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HomeMy WebLinkAboutCCPR-03-23-10 (Approved: 1/ /3 -/O CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting March 23, 2010, 6:00 P.M. The Monon Center East 1235 Central Park Drive East CARMEL, IN 46032 MEMBER ATTENDEES MEMBER ABSENTEES OTHERS J Miller J Engledow M Westermeier J Hagan T Hackett M Klitzing S Dillon A Kostrzewa J Ketterman (arrived 6:21) Ben Johnson R Taylor Hal Espey (Videographer) W Franklin Susan Beaurain J Kirsh I. ROLL CALL The regular board meeting of the Carmel /Clay Board of Parks and Recreation was convened at approximately 6:15 p.m. on March 23, 2010 pursuant to notice. President J Miller, asked R Taylor to call the roll. Members present other than J Miller and R Taylor were J Hagan, S Dillon, J Kirsh and W Franklin. J Ketterman arrived after the roll call. T Hackett and J Engledow 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. 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 showed and explained design drawings regarding the Central Park Cafe to Fitness Conversion Project. He next referred to the provided reports and explained the addition of the Year to Date Summary Report, a new report summarizing the Pentamation Reports, which reflects positive trending with revenues up 6% and expenses down 3 He (a) noted that lack of detail in prior years makes it difficult to assess the revenue increase cause, (b) confirmed that the financial information is provided to all City and Township elected officials, (c) addressed personnel costs and explained the anticipated effect of switching from the Ellis lifeguard certification program to the Red Cross program; (d) explained costs attributed to Guest Services, and (e) described the revenue, noting that it is too early to attribute increases to increased fees. V. ACTION ITEMS A. Minutes —Rich Taylor 1. March 6, 2010 Park Board Workshop memorandum was approved as presented. (Taylor, Ketterman C -Un). 2. March 9, 2010 Regular Park Board Meeting Minutes were approved as presented. (Taylor, Hagan C- Un). 3. March 16, 2010 Special Park Board Meeting Minutes were removed from consideration and will be considered at a subsequent meeting. B. Claims Sue Dillon for Jim Engledow 1 1. Claim Sheet March 23, 2010 was approved as presented (Taylor, Dillon C -Un) after M Klitzing clarified that bus transportation was attributed to the Extended School Enrichment program and its cost included n the fees. 2. Clay Township Claim Sheet March 23, 2010 was approved as presented. (Taylor, Dillon C -Un.) C. Establishment of 2010 Director Evaluation Objectives Sue Dillon S Dillon, Chair of the Personnel Committee reported the success of the Committee's solicitation of goals from other Park Board committees, members and Mark so that the committee could set goals toward which the Director is expected to work and the success or failure on which the Director will be evaluated. After confirmation of the Personnel Committee's recommendation, the Park Board agreed to adopt the 2010 goals for evaluation of the Director as presented in the board packet. (Dillon, Ketterman C -Un.) D. Consideration of Second Amendment to the Agreement with Mr. B's Lawn Maintenance, Inc., for lawn mowing and trimming services Mark Westermeier After Mark reported that mowing services can be provided more efficiently and at a lower cost (saving money on gasoline, personnel, and equipment), the Park Board agreed to approve the Second Amendment as presented. (Ketterman, Hagan C -Un.) E. Consideration of Second Amendment to the Agreement with Mr. B's Lawn Care, Inc., for bush hogging services Mark Westermeier After Mark explained that the service providers represent two separate companies, one owned by a father that performs bushhog services and the other owned by the son that performs lawn mowing and trimming, the Park Board agreed to approve the Second Amendment as presented. (Dillon, Kirsh C -Un.) F. Consideration of process for Bus Transportation Services Michael Klitzing Michael explained that the summer camp program has grown with the success of the Before and After School Care Program and requires significant bus transportation for campers and staff. He noted that Safe Passage Transportation Services, Inc. was for the last several years, the most responsive and responsible quoter participating in the Department's use of a formal RFP process. He explained that under applicable law and governing rules, there are different options to use when purchasing services, as described on the cover sheet in the board packet. He recommended authorization to negotiate directly a bus transportation service agreement. After the Park Board agreed to authorize direct negotiation with a provider for safe, basic and handicap accessible bus transportation services (Dillon, Ketterman C -Un), staff explained that School District busses are unavailable due to the District's insurance restrictions and all bus drivers are required to have background checks. After Michael explained that First Student provided the handicap accessible buses last summer when Safe Passage could not, the Park Board authorized the Park Board Attorney, the Park Department Director and the Park Board President to negotiate the terms of a bus transportation services agreement with Safe Passage and if Safe Passage cannot provide all necessary bus transportation services, then to select and negotiate an agreement with First Student or another service provider selected by the Director, the total cost not to exceed $100,000.00 and authorize the Park Board President, Vice President or Treasurer to execute such agreement(s). (Taylor, Ketterman C -Un.) G. Consideration of appointments for Common Construction Wage Hearing rCommitteel for Park Public Works Projects Mark Westermeier Mark explained that projects estimated to cost more than $150,000 require a common construction wage hearing to determine wages common to the community. As the wage scale established for Founders Park and Hazel Landing expire in April and as it is necessary to establish a wage scale for the Central Park Cafe Conversion Project, a wage hearing has been scheduled on Tuesday, April 27, 2010 to allow the person named by the Governor to attend. After discussion, the Park Board appointed to the Common Construction Wage Committee for public works projects costing $150,000 or more that are to be let by the Park Board within 12 months of the Wage Hearing anticipated to be scheduled in the second quarter of 2010, Tim Tolson as the industry representative and Steve Pittman as the taxpayer who pays the tax that will be the funding source for the project and resides in the county where the project is located. (Ketterman, Hagan C -Un.) 2 H. Consideration of Resolution G- 2010 -001 to adopt the 2010 Park Board Vision Mark Westermeier or Michael Klitzing Michael introduced the Resolution by summarizing the 3 primary objectives: Serve, Develop and Sustain. After the Park Board waived the reading of the Resolution (Ketterman, Hagan C -Un), many of the members individually endorsed the vision that came from an earlier board retreat. Upon conclusion of discussion, the Park Board adopted Resolution G- 2010 -001 as presented. (Taylor, Hagan C -Un.) V. DISCUSSION ITEMS None VI. BOARD COMMENTS J Kirsh recognized President Miller's comments at the March meeting of the Common Council and asked S Dillon to thank Dr. Dillon for his time and effort. J Miller noted that the normal 3:00 p.m. time scheduled for the Common Council's Park Arts and Recreation Committee will likely not change. VII. ADJOURNMENT The Meeti adjourne. -t ap•roximately 7:15 p.m. (Ketterman, Kirsh Kirsh C -Un.) Signature: Date: "l 1 1 0 Signature: ;ate Date: 3 -14 tl 3