2018-05-07-Special-Park-Board-Meeting-MinutesCarmel/Clay Board of Parks and Recreation
Special Park Board Meeting
Monday, May 7,2018,5:00 p.m.
Monon Community Center
Member(s) Present: James Engledow, James Garretson, Jenn Kristunas, Nick Plopper, Linus Rude,
Rich Taylor
Member(s) Absent: Katie Browning, Wendy Franklin, Joshua Kirsh
Others Present: Mark Westermeier, Director; Kurtis Baumgartner, Monon Community Center Director;
Debra Grisham, Park Board Attorney
Roll Call & Call to Order
Board President Taylor requested Mr. Plopper to call the roll. Mr. Plopper stated that there was a quorum, at
which time Board President Taylor called the meeting to order.
Consideration of Resolution G-2018-001 regarding the Monon Community Center Entrance and Fitness
Expansion Project — Mark Westermeier
Director Westermeier stated that the resolution contained specific information on the project and provided
the necessary justification to move forward with the final payment to Boyle Construction Management, Inc.
Director Westermeier added that the contractor kept the project moving and completed all in a timely manner
despite delayed deliveries due to various factors, e.g., hurricanes, wildfires, etc.
Mr. Garretson made a motion to waive the reading of Resolution G-2018-001 and enter it into action,
seconded by Ms. Kristunas, and unanimously passed 6-0. Mr. Garretson made a motion to approve
Resolution G-2018-001, seconded by Mr. Rude, and unanimously passed 6 —0.
Claims — Jenn Kristunas
Claim Sheet May 7, 2018
Ms. Kristunas made a motion to approve the Claim Sheet as presented, seconded by Mr. Engledow.
Mr. Garretson asked how staff planned to reduce the electricity costs at the Monon Community Center.
Director Westermeier and Mr. Baumgartner spoke about the recent purchase of LED bulbs and projected cost
savings.
Mr. Garretson asked about Paperless Business Systems. Staff explained that this was a subscription payment
for eRequester, the Department's centralized purchasing software.
Mr. Garretson inquired about Tai Chi, at which Mr. Baumgartner gave a brief description of the fitness class
and its popularity at the Monon Community Center.
Board President Taylor called for the vote and the motion was unanimously passed 6 — 0.
Clay Township Claim Sheet May 10, 2018
Ms. Kristunas made a motion to approve the Clay Township Claim Sheet as presented, seconded by
Mr. Rude, and unanimously passed 6 — 0.
Carmel/Clay Board of Parks and Recreation
Special Park Board Meeting
Monday, May 7, 2018
Monon Community Center
Consideration of Change Order No.1 for West Park—The Groves Rebid Project— Mark Westermeier
Director
Director Westermeier referred to the coversheet and explained the unsuitable soils at West Park due to
various levels of top soil above the unexpected excessive wetness of the underlying clay soils, which require
stabilization under the paved areas and the building pad. He then described the various methods of soil
stabilization. Director Westermeier described the method by which Change Order No. 1 operates as a
master change order for authority to spend an amount not to exceed $299,996. As work progresses,
individual change orders will be submitted with the actual costs to stabilize various locations and billed at
the contractual unit costs. Discussion followed.
Mr. Engledow made a motion to accept the Architect/Engineer's opinion that the extent of the wet
condition of the soil at the Project Site in the area of the roadways, building pad and parking lot is not
reasonably foreseeable and accordingly find that the additional work identified to be accomplished at the
contracted unit prices for a total estimated Contract Price increase not to exceed $299,996 pursuant to
Change Order No. 1, as presented, is not reasonably foreseeable. The motion was seconded by
Ms. Kristunas and the vote was unanimously passed 6 — 0.
Mr. Engledow made a motion to approve Change Order No. 1 for West Park—The Groves Rebid Project as
presented, seconded by Mr. Plopper, and unanimously passed 6-0.
Conflict of Interest Disclosure — Debra Grisham
Ms. Grisham read the Conflict of Interest Disclosure Statement submitted by Ms. Franklin. There was no
discussion.
Mr. Garretson made a motion to accept the Annual Conflict of Interest Disclosure Statement submitted by
Wendy Franklin regarding her financial interest in contracts between Integrity Automation, Inc. and the
Carmel/Clay Board of Parks and Recreation and between Conserv, Inc. and the Carmel/Clay Board of Parks
and Recreation, seconded by Ms. Kristunas, and unanimously passed 6 — 0.
Adiournment
There being no further business, a motion was made by Mr. Garretson, seconded by Ms. Kristunas, and
unanimously passed 6 — 0 to adjourn the meeting at 5:35 p.m.
Approved,
Signature
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