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HomeMy WebLinkAboutCCPR-11-24-09 (Approved: c 7 CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting November 24, 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 Hackett M Westermeier J Miller M Klitzing S Dillon A Kostrzewa T Tolson D Grisham J Hagan Hal Espey (Videographer) P Chester D Dutcher J Ketterman 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 November 24, 2009 pursuant to notice. President Jim Engledow asked D Dutcher to call the roll. Members present other than Mr. Engledow and D Dutcher were J Miller, S Dillon, T Tolson, J Hagan, P Chester and J Ketterman. T Hackett was absent. Others in attendance are noted above. II. 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. PUBLIC PRESENTATION Michael Klitzing Michael explained the Indiana SCORP requirements by which the creation and adoption of a Park and Recreation Master Plan can (a) continue to provide a sustainable quality park and recreation system, (b) respond to trends, (c) establish planning and development guidelines and identify strategies to provide future services and (d) qualify for grant assistance. He described that in addition to the public presentation, the Master Plan will be available for public inspection at The Monon Center, The City of Carmel and Clay Township Offices, the Carmel Clay Public Library and posted on or after December 1, 2009 on the Carmel Clay Park Department website. He concluded by noting that adoption of a resolution (scheduled to be introduced for consideration at the December 8, 2009 meeting) will complete the requirements for a 5 year Master Plan (through 2013). V. ACTION ITEMS The Park Board unanimously agreed to add the following Action Items: Action Item F: Consideration of Amendment to the ProLiance Contract (Dutcher, Tolson, C -Un); Action Item G: Consideration of a Professional Services Agreement to update the Central Park Master Plan (Dutcher, Tolson C -Un); 1 A. Minutes Dan Dutcher 1. November 10, 2009 Regular Park Board Meeting Minutes were approved as presented. (Dutcher, Ketterman C -Un) B. Financial Reports Judith F. Hagan 1. The Financial Reports were acknowledged as presented. (Hagan, Tolson, C -Un). C. Claims Judith F. Hagan 1. Claim Sheet November 24, 2009 was approved as presented. (Hagan, Ketterman C -Un.) 2. Clay Township Claim Sheet November 24, 2009 was approved as presented. (Hagan, Ketterman C -Un.) D. Consideration of Amendment for Printing, Binding and Mailing Services Mark Westermeier Mark explained that the vendor who was awarded the Seasonal Recreation Brochure contract requested permission to mail the brochures from the Indianapolis Post Office where the Vendor has a permit rather than from the Carmel post office as required in the RFQ and the completed contract. After considering the request and the related facts, Mark reported that he could foresee no appreciable benefit to requiring the Carmel Post Office in lieu of the Indianapolis Post Office. The Park Board agreed with Mark's recommendation and approved the First Amendment to Agreement for Printing, Binding and Mailing Services with Priority Press, Inc. as presented and authorized the President of the Park Board to execute the same. (Ketterman, Tolson C -Un.) E. Consideration of Business Plan Recommendations Mark Westermeier or Michael Klitzing 1. Consideration of cafe space use: After the motion (to authorize management to identify and engage a design professional to present a revision plan) was removed from the table to allow consideration by more than a quorum of board members (Miller, Dutcher C -Un), the following issues were raised and addressed: Reasons to support converting the cafe space to a fitness use included (a) the ability to generate revenue, (b) address the community's desire for more fitness classes and (c) the need to provide space for fitness similar to a small gym; Reasons to support another attempt to provide a cafe included (a) the position that the cafe was never intended to be a revenue generator but rather a place for the community to gather, relax and work and (b) lack of irrefutable evidence that spending design fees and $200,000 $225,000 to convert the space to fitness is necessary and the cafe space needed. Many members: expressed disappointment that the cafe use had not worked and was not projected to work according to the Business Plan consultant and local experts in the industry; acknowledged the sentiment of many of the elected officials to follow the Business Plan recommendation; acknowledged its commitment to achieve cost recovery expectations and the additional challenges given the state of the economy; acknowledged its commitment to provide at The Monon Center, the type of recreation that meets community needs and provides a positive rather than a negative return on investment; expressed interest in offering alternatives to a cafe such as vending carts and encouraging users to utilize and enjoy other passive areas outside the control areas such as the pedestrian bridge. After discussion ended, the Park Board authorized management to identify and engage a design professional to provide a design for board consideration. (Miller, Dutcher: 6 -2 with nays from Dillon and Tolson.) F. Consideration of Amendment to the Proliance Contract Deb Grisham Deb distributed a document entitled "Sales Transaction Confirmation /'Exhibit A (attached as Appendix A) that Proliance had delivered November 23 to the Department. She explained that without an objection within 48 hours of receipt, the revised Exhibit would become part of the Natural Gas Sales and Services Agreement which reflected a pricing program change from Guardian Hybrid to Nymex Close. Sales Representative Dana Parker Murphy had explained that Proliance discontinued offering the Guardian Hybrid as a result of customer request for less risky (settles each month) pricing programs in the current market. The contract terms provide that without a timely objection, the new Exhibit becomes effective December 1, 2009, the first month that the contract was not locked into the Guardian Hybrid 2 program. Ms. Murphy confirmed that other, more costly programs are available. Mark shared Ms. Murphy's report that the natural gas purchasing arrangement with Proliance saved the Park Board approximately $10,000 in 2008 and $5,000 so far in 2009. Deb reported that Ms. Murphy agreed that a presentation of options to the Park Board at its April 13 meeting would allow plenty of time to determine whether to continue the contract (which renews annually on August 1st if it is not terminated by either party with 30 at least days written notice) and with what program. The Park Board accepted the revised Exhibit as presented and authorized the President to execute it. (Ketterman, Hagan C -Un.) G. Consideration of a Professional Services Agreement to update the Central Park Master Plan Mark Westermeier Mark distributed the proposal received from Gregg Calpino of JJR, attached as Appendix B. He noted that the proposal is broken out with tasks, time and costs attributed to each with a grand total fee of $78,500 (plus reimbursables) which would be paid from the Central Park COIT funds. After clarification that the overflow parking issue was included in this proposal with The Schneider Corporation to be engaged as a subcontractor, that Gregg Calpino had the time to devote to this project, that the North Campus is not included and that design consistency would result, the Park Board accepted the proposal and authorized Management staff and the Park Board attorney to draft and negotiate and the Park Board President to approve and execute a professional services agreement with JJR. (Dillon, Chester C -Un.) VI. DISCUSSION ITEMS A second December meeting will be necessary to approve claims; an email will be sent out regarding an alternative date to December 22 "d Summit is preparing a recommendation regarding the control points code compliance matter. VII. BOARD COMMENTS J Engledow commended the assessment process used to interview The Monon Center Division Manager. VIII. A JO he eeting a ed at approximately 7:30 p.m. (Dillon, Chester C -Un.) Signature: j i_ Date: (D /Q Signature: ,v 9 Date: 12, 8 3