Loading...
HomeMy WebLinkAbout2018-03-13-Park-Board-Meeting-MinutesCarmel/Clay Board of Parks and Recreation Tuesday, March 13, 2018,6:00 p.m. Monon Community Center Member(s) Present: Katie Browning, Wendy Franklin, James Garretson, Joshua Kirsh, Nick Plopper, Rich Taylor Member(s) Absent: James Engledow, Jenn Kristunas, Linus Rude Others Present: Mark Westermeier, Director; Michael Klitzing, Chief Operating Officer (COO Klitzing); Audrey Kostrzewa, Business Services Director; Debra Grisham, Park Board Attorney Roll Call Call to Order & Pledge of Alle lance 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 individual addressed the Park Board regarding the reserved men's lockers: • Dan Orzechowski, 3124 Windy Knoll Lane, Carmel, Indiana 46074 The following individuals addressed the Park Board regarding West Park: • Michael Stikeleather, 3476 Homestretch Drive, Carmel, Indiana 46032 • Eric Stephens, 3237 Whispering Pines Lane, Carmel, Indiana 46032 Staff Reports COO Klitzing stated that the standard staff reports were included in the Board packet. Within the staff reports were two special inclusions — an ad that was published during the recent IPRA conference featuring the new playground for Inlow Park; and the NRPA 2018 calendar featuring the Central Park West Commons playground for the month of March. Committee Report There was no report. Minutes February 13, 2018 Park Board Meeting Mr. Plopper made a motion to approve the minutes as presented, seconded by Mr. Kirsh, and unanimously passed 6 — 0. Financial Reports Consolidated Financial Report for January 2018 Mr. Plopper made a motion to acknowledge receipt of the Consolidated Financial Report for January 2018, seconded by Ms. Franklin, and unanimously passed 6-0. CCPR P&L Statements for February 2018 Mr. Plopper made a motion to acknowledge receipt of the P&L Statements for February 2018, seconded by Mr. Kirsh. Board President Taylor asked about the General Insurance posted in the 109 Fund. COO Klitzing replied that the insurance payments differed from year to year due to timing of the invoices. Board President Taylor called for the vote and the motion was unanimously passed 6 — 0. Carmel/Clay Board of Parks and Recreation Tuesday, March 13, 2018 Monon Community Center Claims Claim Sheet March 13, 2018 Mr. Plopper made a motion to approve the Claim Sheet as presented, seconded by Mr. Kirsh, and unanimously passed 6 — 0. Clay Township Claim Sheet March 13, 2018 Mr. Plopper made a motion to approve the Clay Township Claim Sheet as presented, seconded by Mr. Kirsh, and unanimously passed 6 — 0. Monetary Gifts, Grants, Partnerships, and Sponsorships for February 2018 —Audrey Kostrzewa Ms. Kostrzewa requested that the Board accept the following sponsorships: $500 from E-gineering, LLC for the Winter Formal, an inclusion program; $500 from VCA Inc. — VCA Animal Hospitals for the Central Bark Park; and $614 from The Goddard School for the Barrier -Free Theater, another inclusion program. A motion was made by Mr. Kirsh to accept the sponsorships as presented, seconded by Mr. Plopper. Board President Taylor stated that the Department has been recognized nationally for its improv group and other inclusion programs. He commended staff and thanked the organizations for supporting these programs. Board President Taylor called for the vote and the motion was unanimously passed 6 — 0. Maw Riminacc Consideration of Bids for the West Park — The Groves Rebid Project — Michael Klitzing COO Klitzing recapped the project, presented new information relative to the rebid, and recommended that the Board award the contract to Gibraltar. Discussion followed. Mr. Plopper made a motion to accept the Base Bid and Alternate #3 from and award a contract to Gibraltar Construction Corp. in the amount of $5,558,500 for the West Park —The Groves Rebid Project and authorize the Architect/Engineer, the Director, the COO and the Park Board Attorney to take all action necessary to complete the contracting process including the initiation of a limited notice to proceed with shop drawings for and /or order of long lead time items, authorizing the expenditure of funds, not to exceed $25,000 unless otherwise considered reasonable and appropriate by the Architect/Engineer, Director and/or COO and the Park Board President, to be incurred during the finalization of the contract, and authorize the Director or COO to sign a contract with the Bidder upon completion of the Park Board Attorney's review. The motion was seconded by Mr. Kirsh and unanimously passed 6 — 0. Mr. Plopper made a motion to delegate to the Director and the COO the authority to determine, in conjunction with the Architect/Engineer, whether it is in the best interest of the Board and the Department to add or change an item or items in the contract with Gibraltar Construction and to approve each such change order up to an amount not to exceed his purchasing authority and in accordance with applicable Indiana law regarding change orders with a report to and ratification by the Park Board at a subsequent Park Board meeting. The motion was seconded by Ms. Browning and unanimously passed 6 —0. Consideration to Purchase Security Cameras — Kurtis Baumgartner Mr. Baumgartner spoke briefly about the need to install permanent cameras to maintain the necessary security at the Monon Community Center. He provided background information regarding the current temporary cameras and the desire to install permanent cameras that can be integrated into the digital video recording system. A brief discussion followed. Page 2 Carmel/Clay Board of Parks and Recreation Tuesday, March 13, 2018 Monon Community Center Mr. Kirsh made a motion to authorize the purchase of replacement security cameras at the Monon Community Center through Presidio in the amount of $39,697.48 using special purchasing provisions permitted by Indiana Code Sections 5-22-10-5 and 8, seconded by Ms. Browning, and unanimously passed 6 — 0. Consideration of Quotes to Purchase Vehicles — Michael Klitzing COO Klitzing stated that Park Maintenance has three UTVs that are at their end of life. The Department is continuing to 'right size' its fleet, using the best size vehicle for the job. The recommendation is to replace three UTVs with two new Kubotas. Discussion followed. Mr. Garretson made a motion to accept the quote from MacAllister CAT and authorize the Chief Operating Officer to execute a purchase order in the amount of $27,912 to purchase the identified Kubota UTVs, seconded by Ms. Browning, and unanimously passed 6-0. Consideration of Engagement of Willow Marketing Management, Inc. for Development of New Website — Michael Klitzing COO Klitzing stated that the Department's current website uses older technology and is not easy to navigate. Staff requested proposals from several vendors and ultimately selected Willow Marketing as the best vendor for phase one. This is the first of many phases in developing an appropriate website. Discussion followed. Mr. Kirsh made a motion to authorize the Director or Chief Operating Officer to engage with Willow Marketing Management, Inc. for the conceptual development of a new Department Website for an amount not to exceed $40,660. Mr. Kirsh further moved to authorize the Director or Chief Operating Officer to approve additional website -related services with this vendor, should it be warranted, up to their purchasing limit, seconded by Ms. Browning, and unanimously passed 6-0. Consideration of Quote to Refurbish Rotary Plaza Fountain — Michael Klitzing COO Klitzing provided history of the Rotary Plaza Fountain. The fountain is a highly visible feature next to the Monon Greenway, and it did not work at all last year. Staff worked diligently to identify a solution, and it was decided that the fountain must be refurbished. Quotes were solicited from four contractors, but only received one. Discussion followed. Mr. Kirsh made a motion to accept the quote from Ellis Mechanical & Electrical and authorize the Chief Operating Officer to execute a purchase order in the amount of $58,000 to refurbish the Rotary Plaza Fountain, seconded by Mr. Plopper, and unanimously passed 6-0. Old Business Consideration of Bids for the Monon Trail Rehabilitation — Phase I Project — Mark Westermeier Director Westermeier provided an overview of the project. Three bids were received with a substantial difference between the lowest and highest bids. Due diligence was made to insure that the lowest bidder was qualified to do the work with the right equipment. The Department is working with David Littlejohn of the City of Carmel on the necessary detours. Director Westermeier said the goal is to finish as quickly as possible, however, some areas of work are weather dependent. It is hoped to have the project completed before school breaks for the summer. A lengthy discussion followed. Page 3 Carmel/Clay Board of Parks and Recreation Tuesday, March 13, 2018 Monon Community Center Ms. Browning made a motion to accept the bid from, and award a contract to, JKES Inc. (doing business as Smith Projects), in the amount of $249,999 for the Monon Trail Rehabilitation — Phase I Project and authorize the Architect/Engineer, the Director, the COO, and the Park Board Attorney to take all action necessary to complete the contracting process and authorize the Director or COO to sign a contract with the Bidder upon completion of the Park Board Attorney's review. The motion was seconded by Mr. Kirsh and unanimously passed 6 — 0. Ms. Browning made a motion to delegate to the Director and the COO the authority to determine, in conjunction with the Architect/Engineer, whether it is in the best interest of the Board and the Department to add or change an item or items in the contract with JKES Inc. and to approve each such change order up to an amount not to exceed his purchasing authority and in accordance with applicable Indiana law regarding change orders with a report to and ratification by the Park Board at a subsequent Park Board meeting. The motion was seconded by Mr. Plopper and unanimously passed 6 — 0. Ratification of Change Orders for the Monon Community Center Entrance and Fitness Expansion Project — Michael Klitzing COO Klitzing provided an overview of the necessary change orders that occurred throughout the project for a variety of reasons. The total amount of the original contract with Boyle Construction Management, Inc. did not change as the change orders were deducted from the general allowance. Discussion followed. Ms. Browning made a motion to ratify the change orders for the Monon Community Center Entrance and Fitness Expansion Project in the amount of $28,404.73, seconded by Mr. Kirsh, and unanimously passed 6 — 0. Attorney's Report Ms. Grisham stated that there were no new claims to report other than a young child who slipped at West Commons (splash pad). She will be reviewing the new legislative changes and present a summary to the Board at a later date. Director's Report Director Westermeier stated that his report was included in the Board packet. Director Westermeier addressed Mr. Garretson's previous inquiry regarding solar energy. He discussed this with the architects who said the (MCC) roof construction would not support solar panels due to its rubber membrane. Ms. Browning asked about the Inlow Park Playground project. COO Klitzing stated that demolition is anticipated to start in July with completion by the end of September. Information Items Plan Commission: Mr. Kirsh advised that the Gramercy property is on its way to the City Council. One property (Copperleaf) received an unfavorable recommendation out of subcommittee. Mr. Garretson questioned the density of Gramercy. Discussion followed. School Board: Ms. Browning announced that Ben Johnson, ESE Director, spoke at the School Board's February meeting as part of the District Spotlight on Excellence. The ESE update was well received, and the School Board is very happy with its positive relationship with the Department. Page 4 Carmel/Clay Board of Parks and Recreation Tuesday, March 13, 2018 Monon Community Center Parks Foundation: There was no report. Park Board Comments / Discussion Mr. Garretson asked about access to the Monon Community Center with the closing of 111th Street from Westfield Boulevard and the Monon Trail. Director Westermeier assured Mr. Garretson that the public can still access both MCC East and West. Mr. Kirsh said the closing is due to a culvert. Discussion followed. Mr. Plopper stated that he appreciated the wealth of knowledge in the room including history of fountains, culverts, roundabouts, schools, library, arts, etc. Adiournment There being no further business, a motion was made by Mr. Kirsh, seconded by Mr. Garretson, and unanimously passed 6 — 0 to adjourn the meeting at 7:31 p.m. Approved, Sign ure Signature Date Date Page 5