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HomeMy WebLinkAboutCCPR-11-23-10 (Approved: J /'7 /Q CARMEL /CLAY BOARD OF PARKS AND RECREATION REGULAR MEETING MINUTES November 23, 2010, 6:00 P.M. Monon Community Center 1235 Central Park Drive East CARMEL, IN 46032 MEMBER ATTENDEES MEMBER ABSENTEES OTHERS J Miller S Dillon M Westermeier W Franklin J Hagan A Kostrzewa J Kirsh R Taylor M Klitzing J Ketterman S Beaurain P Knowles D Grisham J Engledow Hal Espey (Videographer) Mike Dotas (BBI) I. ROLL CALL The regular board meeting of the Carmel /Clay Board of Parks and Recreation was convened at approximately 6:07 p.m. on November 23, 2010 pursuant to notice. President J Miller, asked J Kirsh in R Taylor's absence, to call the roll. Park Board members present in addition to Mr. Miller and Mr. Kirsh were J Engledow, J Ketterman, P Knowles, W Franklin. S Dillon, J Hagan and R Taylor were absent. Others in attendance are noted above. II. 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 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 one abstaining). When the motion was carried unanimously, a "C -Un" will be added i.e. "(Engledow, Hagan; C -Un)." III. PUBLIC COMMENTS None. STAFF REPORTS After Michael mentioned that the reports presented and discussed at the last meeting were included in this meeting's board packet, he played the radio advertisements that will air in November and December on the radio stations listed on a sheet distributed at the meeting (attached as Appendix A). Next, Mark showed the Board 3 separate extensive inch -thick environmental permit applications which had been filed for the Central Park Eastside Development Project, reflecting the complexity and time consuming nature of only part of the Project. Michael next requested, and the Board agreed, to add to its agenda as Action Item F, Consideration of Agreement for Janitorial Services at the Monon Community Center (the "MCC (Ketterman, Franklin C -Un.) IV. ACTION ITEMS A. Minutes —Jim Engledow for Rich Taylor 1. November 9, 2010 Regular Park Board Meeting Minutes were approved as presented. (Kirsh, Ketterman C -Un.) B. Claims Jim Engledow 1. Claim Sheet November 23, 2010 was approved as presented. (Engledow, Kirsh C -Un); and 2. Clay Township Claim Sheet November 23, 2010 was approved as presented. (Engledow, Franklin C -Un.) C. Consideration of several amendments of the Park By -Laws Joe Miller President Miller introduced his proposal to (1) eliminate the use of a Nominating Committee to present a slate for annual officer elections and 2) delete the language the standing committee chairmanships currently required of those elected as Treasurer and Vice President. He stated that while these 1 provisions had been in the By -Laws for the duration of his service on the Board, it was his opinion that an open nomination process to all members at the annual meeting held on the second Tuesday of January of each year, would allow a more inviting and open process. He explained that the second proposed change would allow the President to nominate the standing committee chairs to be ratified by the Board which, in his opinion, freed up a member with particular experience /interest to be elected to either office without the added burden of committee chairmanship duties. After a duly seconded motion was made and ultimately passed (Engledow, Knowles, C -Un) to follow the process in Section 7.1 and consider the amendment to the By -Laws as proposed at the next regular meeting of the Park Board, currently scheduled for December 14, 2010, the Board discussed the proposed changes set forth on the cover sheet (attached as Appendix B). Most of the discussion centered on the concern that use of an open nomination process could in fact sacrifice candid discussion and sufficient time to consider a nomination and the proposal to use a hybrid of some sort seemed to gain consensus. D Grisham noted that she identified a change to Section 6.3 that would be necessary should the Nominating Committee be eliminated form Article IV and read aloud the pertinent language and change. The discussion concluded shortly after J Ketterman noted that it was her understanding that those members not in attendance were not in favor of the proposed change to the officer nomination process, and J Miller agreed that it would be important to hold the discussion with the entire Board at the next meeting. D. Consideration of Resolution No. B- 2010 -015 regarding Outside Payroll Services and Bank Account M Klitzing. Michael explained that as all involved prepare to outsource the Park Department's payroll services, Clerk- Treasurer Diana L. Cordray and a Paycor representative have agreed that a bank account should be established for the purpose of paying Park employees' through the third party payroll service provider. He explained the process and flow of the money (prior to the biweekly payroll, the Clerk Treasurer's Office will transfer Park funds into the bank account in the amount of the payroll which Paycor will ACH into each employee's bank account and submit tax and benefit related expenses to the appropriate entities). He next explained that because tax payments from multiple sources are not allowed under the same Employee Identification Number (EIN), a new EIN was obtained in the name of the Park Board and a bank account is being set up at Fifth Third Bank, the bank selected by the Clerk Treasurer, in the name of the Park Board in order to match the EIN. Most recently, the Bank requested a Park Board resolution identifying the authorized signer on the account. As the Interlocal Cooperation Agreement delegates to the Fiscal Officer of the City, the responsibility to disburse Park Board funds, Resolution B- 2010 -015 identifies Clerk- Treasurer, Diana L. Cordray, as the authorized Person and Signature on the bank account. After the Park Board waived the reading of Resolution B- 2010 -015 and entered it into action (Ketterman, Engledow, C -Un), discussion ensued and included confirmation that the authorized Person and Signature on such bank account would need to be changed upon the occurrence of a change with regard to Clerk- 'Treasurer Cordray's duties as currently set forth in the Interlocal Cooperation Agreement. Discussion concluded with the Park Board's approval of Resolution B- 2010 -015 as presented. Ketterman, Franklin C -Un.) E. Consideration of an Amendment to the Professional Services Agreement with The Schneider Corporation for the Monon Greenway Rehabilitation Study added to the Agenda as noted above in Staff Reports Mark Westermeier Mark explained that pursuant to his $25,000.00 purchasing authority, he had approved and executed an Agreement with The Schneider Corporation to evaluate existing conditions on The Monon Greenway and produce a report with recommendations for repair with cost estimates broken into phases for a Fee of $18,500.00 plus Reimbursables not to exceed $1,000.00. With a focus on comprehensive trail planning, Mark determined that it would be timely and fiscally responsible to have Schneider include in its review and report, an assessment of the trails at Meadowlark Park and Flowing Well Park. The additional scope increased the original fee to $26,900.00 plus Reimbursables not to exceed $2,000.00, which exceeds Mark's authority and is therefore before the Park Board for consideration. After discussion, the Park Board agreed with Mark's recommendation and approved as presented, the First Amendment to that certain document entitled 'Agreement for Professional Services' approved and executed by Mark Westermeier on October 14, 2010 with The Schneider Corporation, to increase the scope of services to include the study and evaluation of the trail amenities at Meadowlark Park and Flowing Well Park as set forth therein and authorized the Park Board President or Vice President to execute the same. (Franklin, Knowles, C -Un.) 2 F. Consideration of Agreement for Janitorial Services at the Monon Community Center Michael Klitzing Michael reported that consistent with the adopted MCC Business Plan, Department staff issued A Request for Proposals "RFP for Janitorial Services at the MCC to explore the feasibility of outsourcing overnight deep cleaning services (that occur between 10 pm after the MCC closes to the public) and 5 am (before the MCC opens). Four vendors participated in a mandatory walk- through and three submitted proposals. After reviewing the proposals, staff identified the proposal from BBI Holdings in Indiana, LLC, dba Bonus Building Care "BBI as the most responsive and responsible. After referencing the distributed summary of pricing and the estimated maximum savings for outsourcing janitorial services (attached as Appendix C), Michael next reported that BBI, the only vendor to include in its proposal all cleaning supplies, uses green friendly materials, consistent with the current Department practices and while it will use the Department's existing equipment where feasible, it will furnish any additional equipment necessary to perform the services. He confirmed that BBI references were extremely positive and validated, similar to the proposals received, that BBI pricing was significantly less than received from other companies. He reported that Department Staff met with BBI to review the proposal and ensure that the scope of services meets and properly addresses the needs of the MCC, and that BBI has signed a services agreement (with an initial 1 year term with renewable 1 year terms) that was approved by the Park Board attorney and which is present and available for review. As regards Department staff, Michael confirmed that part -time Porters (daytime cleaning crews) will continue to perform spot cleanings necessary to maintain the appearance of the MCC during business hours. After discussion, the Park Board approved the, Agreement for Janitorial Services with BBI as presented at a cost not to exceed $8,400 per month and authorized the President of the Park Board to sign the same. (Engledow, Ketterman, C -Un) VI. DISCUSSION ITEMS M Westermeier suggested, and the Park Board agreed, that based on the December 2010 and January 2011 meeting schedules and the Clerk- Treasurer's claims payment schedule, that it would be best to move the Park Board's regular meeting scheduled to occur on December 28 to Tuesday, December 21 at the same time and place. J Miller confirmed that the Board retreat and orientation would be scheduled for Saturday, January 15, 2011 to start at 8:30 and conclude around12:30. J Miller confirmed his understanding of the 2011 expiring member appointments and the Board discussed acknowledgment of same. Mark answered J Ketterman's request for website status by reporting that it is in its final stage of readiness and to facilitate its success, it will be launched in a way so that it is not overwhelming but ready for full utilization to register for programs offered in the Spring- Summer Recreation Brochure. VII. BOARD COMMENTS J Engledow reported that he had talked with Walker [Walker Information Services], about a survey targeted for Mid January to follow up the 2009 Survey that Walker conducted. W Franklin reported that she had enjoyed her walk on the Hagan -Burke Trail and asked for trail details which Mark supplied. VIII. ADJOURNMENT The Meetin? djourne at approximately 6:15 p.m. (Kirsh, Knowles) without objection. Signature: V Date: `Z `M Signature: ter► It' 1. Date: 3