HomeMy WebLinkAboutCCPR-12-22-09 (Approved: f ~/oq_ :ZO
CARMEL /CLAY BOARD OF PARKS AND RECREATION
BOARD MEETING MINUTES
Regular Meeting
December 22, 2009, 6:00 P.M.
The Monon Center East
1235 Central Park Drive East
CARMEL, IN 46032
MEMBER ATTENDEES MEMBER ABSENTEES OTHERS
J Engledow J Ketterman M Westermeier
J Miller (arrived 6:10) M Klitzing
S Dillon A Kostrzewa
T Tolson (arrived 6:08) D Grisham
J Hagan Hal Espey (Videographer)
P Chester
D Dutcher
T Hackett
I. ROLL CALL
The regular board meeting of the Carmel /Clay Board of Parks and Recreation was convened at
approximately 6:03 p.m. on December 22, 2009 pursuant to notice. President Jim Engledow asked D
Dutcher to call the roll. Members present other than Mr. Engledow and D Dutcher were S Dillon, T Hackett,
J Hagan and P Chester. J Miller and T Tolson arrived after the roll call. J Ketterman was absent. Others in
attendance are noted above.
U. CALL TO ORDER And PLEDGE OF ALLEGIANCE
Having confirmed the presence of a quorum and after the Pledge of Allegiance, President Engledow 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. (Dutcher, Tolson). "When a motion is carried but not unanimously, the
results of the vote will be listed i.e. "(Dutcher,Tolson; 6 to 2, with one abstaining). When the motion was
carried unanimously, a "C -Un" will be added i.e. "(Dutcher, Tolson; C -Un)."
III. PUBLIC COMMENTS None
IV. ACTION ITEMS
The Park Board unanimously agreed to add the following Action Item:
Action Item C: Consideration of Bidding the design presented by The Schneider Corporation for
Lawrence W. Inlow Park (Dutcher, Chester C -Un.). [NOTE: All original action items moved down
chronologically with corresponding letter references.]
A. Minutes Dan Dutcher
1. December 8, 2009 Regular Park Board Meeting Minutes were approved as presented. (Dutcher,
Chester C -Un.);
2. Minutes of the August 27, 2009 Joint Workshop of the Park Board, City of Carmel Common Council
and the Clay Township Board were approved as presented. (Dutcher, Chester C -Un.)
B. Claims Judith F. Hagan
1. Claim Sheet December 22, 2009 was approved as presented. (Hagan, Hackett C -Un.)
2. Clay Township Claim Sheet December 22, 2009 was approved as presented. (Hagan, Dutcher C-
Un.)
C. Consideration of Bidding the design presented by The Schneider Corporation for Lawrence W.
Inlow Park- Mark Westermeier
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Pursuant to the recommendation of the Properties Committee and confirmation that the total cost of the
project was anticipated to be less than $150,000 making a common construction hearing unnecessary,
the Park Board directed staff go through the public works bid process for Inlow Park repairs and
improvements as designed by The Schneider Corporation on the condition that the funds are confirmed
to be available. (Dillon, Dutcher C -Un.)
D. Consideration of 2010 Meeting Schedule Mark Westermeier
After staff confirmed that a review of the proposed 2010 meeting schedule did not identify any Holiday
conflicts, the Park Board adopted the following schedule to hold its regular meetings on the second and
fourth Tuesday of each month at 6:00 p.m. in the Monon Community Center, Banquet Room A, 1235
Central Park Drive East, Carmel (Hagan, Hackett C -Un.):
MONTH 1 Meeting 2 Meeting
January 12 26
February 9 23
March 9 23
April 13 27
May 11 25
June 8 22
July 13 27
August 10 24
September 14 28
October 12 26
November 9 23
December 14 28
E. Consideration of Clay Township 1215 Nonrevertinq Park Capital Fund Balance Encumbrances
Michael Klitzing
Consistent with action taken by the Clay Township Board on December 8, 2009 regarding
encumbrances and pursuant to a recommendation by the Finance Committee, the Park Board
unanimously requested the Clay Township Board to encumber the balance of $4,940,946 in the Clay
Township 1215 Park Capital Non Reverting Fund. (Ketterman, Hagan C -Un.)
F. Consideration of adoption of Resolution 12- 22 -09 -01 regarding the 2010 Extended School
Enrichment Budget Mark Westermeier
After the Park Board waived the reading of Resolution 12- 22 -09 -01 regarding the 2010 Extended School
Enrichment (ESE) Budget, Michael described the effect of $272,929.00 attributed to fee waiver
"scholarships" for those who qualify, referencing a handout attached here to as Appendix A. He noted
that because of the fee waivers, there may be an approximate $30,000 deficit on December 31, 2009 in
the ESE 2009 budget. He explained that the 2010 budget provides for the modest 6 -9% rate increases
in the projected revenues line and moderate merit increases applicable to ESE employees which if
awarded, take effect in August. Michael noted that the budget identifies by line item actual revenues and
expenditures for 2007 and 2008, projections for 2009, and the proposed budget for 2010 with brief
explanations for any significant differences between years. Pursuant to the discussion and a
recommendation by the Finance Committee, the Park Board approved Resolution 12- 22 -09 -01 as
presented. (Tolson, Hackett C -Un.)
G. Consideration of extending the contract with PROS Consulting LLC— Mark Westermeier
Mark explained that while the Business Plan has been completed, PROS Consulting LLC continues to
work on development of the Marketing Plan and recommended extension of its Professional Services
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Agreement through December 31, 2010. After clarification that there was no increase in the fee, the Park
Board approved the First Amendment to extend the Term of the Professional Services Agreement with
PROS Consulting, LLC through December 31, 2010. (Dillon, Chester C -Un.)
V. DISCUSSION ITEMS None.
VI. BOARD COMMENTS
S Dillon thanked J Engledow for addressing the Common Council at its December 14, 2009 meeting and
stated her opinion that the result was positive.
J Engledow commended the staff and the Board members for the tireless efforts that benefit the Carmel Clay
Community and reported that the Common Council (a) addressed the short term funding needed to close out
2009 Monon Center operations and (b) committed to working with the Township Board on a long term
resolution of the funding issues.
VII. ADJOURNMENT The meeting adjourned at approximately 6:30 p.m. (Tolson, Hackett C -Un.)
Signature: 444-4-1.4- ,,y. „�11 Anit, Date: l 'Sat, 0 D
Signature: ,,1.,.0 Vi.& Date: t Z 1 0
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