker Coating (5:30- 6:15p.m.)Elks ( 4-5:45 P.M.Hobart Bro's (4:30-5:10 P.M.)Business Women (5:15-6:00 p.m.)Moose ( 4:00- 4:30p.m.)

Board of Park Commissioners March 4, 2014 Meeting Info

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Transcript of Board of Park Commissioners March 4, 2014 Meeting Info