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HomeMy WebLinkAboutCCPR-11-12-14 Carmel/Clay Board of Parks and Recreation Wednesday, November 12,2014,6:00 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 (revised minutes) 2. October 28, 2014 Park Board Meeting B. Financial Reports—Jenn Kristunas 1. City of Carmel Financial Report for October 2014; 2. Clay Township Financial Report for October 2014; and 3. CCPR P&L Statements for October 2014. C. Claims—Jenn Kristunas 1. Claim Sheet November 12, 2014; and 2. Clay Township Claim Sheet November 12, 2014. D. Monetary Gifts, Grants, Partnerships, and Sponsorships for October 2014—Audrey Kostrzewa E. Consideration of Agreements with American Healthways Services, LLC—Michael Klitzing F. Consideration of Delegation of Authority for Print Services Agreement—Michael Klitzing G. Consideration of Bids for Central Park West Commons—Phase 1—Mark Westermeier H. Consideration of Matters regarding Central Park Dog Park—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 At Wednesday, November 12, 2014, 6:00 p.m. Monon Community Center Members Present: James Engledow, Wendy Franklin,Joshua Kirsh,Jenn Kristunas, Richard Leirer, Linus Rude, Rich Taylor Members Absent: Kathie Freed, Donna Cihak Hansen Others Present: Mark Westermeier, Director; Michael Klitzing, Chief Operating Officer(C00); Audrey Kostrzewa, Business Services Director; Deb"ra 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 that there was a quorum, at which times.Board PresinEngledow 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 �'�' k �y COO Klitzing stated that the standard staffkreport were included r the packets. As a follow up to the joint meeting with City Council and Township Board ar in the process of finalizing edits with PROS 0 Consulting. The final draft of.the new five-yearstrategic master plan wilbe distributed to Park Board Members later this months - 1 '8 � `' �: Committee Reports \ ',1'4, �_ Personnel Committee—LinuRude� Y Mr. Rude statedlthat�the Personnel Committee has not met. Finance Committee Jenn Kristunas Ms. Krissttunas stated that the Finance Committee will review salary recommendations at its next meeting on December 1, 2014 at 6 p.m inzthe Administrative Offices. Properties Committee—Richard Leirer M Mr. Leirer reported thatthe Properties Committee has not met. Action Items - e Minutes—October 14,2014 Park Board Meeting(revised minutes) Mr. Kirsh made a motion to approve the minutes as presented, seconded by Ms. Franklin, and passed 6 —0 with 1 abstention (Ms. Kristunas). Minutes—October 28,2014 Park Board Meeting Mr. Kirsh made a motion to approve the minutes as presented, seconded by Ms. Kristunas, and unanimously passed 7—0. 0 Carmel/Clay Board of Parks and Recreation Wednesday, November 12, 2014 Monon Community Center City of Carmel Financial Report for October 2014 Ms. Kristunas made a motion to acknowledge receipt of the City of Carmel Financial Report for October 2014, seconded by Ms. Franklin, and unanimously passed 7—0. Clay Township Financial Report for October 2014 Ms. Kristunas made a motion to acknowledge receipt of the Clay Township Financial Report for October 2014, seconded by Mr. Kirsh, and unanimously passed 7—0. AtAP CCPR P&L Statements for October 2014 Ms. Kristunas made a motion to acknowledge receipt of the CCPR P&L Statements for October 2014, seconded by Mr. Kirsh, and unanimously passed 7—0 Y Y p Claim Sheet November 12,2014 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 November,12;;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, Partnerships,and Sponsorships for_October e 2:014—Audrey Kostrzewa ZAV Ms. Kostrzewa announced that 3}1 CCPR staff contributed $5&to-,scholarships through the "Jeans Friday" program. A motion was de by Mr Kirsh to accept the'donations;ass presented, seconded by -V4(0' Ms. Kristunas, and unanimously passed'?-0. 4' Consideration of Agreements with AAmerican Healthways Services LLC—Michael Klitzing COO Klitzing provided an`roverview�of the SilverSneakers°wand Prime fitness programs. If approved, A Avsly individuals would be able toZuse the Monon Community Center as a benefit through their insurance providerA lengthy discussion,followedregarding qualified individuals, reimbursement process, and promotions`COQ Klitzing stated that the Department anticipates resolution to outstanding issues very soon. \`' � Mr.Taylor made a motion to delegate authority to the Director or Chief Operating Officer to execute agreements with American=Healthways Services, LLC for the SilverSneakers°and Prime fitness programs, upon the review and consent of1the Park Board Attorney. The motion was seconded by Mr. Kirsh and unanimously passed 7—0. Consideration of Delegation of Authority for Print Services Agreement—Michael Klitzing COO Klitzing stated the Department has worked with Diversified Business Systems, Inc. since 2012 and has established a good working relationship for print services. At this time, staff requests that the Park Board delegate authority to the Director or Chief Operating Officer to make administrative changes and maintain positive relations with the vendor. Page 2 Carmel/Clay Board of Parks and Recreation Wednesday, November 12, 2014 Monon Community Center Ms. Kristunas made a motion to delegate authority to the Director or Chief Operating Officer to make any necessary adjustments to the Print Services Agreement with Diversified Business Systems, Inc. within their purchasing authority. Mr. Kirsh seconded the motion. After a brief discussion about the pros and cons of changing vendors,the motion was unanimously passed 7—0. Consideration of Bids for Central Park West Commons—Phase 1—Mark Westermeier Director Westermeier reported that after extensive review with legalrcounsel, it is staff's recommendation that the Park Board reject all bids. The DepartmMntends to value engineer the overall project with The Schneider Corporation, Gregg Calpino (original architect of the Central Park Master Plan) and Matt Snyder of DB engineering,the recomniended,Owners Rep. for this high profile project. The plan is to rebid this project in the spring. playground*equipment has been ordered at a savings of over$100,000. Upon recommendation of the Park Director and legal counsel, Mr. Kirsh made a motion to reject all bids that were submitted for the Central Park West Commons—Phase 1 Project. The,otion was seconded by Mr.Taylor and unanimously passed 7 0. Attov v4„ Consideration of Matters regarding Cei a P rk Dog Park Mark Westermeier Director Westermeier reported that the cont acto''is,putting do n:sod and has started work on the fence. Due to temperatures, we cannot move forwardswjth the asphalt,work. The contractor has offered to install concrete in lie,u�of asphalt forrrthe same cost We are in=conversation with The Schneider Corporation,to determineif this is antacceptabllee tradeout Discussion followed regarding asphalt and the difference in quality between large�and small projects. Attorney's Report Claims.erg � M 4. s. Grisha reported that no new tort claims h ee ave br m filed since her last report. General 4t, Ms. Grisham4announced that theeImpact Fee;Ordinance and Resolution were passed by the City Council. The fee will be $2,031 starting in li e 2015 and escalate 10%annually for the duration of the five-year ordinance. Ms. Grisham reminded ParkBoard,Members that the Public Access Counselor has opined that emails and texts regarding public business on private accounts are subject to the open door law. The Public Access Counselor has also stated that public officials who text each other during public meetings violate the open door law. Ms. Grisham advised Park Board Members to refrain from communicating with each other during the meeting except when speaking into the microphone. She also stated that it is best not to have sidebar conversations. On Monday (November 10, 2014), an article on the front page of the Indianapolis Star reported that the committees of one of our neighbors have been in violation of the open door law, as there were no posted notices as required. Ms. Grisham commended the Park Board on its correct practices. Page 3 Carmel/Clay Board of Parks and Recreation Wednesday, November 12,2014 Monon Community Center Director's Report Director Westermeier stated his report was included in the Park Board packet. He announced that the Monon Trail Rehabilitation will be delayed until spring due to weather. The Winter Farmers Market starts Saturday(November 15, 2014) at the Wilfong Pavilion (in Founders Park). Director Westermeier stated some interesting facts regarding new machines and technology added to the fitness center. In six days, users have completed 1,149 workouts-,on 12 Precors(elliptical machines) and the new ReRev technology has generated enough power to lige,CFL bulb for 266 hours. Discussion followed about connecting ReRev information directlyto the website. "� `ate Mr.Taylor inquired about the status of the fiber optic projectP Director Westermeier responded the project is complete except for the actual cutover to theCiy. There has been some delay due to the City changing their internet provider and the reconfiguration of rack space. Discussion followed regarding the camera system as this is a separate project. The ultimate plan is to have cameras in all parks, but there is no solution yet. However, we are updating the,cameras insthe MCC with newer and less expensive technology. There is the potential to add a facial recognition componenttthat would serve a number of purposes including a physical count of users and their location. COO Klitzir g7added that by using this advanced technology, individualight determine their visits based upon user load. Another possibility in the future would be to conside r ta:%namic pricing` model. Mr. leirer asked about progress'of the HVAC s es. Dire tor�Westerrneieer stated a meeting has been scheduled to discuss options y a ' ` Discussion Items .F Ms. Franklin asked if City employees�coulduse the Prime fitness program. COO Klitzing responded that as of now,they fall under the corporate i• �* NW!, Mr. Rude asked how we could shareAhe accolades in the "CCPR Brings Home Great News" with the community Director Westermeier statedkthat the Current had featured the Department's recent accreditation and Gold Medal. GOO Klitzingkadded that the Department is working with Current in promoting other a complishments The Department also plans to take the CAPRA accreditation and Gold Medal on theekroad to elementary schools, special events, and other locations to enhance conversation with the�p blic aboutthese accomplishments. Afterwards,the Gold Medal will be placed for public viewing at the MCC ,:I„nthe near future, we expect a Commissioner from the organization that b'e.:in awards the Gold Medal to town for a presentation to the City Council or Clay Township Board, dependent on availability. The-Department plans to celebrate and promote the Gold Medal for the next five years! COO Klitzing announced that the winter Escape Guide is out and features CAPRA accreditation and the Gold Medal, in addition to information relative to ReRev, West Commons Playground, and the Dog Park. Information Items Plan Commission—Joshua Kirsh Mr. Kirsh said since meetings have been postponed, there is no update at this time. Page 4 Carmel/Clay Board of Parks and Recreation Wednesday, November 12, 2014 Monon Community Center 0 School Board—Kathie Freed In Ms. Freed's absence,there was no School Board report. Parks Foundation—Wendy Franklin Ms. Franklin said the Foundation meets tomorrow (November 13, 2014) evening. Board President Engledow said he received a nice mailing from the Foundation. Mr. Taylor echoed that it was a professional, solicitation piece, and Mr. Rude concurred. Ms. Franklin;,;said it took a lot of work. Mr. Kirsh asked who received the mailing, but Ms. Franklin was notsure. Ar i Board Comments �l _ Mr. Kirsh commented about the World Flow Championships°There�were a number of competitors from the US. A � Board President Engledow stated that the December 23rd meeting will most likely be changed. COO Klitzing added that this meeting and the second meeting in each month (beginning 2015) might be eliminated. Staff is reviewing the necessity of these meetings and will report to therPark Board at its first meeting in December. VI- Lastly, Board President Engledow reported&thattsince,there is nottadequate time to review the bylaws 0 this year, he will appoint Members to the Nominating Committee at,the next Park Board Meeting. Discussion and review of the bylaws will be postponed until 015. �` " l la t €fi , 4' ' � Adjournment ` -,,l'a , r . There being no further business, Mr. Kirsh made a motion to adjourn, seconded by Ms. Kristunas, and unanimously passed. The meeting was Plk adjourned att7 10 p.m. Approved;' '4t . ,,, \ ; Signature ,. 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