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HomeMy WebLinkAboutCCPR-06-22-10 (Approved: v/.3 Q2o/v CARMEL /CLAY BOARD OF PARKS AND RECREATION REGULAR MEETING MINUTES June 22, 2010, 6:00 P.M. Monon Community Center East 1235 Central Park Drive East CARMEL, IN 46032 MEMBER ATTENDEES MEMBER ABSENTEES OTHERS J Miller J Engledow M Westermeier R Taylor W Franklin M Klitzing J Kirsh J Hagan A Kostrzewa J Ketterman D Grisham T Hackett Hal Espey (Videographer) S Dillon Gregg Calpino (JJR, LLC) 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 June 22, 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, J Ketterman, T Hackett and S Dillon. J Engledow, W Franklin and J Hagan were absent. Others in attendance are noted above. II. CALL TO ORDER And PLEDGE OF ALLEGIANCE Having confirmed the presence of a quorum, President 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 A. Presentation of Central Park Master Plan Report Gregg Calpino Referencing the bound 47 page document, Mr. Calpino used power point to present and explain the contents of the Central Park Master Plan Update, complete with implementation recommendations. After the presentation, the Park Board members expressed their appreciation of the update's layout and content. IV. ACTION ITEMS A. Minutes Rich Taylor 1. June 8, 2010 Regular Park Board Meeting. Minutes were approved as presented. (Taylor, Ketterman C -Un). B. Claims Rich Taylor in Jim Engledow's absence 1. Claim Sheet June 22, 2010 was approved as presented. (Taylor, Hackett C -Un) 2. Clay Township Claim Sheet June 22, 2010 was approved as presented. (Taylor, Hackett C -Un.) C. Consideration of Quotes for the Central Park Skate Park Sidewalk Project Mark Westermeier Mark explained that pursuant to Indiana Code 36- 1 -12 -5, the Park Department obtained 2 quotes for installation of a sidewalk connector between the Skate Park and the Monon Trail at Central Park: 1 from Cadence MTC LLC for $6,100.00 and 1 from Integrity Concrete, Inc. for $2,350.00. Mark reported that all conditions were met to recommend awarding a contract for the sidewalk project to Integrity Concrete, Inc., the lowest responsible and responsive quoter to be paid from the Clay Township 1215 fund. After assuring the Board that T Myers was comfortable with the lowest quoter despite the significant difference in the quotes, the Park Board accepted the lowest responsible and responsive quote for the Central Park Skate Park Sidewalk Project from Integrity Concrete, Inc. in the amount of $2,350.00 to be paid from the Clay Township 1215 Fund and authorized the Park Department Director to take all action 1 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 approval for the President or Vice President to sign the contract upon completion of the attorney's review. (Ketterman, Taylor C -Un.) Immediately thereafter, the Park Board delegated to the Park Department Director the authority to determine in his sole and reasonable discretion 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 such change, up to an amount not to exceed twenty percent (20 of the amount of the original contract, with a report to the Park Board and request for ratification at the next Park Board meeting. (Ketterman, Hackett C -Un.) D. Consideration of Central Park Master Plan Report (Update) Mark Westermeier Mark referenced the earlier presentation of the Central Park Master Plan Update Report and recommended acceptance and approval. After discussion, the Park Board approved the Central Park Master Plan Update Report as presented. (Dillon, Kirsh C -Un.) E. Authorization to engage JJR,LLC to prepare bid ready construction documents for Phase II of Central Park Mark Westermeier Mark referred to the recommended Work proposed for the Eastern section of Central Park as set forth in the Master Plan Update and recommended engagement of JJR, LLC to prepare bid ready construction documents for late summer, early fall construction. After discussion, including Mark's explanation of the amount recommended (roughly 10 (Yoof the total estimated project construction costs to be paid from the Clay Township 1215 Fund), the Park Board authorized the Department Director, the Park Board Attorney and the Park Board President or Vice President to directly negotiate a professional services contract with JJR, LLC for the provision of architectural and /or engineering services for the South Woodland Bundle and the North Woodland Bundle as described in the Central Park Master Plan Update consistent with the JJR, LLC proposal for a sum not to exceed $450,000.00 plus reimbursables and authorized the Park Board President or Vice President to execute the same. (Dillon, Kirsh C -Un.) F. Consideration of Proposal from PROS Consulting, LLC regarding a Maintenance Management Plan Michael Klitzing Michael referred to the proposal included in the Park Board Packet from PROS Consulting, LLC to develop a Maintenance Management Plan for the entire park system, including the Monon Community Center. After he described key elements of the plan and highlighted the anticipated benefits (including an increase in efficiencies from 10 to 25 percent resulting in savings from $185,000 to $464,000), and R Taylor's endorsement of the recommendation as a best practice, the Park Board accepted the proposal for services from PROS Consulting, LLC for development of a maintenance management plan (Taylor, Dillon C -Un) and authorized the Department Director, the Park Board Attorney and the Park Board President or Vice President to directly negotiate a professional services contract with PROS Consulting, LLC for the development of a maintenance management plan for a sum not to exceed $29,000 including reimbursables and authorized the Park Board President or Vice President to execute the same. (Taylor, Ketterman C -Un) G. Consideration of Amendment of Personnel Handbooks to comply with HEA 1065, Public Law 90- 2010 Deb Grisham Deb reminded the Park Board of her earlier report that in March of 2010, Governor Daniels signed what has become commonly referred to as the "Take Your Gun to Work Law She reported that after additional review and consideration, she recommended amending a provision in each of the 2 personnel handbooks in "Discipline" section, so to avoid the effect of prohibiting an employee from legally possessing a firearm or ammunition that is allowed by the new law to be possessed in the employee's locked vehicle while the vehicle is on park property. She mentioned that while there are exemptions, public parks and facilities are not currently included. She reported that unless the handbook language is changed, the law could open the Park Board up for civil lawsuits resulting in actual damages and attorney fees for prevailing employees. After referencing the recommended change, the Park Board authorized Department Management to change in both Personnel Handbooks, the Sections entitled "Discipline" to comply with HEA 1065, P.L. 90 -2010. (Ketterman, Taylor C -Un.) 2 VI. DISCUSSION ITEMS None VII. BOARD COMMENTS S Dillon thanked all who attention the Greenspace retirement party. With regard, to R Taylor's inquiry whether the MCC hosted bridal show increased reservations, Michael responded that the reports were not yet in. T Hackett announced that this meeting would be her last and that a new Carmel Clay School Board representative would start in July and that she enjoyed her participation on the Park Board. J Miller thanked T Hackett for her exemplary commitment to the Park Board. VIII. ADJOURNMENT The Meeting- ejourned at approximately 7:20 p.m. (Ketterman C-Un.) Signature: i /id. Date: G (3 L'O Signature: n-Q 2 Date: l 3 _I O 3