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HomeMy WebLinkAboutCCPR-10-26-10 (Approved: 1 CARMEL /CLAY BOARD OF PARKS AND RECREATION REGULAR MEETING MINUTES October 26, 2010, 6:00 P.M. Monon Community Center East 1235 Central Park Drive East CARMEL, IN 46032 MEMBER ATTENDEES MEMBER ABSENTEES OTHERS J Miller S Dillon M Westermeier R Taylor J Kirsh A Kostrzewa J Hagan D Grisham J Ketterman Hal Espey (Videographer) P Knowles J Engledow W Franklin 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 October 26, 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 Engledow, J Ketterman, P Knowles, W Franklin and J Hagan. S Dillon and J Kirsh 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. IV. ACTION ITEMS A. Minutes —Rich Taylor 1. October 12, 2010 Regular Park Board Meeting Minutes were approved as presented. (Taylor, Ketterman C -Un.) B. Claims Jim Engledow 1. Claim Sheet October 26, 2010 was approved as presented. (Engledow, Taylor C -Un); and 2. Clay Township Claim Sheet October 26, 2010 was approved as presented. (Engledow, Taylor C- Un.) C. Conflict of Interest Disclosures Deb Grisham 1. Consideration of the Conflict of Interest Disclosure by Jim Engledow regarding Founders Park: D Grisham reported that as a follow up to his report at the October 12, 2010 meeting, Jim Engledow had delivered a Conflict of Interest Disclosure Statement on the appropriate State Board of Accounts Form wherein he disclosed that he, James F. Engledow, a member of the Park Board, owned a 27.5% interest in Engledow, Inc., dba Engledow Group, which company had submitted bids to serve as a subcontractor to general contractors C. F. Jones Group, Calumet Civil Contractors Inc., Crescent Building Group, Dallman Contractors LLC, Elizur Construction, Gibraltar Construction Corporation, Glenroy Construction, Hagerman Construction Corp (Fishers), J.C. Ripberger Construction Corp., MacDougall Pierce Construction Inc., MFC, Muhlenkamp Building Corp., Myers Construction Management Inc., Owen and Associates Inc., Patterson North, Quantum General Contractors Inc., The Sullivan Corporation, Smock Fansler Corporation and Verkler Inc. He estimated the subcontract work at approximately $95,000.00 which after costs and overhead are paid, could result in a percentage of the profits as a benefit to him. 1 D Grisham added that his appointing authority, Trustee Douglas Callahan, had approved the disclosure statement. Mr. Miller explained the Park Board's role regarding Mr. Engledow's disclosure. Without futher discussion, the Park Board accepted Mr. Engledow's Conflict of Interest Disclosure as presented. (Franklin, Taylor; 6 to 0 with Jim Engledow abstaining.) 2. Consideration of the Conflict of Interest Disclosure by Jim Engledow regarding maintenance related services: Deb Grisham reported that as a follow up to his report at the October 12, 2010 meeting, Jim Engledow had delivered a Conflict of Interest Disclosure Statement on the appropriate State Board of Accounts Form wherein he disclosed that he, James F. Engledow, a member of the Park Board, owned a 27.5% interest in Engledow, Inc., dba Engledow Group, which company had submitted a quote to the Carmel Clay Department of Parks and Recreation, to inventory planting beds within the Carmel Clay Park System at a price not to exceed $600 +.based on an hourly rate of $75.00. She added that his appointing authority, Trustee Douglas Callahan had approved the disclosure statement. Mr. Miller explained the Park Board's role regarding Mr. Engledow's disclosure. Without futher discussion, the Park Board accepted Mr. Engledow's Conflict of Interest Disclosure as presented. (Taylor, Hagan; 6 to 0 with Jim Engledow abstaining.) D. Consideration of Quotes for the MCC Running Track to Fitness Access Control Point Project Mark Westermeier Mark reported that 4 quoters responded to the RFQ on Thursday, October 14, 2010 for the MCC Running Track to Fitness Center Access Control Point Project (the "Project at Central Park which provided that the Project be quoted in parts as Quote Item A for the Turnstile and Gate Addition, Quote Item B for the Millwork with Quote Item C as an optional combination Quote to provide all Work. Pursuant to the recommendation of the Owner's Representative and after its review, the Park Board determined that the quote from Access Electrical Services, LLC, was not responsive to the RFQ for its failure to provide as required, the financial and other documentation pertaining to the award of a public contract. (Ketterman, Hagan, C -Un). It next accepted the lowest responsible and responsive quote for Quote Item A of the Project, from Gaylor, Inc. in the amount of $22,327.00 to be paid from available Clay Township funds and authorized the Director of the Park Department 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 approved execution of the contract by the President or Vice President upon completion of the attorney's review. (Ketterman, Hagan, C -Un.) Next, it accepted the lowest responsible and responsive quote for Quote Item B of the Project, from Brownsburg Custom Cabinet, Inc., in the amount of $1,450.00 to be paid from available Clay Township funds and authorized the Director of the Park Department 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 approved execution of the contract by the President or Vice President upon completion of the attorney's review. D Grisham introduced the next recommended motion as a standard motion that will be offered to the Park Board with all future bid and quote contract awards that come before the Park Board. She explained that she authorization will allow projects to move forward without delay in waiting for a Park Board meeting when the item is the lesser of (a) the Director's Purchasing Authority or (b) the statutory change order limitations. After discussion, the Park Board delegated to the Park Department Director the authority to determine in his sole and reasonable discretion with which the Owner's Representative agrees, whether it is in the best interest of the Park Board and Park Department to add, delete or change an item or items in the original contract and to approve any such change that increases the original contract price up to an amount not to exceed the lesser of the Director's purchasing authority or the limits prescribed by applicable Indiana law, with a report to the Park Board and request for ratification at the next Park Board meeting. (Engledow, Hagan C -Un.) E. Reconsideration of Proposals for Print Services and Printed Supplies Mark Westermeier Mark explained that while the Park Board accepted at its October 12 meeting, the UN Communications "UN Proposal for Component #1 of the RFP for Print Services and Printed Supplies, UN notified CCPR that it had discovered the omission of the mail preparation costs in its proposed price and requested withdrawal of its proposal. Staff confirmed that Priority Press, Inc., the next lowest responsive and responsible proposer and the most recently used printer, had included all costs associated with the printing and mailing required by Component #1. Mark reported that staff now recommends that the Park Board accept UN's request to withdraw its offer and accept the Priority Press proposal for Component #1 2 of the Print Services and Printed Supplies RFP for an amount not to exceed $54,232, excluding postage. After the Park Board agreed to accept UN Communications' request to withdraw its proposal, it found such proposal to be nonresponsive for failure to include the cost of mail preparation. (Knowles, Taylor, C -Un.) The Park Board concluded consideration of this matter with its acceptance of the proposal from and award of the contract to, Priority Press for Component #1 of the RFP in an amount not to exceed $54,232 and authorized the Director and the Park Board Attorney to take all action necessary to complete the contracting process and authorize the President of the Park Board to sign the contact. (Franklin, Knowles C -Un.) F. Consideration of Bids for Founders Park Phase II Project Mark Westermeier Mark reported that 10 bids for the Founders Park Phase II Project (the "Project were opened October 20, 2010 and referred to the bid tabulation sheet provided in the board packet for the list of bidders and bid amounts as well as the recommendation from The Schneider Corporation "TSC the Engineer /Architect for the Project to accept the bid from The Sullivan Corporation, the lowest responsive and responsible bidder on the Project. After discussion, the Park Board accepted the bid from, and awarded a contract to, The Sullivan Corporation, the lowest responsible and responsive Bidder on the Founders Park Phase II Project, in the amount of One Million, Six Hundred Sixty Four Thousand and 40/100's Dollars ($1,664,000.40) and authorized The Schneider Corporation, 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. (Ketterman, Hagan, 6 to 0 with Jim Engledow abstaining.) Next, D Grisham suggested that the Park Board add the same authorization for the Director that she explained during the preceding discussion of the Founder Park Phase II Project bid Award, and clarified that the Director would be allowed to approve no more than a $25,000.00 increase. After discussion, the Park Board delegated to the Park Department Director, the authority to determine in his sole and reasonable discretion with which the Architect /Engineer agrees, whether it is in the best interest of the Park Board and Park Department to add, delete or change an item or items in the original contract and to approve any such change that increases the original contract price up to an amount not to exceed the lesser of the Director's purchasing authority or the amount within the limits prescribed by applicable Indiana law, with a report to the Park Board and request for ratification at the next Park Board meeting. (Franklin, Ketterman, 6 to 0 with Jim Engledow abstaining.) G. Consideration of Resolution No. B- 2010 -013 Mark Westermeier Mark presented the distributed resolution and explained that during the last several weeks Management staff had been narrowing the selection of a third party payroll service provider. Yesterday, during a meeting between Management staff, Clerk- Treasurer Diana Cordray and PayCor, the preferred provider, details were considered, including the necessity of obtaining a separate EIN for the Park Board, setting up a bank sweep account and the benefit payments that would be paid through the service. He next reported that earlier today he learned during a brief conversation with Brian Bosma, the lawyer engaged to render a legal opinion on whether the Interlocal Cooperation Agreement governing the Park Board prohibited the outsourcing of payroll services, that it was within Diana's authority to outsource the work but not within the Park Board's authority. Mark referred to Resolution No. B- 2010 -013 and explained that it was intended to allow staff to expedite the process so that all steps could be in place to initiate the service by January 1, 2011. After the Park Board waived the reading of the Resolution and entered it into business (Ketterman, Engledow C -Un), it discussed the matter including Mark's recommendation that it may make more fiscal sense to purchase a time clock system separate from but compatible with, the payroll services. After much discussion, the Park Board approved the Resolution as presented. (Ketterman, Knowles C -Un.) VI. DISCUSSION ITEMS None J Hagan orecommended the current issue of the park and recreation magazine with particularly good articles including one about composting latrines;s o suggested that the next Board orientation /workshop be scheduled in January culminating in Mark's offer to send out Saturday dates for an 8:30 to noon timeframe; o mentioned that she would have appreciated an earlier update on the payroll progress; oasked about the status of the Finance Committee memoranda and 3 o inquired about the filing locations for the Conflict of Interest Disclosure Statements to which Deb reponded. J Engledow stated that the Finance Committee would next meet on Thursday, November 4, 2010 at 5:00 in the Administrative Offices rather than on its normal meeting day which falls on the Veteran's Day holiday. J Ketterman asked about the board member appointment terms which Deb addressed. W Franklin mentioned that she too had learned about composting latrines and endorsed the new technology. VII. BOARD COMMENTS None. VIII. ADJOURNMENT The Meting adjourned at approximately 7:30 p.m. (Hagan, Ketterman C -Un.) Signature: 4 gd.ra Date: 9 ✓10 Signature: j Date: I''' v 4