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Home My WebLink AboutCCPR-08-11-15 Carmel/Clay Board of Parks and Recreation Tuesday,August 11,2015,6:00 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 VI. Action Items A. Minutes—Joshua Kirsh 1. July 14, 2015 Park Board Meeting B. Financial Reports—Jenn Kristunas 1. Consolidated Financial Report for July 2015 2. CCPR P&L Statements for June 2015 3. CCPR P&L Statements for July 2015 C. Claims—Jenn Kristunas 1. Claim Sheet August 11, 2015 2. Clay Township Claim Sheet August 11, 2015 D. Monetary Gifts, Grants, Partnerships, and Sponsorships for July 2015—Audrey Kostrzewa E. Consideration of Bids for Central Park West Commons—Phase 1—REBID—Michael Klitzing F. Consideration of Matters regarding Central Park Dog Park—Mark Westermeier VII. Attorney's Report VIII. Director's Report IX. Information Items X. Park Board Comments/Discussion XI. Adjournment Carmel/Clay Board of Parks and Recreation Tuesday, August 11, 2015, 6:00 p.m. 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 Board President Engledow welcomed everyone to the Park Board''Meeting and asked Mr. Kirsh to call the roll. Mr. Kirsh stated that there was a quorum, at which time lBoard 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. Staff Reports COO Klitzing stated that the standard staff reports were included in'the packet. The balance of the Park Impact Fee is quite healthy nail now due to-the,economic development in the community which directly affects this fund. lkfact, this is the largest year ever in Park Impact Fee collections, even surpassing last year The good news, part;of thismoney will be to support the development of West Park: ' The recent good weather hasmade a great impact onrevenue at the MCC. Although season pass sales dropped about 25%.this year, das' pass,sales were up significantly and monthly memberships bumped up slightly. The increase n day passes may alsobe a reflection',of the marketing campaign focusing on day asses tb ' CommitteeF'Reports There were no Committee Reports Action Items Minutes—July 14, 2015 Park Board Meeting Mr. Kirsh made a motion to approve the minutes, seconded by Ms. Kristunas, and unanimously passed 8-0. Consolidated Financial Report for June 2015 Ms. Kristunas made a motion to acknowledge receipt of the Consolidated Financial Report for July 2015, seconded by Ms. Franklin, and unanimously passed 8-0. CCPR P&L Statements for June 2015 Ms. Kristunas made a motion to acknowledge receipt of the CCPR P&L Statements for June,seconded by Mr. Kirsh, and unanimously passed 8—0. Carmel/Clay Board of Parks and Recreation Tuesday,August 11, 2015 Monon Community Center CCPR P&L Statements for June 2015 Ms. Kristunas made a motion to acknowledge receipt of the CCPR P&L Statements for July, seconded by Mr. Kirsh, and unanimously passed 8-0. Claim Sheet August 11, 2015 Ms. Kristunas made a motion to approve the Claim Sheet as presented, seconded by Mr. Kirsh. Director Westermeier and COO Klitzing addressed questions raised by Mr. Garretson regarding specific claims. He also requested a report addressing concessions cost and revenue for the summer. Director Westermeier responded to Mr. Rude that a total of 300 kits were ordered from Poo Prints with 250 for initial z, memberships and an additional 50 to be used as needed when memberships change. Ms. Freed asked about the refund report. COO Klitzing replied that the number of,refunds was fairly normal. Director Westermeier added that the total of refunds was a small percentageibased upon the overall amount of revenue collected and the number of customers served. COO Klitzing continued that the State Board of Accounts requires that the refund report be itemized. Aftera'brief discussion, COO Klitzing stated he would review the refunds on the P&L Statements to check for accurate posting. Boardks President Engledow called for the vote and the motion was unanimously passed 8 `0. Clay Township Claim Sheet August 11, 2015 Ms. Kristunas made a motion to approve the Clay Township_Claim Sheet as presented, seconded by Mr. Kirsh. Mr.Garretson asked about the high dollar amount for tables and benches and was reassured that this cost is normal. The claims for Gibraltar'Construction are for construction costs for the dog park and north campus. Mr. Rude was advised that the replacement windo■ s°were needed for the Park Maintenance Office since the existing windows could not be secured Board President.`Engledow called for the vote and the motion was unanimously!p assed,8—0. Monetary Gifts, Grants, Partnerships,and Sponsorships for July 20151...4 Audrey Kostrzewa Ms. Kostrzewa requested°thatthe BoardI'accept the monetary gifts through partnerships, sponsorships, and donations received in July. Akn otion,was!made by Mr Kirsh to accept all as presented, seconded by Ms. Kristunas, and unanimouslyVpassed 8 0 : Consideration of Bids for Central ParkWest Commons=`'Phase 1—REBID—Michael Klitzing COO Klitzing greviewed that docu;mentat on provided to the Park Board Members summarizing the four bids received ranging from $3,485,000 from Patterson Horth to$3,680,000 from MacDougal Pierce Construction. The Schneider Corporation reviewed the bids and determined that Patterson Horth submitted the most responsive and responsible bid, as well as the lowest. Staff recommends that the Board award the contract to Patterson Horth inkthe amount of$3,485,000. Mr. Krish made a motion to award the contract to Patterson Horth in the amount of$3,485,000.00 as the lowest responsive and responsible bidder and seconded by Mr. Taylor. Discussion followed regarding the original estimate, first round of bids, possible inflationary factors within the current bids, and changes to construction specifications addressing relocation of dirt, which will now stay onsite and benefit the neighbors on the north by providing screening the parking lot will not be visible. The Department is very concerned about completion of the playground prior to the next Waterpark season and has included escalating liquidated damages within the provisions of the contract as related to the substantial completion date expected by the end of April. Mr. Garretson asked about the dollar amount for the liquidated damages. COO Klitzing stated that staff worked with the Park Board Attorney to determine the specific amounts and tied them directly to revenue and respective dates. Page 2 Carmel/Clay Board of Parks and Recreation Tuesday,August 11,2015 Monon Community Center Mr. Rude asked about the Department's history with Patterson Horth. COO Klitzing said that this company was the general contractor for the Wilfong Pavilion in Founders Park and is a reputable vendor. After a brief discussion, Mr. Kirsh rescinded his previous motion (noted above in italics). Ms. Kristunas made a motion to accept and approve the bid from Patterson North, Inc. in the amount of $3,485,000.00 for the Central Park West Commons—Phase I—REBID Project and authorize The Schneider Corporation,the Park Board Director, the COO and the Park Board Attorney to take all action necessary to complete the contracting process including the initiation of a letter of jntent authorizing the spending of administrative funds to be incurred during the finalization of the contra and approve the President or Vice President of the Park Board to sign a contract with the Bidder upo cct ompletion of the Park Board Attorney's review. The motion was seconded by Mr.Taylor and unanimously-p.assed 8—0. Ms. Kristunas made a motion to delegate to the Director and the COO the!authority to determine, in conjunction with the Engineer and the Owner's Representative, whether it islin the best interest of the Board and the Park Department to add or change an item or items in the contract;:with Patterson Horth, Inc. and to approve each such change order up to an amount not to exceed his purchasing and in accordance with applicable Indiana law regarding change orders, witha,report to the Park Board and a request for ratification at a subsequent Park Board meeting The,motion was seconded by Mr. Kirsh. At the request of Board President Engledow, the Park Board Attorney�reviewed Director Westermeier and COO Klitzing's spending authority of$25,000 00 The motion was unanimously passed 8—0. Consideration of Matters regarding Central Park Dog Park'=,Mark Westermeier Director Westermeier stated he had nothing. . Attorney's Report Tort Claims < Ms. Grisham reported that one;new tort claim had been filed. A nine-year old ESE Outdoor Explorers camper was injuciwhile playing with others_in thewoods located east of the dog park. A tree that was Xtio partiallyleaning fell th&rest.of the way,and pinned camper who was taken to the hospital and treated for sustained injuries. Damages in the.tort claim have'not been specified, and the incident is under investigation:,,"-, General With regard to acqus itions, Ms. Grisham stated that the Department is expecting the second appraisal for the Matilda HaverstickFamily property soon. Director's Report Director Westermeier said that•his report was included in the packet. He also stated that Reith Riley withdrew from the Monon repave project. The Department will have to go back out to bid and has notified the city that we will not do so until the legal paperwork for the detour is properly done. Discussion followed. Information Items School Board—Kathie Freed Ms. Freed announced that school started today and reminded everyone to drive safety. Page 3 Carmel/Clay Board of Parks and Recreation Tuesday,August 11, 2015 Monon Community Center Plan Commission—Joshua Kirsh Mr. Kirsh reported that the small sustainable project (along Smokey Row off of US 31) really is not sustainable. Also, recently a PUD requested an additional entrance onto Shelbourne Road; however, it was denied in order to preserve a grove of very old oak trees. Parks Foundation—Wendy Franklin Ms. Franklin stated that the Foundation will meet August 27, 2015; however, she is unable to attend. Park Board Comments/Discussion There were no comments or discussion. o Adjournment There being no further business, Mr. Kirsh made a motion to adjourn, seconded by Ms. Kristunas, and unanimously passed 8—0. The meeting was adjourned at.,6 47 p.m *xS x xt` .an Approved, Signature b. Date ,. �� Signature Date tt a� h, > Page 4 CARMEL/CLAY BOARD OF PARKS AND RECREATION PARK BOARD MEETING MINUTES Tuesday, August 11, 2015 at 6:48 p.m. Carmel Clay Parks & Recreation Monon Community Center East, Multipurpose Room A 1235 Central Park Drive East • CARMEL, IN 46032 MEMBERS IN ATTENDANCE I ,. J. Engledow, W. Franklin, K. Freed, J. Garretson, J Kirsh, J Kristunas, Rude, R. Taylor MEMBERS ABSENT R. Leirer _,44th W , OTHERS PRESENT M. Westermeier, M. Klitzing, D. Grisham ATTACHMENT ''` Exhibit A: Recommended Bylaws revisions; #�Yr °.3 Exhibit B: Michael Klitzing's suggestions regarding the Agenda and Motions �� , A special Meeting of the Carmel/Clay Board of Parks`and Recreation was convened attapproximately 6:48 p.m. on August 11, 2015 pursuant to notice. Afteria brief recess;,President Engledow opened the -vs �� , rte; �: meeting by stating its purpose which was to resume and finish its consideration of the recommended Bylaws revisions (attached as Exhibit A). He next referenced Michael Klitzing's electronically distributed suggestions regarding the contents of the Agenda and'the practice of recommended motions (attached as Exhibit B). He also°stated that given the number of changes and language that had yet to be worked out in some sections he,ands the Park Board Attorney recommended that all changes for which there had been consensus, be reflected in a document.to:be ready for the September, 2015 regular Park Board meeting and the placed onthe'October, 2015 regular meeting Agenda for final consideration to which there was.naobjectionl p3 Mr. Garretson started the discussion by supporting Mr. Klitzing's suggestions which Michael then summarized. Accordingly, the Board turned its attention to Article II and, after discussion, agreed to replace "ActionItems' with "OldiBusiness", "New Business" and "Change Orders". Once all understood �� . e��-tip that there need not be>a motions prior to discussion of New Business, giving the Park Board and the President time to consider the benefits f review by an ad hoc committee, there was consensus to retain prep d motions on the coversheets off those items, typically under Old Business or Change Orders,that the:Y`stafffbelievedc would be ready or necessary for a Park Board decision. Av Via:%, `�i` � -' Discussion progressedtoArticle V�withconsensus to (a) eliminate the Standing Committee Section of 5 2pa� nd treat the Finance committee as a stand-alone committee, similar to the treatment of the F^ Nominating Committee (b)Jagree toothe changes reflected in Section 5.4 "Membership", (c) agree to the changes n Section 5.5 "Ex Officio Members" except for the last sentence; (d) agree to the changes in Section 5.6�Compliance with Law" and (e) agree with the change in Section 6.3 "Park Board Member Per Diem". V i , Attorney Grishamstated that she would prepare a marked version of all changes and send them out for review and comment. The meeting adjourned at approximately 7:55 p.m. Signature: Date: Signature: Date: • Carmel/Clay Board of Parks and Recreation Tuesday, September 8, 2015, 6:00 p.m. Monon Community Center Members Present: James Engledow, Kathie Freed, James Garretson,Joshua Kirsh,Jenn Kristunas, Linus Rude Members Absent: Wendy Franklin, Richard Leirer, Rich Taylor Others Present: Mark Westermeier, Director; Michael Klitzing, Chief_lOperating Officer(COO); Audrey Kostrzewa, Business Services Director; Debra"Grisham, Park Board Attorney Roll Call, Call to Order& Pledge of Allegiance 414 Board President Engledow welcomed everyone to the Park Board Meeting 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 6:02 p.m. followed by the Pledge of Allegiance. ‘V s; Public Comments The following individual addressed the Park Board voicing concerns regarding the allocation of dog park gp memberships. • Ed Berbari; 14501 Quail Pointe Drive,,Carmel„Indiana 46032, Staff Reports ' ' COO Klitzing stated that some of the standard staff reports and the financial:statements were not available ` � ' �.rev S<.�, � at the time of packet assembly and will be included in,the next board packet. One item of special note included was a copy of the article fromstFe P&R magaz=ine (50th anniversary edition)that featured the 5 Department's inclusive playback troupe created by Michelle Yadon, Inclusion Supervisor. We are very proud and fortunate to have coverage in a national publication coincidently, this article appeared about the same time as our_ADA access audit and transition plan In addition:to the playback troupe mentioned in the magazine,vile are excitedkabout the coverage of Lindsay Labas as a New and Young Professional and the Department,rreceiving the Barb YKing Award. Mr. Kirsh asked about SilverSneaker membersh ps. COO Klitzing replied that the actual number of SilverSneaker memberships is 670 and;874 for Prime. The number of visits for the month was 2,777. Committee Reports There were no CommitteeGReports� ” Minutes July 28, 2015 Park Board Special Meeting Mr. Kirsh made a motion to approve the minutes, seconded by Ms. Kristunas, and passed 5—0 with 1 abstention (Mr. Rude). August 11, 2015 Park Board Meeting Mr. Kirsh made a motion to approve the minutes, seconded by Ms. Kristunas, and unanimously passed 6—0. Carmel/Clay Board of Parks and Recreation Tuesday,September 8, 2015 Monon Community Center • August 11, 2015 Park Board Special Meeting Mr. Kirsh made a motion to approve the minutes, and seconded by Ms. Kristunas. Mr. Garretson asked for a clarification on the minutes and was assured that this action item was to approve the minutes, not the bylaws. The motion was unanimously passed 6—0. Financial Reports Consolidated Financial Report for August 2015 The Consolidated Financial Report for August 2015 was not available,but'Will be in the packet for the next meeting, as well as the P&L Statements. CCPR P&L Statements for August 2015 � See note above. Claims Claim Sheet September 8,2015 Kristunas made a motion to approve the Claim Sheet,a's presented, seconded by Mr-."'''Kirsh, and unanimously passed 6—0. Clay Township Claim Sheet September 8, Ms. Kristunas made a motion to approve the Clay Township;Claim Sheet`as presented, seconded by Mr. Kirsh, and unanimously passed 6—0. O „, Monetary Gifts,Grants,:Partnerships, and Sponsorships for August 2015—Audrey Kostrzewa Ms. Kostrzewa re uested'that the Board'accept the monetary Ng ifts,g rants, p artnershi s, sponsorships, and donations received in August A motionas made by Mr. Kirsh to accept all as presented, seconded by Ms. Kristunas, andoun sly pa animoussed �w 6,�" 0Y 44(8 New Business Accessibility Audit and Transition Plan Presentation by John McGovern, RAC(Recreation Accessibility Consultants, LLC) COO Klitzing introduced John McGovern, Pr sident of Recreation Accessibility Consultants (RAC), who presented the 2015 Access Audit Report to the Park Board. Sunrise on the Monon ,Consideration of Resolution G-2015-004 regarding the donation of Real Estate— Mark Westermeier Director Westermeier spoke ab4out'the Sunrise donation where the Hinshaw family gave the Department 9.754 acres referred to as the "Park Tract." The developer, Old Town (Old Town Design Group), is donating 1.978 acres to the Department. Although unusual, the Department will allow the developer to make improvements to the Park Tract. Mr. Kirsh made a motion to waive the reading of Resolution G-2015-004 and enter it into action, seconded by Ms. Kristunas, and unanimously passed 6—0. • Page 2