PARKS AND RECREATION BOARD
MONDAY, APRIL 25, 2005
7:30 P.M.
1. ROLL CALL. Mr. Campbell called the meeting to order at 7:30 P.M. Roll call was taken with Mr. Frazier, Mrs. Ball, Mrs. Shankland, Mr. Boetcher, and Mr. Campbell present. No members were absent. Others present were: Mitch O’Brien, Steve Carr and Lynda Yartin, Walter Workman, and others.
2. APPROVAL OF MINUTES OF March 28, 2005, Regular Meeting. Mrs. Shankland moved to approve; Mr. Frazier seconded the motion. Mr. Campbell, Mr. Boetcher, Mrs. Shankland, Mrs. Ball, and Mr. Frazier voted “Aye.” Motion carried, 5-0.
3. COMMUNITY COMMENTS:
A. Mitch O’Brien stated the City is in the process of finalizing the purchase of some park land by Shawnee Crossing. He stated there are two flat areas on this property and he thought one of the things we don’t have in the City is park land that can be public gardens. Mr. O’Brien stated other cities such as Reynoldsburg and Grove City have this, and with very little expense to the City we could allow citizens to plant gardens in this area. He stated he thought it might be worth trying and if we till it up and let people have a go at it, then if it doesn’t work then we can put the property back to a passive park. He stated he just wanted to bring this up to the Board to let them give it some thought. Mr. O’Brien stated he would also like to take this opportunity to tell Mrs. Shankland how much her work on this Board has been appreciated.
B. Mr. Walter Workman stated he lives in Simsbury and he has heard rumors that a park will be going in behind his home. He stated he would like to know if the entrance to that park will be from Mackenzie Drive rather than off of S.R. 256. Mr. Campbell stated the Board has talked about putting a Frisbee golf course in there, however, they have not finalized anything on this. He stated the City is currently in the process of having a Master Plan for all of our parks done and the Board would like to use this input on how to use all of our parks a little better. He stated nothing has been finalized as far as an entrance or anything. Mr. Workman stated he would like to know if something like that is going to happen, but he does not want traffic going in and out in front of his house. Mr. Workman stated he felt the easy access would be off of S.R. 256 and not through the residential area. Mr. Workman stated he would like to know in advance if something like this is going to happen. Mr. Campbell stated a part of the process of putting together a Parks Master Plan is to have community input. He stated we will set up public meetings to have the public come in and let the Board know what they want, what their ideas on what could be done are, etc. He stated there will also be surveys the residents will be requested to fill out and turn in. Mr. Workman stated there is also a patch of woods there and he would like to know if the City plans on taking those woods out. Mr. Workman stated he just wanted to let the Board know how he and his neighbors feel about the entrance being put on Mackenzie Drive.
4. PARK DEVELOPMENT/IMPROVEMENT PROJECTS:
A. Parks Master Plan – Recommendation to negotiate with consultant firm. Mr. Carr stated after the interviews he thought the consensus was that all three firms had very nice presentations. Mr. Carr stated staff had done an initial evaluation of all nine submittals, and the three interviewed were short listed. Mr. Carr stated in staff’s initial evaluation, Edsall and Associates was ranked first, followed closely by Kinzelman Kline, and Beckett and Raeder. Mr. Carr stated further he has been in the process of getting reference checks on the three firms. He further stated staff felt the first two firms were very close. Mr. Campbell and Mr. Boetcher stated they concurred those were the top two candidates. Mrs. Ball stated she felt Kinzelman Kline was very dynamic, but either of the two firms would be great. Mr. Frazier stated he also felt those were the top two firms to be considered. Mr. Campbell stated he felt Edsall and Associates had a little more experience in doing exactly what we want. Mr. Carr clarified the process we are using is called “Qualifications Based Selection” and is a little different than the typical bidding process. He stated all of the firms were notified we had a budget of $47,500 to do the Master Plan. The process involves a scoring system to evaluate all the firms and a short listed group to be interviewed. After the interviews the firms are to rated from most highly qualified, second, and third. Then, you are to enter into negotiation with the firm that you rate as the most highly qualified, and you negotiate the fee and scope of services. Mr. Carr continued that under this Ohio Qualification Based Selection process, we could not ask what fee would be charged, nor could we ask for that fee what scope of services would be provided. Mr. Carr stated he agreed with the Board members that the two local firms were very close, however, he felt Edsall and Associates had a slight edge. Mr. Carr stated Kinzelman and Kline submitted as the examples of their work two villages and one City, while Edsall and Associates submitted examples from four cities and have worked with Parks and Recreation Departments. Mr. Boetcher stated he was also impressed that one of the Edsall and Associates team members lived in the City. Mr. Campbell clarified the Board should recommend the firms to Council in the ranking of first, second, and third. Mr. Carr stated that was correct because in the case negotiations should break down with the top ranked, then negotiations would begin with the second, etc. Mr. Carr stated he felt we were at an advantage in the negotiations, because he felt it should be made known to the first firm just how close it was between them and the second firm. Mr. Carr stated he would feel very comfortable with either firm. Mr. Campbell moved to recommend Edsall and Associates as firm one, Kinzelman Kline as firm two, and Beckett and Raeder as firm three; Mr. Boetcher seconded the motion. Roll call was taken with Mrs. Shankland abstaining, and Mrs. Ball, Mr. Campbell, Mr. Boetcher, and Mr. Frazier voting “Yea.” Motion passed, 4-0.
Mr. Carr stated the next step in the process was to begin negotiations, and he hoped to have a contract to Council by May 7th for a first reading so it could be effective by the first part of August. Mr. Carr stated all of the firms had indicated that summer time was not a good time to start the public input process, however, they could do a lot of their field work, etc., and then start the public hearings in September.
B. Handicap Garden – Update. Mr. Carr stated he had no update this evening.
C. Sycamore Park Tennis Court – Update. Mr. Carr stated he hopes to go out for bid yet this spring for the synthetic surface.
D. Putting/Chipping Green – Update. Mr. Carr stated the base of the putting green was installed Friday, and the surface will be put in shortly. Mr. Carr stated it will be a 200 square foot putting green with six putting holes.
E. Joint Park District – Update. Mr. Carr stated he has no update other than the Township has requested resumes of residents from the unincorporated area of Township to serve on a committee to look at the viability of forming a joint parks district.
5. RECREATION AND EVENTS. Mr. Carr stated he had nothing to report.
6. OTHER BUSINESS. Mr. Frazier stated he wondered if anyone had thought of putting pop machines in our parks. Mr. Carr stated he had just been contacted by a 7-Up representative and he would be setting up a meeting with him to get more details. Mr. Carr stated it appeared it could be a profitable association and they do offer water and Gatorade as well as soft drinks. He stated he would look at it and hoped to have something to report back to the Board at the next meeting.
7. ADJOURNMENT. There being nothing further, Mr. Boetcher moved to adjourn; Mrs. Shankland seconded the motion. Mr. Campbell, Mr. Boetcher, Mr. Frazier, Mrs. Ball, and Mrs. Shankland voted “Aye.” Motion carried, 5-0. The Parks and Recreation Board meeting adjourned at 8:18 P.M., April 25, 2005.
RESPECTFULLY SUBMITTED:
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Lynda D. Yartin, Municipal Clerk