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HomeMy WebLinkAboutCCPR-09-22-09 (Approved: l4 I3 D 9 CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting September 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 M Westermeier J Miller M Klitzing D Dutcher A Kostrzewa P Chester D Grisham S Dillon John Molitor J Ketterman (arrived 6:09) Amy Mitchell J Hagan T Tolson T Hackett I. ROLL CALL II. CALL TO ORDER The regular board meeting of the Carmel /Clay Board of Parks and Recreation was convened at approximately 6:06 p.m. on September 22, 2009 pursuant to notice. President James Engledow, presiding over the meeting, asked Dan Dutcher to take the roll. Once J Ketterman arrived at the time noted above, all Board members were present. Having confirmed the presence of a quorum prior to Mrs. Ketterman's arrival, President Engledow called the meeting to order. Others in attendance are noted above. 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 IV. ACTION ITEMS A. The Park Board unanimously agreed to move Action Item H to the beginning of the meeting to accommodate Amy Mitchell who was present to address the Board regarding a request to perform chalk art on the Monon Greenway. Consideration of Special Use Request on behalf of St. Vincent for the Monon Greenway Michael KI itzing Michael introduced Amy Mitchell of the St. Claire Group, a marketing firm representing St. Vincent Health. Ms. Mitchell thanked the Board for considering her company's request to place chalk art on the Monon Greenway as part of the celebration of a prestigious award being presented to St. Vincent Heart Center of Indiana (SVHCI) at 10:00 a.m. on Tuesday, October 13 She described the anticipated use of stencils by which chalk would be applied perhaps with a sprayer, along the entire length of Monon Trail within Clay Township early on the day of the award presentation. She acknowledged that there were few details and that she was open to suggestions in lieu of the requested location and /or the chalk art. After she noted that Westfield and Indianapolis had declined use of their respective sections of the Monon Trail, Mark Westermeier explained that while past requests for marketing on the Monon Greenway had been routinely declined for safety and aesthetic reasons, he was in favor of promoting St. Vincent's award celebration because of the continuing relationship between the Park Board and St. Vincent Carmel Hospital, Inc., an affiliate of the St. Vincent Health. Despite continued concerns regarding safety for users and those applying the art, there was unanimous support to accommodate the unique request to celebrate with St. Vincent Health, an affiliate of the exclusive Healthcare, Sports 1 Medicine and Sports Performance Sponsor of The Monon Center and the ESE Program, the distinguished award to promote heart health, and the short term and temporary nature of the chalk art. Ms. Mitchell seemed open to and supportive of use of trailheads and other park locations that would not present the same challenges. Noting its preference to avoid the trail itself for safety reasons, the Park Board authorized the Department staff to work with Ms. Mitchell's company and St. Vincent Health to work out a mutually agreeable means and method to celebrate the prestigious award with a temporary tribute on property managed by the Park Board. (Miller, Dutcher C -Un.) B. Minutes Dan Dutcher 1. September 8, 2009 Regular Park Board Meeting Minutes were approved as presented. (Dutcher, Tolson C -Un.) C. Financial Reports Judith F. Hagan After Judy asked several questions about the application of the Monon Center Revenue, A Kostrzewa and M Klitzing were able to offer satisfactory answers to all but the question regarding the income attributable to therapeutic recreation (inclusion programs) which required research. After discussion, the Park Board acknowledged the Financial Reports as presented. (Hagan, Ketterman C -Un.) D. Claims Judith F. Hagan 1. Claim Sheet September 22, 2009 was approved as presented. (Hagan, Miller C -Un.) 2. Clay Township Claim Sheet September 22, 2009 was approved as presented. (Hagan, Miller C -Un.) E. Consideration of Interlocal Cooperation Agreement with Carmel Clay Schools Mark Westermeier After summarizing the history of the "flowing well" and the need to clean it, Mark reported the discovery that a blockage at a depth of 320' may be able to be corrected eliminating the need for a pump. A pump company has agreed to provide a quote for the cleaning services. Mark next explained that the attorneys for each the Park Board and Carmel Clay Schools "CCS had advised that the two entities enter into an interlocal cooperation agreement to effect a collaboration whereby the High School Trades class could perform public works projects consistent with their expertise and the needs of the Park Department. The need to improve the well house structure at Flowing Well Park was the impetus for what could be a long term arrangement. Mark reported that the Trades class had sold its house and was now engaged in working on some matters that the buyer requested. He added that while Mr. Bill Ernst was not happy with the delay, the availability of the Trades class should allow time to effect the recommended documentation and still complete the work this fall, though there is no urgency. He added that the quote process would be used should the Trades class ultimately not be available for the work. Deb Grisham reported that David Day, the CCS attorney, had a template from which to craft the CCS /Park Board agreement which she expected to receive shortly. In the interest of avoiding any further delay, the Park Board authorized the Park Department Director, the Park Board President and the Park Board Attorney to negotiate an agreement with CCS to allow its Trades class to perform appropriate public works projects for the Park Department and authorized the President to execute the same. (Ketterman, Hagan, C -Un.) F. Consideration of Business Plan Draft Recommendations. Michael Klitzing Based on the direction received at the September 8, 2009 meeting regarding the Business Plan and its recommendations, Michael presented an amended Revenue Policy and Special Use Policy to establish 80% as the minimum cost recovery rate for The Monon Center; permanently eliminate non resident rates to increase revenue and increase the use of The Monon Center by local, not for profit organizations: 1. Resolution 9- 22 -09 -01 regarding the Revenue Policy. Referencing the redline version of the original policy with all proposed changes, Michael presented an overview, noting that the resolution specifies the goal of achieving 80% cost recovery for The Monon Center by the end of 2012, and sooner if feasible. (See the Board packet cover sheet for a description of the changes.) He reminded the Park Board that PROS Consulting had advised that the full effect of any changes implemented by the Park Board are not projected to have an immediate impact on net revenues, and may even have a temporary negative impact. With actual cost recovery currently in the mid -70's, PROS projected that it will take 1 -2 years to achieve the desired minimum goal of 80% cost recovery. After the Board waived the reading of Resolution No. 2 9- 22 -09 -01 and entered it into action, (Tolson, Dutcher C -Un), discussion focused on the definitions and the level of Board involvement with licensing and permitting decisions. The Park Board voted to further amend the presented amendment as follows: Sec. 4 "Service Classifications and Cost Recovery Expectations subsection (a) "Public Service): In the list of Public Services, the 4 bullet now reads: "Meeting House and other meeting facilities" (Dutcher, Miller C -Un); Sec. 5: "Types of User Fees subsection (b) "Sponsorship Fee The second sentence now reads "Sponsorship; Fees shall be approved by the Director, or his /her designee, on a case -by -case basis and reported to the Board." (Hagan, Miller C -Un); Sec. 5: "Types of User Fees subsection (e) "Licenses /Permit Fee The fourth sentence now reads "License /permit Fees shall be approved by the Director, or his /her designee, on a case -by- case basis and reported to the Board." (Hagan, Miller C -Un); After discussion concluded, the Park Board approved Resolution No. 9- 22- 09 -01as amended (Tolson, Dutcher C -Un). 2. Resolution 9- 22 -09 -02 regarding the Special Use Policy. As with the Revenue Policy, Michael presented an overview of the proposed changes and noted that the Park Board is required to pay sales tax on rentals. After the Park Board waived the reading of Resolution 9- 22 -09 -02 (Tolson, Ketterman C -Un), discussion focused on how the Department prioritizes use and preserves space for its programs to protect its revenue generation. Despite S Dillon's desire to designate not for profits pursuant to IRS classifications, the Park Board approved Resolution 9- 22 -09 -02 as presented. (Tolson, Ketterman C -Un.) Sue stated that she would research the different not for profit classifications in the IRC and report back. G. Consideration of Corporate Pass Rates Resolution 9- 22 -09 -03 Michael Klitzing Michael reported that rather than using the Revenue Policy as the instrument to extend the corporate pass program to employers outside of Clay Township, he now recommends a Park Board resolution setting forth the new corporate rates effective January 1, 2010. He confirmed that all discounted rates for the corporate program are based off the new monthly rates for the Monon Center Pass effective January 1, 2010, as previously approved by the Park Board. He referenced the information in the Board packet and offered to answer questions. After the Park Board waived the reading of Resolution No. 9- 22 -09 -03 and entered it into action, (Tolson, Ketterman C -Un), it approved the Resolution as presented. (Tolson, Ketterman C -Un.) H. Consideration of Cash Change Fund Resolution 9- 22 -09 -04 Audrey Kostrzewa Audrey distributed the documentation on this matter and reported that consistent with past practice, the Cash Change Fund was ready for a decrease pursuant to Resolution 9- 22- 09 -04. After the Park Board waived the reading of Resolution 9- 22 -09 -04 (Tolson, Ketterman C -Un), it approved the Resolution as presented. (Tolson, Hagan C -Un.) I. Special Use Request on behalf of St. Vincent for the Monon Greenway Michael Klitzing This item was moved to Action A where action is recorded. J. Consideration of a Services Arrangement with an Architect/Engineer for issues regarding the Monon Greenway Mark Westermeier After Mark distributed a cover sheet and hourly rate sheet (attached as Appendix A), he explained that his review of the Monon Greenway suggested the need for review and recommendation by an architect and /or engineer to allow effective consideration of site and use issues contributing to the ongoing health of the Trail. He reported that he noticed normal wear and tear due to weather changes and lack of necessary ongoing compaction, abnormal wear from equipment too heavy for the asphalt surface, encroachment means and methods used by neighbors as well as tree root, other vegetation and animal interference, all of which would likely impact the longevity of any resurfacing project. He reported that he met with Craig Flandermeyer of Schmidt Associates, the design architect for The Monon Trail and concluded that he would like to engage Schmidt to provide on an hourly basis architectural and engineering analysis, strategies and solutions for asphalt resurfacing for an amount not to exceed $10,000 during the course of engagement. While the Park Board was in favor of the engagement of an' expert and expressed understanding with Mark's choice of the design architect, there was concern with engaging Schmidt Associates due to the slow pace at which the firm had moved on the Hazel Landing 3 Park project. Accordingly, the Park Board authorized the Department staff to engage an architect and /or engineer of the Director's choice to provide architectural and engineering analysis, strategies and solutions to best address Monon Greenway issues with regard to Monon Trail resurfacing at hourly rates consistent with those provided, for an aggregate amount not to exceed $10,000.00 during the course of the engagement and authorized the Director of the Park Department to execute such engagement letter. (Ketterman, Hagan C -Un.) V. DISCUSSION ITEMS A. Greenspace Endowment Amendment— S Dillon requested and received authorization from the Park Board to execute the Greenspace Endowment Amended and Restated Exhibit B considered and approved at the prior meeting which she could not attend. (Tolson, Hagan C -Un.) B. Monon Trail Pedestrian Bridge at 146 Street Mark Westermeier reported for the Clay Township Trustee that 80% of the $3,000,000.00 project is being funded with federal money and the balance of 20% is to be funded by and among Carmel or Clay Township, Westfield and Hamilton County. VI. BOARD COMMENTS J Hagan asked about the renewal issues cited in a recent article in the Current in Carmel publication. Michael explained that he had requested information from staff regarding the matter which he will report on at the next meeting. J Ketterman and J Hagan commended staff on the Tour de Carmel success. VII. A T.— The meeting adjourned at approximately 8:00 p.m. i Signature: ii Date: la/ 5/0 Signature: 0. Date: 1 O' C 3 C l 4