ApprovedMeeting Minutes

from the

Thursday, May14, 2015

Meeting at theSugar House Garden Center

Advertised Agenda

I.Call to Order

II.Special Events and Athletic Field Use Requests Approval

Name, Organization/Event Date(s) PDF file page

Olivia Gouhnour, Utah Autism FoundationMay 291

Melissa Stevens, Olympus High of ’95Aug 105

Bill Young, Rock ChurchSept 119

Patrick Burton, Greek FestivalSept 713

Lori Taylor, Joe Hill CommitteeSept 517

(*)Erick, Apostolic YouthJune 1223

(*)Julio Castro, Peruvian FriendsJuly 1827

(*)Nikki Whye, Comp HealthcareJune 1231

(*)Spencer Young, Capital ChurchMay 2535

(*)DayleOlesen, ActavisSept 237

(*)Pamela Beatse, Capital ChurchJune 741

(*)Canada Clawson, Real Salt LakeJuly 145

(*) This group has been exempted from appearing before the Board for event request approval.

III.April Meeting Minutes Approval

IV.Call for Reduction in Water Usage

Wayne will brief the Board on how Sugar House Park is complying with the request from City & County government to reduce water usage this year.

V.Distribution and Board discussion of Pond design schematics

Nancy Monteith will share the drawing(s) of new Pond ideas that came out of the 3/26 work session.

VI.Quick Review of Allocation of Funds for Park Improvements

The Board will review the list Park improvements that were approved at the November 2014 meeting.

VII.Construction Update - Wayne

VIII.President’s Report

  • Status of July 4th

IX.Other Business

  • Renewal of Elizabeth MacGregor’s term
  • Clean up of SHPA Articles & ByLaws expected at May or June meeting

X.Approval of Financial Statements for March & April

XI.Adjournment

I. Call to Order

Joedy calls the Sugar House Park Authority Board meeting to order at 6:03 pm.

Board members present are: Joedy Lister, George Sumner, Elizabeth MacGregor, Chad Anderson,Lucy Hansen, Landon Allred, Wayne Johnsonand Melanie Grayson.
Board member Todd Reese is absent.

County staff member present is: Craig Cheney.

Sugar House Park Authority May 14, 2015 Meeting Minutes

II. Special Event and Athletic Field Use Requests Approval

Olivia Gouhnour, Utah Autism Foundation

Olivia, and her husband Willis,are here to request holding a 5k run and showing a movie to promote raising awareness for Autism. All proceeds will go to the Utah Autism Foundation. We will charge participants a $12 registration fee. They will use the Mt. Olympus Pavilion and are expecting up to 100 participants.

Wayne makes a motion to approve the Utah Autism Foundation event on Friday, May 29, at the Mt. Olympus Pavilion.

Chadseconds the motion.
Motion passes by show of hands: 7 in favor, none opposed.

Melissa Stevens, Olympus High of 1995

Melissa is requesting to hold their 20th annual school reunion at the Sugar Beet Pavilion on August 8, but they also want to hold a 5k event. Any proceeds will be donated to the families of graduates who have passed away since 1995.

Melissa asks about hiring food trucks to sell at their party. They also want to bring a large inflatable. The board says no food selling is allowed on site. The board also asks that their 5k begin at 10:30 am in order to avoid any conflict with the earlier 5k event being held.

Wayne makes a motion to approve the Olympus High 1995 class reunion on August 8 at the Sugar Beet Pavilion subject to:

5k event starting no earlier than 10:30 am, no food vending/sales allowed and inflatable must be placed on a hard surface.
George seconds the motion.
Motion passes by show of hands: 7 in favor, none opposed.

William L. Young, The Rock Church

William and Bob Schartmannare requesting to hold a concert in the park on Friday, September 11. The concert is free and open to the public. Free food, family-friendly music and an art show will be provided. They will bring in a mobile stage which will remain on a hard surface (at the end of the access road.)

The event will start at about 5:30 or 6:00 pm. The art work consists of photos and paintings.

Landon makes a motion to approve The Rock Church concert on September 11 at the Big Field Pavilion and adjacent soccer field.

Chad seconds the motion.
Motion passes by show of hands: 7 in favor,none opposed.

Patrick Burton, Greek Festival

Not present.

Lori Taylor, Joe Hill Organizing Committee

Lori is requesting to hold the Joe Hill centennial celebration concert at the park on Saturday, September 5. The concert is free. A portable stage will be brought in and set up at the end of the access road to the Big Field Pavilion. The audience will gather at the adjacent hillside.

Chad asks about the impact of the grass. This will be comparable to the 4th of July if 4000 people show up. Will there be VIP seating? Lori says no.

Lori says their crews will come back the next day and will clean up the area.

Chad makes a motion to approve the Joe Hill Organizing Committee concert on September 5 at the Big Field Pavilion and adjacent soccer field subject to:
coming back the next day to clean up.

Lucy seconds the motion.
Motion passes by show of hands: 7 in favor, none opposed.

Lori will come back to the August meeting to provide an update about their event.

[Melanie arrives.]

Note: The following groupsare exempt from appearing before the board for event approval.

Before the board considers the following requests, Craig voices two concerns: Peruvian Friends may cause parking conflicts with the Melanoma Research Foundation’s event at the same time at the Big Field Pavilion. Pamela Beatse with Capital Church is requesting use of a baseball field, but the request would conflict with a large party at the Mt. Olympus Pavilion. Also, the current Baseball Agreement allows SHPA to reserve the Highland High softball field, but that field seems compromised with the construction of the new baseball field.

(*) Erick Saidi, Apostolic Assembly Youth, June 12

(*)Julio Castro, Peruvian Friends, July 18

(*)Nikki Whye, Comp Health, June 12

(*)Spencer Young, Capital Church, May 25

(*)DayleOlesen, Actavis, Sept. 2

(*)Pamela Beatse, Capital Church, June 7

(*)Canada Clawson, Real Salt Lake, July 1

Chad makes a motion to approve the above event requests except:
Pamela Beatse, Capital Church is denied,
and the Peruvian Friends request is subject to not parking on the west side of the soccer field.

Landon seconds the motion.
Motion passes by show of hands: 8 in favor, none opposed.

III. Approval of April 9 Meeting Minutes

Elizabeth makes a motion to approve the April 9 meeting minutes.

Landon seconds the motion.

Motion passes by show of hands: 7 in favor, none opposed; Wayne abstains.

IV. Call for Reduction in Water Usage

Wayne

“Brown is the new green.”

Salt Lake County is going to abide by the City’s voluntary reduction in water usage. Wayne is working on a map to show target areas of the park that will received from 50 to 70% less water.

Shrubs and trees will not be affected as they need as much water as they are currently getting.

In the future the park should look to reducing the amount of lawn grass – possibly converting to a range grass. We should look into starting this conversion process now.

The park has ground water well pumps. Would the City give them back to the park for irrigation?

V. Distribution and Board discussion of Pond design schematics

Nancy Monteith

Nancy initially came to last November’s meeting and then to a special March meeting about pond design concepts.

Based upon the feedback from these meetings, she brings updated photos and drawings. The photos show “softened” banks. The pond is smaller, trees and vegetation are on both sides of the roads adjacent to the pond.

Wayne says that a smaller pond will not solve the silt problem. These new designs will make it harder to dredge it.

Joedy reiterates that our goal is to develop a concept. Should we wait for an update on the City’s park bond? Wayne thinks we should get public input on pond concepts and it should be done before the bond.

The discussion leads to establishing professionally organized public surveys in the park. Joedy will get this organized and will set up some meeting dates.

Lucy says we could start a “go-fund” account to help fund the pond.

VI. Quick Review of Allocation of Funds for Park Improvements

A review of the November 13, 2014 meeting notes:

  • SHPA will have to fund the drinking fountain replacement project because of the restroom funding shortfall and no matching money from the City.
  • SHPA approves a motion to fund (now) new asphalt for the Hidden Grove parking area, slurry seal for the Big Field parking area, and to replace the sky lights for all of the pavilions.
  • SHPA should look at funding new playground surfaces and installing a splash pad.
  • SHPA needs funding from the City for the third restroom. Then funding requests for pavilion replacements can begin after that.

VII. Construction Update

Wayne

The second restroom is now open.

The Draw has been closed for adding the hoodoo artwork.

VIII. President’s Report

Status 4th of July Fireworks

Joedy says Apollo Burger made a funding proposal, but had too many conditions attached.

A developer was willing to donate the needed funds provided the City contribute its $10k. We don’t know if the City has removed that funding or not since we told them we won’t need it.

IX. Other Business

Elizabeth has decided to re-new her board membership another 4 years!

Joedy wants to review our bylaws next month. They need to be sent out to the board members for the June meeting.

This is the first meeting with Melanie as our new Treasurer.

Wayne reports that one of the caretaker golf carts hit an 8 month old. Fortunately no injuries occurred.

IX. Approval of Financials for April

Melanie

Melanie reviews the summary. Wells Fargo will be contacted about their $40 auditing report fee.

Chad makes a motion to approve the April statement summaries.

Elizabeth seconds the motion.

Motion passes by show of hands: 8 in favor, none opposed.

XII.Adjournment

Chad makes a motion toadjourn.

Time is8:05 pm.

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