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Home My WebLink AboutCCPR-04-08-14 Carmel/Clay Board of Parks and Recreation Tuesday,April 8,2014,6:00 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 II. Call to Order&Pledge of Allegiance III. Public Comments IV. Staff Reports A. Summer Camp Series—Ben Johnson 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. March 25, 2014 Park Board Meeting B. Financial Reports—Jenn Kristunas 1. City of Carmel Financial Report for March 2014; 2. Clay Township Financial Report for February 2014; 3. Clay Township Financial Report for March 2014;and 4. CCPR P&L Statements for March 2014. C. Claims—Jenn Kristunas 1. Claim Sheet April 8, 2014;and 2. Clay Township Claim Sheet April 8, 2014. D. Monetary Gifts,Grants, Partnerships, and Sponsorships for March 2014—Audrey Kostrzewa E. Consideration of Resolution B-2014-002(a restatement and revision of Resolution No. 6-26-07-01)regarding Compromise of Claims(Refunds)—Michael Klitzing F. Consideration of Bids for the Central Park Dog Park Project —Mark Westermeier G. Consideration to Terminate the ETC ProLiance Energy, LLC Services Agreement—Mark Westermeier H. Consideration of Mowing Services Agreement—Mark Westermeier I. 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 Carmel/Clay Board of Parks and Recreation 0 Tuesday,April 8, 2014, 6:00 p.m. Monon Community Center Members Present: Donna Cihak Hansen,James Engledow,Joshua Kirsh,Jenn Kristunas, Linus Rude, Rich Taylor Members Absent: Wendy Franklin, Kathie Freed, Richard Leirer Others Present: Mark Westermeier, Director; Michael Klitzing, Chief Operating Officer(COO) 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�a.,1,, ,-.:,.%�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 6:04 p.m. followed by the Pledge of Allegiance. .---,7..-, t, e`` .. .0 ,,. Public Comments .: . `. There were no public comments. .� ;, Staff Reports • ,' 1'-`1s,':;.: 1:4-:.G . Summer Camp Series—Ben Johnson N, 4 Ben Johnson presented information regarding the Summer Camp'Senes highlighting location changes, enrollment adjustments, and hours of operation Also,"comparat ve numbers were illustrated from 2012, 0 2013, and 2014 using April 4th as the cutoff date Registrat on will continue with participant numbers steadily increasing. q 6 , ;_. Vii° v� rxy t _ COO Klitzing invited the Park Board Members to the lUolunteer Appreciation Reception and Ceremony �;a (April 17, 2014). He also thanked the many sponsorkor:their generous donations. COO Klitzing stated that some`of our standar"d monthly reports were included in the packets, in addition to two quarterly reports,and3a,recent4article (Outdoor/ndiana)`on the Master Naturalist program offered through CCPR. COO Klitzingannounced that Director Westermeier is now a CPRP (Certified Park and•Recreation Professional). The newest CPRP'is Nichole Haberlin, Assistant Recreation Manager, who just passed the 0(a-in. Nlili7, Committee Reports ,z Personnel Committee' Linus RudetP Mr. Rude stated that he ladnothingeto report. Viz.'-'' fir.-,fi�. Finance Committee—Jenn Kristunas Ms. Kristunas stated that the Finance Committee meeting is April 15, 2014 at 6 p. m. in the Administrative Offices. Properties Committee—Richard Leirer There was no report in Mr. Leirer's absence. 0 Action Items Minutes—March 25, 2014 Park Board Meeting Mr. Kirsh made a motion to approve the minutes as presented, seconded by Ms. Kristunas, and unanimously passed 6—0. Carmel/Clay Board of Parks and Recreation Tuesday,April 8,2014 Monon Community Center 1 City of Carmel Financial Report for March 2014 Ms. Kristunas made a motion to acknowledge receipt of the City of Carmel Financial Report for March 2014, seconded by Mr. Kirsh, and unanimously passed 6—0. Clay Township Financial Report for February 2014 Ms. Kristunas made a motion to acknowledge receipt of the Clay Township Financial Report for February 2014, seconded by Mr.Taylor, and unanimously passed 6—0. Clay Township Financial Report for March 2014 ` Ms. Kristunas made a motion to acknowledge receipt of the Clay Town.Snip Financial Report for March 2014, seconded by Mr. Kirsh, and unanimously passed 6-0. CCPR P&L Statements for March 2014 Ms. Kristunas made a motion to acknowledge receipt,of'thetCPR P&L Statements for March 2014, seconded by Mr.Taylor, and unanimously passed 6_. 0.„ �3.0 Claim Sheet April 8, 2014 Ms. Kristunas made a motion to approve the Claim Sheet`as presented,seconded by MrYTaylor, and unanimously passed 6—0. Clay Township Claim Sheet April 8, 2014 F i t Ms. Kristunas made a motion to approve the'Cla,y Township Claim Sheet°as.presented, seconded by pass Mr.Taylor, and unanimously ed 6—0. x Vb Monetary Gifts, Grants, Pa rtnership\and Sponsorships for March 2014=Audrey Kostrzewa Ms. Kostrzewa presentedkthetdonations,to be accepted by the Park Board. Drew Flanders, a first grader at Towne Meadow Elementary,`donated;.97 of his birthday money to ESE because he loves it (ESE) so much. Several Board�Members voiced�theirrraFppreciattion for this" ift. Additionally, $101 was donated through the g Y "Jeans Friday;'p'rogram'from the staff'..A motion,was madeyby Mr. Kirsh to acknowledge receipt as presented,seconded by Mr Taylor, and unanimously passed 6—0. ConsiderationZof,Resolution B-201;4-002 (arestatement and revision of Resolution No. 6-26-07-01) \ te regarding Compromise of Claims(Refunds)-a Michael Klitzing COO Klitzing explained,kthe need to keep this refund policy up-to-date with state law and standard business practices (credit cards,checks, etc )ewhich expedites the refund process providing good customer service. Ms. Kristunas made a motion to waivelthe reading of Resolution B-2014-002, seconded by Mr. Kirsh, and unanimously passed 6—0."'Ms K istunas continued by making a motion to approve Resolution 8-2014-002, E: seconded by Mr. Kirsh, and unanimously passes 6—0. Consideration of Bids for the Central Park Dog Park Projects—Mark Westermeier COO Klitzing provided an overview of the project (handout distributed to Park Board Members) including the Bid Tabulation and letter from The Schneider Corporation recommending Gibraltar Construction,the most responsive bidder, be awarded the bid. A lengthy discussion followed among staff and the Park Board Members. 9 Page 2 Carmel/Clay Board of Parks and Recreation Tuesday,April 8,2014 Monon Community Center Mr.Taylor made a motion to accept and approve the bid from Gibraltar Construction Company in the amount of$1,067,500.00 for the Central Park Dog Park Project and authorize The Schneider Corporation, the Park Department Director,the COO and the Park Board Attorney to take all action necessary to complete the contracting process including the initiation of a letter of intent authorizing the spending the administrative funds to be incurred during the finalization of the contract and approved the President or Vice President of the Park Board to sign a contract with the Bidder upon completion of the Park Board attorney's review. The motion was seconded by Mr. Kirsh and unanimously passed 6—0. Mr.Taylor also made a motion that the Board delegate to the Director and the COO the authority to determine, in conjunction with the Engineer, whether it is in the best,interest of the Park Department to add or change an item or items in the contract and to approve each{uch change order up to an amount not to exceed his purchasing authority, with a report to the Park Boardiand"arequest for ratification at a subsequent Park Board Meeting. The motion was secondedby"Mr. Kirsh and unanimously passed 6-0. Consideration to Terminate the ETC Proliance Energy, LLC Services Agreement Mark Westermeier Director Westermeier reviewed information relativeto the current contractual arrangement between the Department and ETC ProLiance Energy, LLC. Discussion followed. r Mr.Taylor made a motion to terminate the ETC ProLiance Energy; LL'C Services Agreement, seconded by Ms. Kristunas, and unanimously passed 6':1-.17.Y, Consideration of Mowing Services Agreement Mark Westermeier Board President Engledowstated that this(Consideration of Mowing Services Agreement)action item was removed from the agenda Consideration of Matters regarding the Founders ParkkPavilion Project—Mark Westermeier Director Westermeier said that;there,were no action items at this time. The project is going very smoothly. COO Klitzingoannbunced the Department anticipates a ribbon cutting ceremony in late May, and Park Board Members will:be`'notified ,� V. Attorney's»Report Tort Claims Ms. Grisham saidAone tort claim has4been filed a'nd is being investigated. There are no other current claims. General =t � Ms. Grisham said that the Park Board had been invited to an open house for the Monon Lake PUD. Director Westermeier conveyed informationrrrelative to this project. Director's Report Director Westermeier stated that the Director's Report was included in the Board Packet. In addition to these updates, Flowing Well was closed due to flooding. The Department anticipates it to reopen Thursday (April 10, 2014) after testing is concluded. The Hagan-Burke Trail will be closed in the near future for bridge restoration, and a detour will be in place for trail users. Restrooms in West Park will be closed later this month for renovation, which will) include paint and new porcelain fixtures. Alternate restroom facilities will Of, be provided during the renovation. Page 3 Carmel/Clay Board of Parks and Recreation Tuesday,April 8,2014 Monon Community Center 0 • Mr. Kirsh questioned the status of bike stations (an apparatus that may or may not include platform, air pump, tools, etc.). Director Westermeier replied that he is in discussion with David Littlejohn about possible locations. Discussion Items There was no discussion at this time. Information Items Plan Commission—Joshua Kirsh G�t^ Mr. Kirsh said he nothing to report. 0. School Board—Kathie Freed There was no School Board update in Ms. Freed's absence. �e Parks Foundation—Wendy Franklin There was no update in Ms. Franklin's absence. Board Comments Mr. Rude thanked COO Klitzing for the expeditious work on the MononGreenway regarding tree limbs. COO Klitzing said that the job was actually,�on city property, and we;;worked with them to resolve the issue. Ms. Kristunas said that she and her 9 year old daughter, Zoe, walkedthe boardwalk (Central Park). Her daughter was very thankful to see the fish and exclaimed,"Those park people must know what they're doing." Mr. Kirsh asked about the dens around4he IagoonDIrkor W stermeier said that these are muskrat dens. Usually,,the muskrats can be seen in the of ernoon between 4 and 5 p.m. Board President Engledow reminded the Board Members about the volunteer event. He stated that Camille Nelsen is an energetic individual and commended her work with the volunteers. � t '?r< � r 1F�'s Ms. Kristunas stated`thatthe Carmel Marathon is this weekend. COO Klitzing added that Marathon participants will pick up their race packets at the MononwCommunity Center. Adjournment There being no further business, Mr Rude madea motion to adjourn, seconded by Ms. Kristunas with no objections. The meeting was adjourned at 7:01 p.m. Approved, Signature Date Signature Date Page 4