Loading...
HomeMy WebLinkAboutCCPR-09-08-09 (Approved: cy? CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting September 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 J Miller M Westermeier J Hagan S Dillon M Klitzing D Dutcher A Kostrzewa P Chester D Grisham T Tolson Kate Schneider T Hackett Frank Bertoni J Ketterman (arrived 6:10 p.m.) Michael Krosschell I. ROLL CALL II. CALL TO ORDER The regular board meeting of the Carmel /Clay Board of Parks and Recreation was convened at approximately 6:04 p.m. on September 8, 2009 pursuant to notice. President Jim Engledow asked Secretary Dan Dutcher to call the roll. Members present other than Mr. Engledow and Mr. Dutcher were J Hagan, P Chester, T Tolson and T Hackett. J Ketterman arrived after the roll call. J Miller and S Dillon were absent. Others in attendance are noted above. Having confirmed the presence of a quorum, 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 None. IV. STAFF REPORTS J Engledow asked the Park Board to accommodate John Duffy, Director of the City of Carmel Utility Department, by allowing him to speak to the Board prior to presentation of the Staff reports. After distributing an aerial photo marked with a horizontal line through a portion of Central Park depicting the proposed location of a subsurface 36" water distribution line, copy of which is attached as Appendix A. The presentation and discussion provided the following information: The City of Carmel Utility has acquired all Indianapolis water company customers in Clay Township, requiring water distribution services for customers on the City's west side; A new water distribution line has been installed to the west side of Keystone Parkway at 106 Street; The proposed path of the line extends west to the west side of Westfield Boulevard, north along Westfield to the Central Park entrance and west through the park to College; The City suggests that it execute an easement agreement with the Park Board with the usual and customary provisions and protections; The value of the utility easement is usually determined through a City obtained appraisal estimated to cost $2,000.00 A January to March construction period is considered optimal; The restoration work could include installation of a multipurpose pedestrian trail from Westfield to College to be completed by May, weather permitting; 1 The trail can be installed where the Park Board believes it makes the most sense; the Master Plan and later design drawings will be consulted; The water line would be connected to the Central Park water main which could result in improved water pressure at The Monon Center; The water line would be buried 8 -9 feet deep with a 6 foot cover in most places, lower if needed to accommodate culverts and current easement owners (gas pipeline and the cable); The preference is to keep the Monon Trail open which requires boring; otherwise, the trail would need to be cut which is anticipated to require a 1 day closure with a detour, if possible; Through the public bidding process, the City will engage a private contractor to perform the work with appropriate insurance requirements and safety measures to protect park users from the hazards of construction; Funding is available; All testing (pressures, compaction, etc.) will be conducted prior to completion; All claims against the construction work will be processed through the City; The City will fix any settling issues that occurs on or along the pedestrian trail; After discussion, the Park Board agreed to add Action Item L to the agenda regarding Matters Concerning the Request to Install a Water Pipeline through Central Park. (Chester, Tolson C -Un.) Before proceeding with Staff Reports, M Klitzing showed a Williams Associates Architects Ad in a recent publication of the Illinois Park and Recreation magazine, featuring The Monon Center. He also showed a memorial article regarding Michael Williams, founding Architect of Williams Associates, who passed away in May of 2009. On behalf of the Park Board and staff, Mark and Michael expressed condolences to the Williams family and his architectural firm. At J Hagan's request, Michael proceeded with a comprehensive overview of the reports included in the Board packet. In summary, he noted the following: Included in the staff reports are cash balance graphs for the 1046 (Extended School Enrichment) and 1047 (Revenue Facilities). He emphasized that despite the economic downturn, The Monon Center funding need this year approximates the same as last year. The difference is that 2008 started with a cash reserve while 2009 started without a reserve. Trend lines developed from the history are starting to provide beneficial information; It appears that The Monon Center expenses have stabilized which leaves a revenue issue; J Hagan added that as of July the numbers reflect that the percentage of Revenues is in line with the percentage of Expenses; Michael followed that with a discussion of the consolidated financial report which he described as a snapshot of the year to date expenses used by the Department. A Kostrzewa reported that the Park Board members' per diem is paid out of the Other Professional Fees line and to date, 45% had been used. J Engledow advised that the amount was lower in the 2010 budget which allowed for an average of 3 meetings pre month. V. COMMITTEE REPORTS A. Standing Committees 1. Personnel Committee: In J Miller's absence, J Engledow reported that the Personnel Committee was scheduled to meet on Thursday, September 10 to discuss employee compensation. A schedule has been established so that unless there is a necessary change, the Personnel Committee meets on the Thursday following thei Park Board meeting of the month. 2. Finance Committee: J Hagan noted that the Finance Committee had not met and was scheduled for September 24 which meeting will be canceled if there is nothing to discuss. A schedule has been established so that unless there is a necessary change, the Finance Committee meets on the Thursday following the 2 Park Board meeting of the month. 2 3. Properties Committee: It was reported that the Properties Committee next meets on September 22 pursuant to its established schedule which, unless there is a necessary change, reflects a 5:00 meeting immediately preceding the 2 Park Board meeting of the month. VI. ACTION ITEMS A. Minutes Dan Dutcher 1. August 25, 2009 Regular Meeting minutes were approved as presented. (Dutcher, Tolson C -Un.) B. Financial Reports Judith F. Hagan No reports received. C. Claims Judith F. Hagan Claim Sheet September 8, 2009 was approved as presented after the explanation of the Calumet claim explained below. (Hagan, Dutcher C -Un.) Michael explained that recent review of the Interlocal Agreement recognized that COIT funds are to be used for Central Park capital projects making it necessary to pay the Calumet Claim from the Park Capital Fund 103. D. Acceptance and/or Acknowledgement of Monies received Audrey Kostrzewa The numerous donors and their respective donations, primarily collected or solicited by Bill Ernst for the Flowing Well (wellhouse) improvements, set forth on the attached Appendix B, were acknowledged and accepted (Dutcher, Hackett C -Un). Audrey confirmed that letters of thanks had been sent to the donors. E. Consideration of Amendment to the Services Agreement with Mr. B's Lawn Maintenance, Inc. Mark Westermeier In an effort to make more efficient both the lawn mowing and trimming services provided by the Department's maintenance staff and those provided under the current multi year services agreement with Mr. B's Lawn maintenance, Inc. After an assessment of the capability of each service provider, a determination of the growing park system needs, Mark and Terry Myers developed a schedule for the 2009 mowing season that addressed all factors resulting in an intended reduction in travel time and costs for each. Mark asked the Board to adopt an amendment of Exhibit A of the Services Agreement with Mr. B's to reflect the list of parks for which Mr. B's was responsible for 2009 resulting in cost savings to the Department. Discussion of this agreement, raised the changed cost savings approach with Cherry Tree Park previously endorsed by the Properties Committee, i.e., to mow a 10± foot perimeter and bushhog the center rather than mowing the entire undeveloped park. At a Properties Committee meeting earlier in the year, Mark reported that the neighbors were not pleased with the change but there was support to continue the cost saving measure until a particular use could be identified for the park. He concluded by stating that he recently learned that the area has been mowed and suspects that one or more of the neighbors are responsible. After D Grisham advised that this practice could not be tolerated without some action, whether that means a grant of permission, a review of the existing Encroachment Policy and a change thereof, or some other affirmative action, the Park Board elected to defer any decision of that matter to the Properties Committee and approved the Amendment to the Services Agreement as presented. (Tolson, Ketterman, C -Un.) F. Consideration of Amendment to the Services Agreement with Mr. B's Lawn Care, Inc.— Mark Westermeier The explanation of this amendment mirrors that of the immediately preceding Action Item. Pursuant to the Staffs recommendation, the Park Board approved the Services Agreement Amendment with Mr. B's Lawn Care, Inc. contained in the Board packet and as presented. (Tolson, Ketterman C -Un.) G. Consideration of a Professional Services Agreement with The Schneider Corporation for Inlow Park— Mark Westermeier Since the Park Board agreed with the recommendation to engage an Architect/Engineer to design a reconstruction plan for certain of the improvements at Lawrence W. Inlow Park and authorized direct negotiation of a professional services contract with The Schneider Corporation for a sum not to exceed $20,000, staff has become aware of a number of additional aspects of Inlow Park that could be added to the scope of work along with the reconstruction plan resulting in a cost savings. Accordingly, The Schneider Corporation has agreed to perform the services necessary to address Summit Construction's 3 recommendation as well as services identified during the onsite meeting with Management Staff for the sum of$36,690.00 plus $5,000.00 in Reimbursables. Michael Kroschell was present to answer any questions; he stated that the work should be complete by May 2010. The Park Board approved the Professional Services Agreement with The Schneider Corporation as presented, authorized the Director to increase the Compensation therein up to a maximum of $47,000 (including Reimbursables) if in his opinion, such an increase is warranted, and authorized the Park Board President to execute the same. (Ketterman, Tolson, C -Un.) H. Consideration of an Increase in the Scope of Services for the Owner's Representative Mark Westermeier Mark summarized the history of the continued role of the Owner's Representative, Summit Construction Co., Inc. "Summit and the extension of its Contract to commission before the expiration of the various warranty periods, different aspects of the construction and installation work at Central Park. In January of 2009, Summit's scope of work was expanded to include development of a strategy for the indoor pool water quality issues for a sum not to exceed $10,440.00. Summit has now proposed to include discovery of cause and recommended solutions regarding the water quality issues for an additional sum of $3,500.00. Mark explained that in the search for identification of the water issues, 2 separate problems have surfaced: TDS (total dissolved solids) levels are significantly higher than what is considered normal and the hardness of water. He mentioned that a comparison test showed The Monon Center pools at twice the TDS levels as that measured in the Carmel High School pool. He noted that the only way to improve TDS is to find a new water source. After further discussion and Mark's confirmation that the additional sum would be paid from the Township 1215 Fund, the Park Board agreed to increase the amount paid to Summit for the expanded scope on an hourly rate basis of $100.00 per hour, for an additional sum not to exceed $3,500 for a total maximum cost of $13,768.53, including reimbursables and authorized the President to execute documentation to effect such change. (Ketterman, Dutcher C -Un.) I. Consideration of Business Plan Draft Recommendations. Jim Engledow (deferred to M Klitzing) Based on the recent discussions regarding the draft Business Plan and its recommendations, Michael recommended that the Park Board accept the Business Plan as prepared by PROS Consulting, LLC "PROS and move forward with those recommendations that the Park Board supports. He explained that acceptance of the Business Plan will allow staff to close out this project contract and engage PROS in the development of the Marketing Plan, which plan is critical to increasing revenue and supporting implemented recommendations. After the Park Board discussed its options, it agreed to accept the final draft recommendations contained in the Business Plan prepared by PROS Consulting, LLC and dated July 2009. (Dutcher, Ketterman C -Un.) 1. Remodeling West Conference Room for Fitness. Michael summarized that the remodeling project may require the removal of a wall, installation of appropriate flooring, installation of appropriate lighting, and /or HVAC revisions. Accordingly, he advised the engagement of an architect to assess and determine appropriate modifications and prepare construction documents. PROS estimated capital construction cost of $350,000 with added annual gross revenues of $10,000 $15,000. After discussion, the Park Board authorized staff to identify a qualified architect to assess and determine the appropriate modifications, prepare construction documents, and validate cost estimates and in the event the cost of professional services is within the established spending limit of the Director, the Director was authorized to enter into a professional services agreement with the selected architect with the consent of the President and the Park Board Attorney. (Ketterman, Chester C -Un.) 2. Add Shelter and Shade Structures in Outdoor Aquatics. Michael stated that the addition of reservable shelters and non reservable shade structures in the outdoor aquatic center will need to be sensitive to the extensive underground infrastructure within this facility. He advised that it would be prudent to consult a professional to assess and determine the appropriate locations for the structures and develop basic documents. PROS estimated added annual gross revenues of $7,000 $15,000, but did not provide construction estimates. After discussion, the Park Board authorized staff to identify a qualified consultant to assess and determine the appropriate shelter and shade structure locations, prepare construction documents, and validate cost estimates and in the event the cost of professional services is within the established spending 4 limit of the Director, the Director was authorized to enter into a professional services agreement with the selected architect with consent of the President and Park Board Attorney. (Ketterman, Dutcher C -Un.) 3. West Meadow Parking and Playground Structure. Michael confirmed his understanding that plans sufficient to proceed with the parking lot exists, design development plans exist for the shelter and no plans exist for the playground. He advised that before proceeding, this project will require a design professional to develop construction documents for the shelter and playground. With regard to what was originally designed elaborate shelter, he asked whether the Park Board preferred to finalize the existing documents or develop a new design. He noted that while these amenities were not part of the scope of the Business Plan, they have the potential to draw more people into the park. After discussion, the Park Board decided to defer this matter to the Properties Committee for a recommendation. (Chester, Hackett C -Un.) 4. Increase rates for Monon Center annual, monthly and value passes. Michael reported that in prior discussions, the Park Board supported the business plan recommendation to increase annual, monthly and value pass rates, eliminating Aquatics and Fitness household rates, phasing out stand -alone passes, and adding an assortment of restrictions for value passes (passes become user specific, 60 day expiration date, limit one pass purchase per person per month). He asked for direction with regard to household rates, the phase -out timeframe for stand -alone passes, and value pass restrictions. While PROS estimated added annual net revenues of $75,000 $100,000 for the annual and monthly pass rate increases, no such estimate was provided for the value pass rate increases. He noted that January 1 is a typical time to implement rate increases in the industry, but increases could be implemented sooner at the Park Board's discretion. He cautioned that sufficient time will be needed to promote and notify existing pass holders about the new rates prior to implementation. The next Seasonal Program Brochure, an existing method to promote new rates, is scheduled to be distributed in early December. To be included, the new rates would need to be finalized by mid September. On behalf of the staff, he recommended an increase in pass rates as recommended in the Business Plan by and through Resolution 9- 09- 09 -01, effective no later than January 1, 2010. Specifically, he recommended no distinction between resident and non resident fees, no increase in the daily pass, combining Aquatics /Gymnasium into one pass, keeping Fitness separate, leaving a pass for the upstairs (fitness) and one for the downstairs (aquatics /gymnasium) and a removal of the non resident fee. After J Hagan's suggestion that projections were necessary to establish revenue expectations before any action is taken on this matter, the Park Board waived the reading of Resolution 9- 09 -09 -01 and entered it into action (Tolson, Ketterman C -Un). After further discussion, the Park Board approved Resolution 9- 09 -09 -01 as presented. (Tolson, Ketterman: 6 in favor with J Hagan voting No.) 5. Create a new access point for track to restrict access to Fitness Center. Michael showed a diagram reflecting a new access point to allow continued free use of the track while eliminating access to the fitness and aqua areas. After clarification of how the access would work, the Park Board authorized staff to identify a qualified consultant to assess and determine the appropriate modifications, prepare construction documents, and develop cost estimates and, in the event that the cost of professional services is within the established spending limit of the Director, the Director was authorized to enter into a professional services agreement with the selected architect with consent of the President and Park Board Attorney. (Ketterman, Chester C -Un.) 6. Consideration of Revenue Policy regarding Cost Recovery and Non Resident Rates. Michael reported that based on the level of service expectations and design of the facility, both of which reflect the values of the community, there appeared to be a general consensus at the joint workshop on August 27, 2009 for The Monon Center to achieve a minimum of 80% cost recovery. The majority appeared to support elimination of non resident rates. He recommended that while it was not specified in the business plan, staff recommends that the corporate pass program be offered to employers outside Clay Township to increase participation. He offered that implementation of such changes is most effectively accomplished by an amendment to the exiting Revenue Policy, originally approved by the Park Board on August 28, 2006 and included in the Board packet. After much discussion, the Park Board authorized staff to prepare for its consideration at the September 22, 2009 meeting, amendments to the Revenue Policy reflecting an 80% cost recovery goal, 5 elimination of non resident rates, and extension of the corporate pass program to employers outside Clay Township. (Ketterman, Dutcher C -Un.) 7. Consideration of Food and Beverage Policy regarding Caterer and Cafe. First, Michael addressed the Park Board's previously supported the business plan recommendation of opening catering in The Monon Center to multiple caterers to increase pricing options for customers and expand the rental market, adding annual gross revenues of $9,000 $11,000. On behalf of staff, he recommended development of an authorized caterers list with a maximum of 4 -5 caterers, selected based on clearly defined criteria. He noted that this recommendation will require a change to the Food and Beverage Policy, last amended on February 15, 2007, and cannot be implemented until the termination of the contract with the current exclusive caterer on May 24, 2010. Second, Michael suggested that the workshop discussions countered the Park Board's previous preference to retain the cafe and outsource its operations. He noted the Business Plan recommendation to convert the cafe space into fitness space, projected to contribute $25,000- $40,000 annual gross revenue. After he asked for direction, he advised that should the decision be to outsource cafe operations, the Food and Beverage Policy should be amended back to its original version as approved on August 28, 2006, which outlined the process for selecting an operator as recommended by our Central Park Bond counsel. If the decision is to convert the space to fitness, he advised that an architect will be needed to assess and determine appropriate modifications and prepare construction documents. After much discussion, the Park Board agreed that Staff should validate PROS projected cost to repurpose the cafe space before it takes action on the ultimate use and tabled discussion for future consideration. (Dutcher, Hackett C -Un.) 8. Consideration of Special Use Policy regarding use of Central ParklMonon Center. In keeping with the Park Board's and the elected officials' support to allow community groups to use The Monon Center at free or significantly discounted rates, Michael noted that the cost recovery impact has not been identified. He suggested that this change be accomplished by amending the exiting Special Use Policy, originally approved by the Park Board on December 14, 2004 and last amended March 27, 2007. On behalf of the staff, Michael recommended and the Park Board agreed, to authorize staff to prepare an amendment to the Special Use Policy for consideration by Park Board based on the following: (i) Clay Township residents get priority use; (ii) estimate a setup /cleanup fee and (iii) consider the policies used by the Carmel Clay schools, the Carmel Clay Library, Clay Township and the City of Carmel. (Ketterman, Hackett C -Un.) J. Consideration of 3 year Capital Plan Mark Westermeier At its August 25, 2009 meeting, the Properties Committee discussed and agreed to recommend to the Park Board, an updated Three (3) year Capital Plan, attached as Appendix C. After Mark distributed the recommended 3 year Capital Plan, he emphasized the $1,500,000.00 annual contribution to a capital maintenance reserve fund. After discussion, the Park Board approved the 3 year Capital Plan as presented. (Chester, Tolson C -Un.) K. Consideration of Greenspace Endowment Amendment After P Chester explained that the Citizens for Greenspace requests that the Park Board agree to the changes made to address an organization that is scaling back, D Grisham summarized the history and referred the Park Board to the documents included in the Board packet. After discussion, the Park Board approved and adopted the Restated and Amended Exhibit B to that certain document dated December 5, 2000 and entitled "Designated Endowment Fund Agreement between Central Indiana Community Foundation, Inc. DBA Legacy Fund of Hamilton County and Citizens for Greenspace." (Ketterman, Chester C -Un.) L. Matters Concerning the Request to Install a Water Pipeline through Central Park (Added pursuant to John Duffy's presentation at the earlier part of this meeting.(Chester, Tolson C -Un.)) The sentiment of the Park Board seemed to be in favor of the easement to assist the City and taxpayers to keep the costs of construction down. After discussion about the prudence to request that the City of Carmel appraise the value of the easement, the Park Board agreed to request one. (Ketterman, Tolson C -Un.) 6 M. Consideration of endorsement of the draft revisions of the Park Impact Fee Documents (added pursuant to Debra Grisham's announcement that such had been completed for delivery to the City of Carmel Department of Community Services. (Hagan, Chester C -Un.)) Debra Grisham Deb explained that consistent with the Park Board directive to pursue a review of the Park Impact Fee, a draft ordinance was delivered to the Department of Community Services "DOCS on Friday, September 4th and a revised Zone Improvement Plan had been be developed for consideration. Copies of each were distributed. She reported as in the past, John Molitor had been retained to assist with legal compliance and that the documents would, unless the Park Board objected or made revisions, be distributed to the members of the Carmel Plan Commission with the DOCS staff reports on Thursday, September 10 She highlighted After discussion, the Park Board agreed to endorse the distributed Impact Fee documents. (Hagan, Tolson C -Un.) VII. ATTORNEY'S REPORT- Debra Grisham A. Tort Claims. Deb reported that two tort claims had been denied last week and no new claims had been filed. B. General. Deb reported that the Indiana Supreme Court denied transfer on the Plainfield Ordinance that banned from parks those listed on the sex offender list. VIII. DIRECTOR'S REPORT Mark Westermeier Mark referred to his written report distributed at the meeting and addressed J Hagan's question and J Ketterman's report about the condition of the asphalt along some sections of the Monon Trail by confirming that quotes were being obtained and that he would personally inspect those areas. He explained that he believed some construction equipment had damaged the trail when driven along and /or over it which Mark planned to address with the appropriate people. IX. DISCUSSION ITEMS The following matters were discussed. A. J Engledow mentioned that Leon Younger had called to apologize for his unavailability for the August 27 workshop on the draft Business Plan. He explained that after he acknowledged his disappointment, he accepted Mr. Younger's apology and commended his associate, Damon Cobb, who represented PROS at the workshop. X. INFORMATION ITEMS A. Plan Commission D Dutcher reported that except for the smartcode, there was little to report. B. School Board T Hackett reported that the Superintendent search continues as a focus. Public forums had been scheduled to occur on September 14, 2009 at 7:30 p.m. at both Clay Middle School and Creekside Middle School to solicit community input to aid in compiling a superintendent leadership profile for use during the recruiting process. XI. BOARD COMMENTS No comments. XII. AD UR The meeting adjourned at approximately 10:10 p.m. Signature: Date: C Signature: ua Date: c1 Z Z 7