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HomeMy WebLinkAboutCCPR-01-11-11 (Approved: CARMEL /CLAY BOARD OF PARKS AND RECREATION MEETING MINUTES of the Annual and Regular Park Board Meeting January 11, 2011, 6:00 P.M. Monon Community Center East 1235 Central Park Drive East CARMEL, IN 46032 MEMBER ATTENDEES MEMBER ABSENTEES OTHERS J Miller (arrived 6.24 p.m.) J Kirsh M Westermeier R Taylor J Ketterman M Klitzing W Franklin A Kostrzewa P Knowles Susan Beaurain J Hagan Matt Leber (MCC Staff) J Engledow D Grisham D Cihak Hansen Hal Espey (videographer) ROLL CALL The Annual and Regular meeting of the Carmel /Clay Board of Parks and Recreation was convened at approximately 6:03 p.m. on January 11, 2011 pursuant to notice. Treasurer Jim Engledow, in the absence of President Joe Miller, asked Secretary Rich Taylor to call the roll. Other than Mr. Engledow and Mr. Taylor, W Franklin, P Knowles, J Hagan and D Cihak Hansen were present. J Kirsh and J Ketterman were absent. Others in attendance are noted above. President J Miller arrived after the roll call and assumed control of the meeting at approximately 6:25 p.m. NOTE: Donna Cihak Hansen, appointed to a 4 year term by Clay Township Trustee Douglas Callahan, and Wendy Franklin who finished out the vacated term of Patti Chester, was appointed to a 4 year term by Mayor James Brainard. J Ketterman serves until Mayor Brainard appoints her replacement. I1. CALL TO ORDER and PLEDGE OF ALLEGIANCE J Engledow called the meeting to order after the Pledge of Allegiance. NOTE: Hereinafter these minutes will state the motion, followed parenthetically by the name of the one who made the motion (listed first) and then the one who seconded it. For example the motion would read, "It was moved to approve the minutes...etc. (Engledow, Hagan)." When a motion is carried but not unanimously, the results of the vote will be listed i.e. "(Engledow, Hagan 6 to 2, with 1 abstaining). When the motion was carried unanimously, a "C -Un" will be added i.e. "(Engledow, Hagan C -Un)." Action taken without objection will be noted in brackets as well. III. PUBLIC COMMENTS: None. IV. STAFF REPORTS M Klitzing introduced Matt Leber, MCC Recreation Supervisor, who used power point to assist with his presentation of the various Program Opportunities including Gym Rentals and Partnerships, year to date use trends and guests served as well as 2011 Planned Programs. Michael presented financial highlights via power point including the following: Park Funds contain a total $10.5+ Million in reserves; ESE revenues are up by $230,000+ with expenses at $77,000+ indicating the increasing numbers served; the MCC 2010 cost recovery of 99.6% would have easily met the 100% mark but for unfunded fee waivers 228 within the ESE program and 71 at the MCC) a /k/a "Scholarships" which he hopes will be addressed by the efforts of the newly formed Park Foundation. He next reported that the MCC currently serves 19% more guests than at the same point last year, explained the phase out of area specific passes consistent with the Board Adopted Business Plan and showed a pass rate comparison between the MCC, JCC and YMCA none of which offer area specific passes. He noted that among the 3, MCC rates were competitive or low. He explained that the running track has always been free to Clay Township residents between certain hours and will be free for all MCC guests once the turnstiles that monitor access between the track and the fitness area is working to keep free users from accessing fee based areas. Addressing Park Board member questions, Michael confirmed that the Walker Survey is targeting current passholder satisfaction and may include a general question addressing current hours of operation; he stated that use patterns support current MCC hours. Mark answered a question about a 2009 business plan reference to Dad's Club usage. 1 V. COMMITTEE REPORTS A. Standing Committees 1. Personnel Committee: No report. 2. Finance Committee: No report. 3. Properties Committee: No report. B. Special Committees 1. Nominating Committee Jim Engledow Jim reported that the Committee met on December 27th and agreed to recommend the following slate of officers: President: Joe Miller; Vice President: Judy Hagan; Secretary: Rich Taylor; Treasurer: Jim Engledow. VI. ACTION ITEMS A. Minutes Rich Taylor December 21, 2010 Regular Park Board Meeting minutes were approved after P Knowles reported that she had identified some non material typographical errors which D Grisham confirmed had been addressed. (Taylor, Franklin C -Un.) B. Financial Reports —Jim Engledow 1. Receipt of Pentamation Financial Reports was acknowledged. (Engledow, Taylor C -Un.) J Hagan asked that Fund 103 be sent to the Finance Committee. 2. Receipt of Clay Township Financial Reports was not acknowledged after M Klitzing suggested deferral of any action until a corrected report could be obtained from the Township and submitted at the next meeting. C. Claims —Jim Engledow 1. Claim Sheet January 11, 2011 was approved as presented. (Engledow, Franklin C -Un.) 2. Clay Township Claim Sheet January 11, 2011•was approved as presented. (Engledow, Hagan C -Un.) D. Election of Park Board Officers for 2011 President or Nominating Committee After J Miller asked whether.the Park Board members wished to elect Officers by adopting the Slate as presented) by the Nominating Committee: President: Joe Miller; Vice President: Judy Hagan; Secretary: Rich Taylor; Treasurer: Jim Engledow, and whether there were.any nominations from the floor. The Park Board adopted the slate of Officer's which elected the members to the Offices as set forth above. (Knowles, Hagan C -Un.) E. Park Board Committee Appointments= President President J. "Miller.noted that pursuant to the By -Laws, Vice President J Hagan would Chair the Personnel Committee and Treasurer J Engledow would chair the Finance Committee. He next named Wendy Franklin as the Properties Committee Chair and deferred appointment of the balance of the other committee memberships until he had a chance to hear from the members of their particular committee interest. F. ParkBoard Appointment.to the Plan Commission President President-'J-Miller appointed J Hagan to continue as the Park Board representative to the Plan Commission and named R Taylor to be J Hagan's understudy. G. Acceptance of.Monies and In -Kind Donations received Audrey Kostrzewa. No report. H. Correction of the<December 14, 2010 Park Board Meeting Minutes Debra Grisham D Grisham reported that Item V(A)(2) in the December 14, 2010 minutes erroneously read that the Finance Committee met on December 6, 2010 when in fact, the Committee met on December 9, 2010 and advised that the Minutes be corrected accordingly. The Park Board agreed that the reference to "December 6 should read "December 9 in Item V(A)(2), Finance Committee Reports, of the December 14, 2010 Park Board Meeting minutes and directed the Park Department staff to take all action necessary to correct the official minutes of the Park Board. (Engledow, Taylor C -Un.) I. Ratification of 2010 General Fund End of Year Budget Line Transfers Michael Klitzing M Klitzing explained that consistent with applicable Indiana law, staff completed within the timeline established the Carmel Clerk- Treasurer, minor line transfers within categories of the General Fund Budget. He reported tha $60,539 will be returned to the City and Township pursuant to the Park Interlocal Agreement. After discussion, the Board ratified the actions taken by the Park Staff. (Taylor, Hagan C -Un.) 2 J. Ratification of 2010 Township End of Year Budget Line Transfers and Encumbrances Michael Klitzing M Klitzing provided a summary of the end of year line transfers and encumbrances completed by the Department for the funds held by the Clay Township Trustee on behalf of the Park Board and dedicated by the Clay Township Board for park purposes: 1215 -Park Capital Non Reverting Fund, 0061 -Rainy Day Fund, and 0254 -2002 Special COIT Fund. He explained that the transfer and encumbrance process ensures all existing appropriations carry forward into the new year. Next, he provided a summary of the 3 Township Budgets containing park related funds which reflect year -end actions and identify 2010 encumbrances, open purchase orders (for already committed projects), and uncommitted appropriated funds. After discussion, the Park Board ratified the 2010 end of year budget line transfers and encumbrances as presented. (Franklin, Hagan C -Un.) K. Consideration of Resolution B- 2011 -001 Ratifying the 2011 Clay Township Park Capital Non- Revertinq (1215) Fund Budget Mark Westermeier and Michael Klitzing Michael explained that based on information he received the Clay Township Trustee earlier today, he recommended deferring this Action Item to the next meeting. Accordingly, the Park Board took no action. L. Consideration of Bids for the Carmel Clay Central Park Eastside Development Protect Mark Westermeier Mark referenced the December 2, 2010 bid opening for the Carmel /Clay Central Park Eastside Development Project and the Owner's Representative (OR) recommendation for the award of a contract to Masters Architectural Graphics, Inc. d /b /a ASI, the lowest responsive and responsible bidder for Bid Item G (Non regulatory signage). After he recited the list of contracts awardedto date, Mark stated that he agreed with the OR recommendation. D Grisham next explained that because the recommended Bidder did not submit two complete copies of its Bid Proposal, it was recommended that the Park.Board exercise its reservation of rights to waive technical omissions in the bid documents. After discussion, the Park Board waived the requirement in the Notice to Bidders that Bidders shall submit 2 complete of the bid documents as the waiver of such omission is determined not to afford Masters Architectural Graphics, Inc. d /b /a ASI a substantial competitive advantage over other Bidders. (Engledow, Taylor C -Un). The Park Board next accepted the bid for Bid Item G (Non Regulatory Signage) from, and awarded a contract to, Masters Architectural Graphics, Inc. d /b /a ASI, the lowest responsible and responsive Bidder on the bid for the Carmel /Clay Central Park Eastside Development Project, in the amount of Seventy One Thousand Three Hundred Fifty Six Dollars ($71,356.00) and authorized JJR, LLC, Summit Construction Co., Inc., the—Park—Board Attorney and the Park Department Director to take all action necessary to complete the contracting process including the initiation of a letter of intent authorizing the spending of administrative funds to be incurred during the finalization of the contract and authorized the President or Vice President to sign the contract upon completion of the Park Board Attorney's review. (Engledow, Hagan C -Un.) M. Ratification.of:the Decisionzregarding Gaylor; Inc. Contract Change Order No. 1 (One) regarding the MCC Running Track• <toFitness Center Access Control Point Project Mark Westermeier Mark explained that consistent witnauthority given to him at its October 26, 2010 meeting, he approved a $250.00 increase to theGaylor, Inc.base Contract Price to allow the Project work to be conducted after normal business hours to keep the project On schedule with minimal interference to MCC guests. As required by the Park Board, such approval is presented for ratification. After discussion, the Park Board ratified the Management Staffs approval of the Contract Change Order No.1 (One) dated December 30, 2010 as presented to increase the Contract Price in Gaylor, Inc.'s Contract by an additional sum of $250.00 and authorized the Owner's Representative, the Park Board Attorney and the Park Board officers to take all necessary and appropriate action to effect such Contract Change Order including the preparation and execution of attending documents. (Taylor, Hagan C -Un.) N. Conflict of Interest Disclosure Statements Joe Miller D Grisham explained that the information would not be ready for presentation until the next regular Park Board meeting. Accordingly, no action was taken. VII. ATTORNEY'S REPORT- Debra Grisham A. Tort Claims. Deb reported that the Park Board's Insurer denied the $40.00 medical co -pay claim. B. General. Deb reported as follows: 1. Central Park Eastside Project issues are addressed daily. 2. There has been no response from the City regarding the revised Hagan -Burke Trail Management Agreement sent to the City Attorney on November 9 3. Encroachment and daily park matters are a focus. 4. The Carmel Common Council adopted "Patch Ordinance" Z 547 -10 on December 20, 2010. 3 5. While it was recommended that the Park Board authorize the Director to approve work within certain monetary limits with regard to other projects, there has not been a similar recommendation regarding the Central Park Eastside Development Project because the Owner's Representative (OR) Contract provides for an OR contingency fund of one hundred thousand dollars ($100,000) to allow the OR, with agreement from the Department Director, to expediently resolve field conditions and similar issues reasonably deemed to be minor but in no event, matters individually in excess of $10,000. VIII. DIRECTOR'S REPORT Mark Westermeier In addition to his written report distributed at the beginning of the Park Board meeting, Mark reported as follows: 1. Myers Construction Management completed its work in the MCC Cafe to Fitness Conversion Project on November 24, 2010; 2. The network audit is due on January 14 3. Mrs. Sholly who addressed the Park Board at its December 21 meeting, neglected to mention that he himself had talked with her about concerns and since then, only 2 additional persons have complained about the pass rates; 4. J Ketterman, W Franklin and J Miller, among others, have tested and provided feedback on website use to help determine its readiness; and 5. The payroll outsourcing to a private provider is in place for this week's payroll distribution. IX. DISCUSSION ITEMS J Miller mentioned that the Park Board retreat will be held on Saturday (January 15 at 8:30 a.m. in the meeting room. W Franklin stated that she would like to see CCPR provide youth sports programs that are less intense than those offered by the Dad's Club. In answer to P Knowles question about level of the Dad's Club'involvement with regard to Founders Park, Mark reported that he is in discussion with Dad's Club representatives about maintaining and scheduling the (rugby, lacrosse) fields. X. INFORMATION ITEMS,— 1. Plan Commission -J Hagan reported on passage of the Patch Ordinance and the recent filing of a large PUD at 116 andSpringmill Road. 2. School Board, ='P Knowles= :reported as the School Board's focus, redistricting and Senator Delph's attempt to shorten the school calendar (the Tuesday after Labor Day through June 5th) XI. BOARD COMMENTS J:Engledow expressed disappointment that Councilors Snyder and Seidensticker sent comments about the pass rates id the-Media before addressing them to the Park Board, indicating the need to improve communication with elected officials._ J Hagan thanked the Park Department staff for a great year with which J Engledow agreed and suggested a thank you from the Board President be included in the Park Bench. J Miller reported that he will be focusing on the 4 Quarter report for the Elected Officials. XII. ADJOURNMENT The meeting adjourned at approximately 8:15 p.m. (Knowles, Taylor without objection.) Signature: Date: Signature: Date: 4 Carmel /Clay Board of Parks and Recreation Board Meeting Agenda Item PRESENTER ACTION REQUESTED James L. Engledow, Treasurer Acknowledgement ITEMISUBJECT Clay Township Financial Report for December 2010 DOLLAR AMOUNT I FUND MEETING DATE N/A January 25, 2011 SUMMARY: Provided is the amended financial report for the Clay Township Parks Capital Fund 1215 based on information provided by the Clay Township Trustee's Office. When closing out 2010, the Trustee's Office transferred the $200,000 originally budgeted for Monon Center Operations Reserve (line 3B) to Central Park, but inadvertently neglected to remove the budgeted amount from line 3B. In other words, per the financial report previously provided, this $200,000 was double counted. Because this oversight was not identified until after the fiscal year was closed out in the Township's accounting system, the December 2010 report cannot be corrected. (The Trustee's Office contacted the software vendor to validate a correction could not be made.) Provided for your review is the manually edited report to reflect the proper budget and remaining balance. The error has since been corrected by the Trustee's Office and will be properly reflected in the budgeted amounts for all 2011 financial reports. STAFF RECOMMENDATION: Acknowledgement of the amended Clay Township Financial Report for the period December 2010. THIS PAGE INTENTIONALLY LEFT BLANK Carmel /Clay Board of Parks and Recreation Annual and Regular Park Board Meeting 6:00 p.m. Tuesday, January 11, 2011 Monon Community Center East 1235 Central Park Drive East Carmel, IN 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 I. Roll CaII II. Call to Order Pledge of Allegiance III. Public Comments IV. Staff Reports V. Committee Reports A. Standing Committees 1. Personnel Committee No report 2. Finance Committee Jim Engledow 3. Properties Committee No report B. Special Committees 1. Nominating Committee Jim Engledow VI. Action Items A. Minutes Rich Taylor 1. December 21, 2010 Regular Park Board Meeting B. Financial Reports Jim Engledow 1. City of Carmel Financial Report; 2. Clay Township Financial Report. C. Claims Jim Engledow 1. Claim Sheet January 11, 2011; 2. Clay Township Claim Sheet January 11, 2011. D. Election of Park Board Officers for 2011 President and /or Nominating Committee E. Park Board Committee Appointments President F. Park Board Appointment to Plan Commission President G. Acceptance of Monies and In -Kind Donations Received Audrey Kostrzewa H. Correction of the December 14, 2010 Park Board Meeting Minutes Debra Grisham I. Ratification of 2010 General Fund End of Year Budget Line Transfers Michael Klitzing J. Ratification of 2010 Township End of Year Budget Line Transfers and Encumbrances Michael Klitzing K. Consideration of Resolution B-2011-001 Ratifying the 2011 Clay Township Park Capital Non Reverting (1215) Fund Budget Mark Westermeier and Michael Klitzing L. Consideration of Bids for the Carmel /Clay Central Park Eastside Development Project Mark Westermeier M. Ratification of the Decision regarding Gaylor, Inc. Contract Change Order No. 1 (One) regarding the MCC Running Track to Fitness Center Access Control Point Project Mark Westermeier N. Conflict of Interest Disclosure Statements Debra Grisham VII. Attorney's Report A. Tort Claims; B. General. VIII. Director's Report IX. Discussion Items X. Information Items A. Plan Commission Judith F. Hagan B. School Board Report Pamela Knowles XI. Board Comments XII. Adjournment o Carmel /Clay Board of Parks and Recreation Board Meeting Agenda Item PRESENTER ACTION REQUESTED Michael Klitzing, Assistant Director No Action Required ITEM/SUBJECT Staff Reports DOLLAR AMOUNT/FUND MEETING DATE N/A January 11, 2011 SUMMARY: Area/Program Spotlight: Matt Leber, Adult Recreation Supervisor, will provide an overview of the MCC's programs and leagues targeting adults in the community. Enclosed for your review are the following documents: YTD Consolidated Financial Report o Non Reverting Fund Balance Chart Fund 108 ESE Financial Reports o Monthly Summary Report o YTD Summary Report o 12 -Month Trailing Financial Trending Graph o 12 -Month Trailing Cost Recovery Trending Graph Fund 109 Monon Community Center Financial Reports o Monthly Summary Report o YTD Summary Report o 12 -Month Trailing Financial Trending Graph o 12 -Month Trailing Cost Recovery Trending Graph Monon Community Center Pass Report o Membership Passes Trending Graph Employment Report o Employee Count by Division Trending Graph Business Plan Implementation Status Monthly Division Reports o ESE o Monon Community Center o Business Services o Marketing o Park Operations Park Operations and Planning Monthly Division Report December, 2010 Central Park Move /Reposition Citizens for Greenspace stone to the large garden space on behalf of Citizens for Greenspace Raised and leveled the storm drains on the east and west drives to the Monon Center. Removed graffiti off of trash cans next to the pond at Central Park. Monon Greenway Staff removed graffiti from Monon Greenway underpass at US 31. West Park Staff removed three snow ramps from the base of Jill's Hill. General /System -wide Equipment /Truck Maintenance Maintenance Yard Clean Up Maintenance Basement Restructuring /Building shelving for supplies Removal of dead spruces in front of Maintenance Office IWF Management Plans Landscape Inventory 2011 Planning Arbor Day 2011 Chemical Usage Summary Staff was called in on during off hours on 9 occasions during the month of December to handle snow related events. Organized and did inventory on cleaning, electrical, plumbing and janitorial supplies at the maintenance office. Monthly safety meeting covering new safety policy changes. Performance evaluations on staff were completed and submitted to Management for approval. Staff flexed out hours during the month of December, no overtime was reported. Carmel /Clay Board of Parks and Recreation Board Meeting Agenda Item PRESENTER ACTION REQUESTED Rich Taylor Approval ITEM/SUBJECT December 21, 2010 Regular Park Board Meeting Minutes DOLLAR AMOUNT I FUND MEETING DATE N/A January 11, 2011 SUMMARY: A draft of the minutes for the December 21, 2010 Regular Park Board Meeting is provided for comment, corrections, additions and deletions. STAFF RECOMMENDATION: Approval of the minutes of the Regular Park Board Meeting of December 21, 2010. (Approved: CARMEL /CLAY BOARD OF PARKS AND RECREATION REGULAR MEETING MINUTES December 21, 2010, 6:00 P.M. Monon Community Center 1235 Central Park Drive East CARMEL, IN 46032 MEMBER ATTENDEES MEMBER ABSENTEES OTHERS J Miller J Engledow M Westermeier W Franklin J Hagan A Kostrzewa J Kirsh M Klitzing J Ketterman (arrived 6:07) D Grisham P Knowles Hal Espey (Videographer) S Dillon Judy Sholly (public citizen) R Taylor I. ROLL CALL The regular board meeting of the Carmel /Clay Board of Parks and Recreation was: convened at approximately 6:05 p.m. on December 21, 2010 pursuant to notice. President J Miller asked R Taylor to call the roll. Park Board members present in addition to Mr. Miller and Mr. Taylor were J Kirsh, P Knowles, W Franklin and S Dillon. J Ketterman arrived shortly after the conclusion of the roll call. J Hagan and J Engledow were absent. Others in attendanceare noted above. 1I. CALL TO ORDER And PLEDGE OF ALLEGIANCE Having confirmed the presence of a quorum; Mr. Miller called the meeting to order which started after the pledge of allegiance. NOTE: Hereinafter these.,minutes.will.state the motion, followed parenthetically by the name of the one who made the motion (listed.firstyand then .the.one who seconded it For example the motion would read, It was moved to 'approve the minutes etc. (Engledow, Hagan). "When a motion is carried but not unanimously, the results of the vote will.be listed i.e. "(Engledow, Hagan; 6 to 2, with one abstaining). When the motion was carried unanimously a "C -Un" will be added i.e. "(Engledow, Hagan; C- Un)." III. PUBLICCOMMENTS Judy Sholly.of 11618 Fairgreen_Drive, Carmel, IN 46032, a public citizen, addressed the Park Board regarding the: fees charged to Senior Citizens for use of the Monon Community Center (MCC). In summary, J Sholly mentioned that when she or. inquired to various sources (Hamilton County Parks and MCC staff) about why= renewal of a passthat allowed use of the MCC Fitness Center cost significantly more than she had been paying,:she learned that the change to an all access pass from an area specific was attributed to security issues resulting from those who inappropriately use area specific passes to access other areas of the Center. She asked theiPark Board to review its pass structure as (a) honest users should not be punished for others' misuse; (b) Seniors, because of their fixed income, should be able to pay for use of only the fitness center and not be obligated to :pay for the increased cost of the all area pass and (c) fees paid by Carmel Clay Citizens whose taxes pay for the MCC should be less than that charged to people who live outside the Carmel /Clay jurisdiction. Mr. Miller thanked her for her comments, noted that the Board typically does not engage speakers and invited her to talk with any member of the Board after the meeting or at another time. IV. ACTION ITEMS President Miller mentioned that the Agenda and Cover Sheet before the members reflected that the first word in the title of Action Item C, "Ratification" had been changed to "Approval" as this item had not yet been approved. A. Minutes —Rich Taylor 1. December 14, 2010 Regular Park Board Meeting Minutes were approved as presented. (Taylor, Kirsh, C -Un.) B. Claims Rich Taylor for J Engledow 1. Claim Sheet December 21, 2010 was approved as presented. (Taylor, Ketterman C -Un); and 1 oM Klitzing added that most elected officials have directed operation of the MCC to be consistent with a business model which requires much more focus on maximum cost recovery than a social model. o R Taylor suggested that because the MCC is a community center, the message can be confusing but that because of the cost recovery mandate, decisions come down to dollars and cents at least until otherwise directed by elected officials. oMichael confirmed that other recreational facilities offer senior rates and pointed out that that while the MCC no longer offers a fitness only pass, senior rates are offered for passes. o R Taylor closed the discussion by noting that the Board chose NOT to increase pass rates this year despite the pressure to achieve cost recovery. VII. BOARD COMMENTS J Ketterman stated that as it is her last meeting, she wanted to let all know that she has enjoyed working with everyone; R Taylor expressed his appreciation for the leadership shown by Joan and Sue. S Dillon stated that it has been a privilege to be on the "park train" since it started in 1991 and it is a good feeling to pass it on as it has evolved and commended the smooth operations behind the scenes lead by Audrey Kostrzewa, Mark Westermeier and Michael Klitzing. VIII. ADJOURNMENT The Meeting adjourned at approximately 6:45 p.m. (Ketterman, Dillon C -Un). Signature: Date: Signature: Date: 3 Carmel /Clay Board of Parks and Recreation Board Meeting Agenda Item PRESENTER ACTION REQUESTED Jim Engledow Acknowledgement ITEMISUBJECT City of Carmel Financial Report for December 2010 DOLLAR AMOUNT FUND MEETING DATE N/A January 11, 2011 SUMMARY: Provided is the financial report generated from the City of Carmel's Pentamation accounting software. STAFF RECOMMENDATION: Acknowledgement of the City of Carmel Financial Report for the period December 2010. 0 Carmel /Clay Board of Parks and Recreation Board Meeting Agenda Item PRESENTER ACTION REQUESTED Jim Engledow Approval ITEM/SUBJECT Clay Township Claim Sheet January 11, 2011 DOLLAR AMOUNT I FUND MEETING DATE N/A January 11, 2011 SUMMARY: The Clay Township Claim Sheet dated January 11, 2011 is included for comment, corrections, additions and deletions. STAFF RECOMMENDATION: Approval of Clay Township Claim Sheet dated January 11, 2011. III 0 I i o 0 i v) o bo N C� cn I 0 L•.' C ':y A CO Csi 0 ;4'A L w a l u 0 N 4 ;1;%.,,,..1.,-.,i U 4 N u N A pf.:_ •2 I j Y• L fi r: 1 .r+ 1 0 v f.; MF-- rn N 1 t O U1 .-1 4 0 Afie- A a H j H 1 b it p 1 ,:z r, 'p. in m in m t!S t t.,:: S�' 'LS N Pn N CG tJ N w 1 Q Q U f 4 o y o rn p Tit M rr E vs as t sr i t,r l-f Ts.1 u ,.T., ,.L., y s {w x b v) tifg t) 0 Z I VD Z O H 0 -Ave y, t a 3 '*f i O 0 0 ft 4-J CTS ti 1 N b b o. Carmel /Clay Board of Parks and Recreation Board Meeting Agenda Item PRESENTER ACTION REQUESTED Audrey Kostrzewa None ITEMJSUBJECT Monies and In -Kind Donations Received in December 2010 DOLLAR AMOUNT 1 FUND MEETING DATE N/A January 11, 2011 SUMMARY: There were no monies or in -kind donations received in December 2010. 0 0 Carmel /Clay Board of Parks and Recreation Board Meeting Agenda Item PRESENTER ACTION REQUESTED Debra Grisham See Motion ITEM/SUBJECT Correction of the December 14, 2010 Park Board Meeting Minutes BUDGET APPROPRIATION MEETING DATE N/A January 11, 2011 SUMMARY: Item V(A)(2) in the December 14, 2010 minutes reflects that the Finance Committee met on December 6, 2010 when in fact, the Committee met on December 9, 2010. The minutes should be corrected. STAFFICONSULTANT RECOMMENDATION: Correct the minutes to reflect the correct date of the Finance Committee meeting. MOTION RECOMMENDATION: "I move that the Park Board find that the reference to "December 6 should read "December 9 in Item V(A)(2), Finance Committee Reports, of the December 14, 2010 Park Board Meeting minutes and direct the staff to take all action necessary to correct the official minutes of the Park Board accordingly." Carmel /Clay Board of Parks and Recreation 0 Board Meeting Agenda Item PRESENTER ACTION REQUESTED Michael Klitzing, Assistant Director Motion to Ratify ITEANSUBJECT Ratification of 2010 General Fund End of Year Budget Line Transfers DOLLAR AMOUNTIFUND MEETING DATE General Fund (101/1125) January 11, 2011 SUMMARY: Provided for your review is a summary of the end of year line transfers completed within the General Fund by the Department to ensure all budget lines were at positive or a zero balances as required by the State Board of Accounts. All transfers were within the same classification and are within the authority of the Park Board to ratify. The approved 2010 General Fund budget was $2,647,960.553, of which a total of $2,587,421.03 (or 97.71 was encumbered and /or spent during the year. The unused balance of $60,539.52 reverts back to the Fiscal Bodies based on the funding formula dictated by the Interlocal Cooperation Agreement. Also provided is a summary of tax dollars returned by the Park Board to its fiscal bodies since 2003. Through sound management and Park Board oversight, the Department has continued its 0 streak of coming under budget in the General Fund. RECOMMENDED MOTION: "I move to ratify the 2010 end of year budget line transfers as presented." 0 RESOLUTION B- 2011 -001 A RESOLUTION OF THE CARMEL /CLAY BOARD OF PARKS AND RECREATION RATIFYING THE 2011 PARK CAPITAL NON REVERTING (1215) FUND BUDGET APPROVED BY THE CLAY TOWNSHIP BOARD WHEREAS, the Carmel /Clay Board of Parks and Recreation (the "Park Board is a governmental entity created and authorized to administer the Carmel /Clay Department of Parks and Recreation (the "Department pursuant to that certain agreement entitled "Inter local Cooperation Agreement" signed by the respective authorized officials of Clay Township, Hamilton County, Indiana (the "Township') and City of Carmel, Indiana (the "City on July 30, 2002 and effective January 1, 2003, as amended from time to time; and WHEREAS, per the Amendment to the Interlocal Cooperation Agreement adopted on or about February 7, 2005, the Township has dedicated its annual COIT distribution attributable to the Carmel /Clay Central Park bond for use on park capital projections; and WHEREAS, it is anticipated that the Township and City will further amend the Interlocal Cooperation Agreement to allow the aforementioned COIT distribution to be used for both park operations and capital projects; and WHEREAS, the Park Board, pursuant to the Interlocal Cooperation Agreement, is required to prepare and submit an annual budget; and WHEREAS, the Park Board's Finance Committee has reviewed the proposed budget to ensure that it a dequately supports Department operations and capital projects to meet the park and recreation needs of the Carmel Clay community. NOW, THEREFORE, BENT RESOLVED that the Carmel /Clay Board of Parks and Recreation hereby ratifies the 2011 Park Capital Non- Reverting (1215) Fund Budget as set forth in Exhibit "A" attached hereto and incorporated herein,by this reference. APPROVED AND ADOPTED this 11 day of January 2011. CARMEL /CLAY BOARD OF PARKS AND RECREATION Joseph R. Miller, President Judith F. Hagan, Vice President James L. Engledow Wendy Franklin Donna Cihak Hansen Joshua A. Kirsh Pamela S. Knowles Richard F. Taylor III ATTEST: Secretary CARMEL CLAY PARKS RECREATION APPENDIX "A" 2011 BUDGET TWP 1215: PARK CAPITAL FUND (COIT) 1215 CODE TITLE PARK CAPITAL OTHER SERVICES CHARGES 3A Monon Center Operations $1,000,000.00 3B Monon Center Operations Reserve $200,000.00 TOTAL OTHER SERVICES CHARGES $1,200,000.00 CAPITAL OUTLAY 4BA Central Park $650,000.00 4BH Park System Capital Maintenance $500,000.00 4B1 Software $250,000.00 TOTAL CAPITAL OUTLAY $1,400,000.00 TOTAL EXPENSES $2,600,000.00 Carmel /Clay Board of Parks and Recreation Board Meeting Agenda Item PRESENTER ACTION REQUESTED Mark Westermeier See Recommendation and Motion ITEMISUBJECT Consideration of Bids for the Carmel/Clay Central Park Eastside Development Project BUDGET APPROPRIATION MEETING DATE Township COIT Fund 1215 January 11, 2011 SUMMARY: Attached for your review and consideration at the January 11 meeting is the recommendation for Bid Item G (Non- regulatory signage) for the Carmel /Clay Central Park Eastside Development Project along with the Bid Tabulation created on December 2, 2010 by Summit Construction Co., Inc. "Summit the Owner's Representative. As you know, the varied scopes of work and the sequential timing resulted in structuring the Bid Packet to allow for 8 Bid Items including a Combination Bid and 14 Bid Alternates. Contract documents required that bids could not be withdrawn for 60 days following the Bid Receipt date to allow a complete understanding of the bids culminating in recommendations to the Park Board. At its December 14, 2010, the Park Board accepted from and awarded a contract to JF New, the lowest responsible and responsive bidder for Bid Item A (Selective Clearing in Forest Areas) in the amount of $116,210.00. At its December 21, 2010 meeting the Park Board accepted from and awarded contracts to the lowest responsible and responsible bidders as follows: (1) the combination bid for Bid Item B (Site Infrastructure) and Bid Item D (Picnic Shelters) to Gibraltar Construction Corporation in the amount of $2,470,000.00; (2) the Bid for Bid Item C (Carmel Creek Channel Restoration and Stabilization) to JFNew for $374,460.00; (3) the Bid for Bid Item E (Site Electrical) to Myers Construction Management, Inc. for $113,000.00 and (4) the Bid for Bid Item F.1 (Landscaping Native Seeding and Plugs) to Williams Creek Management Corporation for $107,248.00. ARCHITECT and OWNER'S REPRESENTATIVE RECOMMENDATION: See attached recommendation to accept from and award a contract to Masters Architectural Graphics, Inc., d/b /a ASI, the lowest responsive and responsible bidder for Bid Item G (non regulatory signage). STAFF RECOMMENDATION: Agrees with the recommendations of the Architect and Owner's Representative. MOTION RECOMMENDATION: "I move that the Park Board accept the bid for Bid Item G (Non- Regulatory Signage) from, and award a contract to, Masters Architectural Graphics, Inc., d /b /a ASI, the lowest responsible and responsive Bidder on the bid for the Carmel/Clay Central Park Eastside Development Project, in the amount of Seventy One Thousand Three Hundred Fifty Six Dollars ($71,356.00) and authorize JJR, LLC, Summit Construction Co., Inc., the Park Board Attorney and the Park Department Director to take all action necessary to complete the contracting process including the initiation of a letter of intent authorizing the spending of administrative funds to be incurred during the finalization of the contract and authorize the President or Vice President to sign the contract upon completion of the Park Board Attorney's review." N SUMMIT 1 r CONSTRUCTION CO. INC. GENERAL CONTRACTORS CONSTRUCTION MANAGERS December 29, 2010 Mark Westermeier Carmel /Clay Parks and Recreation Administrative Office 1411 East 116 Street Carmel, IN 46032 Re: Carmel /Clay Parks Recreation Carmel /Clay Central Park Eastside Development Project Recommendation for Award of Bid Item G Non Regulatory Signage Dear Mark: Bidder's Itemized Proposals and Declarations were received for the above referenced project on December 2, 2010 as reported in the previously forwarded Bid Tabulation. Included therein was a Proposal for Bid Item G Non Regulatory Signage (copy attached w/o Financial Statement or bonds) in the amount of SEVENTY -ONE THOUSAND THREE HUNDRED FIFTY -SIX DOLLARS ($71,356.00) from Masters Architectural Graphics, Inc. d /b /a ASI which is the lowest responsive and responsible Bid. 0 Based on our review of ASI's Proposal and a subsequent meeting confirming their understanding of the Bid Documents, Summit hereby recommends award of a "Contract for Construction" to them for Bid Item G. There are no bid alternates applicable to this bid item. We have advised ASI of the requirements for submission of a certificate of insurance and bonds which must be submitted for effectuation of the contract if our recommendation is approved by the Park Board. The contract should be promptly awarded for Bid Item G in order to meet the schedule established in the Bid Documents, for work to be completed by November 18, 2011. If there are any questions regarding the above, please call either Steye Baker or myself. Sincerely, SU CONSTRUCTIO CO., INC. I Rog A. Smith Contract Manager cc: Debra Grisham, Carmel /Clay Parks (w /Proposal complete) Michael Stirk, JJR (w /o Financial Statement or Bonds) 0 P.O. Box 88126 1107 Burdsal Parkway Indianapolis, IN 46208 (317) 634 -6112 FAX (317) 264 -2529 www.summitconst.cor Carmel /Clay Board of Parks and Recreation Board Meeting Agenda Item PRESENTER ACTION REQUESTED Mark Westermeier See Recommendations ITEMISUBJECT Ratification of the Decision regarding Gaylor, Inc. Contract Change Order No. 1 (One) regarding the MCC Running Track to Fitness Center Access Control Point Project BUDGET APPROPRIATION MEETING DATE Clay Township Park Capital Fund 1215 January 11, 2011 SUMMARY: Roger Smith of Summit Construction Company, Inc., the Owner's Representative "OR reviewed, agreed with and presented to the Management Staff, a change order request to increase the Gaylor, Inc. base Contract Price by $250.00 to allow Gaylor to perform the work awarded to it after normal business hours. Consistent with the Park Board's specific authority given to the Director at its October 26, 2010 meeting, Mark Westermeier approved the $250.00 increase to allow the work to continue without interruption to the schedule or to the MCC customers. Also consistent with the Park Board's directive, this matter is being presented for Park Board ratification. Approval of the attached Change Order is consistent with IC 36- 1- 12 -18, which provides that the total of all change orders issued that increase the scope of the project may not exceed twenty percent (20 of the amount of the original contract. STAFF RECOMMENDATION: Ratify Management Staffs approval of Contract Change Request No. 1 to increase the Contract Price by $250.00 to allow Gaylor to perform after normal business hours, the work for the MCC Running Track to Fitness Center Access Control Point Project. RECOMMENDED MOTION: "I move that the Park Board ratify the Management Staff's approval of the Contract Change Order No. 1 (One) dated December 30, 2010 as presented to increase the Contract Price in Gaylor, Inc.'s Contract by an additional sum of $250.00 and authorize the Owner's Representative, the Park Board Attorney and the Park Board officers to take all necessary and appropriate action to effect such Contract Change Order including the preparation and execution of attending documents." 0 Carmel /Clay Board of Parks and Recreation In Hamilton County, City of Carmel, Indiana TO: Gaylor, Inc. CONTRACT CHANGE ORDER NO.: 1 (One) 17225 Kraft Court DATE: December 30, 2010 Noblesville, IN 46060 PROJECT NAME:MCC Track to Fitness Control Point_ Attn.: Brad Benson REQ. NO.: PROJECT NO.: 4352 CONTRACT DATE: 11/23/10 You are directed to make the following changes in this Contract: Add to base bid for night -time premium (after hours) work. SCHEDULED ADJUSTMENT ITEM AMOUNT OR DAYS 11. The following referenced Documents further describe the changes outlined in Paragraph I, and are to be considered a part of this Change Order: R.F.P.: W.D.C. No.: Other: Gaylor, Inc. Proposal letter of 12/27/10 (copy attached) III. The changes result in the following adjustment of Contract Price and Contract Time: Contract Price prior to this Change Order $22,327.00 Contract Price will be increased /decreased by this Change Order 250.00 0 New Contract Price including this Change Order 22,577.00 Contract Time Prior to this Change Order Days Completion Date Net increased /decreased resulting from this Change Order Zero (0) Days Current Contract Time including this Change Order Days Completion Date This Change Order is for full and final settlement of all direct, indirect, impact costs and time extensions incurred at any time resulting from the performance of the changed work. The Above Changes Are The Above Changes Are Approved: Recommended Accepted: Summit Construction Co., OF Inc. 17.1 OWNER'S CONTRACTOR REPRESENTATIVE ,444,2 C 7 Iti(cb'i� IBC T 1107 Burdsal Parkway Address Address Indianapolis, IN 46208 City /State /Zip City /State /Zip B By: ATTEST: Roger A. Sintlh' Phone: 317-634-6112 Phone: Richard F. Taylor, III, Secretary Date: December 30, 2010 Date: Date: Carmel /Clay Board of Parks and Recreation Board Meeting Agenda Item PRESENTER ACTION REQUESTED Debra Grisham See Motion REM/SUBJECT Conflict of Interest Disclosure Statements BUDGET APPROPRIATION MEETING DATE N/A January 11, 2011 SUMMARY: It is anticipated that annual conflict of interest disclosure statements will be disclosed and the Park Board's acceptance requested pursuant to applicable Indiana laws. STAFF /CONSULTANT RECOMMENDATION: Not Applicable. MOTION RECOMMENDATION: To Be Provided. 8