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2018-02-13-Park-Board-Meeting-MinutesCarmel/Clay Board of Parks and Recreation Tuesday, February 13, 2018, 6:00 p.m. Monon Community Center Member(s) Present: James Engledow, James Garretson, Joshua Kirsh, Jenn Kristunas, Nick Plopper, Linus Rude, Rich Taylor Member(s) Absent: Katie Browning, Wendy Franklin Others Present: Michael Klitzing, Chief Operating Officer (COO Klitzing); Audrey Kostrzewa, Business Services Director; Kurtis Baumgartner, Monon Community Center (MCC) Director; Debra Grisham, Park Board Attorney Roll Call, Call to Order & Pledge of Allegiance Board President Taylor welcomed everyone to the Park Board Meeting and asked Mr. Plopper to call the roll. After Mr. Plopper stated there was a quorum, Board President Taylor called the meeting to order at 6:03 p.m. followed by the Pledge of Allegiance. Public Comments The following individuals addressed the Park Board regarding West Park: • Eric Stephens, 3237 Whispering Pines Lane, Carmel, Indiana 46032 • Mike Gould, 3249 Whispering Pines Lane, Carmel, Indiana 46032 • Michael Stikeleather, 3476 Homestretch Drive, Carmel, Indiana 46032 • Hongmei Liang, 3177 Whispering Pines Lane, Carmel, Indiana 46032 Staff Reports COO Klitzing stated that the standard staff reports were included in the Board packet. Committee Report Board President Taylor announced his appointments to the Finance Committee as follows: Mr. Engledow, Ms. Kristunas, and Mr. Garretson. Ms. Kristunas said that she would like to keep the same schedule as in the past for Finance Committee meetings to be held on the third Tuesday of each month at 6:00 p.m. in the Administrative Offices. COO Klitzing stated that the next meeting will be in April or May. Minutes January 9, 2018 Annual and Regular Park Board Meeting Mr. Plopper made a motion to approve the minutes as presented, seconded by Mr. Kirsh, and unanimously passed 7 — 0. January 30, 2018 Special Park Board Meeting Mr. Plopper made a motion to approve the minutes as presented, seconded by Mr. Kirsh, and unanimously passed 7 — 0. Financial Reports Consolidated Financial Report for December 2017 Ms. Kristunas made a motion to acknowledge receipt of the Consolidated Financial Report for December 2017, seconded by Mr. Kirsh, Carmel/Clay Board of Parks and Recreation Tuesday, February 13, 2018 Monon Community Center Mr. Engledow stated he was happy to see the three revenue generating (ESE, MCC, and Rec Facilities) non - tax portions were all over cost recovery. COO Klitzing added that as a Department, we finished the year at 84% cost recovery, which exceeds the 80% mandate. Board President Taylor pointed out that later in the meeting, the Board will hear staff's recommendation to reduce electricity costs. Board President Taylor called for the vote and the motion was unanimously passed 7 — 0. CCPR P&L Statements for January 2018 Ms. Kristunas made a motion to acknowledge receipt of the P&L Statements for January 2018, seconded by Mr. Kirsh and unanimously passed 7-0. Claims Claim Sheet February 13, 2018 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 February 13, 2018 Ms. Kristunas made a motion to approve the Clay Township Claim Sheet as presented, seconded by Mr. Engledow, and unanimously passed 7 —0. Monetary Gifts, Grants, Partnerships, and Sponsorships for January 2018 — Audrey Kostrzewa Ms. Kostrzewa requested that the Board accept a $150 sponsorship from Hi Ho Vacations (Christopher & Laura Meisner) for the Frozen Celebration. A motion was made by Mr. Kirsh to accept the sponsorship as presented, seconded by Ms. Kristunas, and unanimously passed 7-0. New Business Consideration to Purchase Replacement VGBA Drain Covers for Indoor and Outdoor Pools — Kurtis Baumgartner Mr. Baumgartner provided an overview of the Virginia Graeme Baker Pool & Spa Safety Act (VGBA) and requested that the Board approve the purchase of new pool drain covers. Discussion followed. Ms. Kristunas made a motion to authorize the purchase of replacement VGBA compliant drain covers for the indoor and outdoor pools from Spear Corporation in the amount of $28,327.50 using special purchasing provisions permitted by Indiana Code Sections 5-22-10-5, seconded by Mr. Kirsh, and unanimously passed 7-0. Consideration to Purchase LED Lighting for the Monon Community Center — Kurtis Baumgartner Mr. Baumgartner stated that energy consumption for the MCC is growing to an all-time high. In 2017, we experienced a 7% increase in total electrical costs. One way to cut cost is to invest in technology. Light Emitting Diodes, also know as LEDs, are an example of one technology that has evolved over the last several years. Benefits include reduced power consumption, increased life of bulbs, and decreased maintenance cost. Staff requested the assistance of Telamon to design and retrofit specific areas resulting in a proposed significant cost savings. Page 2 Carmel/Clay Board of Parks and Recreation Tuesday, February 13, 2018 Monon Community Center Mr. Garretson asked if the Department has researched solar panels or geothermal. COO Klitzing gave background information. Bruce Breedon, Vice President of Energy for the last five years at Telamon, provided further insight on solar energy and presented additional information on the proposed LEDs. Mr. Breedon said he was not able to answer Mr. Garretson's questions on geothermal. Discussion followed. Mr. Kirsh made a motion to authorize the purchase of LEDs for the Monon Community Center from Telamon in the amount of $152,064.60 using special purchasing provisions permitted by Indiana Code Section 5-22- 10-5, seconded by Ms. Kristunas, and unanimously passed 7 — 0. Consideration to Purchase Replacement Furniture for the Monon Community Center — Kurtis Baumgartner Mr. Baumgartner stated that the proposed furniture was included in the MCC Entrance and Fitness Expansion Project. Ms. Kristunas asked about the renderings at which Mr. Baumgartner replied that these were to provide a broad overview of the look and feel of the proposed furniture. Discussion followed. Mr. Kirsh made a motion to authorize the purchase of replacement furniture for the MCC General Lounge Spaces from Business Furniture in the amount of $122,047.24 using special purchasing provisions permitted by Indiana Code Sections 5-22-10-5, seconded by Mr. Engledow, and unanimously passed 7 — 0. Consideration of Resolution B-2018-001 Amending Established Salaries and Wages for 2018 — Michael Klitzing COO Klitzing stated this resolution reflects proposed title changes of two positions. As a standard, when the Department has vacant positions, staff completes a comprehensive review to determine if the positions are meeting the needs of the Department. At this time, staff recommends changing the titles of two positions that were previously approved by the Park Board. Park Ranger -Interpretation position has been retitled as Natural Resources Coordinator and the position of Planning and Asset Manager changed to Talent Acquisition Manager. Ms. Kristunas made a motion to waive the reading of Resolution B-2018-001 and enter it into action, seconded by Mr. Rude, and unanimously passed 7-0. Ms. Kristunas made a motion to approve Resolution B-2018-001, seconded by Mr. Rude, and unanimously passed 7 — 0. Before and After School Software — Michael Klitzing COO Klitzing explained the Department's use of Active Network and provided detailed information on the need to change certain functions required for the administration of the Before and After School program. Discussion followed. Amendment to Agreement with Active Network, LLC Mr. Kirsh made a motion to authorize the Director or Chief Operating Officer, upon the review and consent of the Park Board Attorney, to execute an amendment to the agreement with Active Network, LLC releasing the before and after school program to use an alternative software provider, seconded by Ms. Kristunas, and unanimously passed 7 — 0. Agreement with GTSoft, Inc. Mr. Kirsh made a motion to authorize the Director or Chief Operation Officer, upon the review and consent of the Park Board Attorney, to execute an agreement with GTSoft, Inc. for use of EZChildTrack software for the before and after school program, seconded by Ms. Kristunas, and unanimously passed 7 — 0. Page 3 Carmel/Clay Board of Parks and Recreation Tuesday, February 13, 2018 Monon Community Center Consideration of Professional Services Agreement with PROS Consulting, Inc. for Development of the Comprehensive Master Plan — Michael Klitzing COO Klitzing spoke about the 5 -year Comprehensive Master Plan required by the Indiana Department of Natural Resources. The Department's current Master Plan expires in 2019. Generally, it takes one to one and a half years to update a comprehensive master plan, therefore, it is imperative to start on the new master plan now and finalize it before the current one expires. The Department plans to develop an overarching plan to encompass several components including the Master Plan, Strategic Funding Plan, Capital Asset Management Plan, the Park and Recreation Impact Fee Update that includes the requirement Zone Improvement Plan that must be updated every five years, and the Westside Community Center Feasibility Study (if warranted). Mr. Kirsh made a motion to authorize the Director or Chief Operating Officer, upon the review and consent of the Park Board Attorney, to execute a professional services agreement with PROS Consulting, Inc, in an amount not to exceed $333,230.00 for development of the comprehensive master plan, and seconded by Mr. Plopper. And unanimously passed 7 — 0. Old Business Consideration of Bids for the West Park — The Groves Project — Michael Klitzing COO Klitzing summarized the project and referenced the cover sheet in the Board packet and the revised information emailed to the Park Board Members. Since all bids came in above the cost projection for this project, staff recommends that all bids be rejected. In an effort to keep the project moving to accommodate future needs to accommodate summer camps, staff also recommends that the Board authorize staff to work with the design team to identify cost savings and rebid the project in time for a bid award at its meeting on March 13, 2018. A lengthy discussion followed. Mr. Engledow made a motion to reject all bids for the West Park - The Groves Project and authorize the Director, the Chief Operating Officer (the "COO"), the Architect and the Park Board Attorney to take all steps necessary and appropriate to identify cost savings and accordingly, revise the bid documents with which to rebid the Project, preferably in time to award a Bid at the March 13, 2018 Park Board meeting, seconded by Mr. Kirsh, and unanimously passed 7-0. Mr. Engledow made a motion to authorize the Director and/or the COO to execute an amendment to the Professional Services Agreement with SmithGroupllR, the Architect for the Project, to reflect reasonable additional compensation for the review and revision of the Project's bid documents, and only if such additional compensation exceeds the purchasing authority of each at $25,000, to obtain the Park Board President's consent and to request a ratification of the actual amount at a subsequent Park Board Meeting, seconded by Mr. Rude, and passed 6 —1 (Mr. Engledow opposed). Mr. Kirsh left the meeting at 7:40 p.m. Consideration to Repair Domestic Water Lines at the Monon Community Center — Kurtis Baumgartner Mr. Baumgartner spoke about the water leaks at the Monon Community Center over the last couple of years. The Department worked with an engineering firm to assess the leaks, submit detailed schematics, and recommend appropriate action. After further testing, it was determined that the recirculating pumps were oversized, thus, creating excessive water velocity and damaging the hot water recirculation lines. Discussion followed. Page 4 Carmel/Clay Board of Parks and Recreation Tuesday, February 13, 2018 Monon Community Center Mr. Plopper made a motion to accept the quote from Ellis Mechanical for services at the Monon Community Center and authorize the Chief Operating Officer to execute a purchase order in the amount of $58,500 for the necessary repairs to the domestic water lines, seconded by Mr. Engledow, and unanimously passed 6 — 0. Director's Re ort COO Klitzing stated that the Director's Report was included in the Park Board packet. At this time, Ms. Kristunas made a motion to add the Attorney's Report to the agenda, seconded by Mr. Garretson, and unanimously passed 6 — 0. Attorney's Report Ms. Grisham stated that there were no tort claims filed since her last report. With regard to the Webb appeal, all of the briefs except the responsive brief from the appellant have been filed, which is due mid- February. Hopefully, within six months thereafter, we will have a resolution. Information Items Parks Foundation: Board President Taylor requested that COO Klitzing advise the Foundation that Mr. Rude is the Board's liaison. Park Board Comments / Discussion Mr. Garretson spoke about the West Park project and the individuals who addressed the Board earlier in the meeting. Board President Taylor said there had been public input and information could be found on the Department's website, www.yourwestpark.com. Mr. Rude asked about the dog park waiting list. Mr. Baumgartner answered that there are 300 dogs on the waitlist. The Department is currently expanding the dog park by about .9 acres and once completed, the entire waitlist should be eliminated. The expansion is expected to be completed within the next two months. The current dog park membership is 400. Mr. Garretson asked how often the Department has had to check any dog feces. Mr. Baumgartner said testing has been less than 10 times. Adournment There being no further business, a motion was made by Mr. Engledow, seconded by Mr. Rude, and without objection, Board President Taylor adjourned the meeting at 7:54 p.m. Approved, _ 3 i Z3 Signature Date Signature Date Page 5