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Home My WebLink AboutCCPR-04-27-10 (Approved: J /D CARMEL /CLAY BOARD OF PARKS AND RECREATION REGULAR MEETING MINUTES April 27, 2010, 6:00 P.M. Monon Community Center East 1235 Central Park Drive East CARMEL, IN 46032 MEMBER ATTENDEES MEMBER ABSENTEES OTHERS J Miller M Westermeier J Hagan M Klitzing S Dillon A Kostrzewa J Ketterman (arrived 6:21) D Grisham R Taylor Hal Espey (Videographer) W Franklin S Beaurain J Kirsh T Myers J Engledow L Russell T Hackett 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 April 27, 2010 pursuant to notice. President J Miller, asked R Taylor to call the roll. All members were present. 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 There were no public comments other than the presentation by The Eppley Institute for Park and Public Lands. Presenters Jeff Bransford and used a power point and referred to a Compensation Assessment Final Report distributed at the meeting, attached hereto as Appendix A. Questions resulted in the following clarifications: Statement on page 3 providing that of CCPR and its benchmark communities, only CCPR has employees in each of its listed positions, was intended to be only factual and not a comment as to whether such is good or bad. It was explained further that CCPR positions provide narrower responsibilities which do not overlap or duplicate work while the other, most established community park systems, use different titles with broader responsibilities. M Klitzing and M Westermeier explained that CCPR created many of the positions similar to a private sector business to operate the new MCC and now that it has been open long enough to identify "trends" which can assist decision making, the information and corresponding recommendations in the Final Report will assist the Park Boards response; The study did not address the difference between private sector and public sector compensation levels; 60% Cost Recovery, a CCPR system wide goal provided to Eppley by CCPR staff, was calculated by adding the user fees from all three main budgets (101 General Fund tax budget, 108 Before and After School Care revenue (fee based) budget and 109 Monon Community Center (MCC) revenue (fee based) budget and dividing that number by the sum of the 3 budgets. The 80% Cost Recovery goal is directed at the MCC. Benchmark Communities' system wide cost recovery goals are those reflected in the Final Report; The Carmel Clay Community continues to define how it uses the MCC and marketing surveys are helpful; Labor is close to 60% of the total budget cost and focus needs to be on revenue increases since staff decreases have a negative impact on customer service which in turn impacts pass sales; 1 Traditional revenue sources such as youth sports is not available to CCPR; Compensation goal is to have strictly merit based increases. Currently, CCPR uses a hybrid: performance based City of Carmel mandated COLA (Cost of Living Adjustment);.2011draft budgets reflect no COLA; While position descriptions are considered clear and complete, M Klitzing offered his view that such descriptions could be supplemented with measurable goals which may require year to year adjustments; Independent Contractor incentives are being considered for vendors like the Caterer; Staff will use survey monkey to understand employee views of compensation benefits prior to identifying particular changes; The Finance Committee will review the Final Report, crunch the numbers and outline a strategy to proceed with recommendations. IV. STAFF REPORTS M Klitzing reported that all 3 draft budgets for 2011 were distributed for the members' review prior to the first meeting in May where the budgets will be first presented for consideration. He noted that the draft budgets are consistent with guidelines provided by the Mayor's office, such guidelines included with the draft budgets. V. ACTION ITEMS A. Minutes —Rich Taylor 1. April 13, 2010 Regular Park Board Meeting Minutes were approved as presented. (Taylor, Kirsh C- Un). B. Claims Sue Dillon for Jim Engledow 1, Claim Sheet April 27, 2010 regarding Resolution B- 2010 -004 was approved as presented (Engledow, Hackett C -Un). 2. Claim Sheet April 27, 2010 was approved as presented. (Engledow, Taylor C -Un) 3. Clay Township Claim Sheet April 27, 2010 was approved as presented. (Engledow, Taylor C -Un.) M Klitzing stated that he would confirm that encumbered funds were used first and explained the claims. C. Ratification of the Decision regarding the Central Park Lazy River Strainer Quotes Mark Westermeier Mark explained that while 3 contractors known to deal in the pool maintenance industry were asked to quote the project, only two (2) quotes were received, copies of which were provided to the board. He continued that after review of the quotes, the Director and the Park Board Treasurer determined that the Spear Corporation provided the lowest responsive and responsible quote in the amount of $26,976.00 to customize, fit and install four (4) 16x10 Hair and Lint Fiberglass Strainers for the Lazy River filtration system, replacing the four (4) failed PVC Strainers. He added that no matter how the alternatives and the items quoted were added, Spear provided the lowest quote. To avoid a delay in the opening of the Outdoor Water Park and consistent with the authority specifically delegated to the Director and one officer, Mark and Treasurer Jim Engledow accepted the quote received from the Spear Corporation and awarded to it a contract in the amount of Twenty Six Thousand, Nine Hundred Seventy Six and no /100's Dollars ($26,976.00). Mark asked that the Park Board ratify such actions. After some discussion, the Park Board ratified the actions taken by the Park Department Director and the Park Board Treasurer to facilitate the expedited process to effect the replacement of the failed Strainer parts by acceptance of the quote received from, and award of a contract to, the Spear Corporation, in the amount of Twenty Six Thousand, Nine Hundred Seventy Six and no /100's Dollars ($26,976.00) to supply, customize, fit and install four (4) 16x10 Hair and Lint fiberglass Strainers for the Lazy River filtration system, replacing the four (4) failed PVC Strainers. (Ketterman, Hagan C -Un.) VI. DISCUSSION ITEMS J Engledow reported that staff input was considered in the draft budgets that the Finance Committee is willing to recommend to the Park Board; Summer Hiring is progressing well and orientations started; Summer Camp expansion will be considered for 2011 once 2010 numbers are available and trends understood. 2 VII. BOARD COMMENTS S Dillon mentioned that the Properties Committee decided to conduct at 4:00 p.m., on Wednesday, May 5 an onsite inspection of Hazel Landing Park as a location for an off leash dog park and to inspect the progress of the Hoosier Mountain Bike Association bike trails. VIII. ADJOURNMENT The Meet'•g adjo�ed at approximately 7:10 p.m. (Ketterman, Hagan C -Un.) Signature: Date: 5 10 r� i Signature: WAI L: Date: U 4 3