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HomeMy WebLinkAboutCCPR-08-24-10 (Approved: 9 —Is/ /a CARMEL /CLAY BOARD OF PARKS AND RECREATION REGULAR MEETING MINUTES August 24, 2010, 6:00 P.M. Monon Community Center East 1235 Central Park Drive East CARMEL, IN 46032 MEMBER ATTENDEES MEMBER ABSENTEES OTHERS J Miller (6:20) S Dillon M Westermeier R Taylor J Hagan M Klitzing J Kirsh A Kostrzewa J Ketterman D Grisham P Knowles Susan Beaurain J Engledow Kurtis Baumgartner W Franklin Art Small Hal Espey (Videographer) I. ROLL CALL The regular board meeting of the Carmel /Clay Board of Parks and Recreation was convened at approximately 6:18 p.m. on August 24, 2010 pursuant to notice. Treasurer J Engledow in the absence of President J Miller, asked R Taylor to call the roll. Park Board members present in addition to Mr. Engledow and Mr. Taylor were J Kirsh, J Ketterman, P Knowles and W Franklin. J Miller arrived after the start of the meeting at the time noted above. J Hagan and S Dillon were absent. Others in attendance are noted above. II. CALL TO ORDER And PLEDGE OF ALLEGIANCE Having confirmed the presence of a quorum, J Engledow 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. STAFF REPORTS M Klitzing reported that the Park Board packet includes standard reports, some of which were not available due to the late receipt of the information which did not significantly change what he had reported at the last meeting. He noted that the MCC Cost Recovery continues to be at 102 V. ACTION ITEMS A. Minutes —Rich Taylor 1. August 10, 2010 Regular Park Board Meeting Minutes were approved as presented. (Taylor, Kirsh C- Un.) B. Claims Jim Engledow' 1. Claim Sheet August 24, 2010 was approved as presented. (Engledow, Ketterman C -Un); 2. Clay Township Claim Sheet August 24, 2010 was approved as presented. (Engledow, Franklin C- Un.) C. Consideration of Payout of Sick Leave Balances Jim Engledow Jim, as Chair of the Finance Committee, reported that the Committee entertained the question about how to handle the buyback of unused sick leave over 300 hours, currently sitting in the Sick Leave Banks of Mark Westermeier, Director (448.5 hours), Michael Klitzing, Assistant Director (302 hours), Audrey Kostrzewa, Business Services Division Manager (285.25 hours) and Terry Myers, Park Operations Division Manager (55 hours). He explained that as the current policy allows the Director the 1 discretion to "buy back" balances in excess of 300 hours and as both the Director and Assistant Director are eligible for buy backs, it was deemed appropriate to defer the decision to the Park Board. It was noted that eligible City of Carmel employees, as approved by the Board of Public Works and Safety, received a 50% payout for balances in excess of 300 hours. At the 50 buy out rate, the estimated expense to the Department would be $24,455.45, a sum that is available using very conservative projections. The sick leave buy -out was reviewed and endorsed by the Finance Committee at its meeting on 8/12/10. After discussion, the Park Board approved the excess sick leave bank balances as of 6/30/10 for eligible employees at a buy back rate of 50 (Engledow, Taylor, C -Un.) D. Consideration of Quotes for the West Park Repair Project Mark Westermeier Mark described the routine repairs needed at West Park shown on the map included in a handout that had been distributed prior to the meeting with the revised Agenda. He reported that only 1 of 6 contractors responded on time to the Department's request for quotes pursuant to Indiana Code 36 -1- 12-4.9 and the Park Purchasing Rules. He reported that on Thursday, August 19, 2010, only 1 quote, a copy of which was also in the handout, was received by the 1:00 p.m. deadline form Globe Asphalt Paving Co., Inc. "Globe in the amount of $32,900.00. Mark recommended that the Park Board award a contract for the West Park Repair Project to Globe in the amount of $32,900.00. After discussion including the City of Carmel recommendation of adding Globe to the vendor list, and use of the Clay Township Park Capital Fund 1215, the Park Board accepted the quote for the West Park Repair Project from Globe Asphalt Paving Co., Inc. in the amount of $32,900.00 to be paid from the Clay Township 1215 Fund budgeted for maintenance expenditures, authorized the Director of the Park Department to take all action necessary to complete the contracting process and authorized the President or Vice President to sign the contract as presented. (Kirsh, Ketterman C -Un.) VI. DISCUSSION ITEMS None J Miller. confirmed with those present a preference that the Park Board hold 2 workshops, 1 on Saturday, September 18, 2010 at 8:30 a.m. (the location to be determined) and 1 after the first of the year after the membership of the Board is confirmed. Joe noted that the main topic would be the Business Plan implementation and asked that members provide to him suggestions of additional topics of interest for workshop discussion. J Kirsh mentioned that parking is a serious issue. In answer to J Ketterman's question about asked about the website status, Mark reported that a decision would be made shortly to continue with the website consultant or change, explaining that there were issues regarding the use of a particular online shopping cart type registration program. He added that he had not wanted to implement any changes until that matter had been resolved. In answer to J Ketterman's question about registration activity, Michael reported that all program registrations are going well. VII. BOARD COMMENTS J Engledow reported that the September Finance Committee meeting would need to be rescheduled. J Miller announced his appointment of J Kirsch to the Finance Committee. P Knowles reported that Carmel Clay Schools enrollment on the west side is full, raising the redistricting issue. VIII. ADJOURNMENT The Mee s adjourne• a.proximately 6:50 p.m. (Ketterman, Engledow C -Un.) Signature: AteIA Date: 0,-/H 1 IP Signature: Date: 2