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Home My WebLink AboutCCPR-10-14-14 Carmel/Clay Board of Parks and Recreation Tuesday,October 14,2014,6:00 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 1. Roll Call II. Call to Order& Pledge of Allegiance III. Public Comments IV. Action Items A. Minutes—Joshua Kirsh 1. September 23, 2014 Park Board Meeting B. Claims—Jenn Kristunas 1. Claim Sheet October 14, 2014;and 2. Clay Township Claim Sheet October 14, 2014. C. Consideration of Resolution B-2014-008A to amend Resolution B-2014-008(Special Purchase of Playground Equipment) regarding Central Park West Commons—Phase 1 Project—Debra Grisham 0 V Discussion Items/Board Comments VI. Adjournment 0 P" Carmel/Clay Board of Parks and Recreation Tuesday,October 14, 2014,6:00 p.m. Monon Community Center Members Present: Donna Cihak Hansen,James Engledow, Wendy Franklin,Joshua Kirsh, Richard Leirer, Linus Rude Members Absent: Kathie Freed,Jenn Kristunas, Rich Taylor Others Present: Debra Grisham, Park Board Attorney Roll Call,Call to Order& Pledge of Allegiance Board President Engledow welcomed everyone to the meeting andtias"ked\Mr. Kirsh to call the roll. Mr. Kirsh stated that 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. Action Items Minutes—September 23, 2014 Park BoardNeettng: Mr. Kirsh made a motion to approve the minutes as presented, secondedsby Ms. Franklin, and unanimously passed 6—0. ® Claim Sheet October 14, 2014 Ms. Kristunas made a motion to approve the Claim Sheet a`s present d, seconded by Mr. Taylor, and unanimously passed 6—0. Clay Township Claim Sheet October L4;2014.. Ms. Kristunas made a motion to approve:the Clay Township`Claim Sheet as presented, seconded by Ms. Franklin, and unanimously passed:6.-0. Conside ation;of Resolution B=2034-008A'to amend Resolution 8-2014-008 (Special Purchase of Playground Equipment) regarding Central Park West Commons—Phase 1 Project—Debra Grisham Ms. Grisham stated that identificationFof the manufacturer in the resolution passed at the last meeting was wrong. It was discovered when the Department was ready to issue the purchase order that the actual manufacturer was Landscape Structures,'Inc. and Exerplay, Inc. is its contract administrator. So in keeping with the intent of the resolut on,-the purchase order was issued, and this resolution is a change of identification of the manufacturer of the playgroudequipment. Mr. Leirer made a motion to authorize and ratify all actions taken to issue Purchase Order#37626 to purchase the Equipment from Landscape Structures, Inc.,seconded by Mr. Kirsh, and unanimously passed 6—0. Mr. Leirer made a motion to waive the reading of Resolution B-2014-008A and enter it into action, seconded by Ms. Franklin, and unanimously pass 6—0. Mr. Leirer made a motion to adopt Resolution B-2014-008A to amend Resolution B-2014-008 to correctly identify 411 the "Manufacturer" of the "Equipment" as Landscape Structures, Inc.,seconded by Mr. Kirsh, and unanimously passed 6—0. Carmel/Clay Board of Parks and Recreation Tuesday, October 14, 2014 Monon Community Center Discussion Items/Board Comments Board President Engledow announced that staff was in Charlotte (North Carolina) at the national conference where the Department received their CAPRA accreditation and the Gold Medal for parks. This recognition is wonderful, and the staff has worked very hard toward these achievements. There will be an unveiling of the CAPRA and Gold Medal banners in the gymnasium (MCC) on Wednesday, October 22, 2014, at 10 a.m. Board President Engledow encouraged Park Board Members to attend if possible. Mr. Kirsh stated that his son, Holden, celebrated his 2nd birthday at east park(Central Park East). It was a gorgeous day,and everyone enjoyed the awesome hike to the overlook{'''; 4 Adjournment There being no further business, Mr. Kirsh made a motion to adjourn,seconded by Ms. Franklin with no objections. The meeting was adjourned at 6:12 p.m. Approved, Signature Date Signature Date 4110 Page 2 Carmel/Clay Board of Parks and Recreation Tuesday,September 23,2014,6:00 p.m. ii Monon Community Center Members Present: Donna Cihak Hansen,James Engledow, Wendy Franklin, Kathie Freed,Joshua Kirsh, Jenn Kristunas, Richard Leirer, Linus Rude, Rich Taylor Others Present: Mark Westermeier, Director;Audrey Kostrzewa, Business Services Director; Debra Grisham, Park Board Attorney Roll Call,Call to Order& Pledge of Allegiance °' AE, Board President Engledow welcomed everyone to the meeting and a,sked.!Mr. Kirsh to call the roll. Mr. Kirsh stated that there was a quorum, at which time Board President Engledo`wacalled the meeting to order at 6:00 p.m.followed by the Pledge of Allegiance. - s Public Comments ar;, There were no public comments. e,,,.::.::;-..,;-,...,:- ,-' .. Action Items V'''1,!, f �_ Minutes—September 9,2014 Park Board Meeting w ,,;`° ,"' " ��. Mr. Kirsh made a motion to approve the minutes as presented,seconded by Ms. Kristunas, and'unanimously passed 9—0. Z. , , Claim Sheet September 23,2014 ', •,4 0 Ms. Kristunas made a motion to approve the ClaimtSheet as presented, seconded by Mr. Kirsh, and unanimously passed 9—0. ": � N � ', ) b t, �. ;r Clay Township Claim Sheet September 23,'2014 Ms. Kristunas made a motion to approve"the Clay Township Claim Sheet as presented, seconded by Ms. Franklin, and unanimously passed 9 0 lx AR4-' *F y �r� W Consideration of Quotes for Asphalt Repair and Striping/Pa,inting Project—Mark Westermeier Director4Westermeier explainedF.the overall project and need for asphalt repair(crack sealing) and striping of parking lots f parks and trailheadss The Department received one quote from the Harding Group. Mr. Leirer asked if the specifications had a direct.effect on the number of quotes received. Director Westermeier replied that many contractors are too busy to take on additional projects. Sys ,, Mr. Leirer made a motion``:to accept the;quote from Harding Group and enter into an agreement in the amount of $30,961.00 for the Asphalt Repair andSStriping/Painting Project,seconded by Ms. Kristunas, and unanimously 4 passed 9—0. ;-4�1 t <„ik Consideration of Bids for Monon Trail Rehabilitation—Phase 1—Mark Westermeier Director Westermeier stated that the Department received two bids for this project that will resurface the Monon Trail from 96th Street to Carmel Drive. Sections of the Monon Trail will need to be closed for brief periods. The Department is working to provide detours during the project. The southern section has no trail to use as a detour, so it may become necessary to pave a section to provide a safe route. Construction is expected to begin in late October or early November with adequate notice provided to the general public. Mr. Rude asked about the middle section of the Monon Trail. Director Westermeier said that due to the Midtown ' R Redevelopment,the Department does not want to resurface or repair this section as it may be destroyed during construction. Carmel/Clay Board of Parks and Recreation Tuesday, September 23, 2014 Monon Community Center Mr. Leirer made a motion to accept and approve the bid from Reith-Riley in the amount of$211,600 for Monon Trail Rehabilitation—Phase 1 and authorize The Schneider Corporation, Director, and Park Board Attorney to take all action necessary to complete the contracting process, including the initiation of a letter of intent authorizing the spending of administrative funds to be incurred during the finalization of the contract. It was further moved to authorize the Park Board President to sign a contract with the Bidder upon completion of the Park Board attorney's review. The motion was seconded by Ms. Kristunas and unanimously passed 9-0. Mr. Leirer made a motion to authorize the Director to approve any necessary change orders, so long as the total project cost does not exceed 10%of the awarded contract for the Monon Trail Rehabilitation—Phase 1. This motion was seconded by Mr. Kirsh and unanimously passed 9—0. Consideration of Matters regarding Central Park West Commons Phase 1—Mark Westermeier rh Consideration of Bids Director Westermeier announced that the Department received five bids; however,the lowest base bid was AVM " $450,000 higher than expected. The Department is workingfwith The Schneider Corporation and plans to make a recommendation to the Park Board to award the bid at its second meeting in October VA Consideration of Resolution B-2014-008(Special Purchase'of;Playgrowid Equipment); Because the playground equipment was an alternate and not includedintthe base bid,the Department has the opportunity to purchase the playground equipment directly from the manufacturer provided they received a purchase order by Friday,September 26, 2014°This would result ina savings of$108,000. The playground equipment would be delivered no later than the first ofInext year and placed in storage. The Department confirmed with The Schneider Corporation that the bid specifications for the bid alternate are identical to those eA. for the playground equipment purchased directlyfrom the manufacturer. Discussion followed regarding equipment specifications(equipment only), installation cost (in base bid),,warranties, etc. Mr. Kirsh made a motion to waive the reading of Resolution B-2014-008 and enter it into action, seconded by Mr. Leirer, and unanimously passed 9-0 GMs Kristunas`'made a motion to adopt Resolution B-2014-008, seconded by Mili7Kirsh,and unanimously passed 9 0. Other Matters � = ,1 None. VW-1:, `'k Consideration of Matters regarding Central Park Dog Park—Mark Westermeier h It '' Park Dog Director Westermeier stated there is nothing at this time that requires Park Board action. Initially the project was behind schedule due-to weather; however, now delivery of the restroom building has caused additional delays. The contractor is moving;'forward onieve ything possible. Mr. Leirer asked if updates will be provided to the Park Board Members as he gets questions on a daily basis. Director Westermeier answered that Members will be kept informed on the project. Harvest Moon Classic at Hazel Landing Park Disc Golf Course hosted by Hamilton Disc Golf Union—Mark Westermeier Director Westermeier said that the last disc golf tournament was very successful, and the Hamilton Disc Golf Union would like to host its Harvest Moon Classic on October 19, 2014 at Hazel Landing Park Disc Golf Course with Union Brewing Company as the prime sponsor. Director Westermeier asked that the Board grant permission for Union Brewing Company to serve alcohol at this event. A brief discussion followed. Mr. Kirsh made a motion to give permission to allow Union Brewing Company to serve alcohol at the Harvest Moon Classic at Hazel Landing Park Disc Gold Course, seconded by Ms. Kristunas, and unanimously passed 9—0. Page 2 Carmel/Clay Board of Parks and Recreation Tuesday, September 23, 2014 Monon Community Center Discussion Items/Board Comments Mr. Rude mentioned he saw a great picture of West Park on the MSN webpage where Carmel was rated#3 in Best Places to live. Mr. Leirer recently watched a documentary on Denmark where there is a law that no citizen can be more than a 15-minute walk from a park. After the recent discussion on pass rates, Mr.Taylor researched similar facilities in the area. He was surprised that the only place he could find was Life Time (Fitness) in Castleton. The„cost was$66 a person with no breaks on age. a��, Director Westermeier referenced the secret shopper report distributed to the Park Board Members before the meeting. This is an awesome reflection of the staff. ` � 4 a; ;r' r Director Westermeier stated that the Impact Fee will be going out to the Plan Commission later this week. Once finalized,this document will be available to the Park BoardWembers. qt, While working at Paint Out in downtown, Ms. Franklin met many people`raving about Car el She was extremely excited to hear that our new residents are happy to live in a vibrant,.community with many special events. Board President Engledow recently visited Phoen x He said that other than huge mountain peaks in the background, our parks are just as nice. "ti - -{ rya We , c Board President Engledow remindedta�h� e Members about the upcoming joint meeting with the Carmel City F ; .EKG ' :,I k. ��.ai Council, Clay Township Board,and=Carmel/Clay Board Parks and Recreation on Monday, October 27, 2014, at 6 p.m. in the same room (Multipurpose3Room A in Monon Community Center East). Leon Younger of PROS Consulting will present the new five-year comprehensive master plan. The public is invited to attend. Viii-, qg VI Adjournment„ k`.- � A There being,no;furthe business, Mr Kirsh made atmotion to adjourn,seconded by Mr.Taylor with no objections. The meeting was adjourned',at 6 43 p m.M � Approved, ` t z Signature .y Date Signature Date 0 Page 3 Carmel/Clay Board of Parks and Recreation Tuesday,October 14, 2014,6:00 p.m. Monon Community Center (Revised Minutes) Members Present: Donna Cihak Hansen,James Engledow, Wendy Franklin,Joshua Kirsh, Richard Leirer, Linus Rude Members Absent: Kathie Freed,Jenn Kristunas, Rich Taylor At Others Present: Debra Grisham, Park Board Attorney , Roll Call,Call to Order& Pledge of Allegiance r •. Board President Engledow welcomed everyone to the meetin=g and asked Mr. Kirsh to call the roll. Mr. Kirsh 15°t � q stated that 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 , 4 ,. There were no public comments. NN _'C'.-4.'kk Action Items r, ''�� Minutes—September 23,2014 Park Board`M etingl Mr. Kirsh made a motion to approve the minutes as•presented, seconded by Ms. Cihak Hansen, and unanimously passed 6—0. k Claim Sheet October 14, 2014'''4 `�. ��' �` A~ , ° t om. r �. Mr. Leirer made a motion to approve the Claim Sheet as presented, seconded by Ms. Franklin, and unanimously passed 6—0. V s. E: .. eH ,,,N1/4., iS ) A Y. Clay Township.Claim Sheet October,14' 2014< * Mr. Leirer made a>motion\to approvelt�he`Clay Township Claim Sheet as presented, seconded by Mr. Kirsh, and unanimouslyxpassed 6 0 " j t on 2 taConside aof Resolution B 014 008A o mend Resolution B-2014-008 (Special Purchase of Playground Equipment) regarding Central ParkyKWest CommmoZns—Phase 1 Project—Debra Grisham Ms. Grisham stateduthat identification of the manufacturer in the resolution passed at the last meeting was wrong. It was discovered when the Department was ready to issue the purchase order that the actual manufacturer was Landscape Structures,Inc. and Exerplay, Inc. is its contract administrator. So in keeping with the intent of the resolutiorVthe purchase order was issued to Landscape Structures, Inc.,the manufacturer of the playground equipment, and this resolution reflects the correct identification of the manufacturer. Mr. Leirer made a motion to authorize and ratify all actions taken to issue Purchase Order#37626 to purchase the Equipment from Landscape Structures, Inc., seconded by Mr. Kirsh, and unanimously passed 6-0. Mr. Leirer made a motion to waive the reading of Resolution B-2014-008A and enter it into action,seconded by Ms. Franklin, and unanimously pass 6-0. Mr. Leirer made a motion to adopt Resolution B-2014-008A to amend Resolution B-2014-008 to correctly identify the "Manufacturer" of the "Equipment" as Landscape Structures, Inc.,seconded by Mr. Kirsh,and unanimously passed 6-0. Carmel/Clay Board of Parks and Recreation Tuesday, October 14,2014 Monon Community Center (Revised Minutes) Discussion Items/Board Comments Board President Engledow announced that staff was in Charlotte (North Carolina) at the national conference where the Department received their CAPRA accreditation and the Gold Medal for parks. This recognition is wonderful, and the staff has worked very hard toward these achievements. There will be an unveiling of the CAPRA accreditation and Gold Medal banners in the gymnasium (MCC) on Wednesday, October 22, 2014, at 10 a.m. Board President Engledow encouraged Park Board Members to attend if possible. Mr. Kirsh stated that his son, Holden, celebrated his 2nd birthday at east park(Central Park East). It was a gorgeous day,and everyone enjoyed the awesome hike to the overviews '° , ..:;fir Adjournment ,, k There being no further business, Mr. Kirsh made a motion to adjourn,seconded by Ms. Franklin with no objections. The meeting was adjourned at 6:12 p.m. «,. Approved, `',h. vr Signatures x Date' rw�� ,4 Signature c Date R 9.. Vs:,,,,,,,,,e* � a i # l t 0 Page 2