HomeMy WebLinkAboutCCPR-12-08-09 (Approved: C)
CARMEL /CLAY BOARD OF PARKS AND RECREATION
BOARD MEETING MINUTES
Regular Meeting
December 8, 2009, 6:00 P.M.
The Monon Center East
1235 Central Park Drive East
CARMEL, IN 46032
MEMBER ATTENDEES MEMBER ABSENTEES OTHERS
J Engledow T Tolson M Westermeier
J Miller (arrived 6:27) M Klitzing
D Dutcher (arrived 6:26) A Kostrzewa
P Chester D Grisham
J Ketterman Hal Espey (videographer)
S Dillon Tess Pinter (partial)
J Hagan Michelle Compton (partial)
T Hackett Audrey Hughey (partial)
Lindsay Labas (partial)
Lynn Russell (partial)
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 December 9, 2009 pursuant to notice. President Jim Engledow asked Pattie Chester to call the roll in Dan
Dutcher's absence. Members present other than Mr. Engledow and Ms. Chester were J Hagan, T Hackett, S Dillon
and J Ketterman. D Dutcher and J Miller arrived after the roll call. T Tolson was absent. Others in attendance are
noted above.
II. CALL TO ORDER and PLEDGE OF ALLEGIANCE
After the Pledge of Allegiance, J. 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 HEARING
A. Disposal of Real Property within the West Park Extension for the purpose of farming up to 20 acres of
tillable ground. President Engledow noted that this matter had been noticed as a public hearing at tonight's
meeting and asked Deb Grisham to give a brief description of the matter. Deb explained that the desire to
continue farming any portion of the West Park Extension after the expiration of the 9 acre farm lease required
compliance with the process outlined in the Indiana Disposal Statute. President Engledow opened the public
hearing at 6:07 and after no member of the public showed up to speak, he closed the public hearing at 6:09.
B. Disposal of Real Property within The Monon Center at Central Park for cafe operations. President
Engledow noted that this matter had been noticed as a public hearing at tonight's meeting and asked Deb
Grisham to give a brief description of the matter. After sheexplained that it was necessary to follow the process
outlined in the Indiana Disposal Statute to attempt cafe operations under a third party vendor, President
Engledow opened the public hearing at 6:10 and after no member of the public showed up to speak, he closed
the public hearing at 6:11. [NOTE: As public hearing notices had to be submitted to run in the newspapers
prior to the Park Board's decision at its November 24, 2009 meeting to pursue engagement of a design
professional to repurpose the cafe space for a fitness use, it was determined to be in the best interest of the
Carmel Clay Community to allow the public to speak about the cafe space which could impact the Board's
earlier decision.]
IV. PUBLIC COMMENTS:
A. Public. None
B. Leon Younger of PROS Consulting, Inc. regarding a draft Marketing Plan (MP).
Neelay Bhatt of PROS Consulting presented via power point, the various components of the draft MP. Mr.
Bhatt addressed the (a) benefits of a MP, (b) MP objectives, (c) importance of demographics, (d) audience
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locations, (e) benefits of brand consistency, (f) Return on Investment, (g) 6 primary recommendations and (h)
the following 5 items requiring Board direction: (i) Rebranding, (ii) Creation of a logo /slogan, ((iii) guidelines
for brand use, (iv) devoting adequate financial resources to implementation of the MP and (v) development,
support and advocacy of a consistent MP Policy. Mr. Bhatt recommended 5% of the Department's entire
budget for financial support plus 1 Full Time Employee per 35,000.population resulting in 2.5 full time
employees for Carmel Clay and emphasized the need to continually monitor and tweak the MP. He thanked
the Board, commended the staff and suggested that the Board members consider what he had presented for
discussion at a subsequent meeting.
V. STAFF REPORTS
Michael Klitzing reported that Susan Beaurain had accepted the Monon Center Division Manager position and
has committed to start on January 11, 2010. After he confirmed an expansion of preschool programs, Michael
reported that credit card companies' security requirements had presented the biggest challenge to confirm that
online registration is appropriately linked to the Rec Trak software program and is being vetted by focus groups.
VI. COMMITTEE REPORTS
A. Standing Committees
1. Personnel Committee: J Miller reported that the Committee may meet on December 17 but likely will
meet next when it has something from the Eppley Institute regarding employee compensation.
2. Finance Committee: J Hagan reported that the Committee is scheduled to meet at 5:00 on Thursday,
December 10 to discuss the 1046 and 1047 budgets.
3. Properties Committee: S Dillon reported that at its last meeting (November 24 the Committee agreed
to make a recommendation on the dirt bike trail through Hazel Landing Park, discussed the 2009 Capital
Plan status with an eye toward confirming 2010 Capital Projects and a recommendation regarding
improvements to Inlow Park will be announced at the December 22, 2009 meeting.
B. Special Committees
1. Nominating Committee: J Engledow announced that he had appointed Dan Dutcher as the Chair person
and J Ketterman, J Hagan and T Hackett as the park Board members to serve on the Nominating
Committee for recommendation of a slate of officers for 2010: He asked that those members interested in
holding a position contact a member of the committee. The Committee will work with staff to schedule a
meeting prior to the January 12, 2010 meeting..
VII. ACTION ITEMS
A. Minutes Dan Dutcher
1. November 24, 2009 Regular Meeting minutes were approved as presented. (Dutcher, Ketterman C -Un.)
2. November 24, 2009 Special Meeting minutes were approved as presented. (Dutcher, Chester C -Un.)
B. Financial Reports Judith F. Hagan
The Financial Reports from the City and Clay Township were acknowledged. (Hagan, Ketterman C -Un.)
C. Claims Judith F. Hagan
1. Claim Sheet December 8, 2009 was approved as presented. (Dutcher, Ketterman C -Un.)
2. Clay Township Claim Sheet December 8, 2009 was approved as presented. (Dutcher, Chester C -Un.)
D. Acceptance and /or Acknowledgement of Monies received Audrey Kostrzewa
The following donors and their respective donations were acknowledged and accepted. (Hagan, Chester C -Un).
RECEIVED DATE FUND AMOUNT RECEIVED FROM FOR
AS
Donation 11/09 853 $340.32 Jodi Weisenbarger Commemorative Tree
Sccott Randall
RECEIVED DATE RECEIVED ITEMS RECEIVED RETAIL VALUE FOR
AS FROM
In -Kind 11/09 Whole Foods $5 Gift Certificates $50 Grinch Scramble
In -Kind 11/09 Whole Foods Cocoa /marshmellows Not reported Breakfast with Santa
In -Kind 11/09 Whole Foods $5 Gift Certificates $50 Candy Cane Hunts
In -Kind 11/09 Whole Foods $5 Gift Certificates $50 Fetch the Fruitcake
In -Kind 11/09 Whole Foods $50 Gift Certificates $50 House Decor Contest
In -Kind 11/09 Dairy Queen Free cone cards $381.10 December Events
In -Kind 11/09 Chili's 1300 free kids meals Not Reported December Events
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In -Kind 11/09 Borders $10 Gift Card $10 December Events
In -Kind 11/09 Don Pablos Free dip samplers $25 December Events
In -Kind 11/09 Don Pablos 31 Free kids meals Not reported December Events
In -Kind 11/09 Bob's Mon- $5 Gift Certificates $100 December Events
golian Grill
M Klitzing reported receipt of the $50,000.00 St. Vincent Sponsorship Fee.
E. Consideration of Business Plan Recommendations Mark Westermeier or Michael Klitzing
Consideration of Quotes for West Conference Room.
Michael presented the quotes for the Flooring work. After the Park Board found the quote from Jack Laurie
Commercial Floors to be non responsive for failure to meet the specification for a maple wood floor or a minimum
shock absorption of 53% (Chester, Ketterman C -Un), it accepted the most responsible and responsive quote from
Kiefer Specialty Flooring, Inc. in the amount of $7,980.00, awarded a contract to such vendor and authorized the
Park Department Director and the Park Board attorney to take all action necessary to complete the contracting
process and authorized the President of the Park Board to sign a contract with Kiefer Specialty Flooring, Inc..
(Chester, Ketterman C -Un.)
F. Consideration of Salary Resolution 12- 8- 09 -01 —M Westermeier and M Klitzing
Michael reported that the 2010 Salary Resolution establishes the maximium bi- weekly salaries for each
Department position and noted that the maximums are consistent with the approved 2010 General Fund (101)
budget. After he recommended approval and confirmed that the approval of the 1047 and 1046 budgets was not
a prerequisite to the approval of Resolution 12- 8- 09 -01, the Park Board waived the reading of the resolution
(Dillon, Dutcher C -Un) and approved the Resolution as presented (Dillon, Dutcher C -Un.)
G. Consideration of Resolution 12- 8 -09 -02 regarding a farm lease of a portion of the West Park Extension
Mark Westermeier and Deb Grisham
After noting the lack of interest at the Public Hearing as well as the changed circumstances of the farmer most
recently to have farmed the 9 acres within the West Park Extension and his relative lack of interest in continuing
to farm it, Mark summarized the history and the discrepancy between the expense and return on investment
associated with leasing the property pursuant to the normal disposal statute's leasing provisions. He
recommended use of the Alternative procedures available under the Disposal statute which Deb explained to be a
more flexible RFP process rather than a bid process and noted the reasons for its use as provided in the
recommended Resolution 12- 8- 09 -02. J Miller stated that he believed the cost of the process failed to justify the
cost of leasing the property and moved to table the item indefinitely. After discussion, the motion passed
unanimously (Miller, Ketterman C -Un.)
H. Consideration of Resolution 12- 8 -09 -03 regarding Facility Rental Rates Michael Klitzing
Michael presented for approval the proposed facility rental rates and custodial fees for The Monon Center and
rental rates for the park shelters with a proposed January 1, 2010 effective date. He detailed the custodial fee for
the users listed in the Special Use Policy, explained that sales tax is charged on rental fees and explained that
some shelter rental have been lowered to bolster rentals. After much discussion, the Park Board waived the
reading of Resolution 12- 08 -09 -03 (Dillon, Chester C -Un.) and approved it as presented (Dillon, Chester C -Un.)
I. Consideration of Resolution 12- 8 -09 -04 regarding the Adoption of the 2010 -2014 Parks and Recreation
Master Plan Michael Klitzing
Michael explained that adoption of the proposed 5 year Master Plan created by MIG, Inc. is required to achieve
eligibility for Indiana Department of Natural Resources (IDNR) administered grants. He summarized the formal
adoption steps with which the Park Board had complied and explained and recommended execution of the Form
entitled Assurance of Compliance with Section 504 of the Federal Rehabilitation Act of 1973" and recommended
adoption of Resolution 12- 8- 09 -04. After discussion, the Park Board authorized the Park Board President and
Secretary to sign the Assurance of Compliance form (Ketterman, Hackett C -Un), waived the reading of Resolution
12- 8 -09 -04 (Ketterman, Hackett C -Un) and approved it as presented (Ketterman, Hackett C -Un).
J. Consideration of a Utilities Easement through Central Park Mark Westermeier
Mark explained that he had a meeting scheduled tomorrow morning with John Duffy, Director of the City of
Carmel Utilities, to talk about various issues regarding the easement location but that he had not yet received an
appraisal. He noted that the pipeline installation specifications will provide for a change in the trail elevation near
the Woodland Garden, believed to eliminate the current erosion issue. After much discussion and a clarification
of the process (Intergovernmental Exchange) that Deb Grisham had identified pursuant to Indiana Code Section
36- 1 -11 -8, yet to be presented to the City Attorney, and which requires review and approval of the easement
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terms and conditions by both the Carmel City Council and the Park Board, the Park Board authorized staff, the
Park Board attorney and the Park Board President to take all steps necessary and appropriate to seek the
approval of the Park Building Corporation and to otherwise prepare or work with the City of Carmel to prepare, the
documents necessary and appropriate to effect an exchange of property with the City of Carmel, Indiana pursuant
to I.C. 36- 1 -11 -8 on the terms and conditions consistent with Mr. Duffy's representations and the requirements to
which the Park Board is held. (Dillon, Chester C -Un.)
K. Consideration of Agreement with the Hoosier Mountain Bike Association (HMBA) Mark Westermeier
Mark summarized the HMBA's proposal to create within Hazel Landing Park a natural surface single track trail
that had been considered by the Properties Committee. S Dillon, the Properties Committee Chair, reported that
after considering the proposal, the Committee determined the location to be compatible with the recent design
drawings produced by Schmidt Associates as well as the current use of the park and noted the positive impact of
having more people use and enjoy the park. She concluded by stating that the Committee had agreed to
recommend the HMBA's proposal to the Park Board. After Mark referenced Hamilton County's agreement with
the HMBA and added his recommendation to allow such a trail at Hazel Landing Park, the Park Board authorized
the Park Board attorney and Park Department management to prepare and negotiate, and Park Board President
to agree to and execute, a License Agreement with the HMBA for the volunteer construction of a natural surface
single track trail through Hazel Landing Park in a location agreed to by the Park Department Director that is
compliant with applicable IDNR requirements, consistent with the recent design drawings produced by Schmidt
Associates and consistent with the use of the park. (Dillon, Ketterman C -Un.)
L. Consideration of an Amendment to the Park Board By -Laws J Engledow
After J Engledow explained the options regarding the process by which to amend the By -Laws, J Miller explained
that (a) the 1 hour minimum meeting requirement put into Section 6.3 of the By -Laws to safeguard the funds
budgeted for meeting attendance against payment for attendance at additional, very short meetings, had proven
after 1 year of use, to be unnecessary and (b) that the additional safeguard that the per diem would be paid only
once per day, had proven to be a sufficient safeguard by itself. After more discussion including a statement that if
the budgeted funds were used prior to the end of 2010, the members would be required to meet for no payment,
all eight (8) members of the Park Board voted to suspend the two (2) meeting requirement for an amendment as
set forth in Section 7.2 of ARTICLE VII of the By -Laws (presentation of the language change at one meeting and
a vote at a subsequent meeting). (Miller, Dillon C -Un.) The Board next approved the proposed amendment to
Section 6.3 of ARTICLE VI as presented. (Miller, Dutcher C -Un.)
M. Consideration of extending the Professional Services Agreement with Debra Grisham Mark Westermeier
After discussion, the Park Board agreed with Mark's recommendation to continue the professional services
arrangement with Debra Grisham for professional legal and business services needed in 2010 at the 2009
blended hourly rate of $110.00 under the terms of the existing professional services agreement. (Dillon, Chester,
C -Un.)
VIII. ATTORNEY'S REPORT- Debra Grisham
A. Tort Claims. Deb reported that no new tort claims had been filed since the last meeting and that as regards the
Espey claim, the trial court granted the summary judgment Motion in favor of the Park Board due to the release
language in the registration materials.
B. General. Deb reported that according to her conversations with M Westermeier and John Molitor, the Carmel City
Council amended the Park Impact Fee Ordinance to require prior to each incremental increase, a review and
presentation to the Plan Commission and to the Council with the Council having the ultimate right to agree to or
deny the increase. She added that John Molitor is providing the amendment language to Clerk- Treasurer Diana
Cordray and anticipates that the Plan Commission will consider it at its meeting next week.
IX. DIRECTOR'S REPORT Mark Westermeier
In addition to his written report, Mark reported as follows:
1. The Council's Arts Park and Recreation Committee met this afternoon and voted unanimously to
recommend to the Council at it next meeting approval of funding the Park Department in the same
manner that the Township had approved it, i.e.. through an amendment of the Interlocal Agreement.
2. Mark attended the Township meeting at 9:00 this morning during which time the Township encumbered
$4.9 Million Dollars for Park use.
3. The access road from Hazel Dell Parkway to Hazel Landing Park has been the focus of much discussion
and now appears that whether it needs to be moved will depend on the availability to use City- obtained,
Stimulus funds.
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X. DISCUSSION ITEMS None.
XI. INFORMATION ITEMS None.
A. Plan Commission D Dutcher reported the items on the December Agenda.
B. School Board T Hackett reported
1. H1 N1 vaccines will have been offered and given to all CCS school children by the end of January;
2. The Fact Finding Report regarding the Teachers collective bargaining contract is now available on the
CCS website; and
3, The School Board hopes to be able to announce the new CCS Superintendent prior to the holidays.
XII. BOARD COMMENTS
J Hagan suggested that a Park Board orientation meeting be scheduled in January for the benefit of the 3
new members;
J Ketterman recommended discussion of the MP and branding at a special meeting;
P Chester commended the new Cool Creek Extension;
J Engledow expressed disappointment that the City Council had not moved forward with the funding of the
park needs, mentioned that the development at 96 and Westfield Boulevard is unsightly and confirmed that
the next regular meeting of the Park Board is Tuesday, December 22, 2009 at 6:00 p.m.
S Dillon confirmed that the Properties Committee will meet at 5:00 on Tuesday, December 22, 2009.
XIII. ENT The meeting adjourned at approximately 9:00 p.m. (Ketterman, HackettC -Un.)
Signature: �i Date: l 1I l0
Signature: C �,ct/ Date: 1 Z Z Z' 09
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