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HomeMy WebLinkAboutCCPR-10-27-09 (Approved: 1 /1) 7 CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting October 27, 2009, 6:00 P.M. The Monon Center East 1235 Central Park Drive East CARMEL, IN 46032 MEMBER ATTENDEES MEMBER ABSENTEES OTHERS J Engledow P Chester M Westermeier J Miller D Dutcher M Klitzing S Dillon A Kostrzewa T Tolson D Grisham J Hagan Steve Surette (HMBA) J Ketterman Hal Espey (Videographer) T Hackett I. ROLL CALL The regular board meeting of the Carmel /Clay Board of Parks and Recreation was convened at approximately 6:00 p.m. on October 27, 2009 pursuant to notice. President Jim Engledow asked Tricia Hackett to call the roll in Secretary D Dutcher's absence. Members present other than Mr. Engledow and T Hackett were J Miller, S Dillon, T Tolson, J Hagan and J Ketterman. P Chester and D Dutcher were 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)." I11. PUBLIC COMMENTS Mark introduced Steve Surette (12115 Windsor Dr., Carmel, IN 46033) representing the Hoosier Mountain Bike Association, regarding a request to plan and construct with hand tools a natural surface low maintenance trail from 96 Street north through Hazel Landing Park, preferably to 116' Street. After Steve answered many questions, S Dillon reported that the Properties Committee agreed that it should be ready to make a recommendation to the Board in November after receipt of information from a scheduled onsite meeting with Mr. Surette and Public Officials. IV. ACTION ITEMS The Park Board unanimously agreed to add the following Action Items: Action Item C: Consideration of Commissioning a Compensation Study (Miller, Tolson, C -Un); Action Item D: Consideration of Agreement with Carmel Clay Schools regarding projects estimated to cost less than $150,000.00 (Hackett, Ketterman, C -Un); Action Item E: Consideration of a Master Plan for Central Park (Dillon, Tolson, C -Un) A. Minutes Dan Dutcher 1. October 13, 2009 Regular Park Board Meeting Minutes were approved as presented. (Hackett, Ketterman C -Un) B. Claims Judith F. Hagan 1. Claim Sheet October 27, 2009 was approved as presented. (Hagan, Tolson C -Un.) 2. Clay Township Claim Sheet October 27, 2009 was approved as presented. (Hagan, Tolson C -Un.) 1 C. Consideration of Compensation Study Joe Miller, Personnel Committee Chair After a motion to accept the proposal for services from the Eppley Institute for Parks and Public Lands at Indiana University, to conduct for a services fee of $11,000.00,a compensation study to be used to assess the current and future compensation of Carmel Clay Parks employees, Miller, Ketterman), J Miller summarized the Personnel Committee's consideration of the need for such a study as well as the pros and cons regarding a study created by staff or a consultant. He explained that the evolution of fulltime positions since they were first graded, creates a responsibility to confirm whether current employees are fairly compensated and therefore, whether the Department can attract qualified applicants. Discussion offered that such a study could also assist with (a) the Department's struggle to accurately budget in light of the "Paid Time Off' Policy, (b) the wisdom of continuing the current exempt/non- exempt classifications and (c) management of the Compensation Time Off Policy. After acknowledging the importance of obtaining this study in time for the 2011 budget cycle and the desire for a presentation as well as a written report, the Park Board unanimously approved the first motion and authorized the Park Board attorney and Park Department Management staff to prepare and negotiate and Park Board President to agree to and execute, a Professional Services Agreement with the Eppley Institute for Parks and Public Lands at Indiana University to conduct a compensation study for use in assessing the current and future compensation of Carmel Clay Parks employees for a services fee not to exceed $11,000. (Miller, Ketterman C -Un.) D. Consideration of Agreement with Carmel Clay Schools regarding projects estimated to cost Tess than $150,000.00 Mark Westermeier and Deb Grisham Mark explained that the CCS and Park Board attorneys had discussed this matter and now recommend a more basic approach than an Interlocal Cooperation Agreement. Deb explained that a master agreement is envisioned to provide the intent of the parties and a process that follows the intent of applicable public works and public purchasing laws with regard to a project estimated to cost less than $150,000.00. Upon identification of CCS as the lowest, responsible and responsive vendor, an Exhibit describing the project will be initialed by authorized representatives of each party and added to the master agreement. After commending the alliance which addresses economic challenges, fiscally responsible planning and collaboration that benefits local students and taxpayers the Park Board authorized the Park Board attorney to work with the Carmel Clay Schools attorney to finalize a master agreement as presented whereby park projects costing less than $150,000 may be performed by Carmel Clay Schools construction /trades class and authorize the Park Board President to review, agree to and execute the same. (Hackett, Hagan C -Un.) The Park Board next authorized the Park Board attorney to prepare and Park Board President to agree to and initial an Exhibit to the final master agreement for the Flowing Well well -house public works project for a sum not to exceed the actual cost of materials necessary for performance of the work pursuant to the specifications prepared therefore, or $16,000, whichever is less. (Hackett, Hagan C -Un.) The Park Board next directed the Director keep the Park Board apprised of the ongoing projects in which the Carmel Clay Schools participate and qualify for contract award pursuant to the master agreement. (Hackett, Hagan C -Un.) E. Consideration of Master Plan for Central Park Sue Dillon, Properties Committee Chair Sue reported that as the money from the Bond issue is available, the Properties Committee considered the wisdom of engaging Smithgroup JJR to review the plans the consultant developed almost 7 years ago for some of the undeveloped portions of Central Park including the West Meadow, parking and the trail system including the interurban trail. After discussion, Park Board agreed with the Properties Committee recommendation to authorize Mark Westermeier to obtain a proposal from Smithgroup JJR to review and revise the plans as discussed. (Dillon, Tolson C -Un.) V. DISCUSSION ITEMS Finance Committee Meeting— J Hagan cancelled the meeting scheduled for Thursday, October 29 due to lack of agenda items. Park General Fund 101 Budget M Westermeier reported that he received from the Clerk Treasurer and forwarded onto the Park Board, the City Council approved Park General Fund 101 Budget. Minutes /Memoranda J Miller mentioned his recent request that members consider the desired level of detail in the Park Board meeting minutes and proposed the creation of an internally accessible digest with a 2 search mechanism to provide a quick summary and status of an action item. After many suggestions, the consensus was to continue consideration of Joe's proposal. VI. BOARD COMMENTS NRPA Convention —Mark responded to J Hagan's request for a report that it will be included next month but shared that (a) attendance was down which cancelled some seminar offerings; (b) Leon Younger presented at a number of seminars; (c) the discussion about cost recovery reflected that not many parks are achieving more than 55 (d) he learned quite a bit about asphalt trail resurfacing which confirmed that the Department is following the recommended timeframes and utilizing the most cost efficient and modern methods in this area. Alternate Activities T Tolson reported that on Saturday a fecal accident displaced Monon Center pool users and suggested that staff be ready in the future to redirect such users to alternate activities. Facilities Manager Resignation: J Ketterman expressed her regret at Kate Schneider's decision to accept a like position in Texas; Mark confirmed that her last day is November 13 and that the position had been posted with various sources. Credit Card Management Requirements. Mark and Audrey reported that the Federal Government had passed a new law effective on July 1, 2010, for the protection of consumer identity. Staff is working to understand the implications and will keep the Board apprised. VII. ADJOURNMENT The meeting adjourned at approximately 7:10 p.m. Signature: Date: 11 1 D' 09 Signatu bhp 4 Date: 1(l4 C v. 3