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HomeMy WebLinkAbout2018-11-13-Park-Board-Meeting-MinutesCarmel/Clay Board of Parks and Recreation Tuesday, November 13, 2018, 6:00 p.m. Monon Community Center Member(s) Present: Katie Browning, Wendy Franklin, James Garretson, Joshua Kirsh, Jenn Kristunas, Nick Plopper, Linus Rude, Rich Taylor Member(s) Absent: James Engledow Others Present: Mark Westermeier, Director; Michael Klitzing, Chief Operating Officer (C00); Kurtis Baumgartner, Assistant Director; Audrey Kostrzewa, Business Services 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 There were no public comments. Presentation: Comprehensive Master Plan/Asset Manaeement — SmithGroupJJR & Williams Architects C00 Klitzing introduced Gregg Calpino of SmithGroupJJR and Frank Parisi of Williams Architects. Mr. Calpino and Mr. Parisi presented an overview of the capital asset management plan that will be incorporated into the 5 -year parks and recreation master plan. COO Klitzing said he would send copies of the presentation to Board Members. Discussion followed. COO Klitzing announced that there will be a joint meeting with the fiscal bodies after the holidays and anticipates adoption of the master plan in or around April. Staff Reports C00 Klitzing said the quarterly contract summary log was included within staff reports. Board Members should review for any possible conflict of interest. C00 Klitzing spoke about the department's wonderful relationship with University High School. Attached to the Park Maintenance report is the volunteer stewardship project summary highlighting University High School's day of service. Sixty-three volunteers removed 850 honeysuckle bushes in Central Park and re - mulched the Woodland Garden Trail. C00 Klitzing thanked the City of Carmel for involving the department in the Monon Boulevard progress meetings. It is very helpful to be involved in these recurring meetings during construction to better understand the project and prepare for maintaining it. C00 Klitzing said that accreditation is a 5 -year process and since the department's original accreditation was in 2014, staff is preparing its self-assessment report. The accreditation visit is tentatively scheduled for June 2019. Accreditation standards mandate a periodic review of certain documents. Over the next few months, some of these documents will be presented to the Park Board for approval. Board President Taylor spoke briefly about the pictures showing the amount of work performed by University High School students. COO Klitzing added that this project also demonstrates Rachael (Fleck), Volunteer Coordinator, and Brittany (McAdams), Natural Resources Coordinator, are fulfilling the department's vision. Our volunteers are assisting with regular maintenance and removing invasive species in our parks. Board President Taylor thanked University High School for their valuable contributions. Carmel/Clay Board of Parks and Recreation Tuesday, November 13, 2018 Monon Community Center Committee Reports Finance Committee Ms. Kristunas and COO Klitzing will schedule a December meeting. COO Klitzing stated that every three years, the department completes a comprehensive review of its full-time salaries and compensation program to insure we remain competitive. Most recently, the same was completed for part-time staff. COO Klitzing said he would like to present the plan to the Finance Committee before seeking Park Board approval. Board President Taylor said that the executive officers will meet soon to discuss Mark's (Westermeier) retirement and name the interim (Director) with hiring in January. Mr. Garretson asked if there is an executive committee. Discussion followed. Nominating Committee Board President Taylor appointed members of the nominating committee as follows: Mr. Engledow (Chair); Mr. Garretson; and Mr. Kirsh. Committee Members will meet and report at the annual meeting in January. Minutes October 9, 2018 Park Board Meeting Mr. Plopper made a motion to approve the minutes as presented, seconded by Mr. Kirsh, and unanimously passed 8 — 0. Financial Reports Consolidated Financial Report for September 2018 Ms. Kristunas made a motion to acknowledge receipt of the Consolidated Financial Report for September 2018, seconded by Mr. Kirsh, and unanimously passed 8 — 0. CCPR P&L Statements for October 2018 Ms. Kristunas made a motion to acknowledge receipt of the P&L Statements for October 2018, seconded by Mr. Kirsh, and unanimously passed 8 —0. Claims Claim Sheet November 13, 2018 Ms. Kristunas made a motion to approve the Claim Sheet as presented, seconded by Mr. Plopper, and unanimously passed 8 — 0. Clay Township Claim Sheet November 13, 2018 Ms. Kristunas made a motion to approve the Clay Township Claim Sheet as presented, seconded by Mr. Kirsh. Mr. Garretson asked if the Inlow Park project was finished. COO Klitzing said that the project is still in progress. The middle pod is essentially finished. Equipment for the third pod featuring the tallest equipment is done except for the safety surface. Work on the first pod, which is for the smaller kids, will be started soon. Installation will continue, weather permitting, but the safety surface cannot be completed until warmer weather. Staff had hoped the project would be completed this fall, however, due to weather and delivery issues, completion is expected in the spring of 2019. Discussion followed. Page 2 Carmel/Clay Board of Parks and Recreation Tuesday, November 13, 2018 Monon Community Center Mr. Rude asked about the bed and snow package upfits from Mid -State Truck Equipment. COO Klitzing replied that this equipment was an upgrade for one of the new vehicles. Board President Taylor called for the vote and the motion was unanimously passed 8 — 0. Monetary Gifts, Grants, Partnerships, and Sponsorships for October 2018 — Audrey Kostrzewa Ms. Kostrzewa requested that the Board accept the following items: $835.79 from Hamilton County Soil & Water and $75 from Kona Ice. A motion was made by Mr. Kirsh to accept the items as presented, seconded by Ms. Kristunas, and unanimously passed 8 — 0. New Business Authorization to Amend the Constellation Contract to add additional Park Facilities and make changes to the method of purchase to save money— Mark Westermeier Director Westermeier spoke about the requested amendment that would add the new building at West Park and any other future buildings using natural gas resulting in savings to the department. Mr. Kirsh made a motion that the Park Department Director, the Assistant Director and the Park Board President (collectively, the "Park Board Agent") is hereby authorized and directed to take at the proper time, all steps necessary and appropriate to amend the Natural Gas Contract with Constellation to: A. add park facilities within the administration of the Park Board determined by the Park Board Agent to make financial sense, and B. change the method of purchase that the Park Board Agent reasonably expects to generate additional savings; and that the foregoing authorizations include involvement of the Park Board Attorney, negotiation of terms including the duration of the Natural Gas Contract, preparation and execution of any and all documents necessary and appropriate to effect such amendments and savings with a report to the Park Board as soon as practicable thereafter. The motion was seconded by Mr. Garretson. Ms. Kristunas asked for an explanation of the 'method of purchase.' Ms. Grisham briefly explained that there could be additional savings when given the opportunity to use different components made available to the department. Discussion followed including clarification of 'Park Board Agent' that was specified in the motion. Board President Taylor called for the vote and the motion was unanimously passed 8 — 0. Old Business West Park — The Groves Rebid Project — Mark Westermeier Consideration of Gibraltar Change Order No. 010, Change Order No. 011, Change Order No. 012, Change Order No. 013, Change Order No. 014, Change Order No. 015, Change Order No. 016, and Change Order No. 017 Director Westermeier referenced the eight change orders included in the Park Board packet. Mr. Plopper asked why the change orders were presented to the Board as none of them exceeded the Director's authority. Director Westermeier said he was requesting ratification of the change orders. COO Klitzing added that each change order was approved independently, and this was the first available meeting for such action. Page 3 Carmel/Clay Board of Parks and Recreation Tuesday, November 13, 2018 Monon Community Center Ms. Browning made a motion that on the basis of SmithGroupJJR's opinion that the work added by Change Order No. 010 and Change Order No. 014 is unforeseeable, caused primarily by subsurface wet soils and underground water movement at specific locations on site that were not readily apparent from the soil borings, the Board hereby determines that such Change Orders were issued as a result of circumstances that could not have been reasonably foreseen and accordingly, do not increase the scope of the Project. The motion was seconded by Ms. Kristunas and unanimously passed 8 — 0. Ms. Browning made a motion to ratify Director Westermeier's approval of Change Order No. 010, Change Order No. 011, Change Order No. 012, Change Order No. 013, Change Order No. 014, Change Order No. 015, Change Order No. 016, and Change Order No. 017 for West Park — The Groves Rebid Project as presented. The motion was seconded by Ms. Kristunas and unanimously passed 8 — 0. Updates There were no updates. Inlow Park Playground Redevelopment Project: Updates — Michael Klitzing There were no updates at this time. (COO Klitzing provided updates earlier in the meeting.) Attorney's Report Ms. Grisham reported that there were no new tort claims. The Leyndyke depositions for Park Maintenance employees will be held next Tuesday, November 20tH Director's Report Director Westermeier stated that his report was included in the Board packet. Director Westermeier spoke about the outdoor pool filters that will need replaced soon. He stated that the capital asset management plan indicates one pool filter would cost $100,000; however, the interesting part is that replacing three pool filters would cost up to one million dollars. The reason for the increased cost would be the additional cost to remove the roof prior to installation. The current pool filters were put in the building before the roof was installed; thus causing a larger problem when the filters reached their end of life cycle. There is a balancing act with the pool filters as problems can arise with a large bather load, excessive sunscreen, etc. resulting in cloudy water and unsafe conditions. Board President Taylor said he toured the aquatics operations. He confirmed that removing the roof would be necessary to access and replace the pool filters. Discussion followed. COO Klitzing said he plans to budget the pool filters with replacement after the pools close in September 2019 and reopen in May 2020. Information Items Plan Commission: Mr. Kirsh stated that the Plan Commission has two fairly contentious items. 1) West Bridge on 106th Street just east of Michigan Road — parcel has three pipeline easements; and 2) project on West Main Street (west of the roundabout with fountain) at 4th and Sherman — redevelop a residential parcel into a more dense four-plex. School Board: Ms. Browning stated that the School Board is working on five big rocks: 1) Design and construction of the new elementary schools set to open in the 2021-2022 school year 2) Changes in the school day — length of school day, start times for middle school and high school 3) High ability service models 4) Teacher/talent development system, new website (rebranding), parent portal 5) School safety Page 4 Carmel/Clay Board of Parks and Recreation Tuesday, November 13, 2018 Monon Community Center Parks Foundation: Mr. Rude said that the next Parks Foundation meeting is December 191H Park Board Comments I Discussion Mr. Garretson said he serves on the Telecommunications Commission. He provided an overview of a recent discussion with representatives of three of the four cable operators. He also spoke about the library. The library branch at the Village of West Clay is anticipated to open in June of next year. They are working with Ratio Architects on the $40 million expansion of the present library that needs 40% more space. A parking garage is being considered. Board President Taylor said his tour with Terese (McAninch) of the aquatics operations was enlightening. He added that the pool filters are quite massive. A_diournment There being no further business, a joint motion was made by Mr. Kirsh and Mr. Rude, seconded by Ms. Kristunas, and unanimously passed 8 — 0 to adjourn the meeting at 7:44 p.m. Approved, Signature Date L 11 Sj a L e Date Page 5