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Home My WebLink AboutCCPR-04-22-14 Carmel/Clay Board of Parks and Recreation Tuesday,April 22, 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. Presentation Parks and Recreation Comprehensive Master Plan—Leon Younger, PROS Consulting, LLC V. Staff Reports VI. Action Items A. Minutes—Joshua Kirsh 1. April 8, 2014 Park Board Meeting B. Claims—Jenn Kristunas 1. Claim Sheet April 22, 2014; and 2. Clay Township Claim Sheet April 22, 2014. C. Consideration of Mowing and Trimming Services—Mark Westermeier D. Consideration of entering into a Professional Services Agreement with PROS Consulting, LLC for a 3-Year Training Program—Michael Klitzing E. Consideration of Matters regarding Founders Park Pavilion Project—Mark Westermeier VII. Discussion Items/Board Comments VIII. Adjournment 0 Carmel/Clay Board of Parks and Recreation Tuesday,April 22, 2014, 6:00 p.m. Monon Community Center Members Present: James Engledow, Kathie Freed,Joshua Kirsh,Jenn Kristunas, Richard Leirer, Linus Rude Members Absent: Donna Cihak Hansen, Wendy Franklin, Rich Taylor Others Present: Mark Westermeier, Director; Michael Klitzing,Chief Operating Officer(COO); Audrey Kostrzewa, Business Services Director, Debra Grisham, Park Board Attorney ° Yy 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 s '�' ' fit. Public Comments There were no public comments. c. , , ,4 . .A Na..4tr, ,k `, ADZ-, I yW Presentation 4 '\ Parks and Recreation Comprehensive Plan, Leon2Younger, PROS°Consulting, LLC 0 ‘ik:,..„ 'k-Uh.,„, ,„,,,,,, COO Klitzing introduced Leon Younger with PROS ConsultingH e advised that Mr. Younger would be presenting an overview of the new 5 Year Comprehensive Master„Plan, and a copy would be emailed to the Board Members.COO Klitzing'reminded theNBoard,that this instill a draft document. A presentation will be made at a joint meeting with the Park Boa d Cou cil, and Clay Township Board to include their input. The Department will also involve(I)DNR (India at.Department of Natural Resources) in the review h process to makessure all necessary components are incorporated in the document. The finalized Master x..V..l m av'�` h. ',.,' :;.: ,„f4,4,:',',- ""Y', ,„ \-w- Plan will�bebrought back to the ParBoard for adoption,thus, providing direction for the Department fro mc2015'through 2019• . , \\ r, > Mr. Youngerflpresented an overview of the5\year Comprehensive Master Plan. A copy of the PowerPoinf presentation will be ef,o�rwarded toRthe Board Members. Mr. Younger said that Park Board Members should submit any suggested changes or updates to him so he may incorporate them into the plan prior to the upcoming joint meeting with the fiscal bodies. C '`'"_ : fir.:: Staff Reports COO Klitzing advised that th'e;: tandard monthly reports not previously available were included in the Park Board packets. He noted that the trending patterns suggest the MCC may be reaching its capacity. This will most likely result in the Department revisiting its fee structure and looking at possible ways to expand capacity, especially the fitness center. The Department received its visitation report from the Commission for Accreditation of Park and Recreation Agencies (CAPRA) and only missed four(no fundamental standards) out of the 144 standards. The Commission will conduct its official hearing October 13, 2014. COO Klitzing stated he is 0 99.9%confident that the Department will receive its national accreditation. Director Westermeier added that there are only 117 park systems that have met the standards. Carmel/Clay Board of Parks and Recreation Tuesday,April 22,2014 Monon Community Center Action Items Minutes—April 8, 2014 Park Board Meeting Mr. Kirsh made a motion to approve the minutes as presented, seconded by Mr. Leirer, and unanimously passed 6—0. Claim Sheet April 22, 2014 Ms. Kristunas made a motion to approve the Claim Sheet as presented,seconded by Mr. Kirsh, and unanimously passed 6—0. ,• Clay Township Claim Sheet April 22, 2014 Ms. Kristunas made a motion to approve the Clay Township Claim Sheetaaspresented, seconded by Mr. Kirsh, and unanimously passed 6—0. Consideration of Mowing and Trimming Servicesi' Mark Westermeier Director Westermeier provided a summary of the mowing servicesg,�past and present The agreement with the current contractor has expired, and it is the Department:sRintent to continue"thequality services received over the past 10 years Insfact, during this..tirneframe,there have been no complaints or tort claims filed for those parks mowed by this contractor. 14 ttas k`cYa Recently,the Department received quotes,\which varied in prices. Althorough evaluation determined that the length of time to mow�commercial property is quite than parks,therefore, reducing the overall cost. In order to meet our high standards,it is the0epartment's recommendation that the Park Board move forwardith the recommended mcotionsallowing flexibility in obtaining contractors that VZVW are able to deliver qualdVervices. k,brief discussion followed. Ms. Kristunas made a motionIo approve the expendituretsof an amount not to exceed $169,000.00 for the 2014 1 lawn`mowing services andOdelegate totthe Park Board President,the Park Department Director and the Park Board Attorney the authority to negotiate,.and execute contracts for such services with one or more responsible providers terms and conditions that are in the best interest of the Department and the Carmel Clay community The contract terms may include renewal terms for mowing seasons beyond 2014',and,,annual increases in compensation consistent with applicable Indiana law and the Park Board's current service contract practices. The motion was seconded by Mr. Kirsh and unanimously passed 6—0. Ms. Kristunas further moved to authorize the Park Department Director and the Park Board President to take all necessary and appropriate steps from year to year to increase, decrease or change mowing services providers determined by the Director and President to be in the best interest of the Department to accommodate its mowing needs on terms consistent with the Park Board's current service contract practices and applicable Indiana law, compensation terms consistent with the then current budget and the processes set forth in the Park Board Purchasing Policy with a report to the Park Board prior to the initiation of such steps. The motion was seconded by Mr. Kirsh and unanimously passed 6—0. Page 2 0 Carmel/Clay Board of Parks and Recreation Tuesday,April 22, 2014 Monon Community Center 0 Consideration of entering into a Professional Services Agreement with PROS Consulting, LLC for a 3-Year Training Program—Michael Klitzing COO Klitzing explained that the recommended training program is one of the components in the Comprehensive Master Plan supporting the importance of properly training staff in customer service. We have seen improvement over the years. In fact, we provide good customer service for government. At times, we provide exceptional service, but not consistently. To continue to meet our cost recovery percentages, we must provide training to develop the same culture that you would find at a Disney, Nordstrom, Marriott, or a variety of other first-class systems that provide customer service. ay COO Klitzing advised that he has been working with Neelay Bha.t even before the master planning process,to develop a program that would be our own Disne'universit The program would be geared p P p g �� y� p g g to train the trainers(full-time staff),who would then train' art-time and_seasonal staff. COO Klitzing continued to explain the details and a variety of components, including absimiillar one used by the Indianapolis Super Bowl Host Committee. �w, ti t Mr. Kirsh was called away from the meeting at 7:10 pm. A In Mr. Kirsh's absence, COO Klitzing requested that this actionni£tem be deferred. Ms. Kristunas requested that additional information be provided to the Park�Board Members. 0 Mr. Kirsh returned to the meeting at 7:15 pm., 4, , Board President Engledow said?=that since there was no;formal�motion, it was not necessary to take any action to table this item k a Consideration of Matters regarding,Founders Park Pavilion Project—Mark Westermeier Director Westermeier announced thatth m e2project is on.tie, and the contractor has met the early completion!,deadline, Only minor punch list items remain Discussionnitems/Board Comments k There were po items discussed orrcomments. Adjournment N =*, There being no further,business, Mss Kristunas made a motion to adjourn,with no objections. The meeting was adjourned;atr7:14 OW y�`j S Sp x.-�^h Approved, Signature Date 9 Signature Date Page 3