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Home My WebLink AboutCCPR-04-14-15 Carmel/Clay Board of Parks and Recreation Tuesday,April 14,2015, 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—Rich Taylor 2. Finance Committee—Jenn Kristunas 3. Properties Committee—Joshua Kirsh VI. Action Items A. "Minutes—Joshua Kirsh 1. March 10, 2015 Park Board Meeting B. Financial Reports—Jenn Kristunas 1. Consolidated Financial Report for March 2015;and 2. CCPR P&L Statements for March 2015. C. Claims—Jenn Kristunas 1. Claim Sheet April 14, 2015;and 2. Clay Township Claim Sheet April 14, 2015. D. Monetary Gifts, Grants, Partnerships, and Sponsorships for March 2015—Audrey Kostrzewa E. Consideration of Bids for the Founders Park Lighting Project—Michael Klitzing_ F. 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 Xl. Board Comments XII. Adjournment Carmel/Clay Board of Parks and Recreation Tuesday,April 14, 2015, 6:00 p.m. 0 Monon Community Center Members Present: James Engledow, Wendy Franklin, Kathie Freed,James Garretson,Joshua Kirsh, Jenn Kristunas, Linus Rude, Rich Taylor Member Absent: 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 <' t- ' Board President Engledow welcomed everyone to the Park Boa`rdMeeting,and asked 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 z There were no public comments. g Staff Reports fig COO Klitzing stated that the standard stareports were includ fft ed'in the packet. Also included in the packet was the Quarterly Active Contract Summary L g coo Klitzing anno aced that the Indiana Department of Natural Resources has formally accepted the'Department's 2015—2019).P arks and Recreation Master Plan. I 'E v'fie ''`M.. 0 COO Klitzing announced his e e,�nt„�trip to southern�yIllinoiss.He received his aster's degree from Southern Illinois University(SIU) ,arrbbondale an as recogn zeO as Alumus of the Year" for the recreation program. The Board Members offered their congratulations. N, �� Committee Reports '" � AZ-, Personnel Committee IRich Taylor. v Mr.Taylor said he had'no report and.nofuture meetings are scheduled at this time. Finance Committee—Jenn Kristunas -f� s., Ms. Kristunas a lathe Committee's next meetiyng,will be June 15, 2015 at 6 p.m. in the Administrative Offices. Properties Committee' -Joshua Kirsh/ Mr. Kirsh stated there was noofficialOmeeting; however, the Committee does have a plan for the rest of the year. f Action Items Minutes—March 10, 2015 Park Board Meeting Mr. Kirsh made a motion to approve the minutes as presented and seconded by Ms. Franklin. Mr.Taylor advised that he wanted the record to show that he missed the last two meetings due to his class. Board President Engledow called for the vote which was passed 7—0 with 1 abstention (Mr. Garretson). 9 Consolidated Financial Report for March 2015 4 Ms. Kristunas made a motion to acknowledge receipt of the Consolidated Financial Report for March 2015, seconded by Mr. Kirsh, and passed 7—0 with 1 abstention. Carmel/Clay Board of Parks and Recreation Tuesday,April 14,2015 Monon Community Center CCPR P&L Statements for March 2015 Ms. Kristunas made a motion to acknowledge receipt of the CCPR P&L Statements for March 2015, seconded by Mr. Kirsh, and passed 7—0 with 1 abstention (Mr. Garretson). Claim Sheet April 14, 2015 Ms. Kristunas made a motion to approve the Claim Sheet as presented, seconded by Mr. Kirsh, and passed 7—0 with 1 abstention (Mr. Garretson). Discussion followed regarding receipt of Board packets as Mr. Garretsonstated he did not receive his. Atkfr Clay Township Claim Sheet April 14, 2015 $f Ms. Kristunas made a motion to approve the Clay Township Claim Sheet-as presented,seconded by Ms. Franklin, and passed 7—0 with 1 abstention. Monetary Gifts,Grants, Partnerships, and Sponsorships'for March 2015 Audrey Kostrzewa Ms. Kostrzewa requested that the Board accept two donations: $763 from the Indiana Bicycle Coalition (through Karen Bohn)to be used for the Monon Trail;and $42 from CCPR Staff for the Jeans Friday scholarship program. A motion was made by Ms. Kristunas to accept the donations as presented, seconded by Mr. Kirsh, and unanimously passed 8g60 FBoard President Engledow asked how the public is aware of the staff's donation. COO Klitzing responded�`tht w wearing jeans employees wear a button on their shirts indicating their contribution to the "Jeans Friday" program for scholarships. 41) Consideration of Bids for the Founders Park Lighting Project .:Michael Klitzing COO Klitzing presented the four bids received for-It-us proj he newlights are needed at the Wilfong Pavilion during planned activities Upondiscoveringian.�arithmetic error., Gaylor Group, Inc. requested that their bid be withdrawn. The S hneiderCorporation r`e ed the remaining bids and recommended that the second low bidder, Goldman"Electrica Contracting, Inc., be.awarded the project. After a brieffdiscussion Mr Kirsh made\a motion to�allow Gaylor Group, Inc.to withdraw its bid due to arithmetic error, seconded byyF Mr.Taylor;and unanimously passed 8—0. Mr. Kirsh made�a motion to accept.the bid from,and award a contract to,Goldman Electrical Contracting, Inc. in the amount of$108,722.00 for4the Founders Park Lighting Project and authorize The Schneider Corporation,the Park.Department Director, the COO and the Park Board Attorney to take all action th necessary to complete 0e contracting` process including the initiation of a letter of intent authorizing the spending of administratefunds to bet incurred during the finalization of the contract and approve 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. Mr. Rude asked for clarification of the lights. COO Klitzing replied that the minimum number of lights were to be installed and would meet the night sky standards. The LED lights will have sensors that staff can override if no activities are taking place. Generally, all activities will conclude no later than 10 p.m. The motion was seconded by Ms. Kristunas and unanimously passed 8—0. Page 2 Carmel/Clay Board of Parks and Recreation Tuesday,April 14, 2015 Monon Community Center 0 Mr. Kirsh made a motion to 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 such change order up to an amount not to exceed his purchasing authority, with a report to the Park Board and a request for ratification at a subsequent Park Board meeting. The motion was seconded by Ms. Kristunas. Mr. Garretson questioned the necessity of this action. In his previous experiences, the administration was allowed to authorized change orders up to a fixed dollar amount. Discussion followed. Both Board President Engledow and Mr. Garretson agreed that the Board shouldresearch the possibility of adopting h w such a policy. Board President Engledow called for the vote whicas=unanimously passed 8—0.�a Consideration of Matters regarding Central Park Dog Park Ma k Wes ermeier Director Westermeier said he did not have anything requiring Board action.Some sod has been installed in the past few days and hopefully the rest will be in the next week or so. Nt*N 3 s"r k Attorney's Report $-, Tort Claims 4 Ms. Grisham reported that one tort clam had been filed regarding of an 8 year old participating in an ESE program. The claim was filed for dental charges as the childell and hit his front teeth on the floor. An investigation is underway. ' -k, .+ � > 0 The current tort claim (woman who twisted her3ankle at tle`MCC gym) is still ongoing. No documentation F has been received regarding medical�expenses N 0-41t. General 3, "` `•- The Department receivedta notice from the City of Calrel regarding construction of a roundabout at 116th pus Street and Gray Road. This roundabout will not affect Flowing Well Park. .�i `w,„13- z * P :0*t Wye°„ Due dil genceYhas concluded on the Sunrise property(9 7�54Pacres formerly a part of the Sunrise Golf Course) with a tentative_closing date;of April 24th ' err y Appraisals have been received for!the Matilda�C Hyaverstick Family property;the average of the two appraisals is$337,800. Mr Garretson asked about the next step. Ms. Grisham advised that Director Westermeier forwarded copies oflhe,appraisals to the fiscal bodies and the owner for review. If all agree to move forward,the Department will enter into a purchase agreement, conduct the necessary due diligence review, and if deemed suitable, roceed�tojclosing. tip,��= Director's Report " In addition to his report included in the Board packet, Director Westermeier reported a meeting with representatives of PooPrints regarding dog DNA. He continued with a description of the new dog park and the extensive filtration required as it is in a floodplain. Pet waste,just as oil and toxic chemicals, can seep into the soil. If pet waste is not handled properly, it can contaminate a watershed for many miles. It is the Department's goal to not have that problem. A brief demonstration of how the DNA is collected followed. PooPrints is a deterrent program to reduce and stop waste. Mr. Kirsh added that education is very T important. A lengthy discussion followed. Page 3 Carmel/Clay Board of Parks and Recreation Tuesday,April 14, 2015 Monon Community Center go Discussion Items There was no discussion at this time. Information Items Plan Commission—Joshua Kirsh Mr. Kirsh reported that the Johnson addition was discussed in a recent subcommittee meeting, and it looks like there is going to be a good solution that protects Carmel. Also discussed is another region of The Bridges PUD;there is another component north of The Giant Eagle, which is a destination grocery store. School Board—Kathie Freed Ms. Freed said she had no report on the School Board. However, she asked Mr. Kirsh if the Plan Commission discussed infrastructure such as roads and traffic flow. Mr Kirsh said ysand a lengthy discussion followed. Parks Foundation—Wendy Franklin °� Ms. Franklin said she had nothing to report. It , �a Pik. Board Comments , ° t' m Mr. Garretson asked about proceeding with a general policy rega ding`change orders and ade subsequent oard Pr suggestions. After a brief discussion, Besident Engledow�asked that Ms. Grisham draft a "straw dog" for the Park Board to discuss. VV*M 4 Mr. Rude asked if there was any change on the new tunnel�(under 31 ontthe Monon) regarding electrical 0 service. Director Westermeier replied that there has been change and that this is between INDOT and the contractor. Director Westermeiertalso remirid:ed everyone that`the Monon Trail is not open when it is dark out—morning or night *,,,I Vv Ms. Franklin suggested that the Park Board Members consider a "jeans"fund for scholarships. In � 4., '� r yep ''' 4 ,„ `F'° y:, Ms. Kristunas brought°up.the subject ofhaving a retreat, workshop, and/or orientation. Board President Engledowlsaid attendance good'n the past, but it might be better if held on the fourth Tuesday of the month Mr.Garretson commended Director Westermeier and COO Klitzing for his half-day tour of all the parks. He also said a retreatwould beood idea. y t*A. *-''''t. Adjournment - There being no further Mr Kirsh made a motion to adjourn, seconded by Ms. Kristunas with no objections. The meeting was;adjourned at 7:04 p.m. qua Approved, Signature Date 1 0 Signature Date Page 4 I