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HomeMy WebLinkAboutCCPR-11-10-15 Carmel/Clay Board of Parks and Recreation Tuesday, November 10, 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 1. Roll Call 2. Call to Order&Pledge of Allegiance 3. Public Comments 4. Staff Reports 5. Committee Reports 6. Minutes—Joshua Kirsh a. October 13, 2015 Park Board Meeting 7. Financial Reports—Jenn Kristunas a. Consolidated Financial Report for September 2015 b. CCPR P&L Statements for October 2015 S 8. Claims—Jenn Kristunas a. Claim Sheet November 10, 2015 b. Clay Township Claim Sheet November 10, 2015 9. Monetary Gifts,Grants, Partnerships, and Sponsorships for October 2015-Audrey Kostrzewa 10. New Business 11. Old Business a. Accessibility Audit and Transition Plan: Consideration of Resolution G-2015-006 Adopting the 2015 ADA Access Audit and Transition Plan—Michael Klitzing b. Central Park West Commons—Mark Westermeier i. Updates ii. Change Order 12. Attorney's Report 13. Director's Report 14. Information Items 15. Park Board Comments/Discussion 16. Adjournment 0 • October 28 I contacted Green Touch Services on reminding them for a cost proposal to replace one dead Serviceberry shrub along the Founders Park playground entry way. • October 30 Michael Allen and I met Michael Krosschell, Founders Park Design Architect, to inspect the Founders Park poured in place surface. I decided to wait unit Spring 2016 for a permanent repair of the poured place surface and to contact the Central Park West playground contractor for a cost repair proposal for Founders Park. Hagan-Burke Trail • October 20 Delello & Sons removed the trail section exposed tree roots,saw cut and removed the existing asphalt trail surface, and installed approximately 40 lineal feet of new 3"asphalt binder and 1" asphalt top asphalt coat to the Hagan-Burke trail section east of Rangeline Road. • October 22 I inspected the Hagan-Burke Trail asphalt repair completed by Delello &Sons. Lawrence W. Inlow Park • October 26 I inspected Inlow park playground areas. Lenape Trace Park • October 9 I installed three temporary trail closed signs at Lenape Trace Park for F.E. Harding to perform trail crack sealing repairs on October 12tH • October 13 inspected Lenape Trace Park trail crack sealing done by F.E. Harding. I contacted F.E. Harding to return to do additional trail crack sealing at no additional cost to a few more trail cracked areas. F.E. Harding who had already performed more than the required 1500 lineal crack sealing repairs agreed to do the additional minor crack sealing repairs. • October 22 I re-inspected the Lenape Trace Park additional trail crack sealing repairs by F.E. Harding. The trail condition is much improved. Meadowlark Park • October 27 I inspected the Meadowlark Park trails. Monon Greenway • October 6 in-house removal of a fallen tree on the Monon Greenway near the%2 mile marker. • October 19 Natalie Burris of Green Touch Services informed me of the possible need to replace three Redbud Trees that were planted with a twelve month maintenance plan in 2015. The trees are located on the Monon Greenway near Aqueduct Way. Will check the trees in spring of 2016 and re-plant if needed. • October 22/23 winterized the drinking fountains at the Monon Depot,South Trailhead, and North Trailhead. Park Maintenance Office • October 2"d was Shawn Hart's, full-time Park Maintenance employee, last day. October 7 to October 12 Michael Allen and I interviewed six candidates to fill the position opening. We selected an excellent candidate that has both knowledge and trade skills in fleet mechanics,concrete work and grinding and ttt basic knowledge of plumbing and electrical trade skills. Prairie Meadow Park • October 12 I inspected Prairie Meadow Park. River Heritage Park • October 27 I inspected River Heritage Park restrooms and pavilion. West Park • October 6 Michael Allen and I inspected West Park restroom plumbing chase floor drain that Roby's Plumbing recently performed a warranty drain auger repair to free the drain line of line debris. The plumbing chase floor drain line had no standing water and room was dry. • October 6 installed three temporary trail closed signs for F.E. Harding trail crack sealing on October 7 and Stn • October 8 I removed the West Park temporary trail closed signs and inspected the crack repairs done by F.E. Harding. 0 Carmel/Clay Board of Parks and Recreation Tuesday, November 10, 2015,6:00 p.m. Monon Community Center Members Present: James Engledow, Wendy Franklin, Kathie Freed,James Garretson,Joshua Kirsh, Jenn Kristunas, Linus Rude (arrived at 6:03 p.m.) Members Absent: Richard Leirer, Rich Taylor 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 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. Staff Reports COO Klitzing stated that the standard staff reports were included in the Board packet. Committee Reports Ms. Kristunas announ`ced.that the Finance Committee will meet as scheduled on Monday, November 16, 2015, at 6 p.m. at the Administrative'Offices. Mr. Garretson asked'if the Personnel Committee will meet before the end of the year regarding the Director's `salary. Ms. Kristunas answered that this was addressed by the Finance Committee, and COO Klitzin'g,concurred. Discussion followed. Board President Engledow announced that Ms. Kristunas, Mr. Garretson, and Mr. Kirsh will serve on the Nominating Committee. After a brief discussion, Ms. Kristunas was selected as Chairperson. Minutes October 13, 2015 Park Board Meeting Mr. Kirsh made a motion to approve the minutes, seconded by Ms. Kristunas, and unanimously passed 7-0. Financial Reports Consolidated Financial Report for September 2015 Ms. Kristunas made a motion to acknowledge receipt of the Consolidated Financial Report for September 2015, seconded by Mr. Kirsh, and unanimously passed 7—0. Carmel/Clay Board of Parks and Recreation Tuesday, November 10,2015 Monon Community Center CCPR P&L Statements for October 2015 Ms. Kristunas made a motion to acknowledge receipt of the CCPR P&L Statements for October 2015, seconded by Mr. Kirsh, and unanimously passed 7—0. Claims Claim Sheet November 10, 2015 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 10, 2015 Ms. Kristunas made a motion to approve the Clay Township;ClaimSheet as presented, seconded by Mr. Kirsh, and unanimously passed 7—0. Monetary Gifts, Grants, Partnerships, and Sponsorships for October 2015 Audrey Kostrzewa Ms. Kostrzewa requested that the Board accept the monetary gifts, grants, partnerships, and sponsorships received in October. A motion was made by Mr. Kirsh to accept all aspresented, seconded by Ms. Kristunas. Board President Engledow requested'a:year-to-date summary of Kona Ice, and Mr. Kirsh asked how that equates to the number of scholarships The'motion was unanimously passed 7—0. New Business There was no new business. Old Business Accessibility Audit and Transition Plan: Consideration of Resolution G-2015-006 Adopting the 2015 ADA Access Audit and Transition Plan-Michael Klitzing COO Klitzing explained that this Resolution will formally adopt the 2015 ADA Access Audit and Transition Plan. He further explained the.10year Plan,its content and how the Department will address the listed deficiencies with'an estimated costof$625,0000 in remedies. Mr. Kirsh made a motion to=waive reading of Resolution G-2015-006 and enter it into action, seconded by Ms. Kristunas. A lengthy discussion followed. COO Klitzing said that he would forward documentation pertaining to the schools to"its administration. The motion was then unanimously passed 7—0. Mr. Kirsh made a motion to approve Resolution G-2015, 006, seconded by Mr. Garretson. The question was raised if the $625,000 included school improvements. COO Klitzing said this cost estimated is specific to Carmel Clay Parkland Recreation. Discussion followed. Ms. Freed stated that there are federal and state laws requiring schools to have certain areas available (handicapped accessible), and this report will provide additional feedback to possibly serve the community better. The motion was unanimously passed 7—0. Mr. Garretson expressed that it is important to note to the public that the cost of public buildings, including schools and parks, has accelerated tremendously due to these ADA requirements. Page 2 Carmel/Clay Board of Parks and Recreation Tuesday, November 10, 2015 Monon Community Center Central Park West Commons—Mark Westermeier Updates Director Westermeier announced that construction has gone exceedingly well due to weather. Change Order Director Westermeier provided a lengthy overview of the project including, but not limited to, infrastructure, overall water usage from an onsite well versus tapping into the city waterline, installing the spray park now instead of later, cost savings, etc. A lengthy discussion followed. Mr. Kirsh made a motion to increase the General Allowance to $375,000 and authorize the Park Board President to execute Change Orders for the use thereof as recommended by the Engineer and the Owner's Representative and agreed to by the Director and the Park Board President for costs associated with the onsite well substitution including but not limited to changes to therestroom building and the subsurface infrastructure that impacts the restroom facility,the water fountains and the spray pad with a report to the Park Board and request for ratification of the same. The motion'was seconded by Ms. Kristunas and unanimously passed 7-0. Attorney's Report Ms. Grisham reported that no new tort claims,have been filed. Other work items include Sunrise on the Monon documentation and day-to-day form review. Director's Report There was no report at this time.` Information Items • Ms. Franklin said that the Parks Foundation will meet on Thursday, but she is unable to attend. Plan Commission Mr. Kirsh said that the fundamental argument about PUDs has carried on He spoke to several individuals regarding the number of apartments being built and asked Mike Hollibaugh (Director of Community Services) to speak\to=the Park Board. Park Board Comments/Discussion' Mr. Garretson inquired about thefdog park. Director Westermeier said it is too early to adjust membership numbers;..but the turf is holding up at this time The backlog on requested memberships is 175 to 225. A lengthy di`scussi'on followed. Director Westermeier announced that the Department has met the last two days with a team assembled by Steve Wolter, Director of Eppley Institute, on a capital asset management plan. The team met with staff and visited several parks to start collecting data which will fit into our master plan of long- term funding. COO Klitzing clarified that Eppley Institute is the Eppley Institute for Parks and Public Lands, and it is a research unit based out of Indiana University so it is part of IU. Mr. Kirsh asked about the possibility of using the berm (in Central Park) for sledding. Director Westermeier said it is not to be used in that manner. Page 3 Carmel/Clay Board of Parks and Recreation Tuesday, November 10, 2015 Monon Community Center 11) Mr. Rude asked if any dog park refunds had been requested. Director Westermeier said no. In fact, there has not been one incident where staff has had to clean up after a dog in the dog park in three months. Board President Engledow reminded everyone to thank a veteran on Veterans Day. Adjournment There being no further business, Mr. Kirsh made a motion to adjourn, seconded by Ms. Kristunas, and unanimously passed 7—0. The meeting was adjourned at 7:04 p.m. Approved, Signature Date Signature Date Page 4