No preview available
HomeMy WebLinkAboutCCPR-10-28-14 Carmel/Clay Board of Parks and Recreation Tuesday,October 28,2014,6:00 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 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. October 14, 2014 Park Board Meeting B. Financial Reports—Jenn Kristunas 1. City of Carmel Financial Report for September 2014; 2. Clay Township Financial Report for September 2014; and 3. CCPR P&L Statements for September 2014. C. Claims—Jenn Kristunas 1. Claim Sheet October 28, 2014;and 2. Clay Township Claim Sheet October 28, 2014. D. Monetary Gifts, Grants, Partnerships, and Sponsorships for September 2014—Audrey Kostrzewa E. Consideration of Resolution P-2014-003 Amending the Revenue Policy—Michael Klitzing F. Consideration of Resolution P-2014-004 to Provide Discounted Rates to Veterans and Military Personnel—Michael Klitzing G. Consideration of Quote to Repair Monon Community Center HVAC System—Michael Klitzing H. Consideration of Matters regarding Central Park Dog Park: Gibraltar Construction Corp. Contract Change Order No. 2 (increase of$26,948)—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 Tuesday, October 28, 2014, 6:00 p.m. Monon Community Center Members Present: Donna Cihak Hansen,James Engledow,Wendy Franklin (arrived at 6:07 p.m.) Kathie Freed,Joshua Kirsh (arrived at 6:04 p.m.),Jenn Kristunas, Richard Leirer, Linus Rude, Rich Taylor(left at 7:22 p.m.) Others Present: Mark Westermeier, Director; Michael Klitzing, Chief Operating Officer(C00); 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.Taylor to call the roll. Mr.Taylor 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. el` V Public Comments Board President Engledow thanked everyone who attended last night's..meeting (Comprehensive Master Plan Meeting with Park Board, City Council, and Township Board). `', Staff Reports COO Klitzing stated that standard staff reports for the pisttwo months (August and`September) were included in the packets. COO Klitzing reported that the Department received its national accreditation and, two weeks ago to the day, was awardedkthe national Gold:Medal in parks and recreation. Board President Engledow congratulated Director=Westermeier and COO Klitzing followed by a standing ovation by the Park Board Members. , 1v Board President Engledow reminded Board Members to review the Active Contract Summary Log. If anyone has an association`with a listedcontractor,aplease see Mss-Grisham and file the necessary fa disclosure form. " 4rt ' z Corn mittee Repo tS Personnel Committee Lrnus Rudest, Lf Mr. Rude:stated that the Personnel Committee has not'met. Finance Committee—Jenn Kristunas Ms. Kristunas stated that the Finance Committee revised the revenue policy and supports Board approval of the amended revenuepolicy and proposed military discount. The next Finance Committee Meeting will be at 6 p on Monday,'December 1, 2014, at the Administrative Offices. Properties Committee—RichardRiL'eirer Mr. Leirer reported that the Properties Committee met and had a lengthy discussion on parkland acquisition. Action Items Minutes—October 14, 2014 Park Board Meeting Ms. Kristunas stated that the minutes reflected her making motions; however, she was not at the meeting. Mr. Kirsh asked that the minutes for October 14, 2014 be tabled so the necessary revisions could be made prior to the next Board Meeting. Carmel/Clay Board of Parks and Recreation Tuesday, October 28, 2014 Monon Community Center City of Carmel Financial Report for September 2014 Ms. Kristunas made a motion to acknowledge receipt of the City of Carmel Financial Report for September 2014, seconded by Mr. Kirsh, and unanimously passed 9—0. Clay Township Financial Report for September 2014 Ms. Kristunas made a motion to acknowledge receipt of the Clay Township Financial Report for September 2014,seconded by Mr. Kirsh, and unanimously passed 9—0. CCPR P&L Statements for September 2014 Ms. Kristunas made a motion to acknowledge receipt of the CCPR P&L Statements for September 2014, seconded by Mr. Kirsh, and unanimously passed 9—0. 7. Claim Sheet October 28, 2014 Ms. Kristunas made a motion to approve the Claim Sheetas presented,seconded by Mr. Kirsh, and unanimously passed 9—0. Clay Township Claim Sheet October 28, 2014 Ms. Kristunas made a motion to approve the Clay Township Claim*Sheet as presented; seconded by Mr.Taylor, and unanimously passed 9—"01att,,, Monetary Gifts,Grants, Partnerships, ands ponsorships for September 2014—Audrey Kostrzewa Ms. Kostrzewa presented the sponsorships a, dx donate ns for September. A motion was made by Mr. Kirsh to accept the sponsorships and donations as presented, seconded by Ms. Cihak Hansen, and unanimously passed 94-=:;'g..: '4;4 Consideration of ResolutionP-2014 003 Amendinggtte Revenue Policy—Michael Klitzing COO Klitzing stated that this action jtpZesmtted from`discussion at the September 9, 2014 Park Board Meeting. Staff's original intent'=was to'update and eview this particular policy to meet the national accreditation standard t After the September Board'Meeti`ng, staff worked with the Finance Committee mstr to establish language thattould be us'ed3.for user groups, if deemed appropriate,to receive discounted rates. -qva, VA Mr. Leirer made amotion to waiveathe reading of Resolution P-2014-003 and enter it into action, seconded by Ms. Kristunas, and unanimously passed 9—0. Mr. Leirer made a motion to approve Resolution P-2014-003 as:presented, seconded by Ms. Kristunas, and unanimously passed 9-0. Consideration of Resolution P-2014-004 to Provide Discounted Rates to Veterans and Military Personnel—Michael Klitzing COO Klitzing added that this Resolution is the second step to provide discounted rates for veterans and military personnel as requested by the Park Board on September 9, 2014. This policy will provide senior rates to those on active duty and veterans. Mr. Leirer asked about the identification process at which COO Klitzing responded that staff is working out the details. Mr. Leirer said he would be happy to assist if needed. Mr. Leirer made a motion to waive the reading of Resolution P-2014-004 and enter it into action, seconded by Mr.Kirsh, and unanimously passed 9-0. Mr. Leirer made a motion to approve Resolution P-2014-004 as presented, seconded by Mr. Kirsh, and unanimously passed 9—0. Page 2 Carmel/Clay Board of Parks and Recreation Tuesday, October 28,2014 Monon Community Center Consideration of Quote to Repair Monon Community Center HVAC System—Michael Klitzing COO Klitzing reported that one of the compressors for the HVAC chiller system that impacts the fitness center started failing last summer. After inspection by two contractors, it was validated that the compressor was not repairable. A lengthy discussion followed. Mr.Taylor made a motion to accept the quote from Carrier Corporation and authorize the Chief Operating Officer to issue a purchase order in the amount of$35,996 to repair the Monon Community Center HVAC system, seconded by Mr. Kirsh, and unanimously passed 9—0. Consideration of Matters regarding Central Park Dog Park: Gibraltar Construction Corp. Contract Change Order No. 2 (increase of$26,948)—Mark Westermeier` Director Westermeier stated this change order was a simple item,,asathe Department needs to add another electronic gate. This second gate will prevent public1ccess to the dog park by driving through the Park Maintenance facility. � =7:1` p Mr. Kirsh made a motion to approve contract Change„Order No. 2 dated September 23, 2014, seconded by Ms. Cihak Hansen, and unanimously passed 9—o: ” Attorney's Report Tort Claims Ms. Grisham stated that no new tort claims have been filed �< General Ms. Grisham reported that a notice was received from e C the (Carmel Redevelopment Commission) regarding a public hearing,on October.30, 2014 at 8=a m in Council Chambers to hear remonstrance and objections regarding the\Old Meridian economic development area. The Impact-Fee Advisory Committee,'made its'srecommendation to the Plan Commission, who then appro ve drthe'stepped fee (Impact Fee),for the ZoneiImprovement Plan. The next step will be to present the ImpOLFee to the City Council m November. Ms. Grisham provided a handout from the Public Access Counselor stating that personal emails and texts used for parqusiness are subject tote open door law and disclosure as a public record. Director's Report Director Westermeier stated his report was included in the packet. He also announced that several staff presented sessions at the recent NPRA Congress. Many Individuals from park and recreation agencies have indicated an interest in visiting the Department. Discussion Items Mr. Leirer stated he would like to open a discussion about changing the bylaws. Two items of concern include the nominating committee and the term of the officers. A lengthy discussion followed. Director Westermeier stated that further discussion would most likely take place in a Park Board Workshop. (Mr. Taylor left the meeting at 7:22 p.m.) Page 3 Carmel/Clay Board of Parks and Recreation Tuesday, October 28, 2014 Monon Community Center Ms. Cihak Hansen asked for a clarification on purchasing property. Director Westermeier cited the Perelman property as an example of securing parkland acquisition in addition to other possible scenarios. Director Westermeier stated that at any given time, Board Members can contact him, COO Klitzing, or Ms. Grisham for updates. Ms. Cihak Hansen asked about the dog park. Director Westermeier stated that this project is delayed. The dog park cannot open until the grass grows and the root systems are deep enough to withstand usage. At this time, we do not know when that will happen. Mr. Leirer interjected that he references his FAQ on the dog park to answer any questions from individuals. COO Klitzing stated he make sure that the Park Board Members receive the dog park FAQ and any others that are available in the future. others Information Items Plan Commission—Joshua Kirsh to -`",�` Mr. Kirsh stated that the Plan Commission approved the Sunrise on the Monon PUD, an 85-acre parcel of property formerly known as the Sunrise Golf Course `Asmall amountyof}land (13 to 18 acres) is expected to be gifted to the Department. Another,PUD'received standing room only remonstrators for the proposed PUD at 96th Street and Randall Road Mr. Kirsh expects the developer to make changes and bring back to the Plan Commission. School Board—Kathie Freed Ms. Freed announced that the School Bo4d4met last night and recognized 45 National Merit Semifinalists from Carmel High School. Innaddition,the School Board approved the budget and had a g F. presentation from the Calendar Committee�on the next three-yea\r school calendar. The School Board will vote on the Calendar Committee's recommendation at<itssnext meeting. Parks Foundation Wendy Franklin 3 Ms. Franklin said that the Arts Committee met. The Y;next step is to meet with Director Westermeier to fig` discuss possibilities. k , AUf- Board Comments Board President En ledow ;again, thanked the Board\Members who attended the previous night's g , meeting oh the`ComprehensiveMaster Plan Board President Engledow reminded everyone that the next Park BoardtMeeting will be,on Wednesday, November 12, 2014, due to Veterans Day. Ky y 1, Adjournment R. There being no further business, Mr. Kirsh made a motion to adjourn, seconded by Ms. Kristunas, and unanimously passed. Th'e meeting`Aas adjourned at 7:35 p.m. Approved, Signature Date Signature g Date Page 4