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HomeMy WebLinkAboutCCPR-03-11-14 Carmel/Clay Board of Parks and Recreation Tuesday, March 11, 2014, 6:00 p.m. Monon Community Center Members Present: Donna Cihak Hansen,James Engledow, Wendy Franklin,Joshua Kirsh,Jenn Kristunas, Linus Rude, Rich Taylor Members Absent: Kathie Freed, Richard Leirer Others Present: Mark Westermeier, Director; Audrey Kostrzewa, Business Services Director; Debra Grisham, Park Board Attorney Roll Call,Call to Order&Pledge of Allegiance Board President Engledow welcomed everyone to the meeting and asked Mr. Kirsh to call the roll. Mr. Kirsh stated there was a quorum, at which time Board President Engledow called the meeting to order at 6:01 p.m.followed by the Pledge of Allegiance. Public Comments There were no public comments. Staff Reports Park Maintenance Survey Results—John Gates Director Westermeier stated that staff reports were included in the packets. He then introduced Park Maintenance Director John Gates who presented results from the 2013 On-Line Park Maintenance Satisfaction Survey. At the conclusion of the PowerPoint presentation,there was a brief discussion among Board Members and staff. Committee Reports Personnel Committee—Linus Rude Mr. Rude stated that the Personnel Committee has not met. Finance Committee—Jenn Kristunas Ms. Kristunas stated that the Finance Committee plans to meet prior to April 15, 2014 to discuss the capital funding plan. She will email the Committee Members to finalize details. Properties Committee—Richard Leirer There was no report in Mr. Leirer's absence. Action Items Minutes—February 25, 2014 Park Board Meeting Mr. Kirsh made a motion to approve the minutes as presented, seconded by Ms. Franklin, and unanimously passed 7—0. City of Carmel Financial Report Ms. Kristunas made a motion to acknowledge receipt of the City of Carmel Financial Report for February 2014, seconded by Ms. Franklin, and unanimously passed 7—0. Carmel/Clay Board of Parks and Recreation Tuesday, March 11, 2014 Monon Community Center Clay Township Financial Report There was no financial report at time of packet assembly. CCPR P&L Statements Ms. Kristunas made a motion to acknowledge receipt of the CCPR P&L Statements for February 2014, seconded by Mr.Taylor, and unanimously passed 7—0. Claim Sheet March 11,2014 Ms. Kristunas made a motion to approve the Claim Sheet as presented, seconded by Mr. Kirsh, and unanimously passed 7—0. Clay Township Claim Sheet February 11, 2014 Ms. Kristunas made a motion to approve the Clay Township Claim Sheet as presented, seconded by Mr. Kirsh, and unanimously passed 7—0. Monetary Gifts,Grants, Partnership,and Sponsorships—Audrey Kostrzewa Ms. Kostrzewa announced the donations and sponsorships received in February 2014. A motion was made by Mr.Taylor to acknowledge receipt as presented, seconded by Ms. Kristunas, and passed 6—0 with 1 abstention (Mr. Kirsh). Consideration of Quotes for Pool Painting at The Waterpark—Michael Klitzing Director Westermeier explained the three-year rotation on painting the pools at The Waterpark. The Lap/Activity Pool will be painted this year for$25,888; Kiddie Pool, the Catch Pool & Dive Well for$16,070 in 2015; and Lazy River for$39,875 in 2016. The Department has worked with American Clean &Seal before with no issues. Ms. Kristunas made a motion to accept the quote from American Clean &Seal, Inc. in the amount of$81,833 to be paid as work is completed. The motion was seconded by Mr. Kirsh and unanimously passed 7—0. Consideration of entering into a Professional Services Agreement with The Schneider Corporation for the Monon Greenway Refresh Project—Phase 1—Mark Westermeier Director Westermeier reviewed the overall project and addressed questions by the Park Board Members. Mr. Taylor made a motion to accept the proposal from The Schneider Corporation for the Monon Greenway Refresh Project—Phase 1 and authorize the President to sign a Professional Services Agreement in an amount not to exceed $31,500. The motion was seconded by Mr. Kirsh and unanimously passed 7—0. Authorization to Bid the Monon Greenway Refresh Project—Phase 1—Mark Westermeier Director Westermeier requested the Board's approval to move forward on the Monon Greenway Refresh Project—Phase 1. Mr.Taylor made a motion to authorize The Schneider Corporation, the Director and the Park Board Attorney to take all necessary and appropriate steps to bid the Monon Greenway Refresh Project —Phase 1. Ms. Kristunas seconded the motion. At this point, Ms. Grisham advised the Board that there was a possibility the project could be quoted, a faster and less expensive process, as opposed to the going through the bid process. After discussion, Mr.Taylor amended his motion as follows. Mr.Taylor moved that The Schneider Corporation, the Director and the Park Board Attorney to take all steps necessary and appropriate to bid or to quote the Monon Greenway Refresh Project—Phase 1. The revised motion was seconded by Ms. Kristunas and unanimously passed 7—0. Page 2 Carmel/Clay Board of Parks and Recreation Tuesday, March 11,2014 Monon Community Center Consideration of Matters regarding the Founders Park Pavilion Project—Mark Westermeier Director Westermeier said that there were no action items at this time. Attorney's Report Tort Claims Ms. Grisham said that there are no current open claims, and no tort claims have been filed since her last report. General ABC wages were adopted at the Common Construction Wage Hearing held March 4, 2014. Also,the Department is not going to be affected as it relates to the latest employer mandate delay of the Affordable Care Act. Director's Report Director Westermeier stated that the Director's Report was included in the Board Packet. In addition,the grates for the Central Park West Drive are in and will be installed as weather permits. This will complete this particular project. Ms. Cihak Hansen inquired about the Carmel Dads' Club and their use of the Founders Park sports fields. Director Westermeier advised that the earliest, competitive play would be in the fall depending on turf development. There will be no exclusive use by the Carmel Dads' Club. In fact, the Department will be using. the sports fields year-round for internal programs that are not considered competitive play. Parking will also have to be considered for any major events. Discussion Items Mr. Kirsh stated he had an awesome experience recently as he played the disc golf course in Hazel Landing Park and found it to be in great shape. Discussion followed about the course and its level of maintenance. Director Westermeier advised that the original intent was to have this course nestled in nature. Information Items Plan Commission—Joshua Kirsh Mr. Kirsh announced that the Plan Commission recently held its annual meeting with BZA(Board of Zoning Appeals), City Council Members, etc. A speaker from HAND (Hamilton County Area Neighborhood Development) spoke about the poor living in Hamilton County. The communities surrounding Carmel have a higher percentage of those living in poverty; however, there is a greater number of poor living in Carmel. Also, in his efforts to promote rain gardens and green roofs, he will be working with the urban forester to develop some concepts and how they would be applicable to the green infrastructure of the community. School Board—Kathie Freed There was no School Board updates in Ms. Freed's absence. Parks Foundation—Wendy Franklin Ms. Franklin stated she had nothing to report. Page 3 Carmel/Clay Board of Parks and Recreation Tuesday, March 11, 2014 Monon Community Center Board Comments Board President Engledow stated that the first meeting in April would be during Spring Break and asked about attendance. Ms. Franklin stated she would not attend. All other Park Board Members at the meeting indicated they would be there. Board President Engledow announced that the meeting on April 8, 2014 will be held as scheduled. Adjournment There being no further business, Mr. Kirsh made a motion to adjourn, seconded by Ms. Kristunas with no objections. The meeting was adjourned at 6:52 p.m. Approved, A)ti\k__ -Lc - Signatu e Date .�1 i I I 1: Sign-' Date • Page 4 Carmel/Clay Board of Parks and Recreation Tuesday, March 11,2014,6:00 p.m. • Monon Community Center East 1235 Central Park Drive East Carmel, Indiana 46032 The Carmel/Clay Board of Parks and Recreation will govern in a proactive manner as it applies to providing safe and well maintained parks, recreation facilities and programs in a fiduciary and responsible manner. The Board is a policy governing board, fulfilling its duties as mandated by state statute, putting the welfare of the citizens of Carmel and Clay Township first, and enabling staff to manage the park and recreation system in a manner that reflects the vision and mission. Our promise to our citizens is that we will leave the parks and recreation system better than we found it. Tentative Agenda I. Roll Call It. Call to Order&Pledge of Allegiance Ill. Public Comments IV. Staff Reports A. Park Maintenance Survey Results—John Gates V. Committee Reports A. Standing Committees 1. Personnel Committee—Linus Rude 2. Finance Committee—Jenn Kristunas 3. Properties Committee—Richard Leirer VI. Action Items A. Minutes—Joshua Kirsh 1. February 25, 2014 Park Board Meeting B. Financial Reports—Jenn Kristunas 1. City of Carmel Financial Report; 2. Clay Township Financial Report;and 3. CCPR P&L Statements. C. Claims—Jenn Kristunas 1. Claim Sheet March 11, 2014;and 2. Clay Township Claim Sheet March 11, 2014. D. Monetary Gifts,Grants, Partnerships, and Sponsorships—Audrey Kostrzewa E. Consideration of Quotes for Pool Painting at The Waterpark—Michael Klitzing F. Consideration of entering into a Professional Services Agreement with The Schneider Corporation for the Monon Greenway Refresh Project—Phase 1—Mark Westermeier G. Authorization to Bid the Monon Greenway Refresh Project—Phase 1—Mark Westermeier H. Consideration of Matters regarding the Founders Park Pavilion Project—Mark Westermeier VII. Attorney's Report A. Tort Claims; and • B. General VIII. Director's Report IX. Discussion Items X. Information Items A. Plan Commission—Joshua Kirsh B. School Board—Kathie Freed C. Parks Foundation—Wendy Franklin XI. Board Comments XII. Adjournment