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HomeMy WebLinkAboutCCPR-10-13-09 (Approved: f� 7 CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting October 13, 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 Hagan M Westermeier J Miller J Ketterman M Klitzing D Dutcher (arrived 6:07) A Kostrzewa P Chester D Grisham T Tolson Hal Espey (videographer) T Hackett Councilor Ron Carter (partial) S Dillon 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 13, 2009 pursuant to notice. President Jim Engledow asked Pattie Chester to call the roll in Secretary D Dutcher's absence. Members present other than Mr. Engledow and P Chester were J Miller, T Tolson, T Hackett and S Dillon. D Dutcher arrived after the roll call as noted. J Hagan and J Ketterman were absent. Others in attendance are noted above. I1. 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. STAFF REPORTS Michael Klitzing reported with reference to charts provided in the Board packet and on an overhead projector: 1. The 2009 financial performance of The Monon Center is consistent with and better than its 2008 performance. He explained that current 2009 numbers are on track with those at the same point in 2008 and cautioned a comparison of the funding needed in each year as a $520,000 cash reserve was available and utilized in 2008 while no reserve existed for use in 2009. Currently, $767,000 is the needed funding. As planned all along for such funding, funds received from the County Option Income Tax "COIT') attributed to the Central Park Bond, is sitting in a non reverting fund. Once the City of Carmel Common Council passes a resolution, the money will be available for operational expenses. 2. Business Plan Implementation Report shows the current status; 3. PROS Consulting has indicated that a draft Marketing Plan will be provided by the end of October; 4. At the November 10, 2009 meeting, the following items will be presented: a. rental rates and custodial fees; b. Track entrance conversion estimates; c. Cafe space conversion estimates. 5. The process to convert the West Conference Room to fitness space is underway; it was determined that the work did not require engagement of an architect. 1 Michael concluded by noting that Park Board Meetings will be shown on Carmel cable channel 99 at 6:00 p.m. on the Tuesday following the board meeting. R is anticipated that there will be a Zink to the board meeting videos from the CCPR website. V. COMMITTEE REPORTS A. Standing Committees 1. Personnel Committee: J Miller reported that the Personnel Committee is scheduled to meet on Thursday, October 22 "d to continue discussion about employee compensation. After a lengthy overview, he noted that any changes recommended to the Park Board will likely come from both the Personnel and Finance Committees. 2. Finance Committee: J Engledow noted that the Finance Committee is scheduled to meet on October 29 at the Administrative Office. 3. Properties Committee: S Dillon reported that committee members toured the cafe and concession spaces and reviewed the current plans for the West Meadow. She reminded all committee members to inspect the West Meadow space in preparation for its next meeting on October 27th. In answer to D Dutcher's inquiry about the adoption date for the 2010 budget, critical to consideration of certain items tabled by the Properties Committee, M Westermeier reported that he did not know. VI. ACTION ITEMS A. Minutes Dan Dutcher 1. September 22, 2009 Regular Meeting minutes were approved with the non material changes noted. (Dutcher, Tolson C -Un.) 2. September 22, 2009 Executive Session memoranda was approved as presented. (Dutcher, Tolson C -Un.) B. Financial Reports Judith F. Hagan In J Hagan's absence, M Klitzing noted that the September financial reports from the Clerk Treasurer are incorrectly high because the Carmel Clerk Treasurer's office accidentally posted to September the October 8 payroll and is unable to correct it. Michael provided reports with correct numbers. After discussion, the Park Board acknowledged receipt of the financial reports. (Miller, Dutcher C -Un.) C. Claims Judith F. Hagan 1. Claim Sheet October 13, 2009 was approved as presented. (Miller, Dillon C -Un.) 2. Clay Township Claim Sheet October 13, 2009 was approved as presented. (Miller,Chester C -Un.) D. Founders Park Infrastructure Phase I: Formal Acceptance of the Certificate of Substantial Completion. Mark Westermeier Based on completion of the above referenced project, Mark recommended acceptance of the Certificate of Substantial Completion issued by The Schneider Corporation in its capacity as the project Architect. After he noted the warranty periods listed on the certificate, the Park Board accepted the Certificate of Substantial Completion as presented with an Issuance Date of October 9, 2009 and authorized the President of the Park Board to execute it. (Tolson, Chester C -Un.) E. Consideration of Farm Lease of West Park Property Mark Westermeier Mark explained that the 9 acre farm lease assumed with the purchase of the last 35 acres of West Park terminates as of November 1, 2009. He reported that the lease generated $720.00 annually on land which would have needed to be mowed or bush hogged and recommended continuing a farm lease of the 9 acres plus any additional tillable acreage. After D Grisham summarized the process to lease property in compliance with Indiana Disposal Statute, the Park Board authorized the Park Department Director and the Park Department Attorney to pursue the process to farm lease the property currently being farmed together with the land in the open field west of the farmed land for a term not to exceed three (3) years with three (3), one year extensions. (Dutcher, Miller C -Un.) F. Consideration of Proposals for Printing, Binding and Mailing of Recreational Brochures —M Klitzing reported that 7 vendors responded to the Request for Quotes issued in accordance with the Park Board's Purchasing Rules for the printing and binding of the next three editions of the recreational brochure. To save money without sacrificing quality, vendors were asked to submit quotes for a product 2 with the same paper stock as past issues and with newsprint. He showed a current issue of the Indianapolis Business Journal printed on newsprint used by Priority Press, the vendor who submitted the low quote for both paper styles. After noting a savings of $32,478 with newsprint, Michael recommended switching to newsprint and awarding a contract to Priority Press as the lowest responsive and responsible quoter. After discussion concerning cost allocation between the 101 and 104 Funds and working with the appropriate individuals to publicize the new format and cost savings, the Park Board (a) accepted the most responsible and responsive quote from Priority Press in the amount of $55,866 plus the actual cost of postage and awarded to it a contract for printing, binding, and mailing services, (b) authorized the Park Department Director and the Park Board attorney to take all action necessary to complete the contracting process and (c) authorized the President of the Park Board to sign a contract with Priority Press. (Miller, Hackett C -Un.) VII. ATTORNEY'S REPORT- Debra Grisham A. Tort Claims. Deb reported that no tort claims had been filed since the last meeting. B. General. No report. VIII. DIRECTOR'S REPORT Mark Westermeier In addition to his written report, Mark reported as follows: 1. The Plan Commission will hold a public hearing on impact fee revisions on October 20, 2009; 2. It is anticipated that the State of Indiana will approve the MIG Master Plan by the end of October; Michael clarified the steps prior to adoption; 3. Mark met with Gregg Calpino in Central Park for a site visit with the following result; a. the Wetland monitoring plan will be extended from 3 to 4 years as many trees need to be replanted; b. The West Meadow history was reviewed with confirmation that the mounded shape was built as planned, as an Event Meadow to allow folks sit on it to view Event Pavilion activities; c. He offered to assist with any validation or further planning and suggested consideration of multiple shelters. 4. As designed, the Parking area will displace the Prairie between the pedestrian path and the road which S Dillon suggested be remedied by moving dormant prairie plants via scout projects; 5. The Prairie is thriving; a higher grass was suggested for the area between the prairie and turf; 6. While in Utah at the National Recreation and Park Association meeting, Mark will be able to talk with vendors about erosion and use control products; 7. Summit's report on the water quality in the indoor pools and action plan was included with the Director's report; staff is monitoring the cost of lowering the water to reduce the total dissolved solids before there will be any recommendation to install an RO system. IX. DISCUSSION ITEMS M Westermeier confirmed for S Dillon that the endowment fund report reflects an accumulated spendable balance that has been reinvested during his tenure as Department Director. X. INFORMATION ITEMS A. Plan Commission D Dutcher reported the items on the October 20 Agenda and a special meeting scheduled for Thursday on the smartcode; he is watching progress of the smartcode to ensure that it does not eclipse the trail transportation plan. B. School Board T Hackett reported the passage of the 2010 budget which will need to be reviewed due to the state revenue decreases. The district -wide student population increased by 276. An advisory committee has been created to review redistricting criteria during this year when there will be no redistricting. She closed with a reference to School Board President Andy Klein's report on teacher contract negotiations available on the school's website. Much discussion followed. XI. BOARD COMMENTS No comments. XII. ADJOURNMENT The meeting adjourned at approximately 7:20 p.m. (Dillon, Chester C -Un.) Signature: 9 i Date: /v /2_7/6) Signature: M Date: l 0 �7 0c/ 3