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HomeMy WebLinkAboutCCPR-08-11-09 (Approved: L(_ cc/ CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting August 11, 2009, 6:00 P.M. The Monon Center East 1235 Central Park Drive East CARMEL, IN 46032 MEMBER ATTENDEES MEMBER ABSENTEES OTHERS J Miller (arrived 6:20) M Westermeier J Hagan M Klitzing D Dutcher A Kostrzewa P Chester D Grisham S Dillon Kate Schneider T Hackett Jeff Kramer J Ketterman T Tolson J Engledow I. ROLL CALL 1I. 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 August 11, 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, S Dillon, J Ketterman, T Tolson and T Hackett. J Miller arrived after the roll call. 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)." III. PUBLIC COMMENTS None. IV. STAFF REPORTS M Klitzing introduced Jeff Kramer, recently hired as the Training Coordinator, and highlighted his extensive background in OSHA and other training disciplines. After he reported that July financial reports had not been received, Michael reported that he had confirmed with Hal Espey that the cost for videotaping the two (2) monthly Park Board meetings would be $250.00 per production (per meeting) or $6,000.00 per year, the expense for which could be shared among the Park 101 General Fund and SubFunds 1046 (Extended School Enrichment) and 1047 (Revenue Facilities). While Mr. Espey can provide some microphones, Michael explained that he planned to ask Carmel Clay Schools if the Park Board could borrow its portable system. After discussing the advantages and disadvantages of meeting at The Monon Center and those with meeting at City Hall, including the concepts that meetings in the Monon Center would not be live, but would be aired later similar to the Carmel Redevelopment Commission, the public interest served at both locations and the historical burden on City staff, the consensus of the Park Board was that Michael should take all steps necessary to arrange for videotaping of Park Board meetings starting in October of 2009. V. COMMITTEE REPORTS A. Standing Committees 1. Personnel Committee: In J Miller's absence, J Engledow reported that the Personnel Committee did not meet in July and that its next meeting is scheduled for Thursday, August 13 1 2. Finance Committee: J Hagan noted that meeting memoranda were included in the Board Packet. 3. Properties Committee: S Dillon reported that the Properties Committee minutes were in the Board packet and that the Committee met earlier tonight and will meet again at 5:00 p.m. on August 25 VI. ACTION ITEMS A. Minutes Dan Dutcher 1. July 14, 2009 Executive Session minutes were approved as presented. (Dutcher, Ketterman, all voted yes except Joe Miller who was absent and J Engledow who abstained.) 2. July 28, 2009 Regular Park Board meeting minutes were approved as presented (Dutcher, Chester C -Un). B. Financial Reports Judith F. Hagan No reports received. C. Claims Judith F. Hagan 1. Claim Sheet August 11, 2009 was approved as presented after M Klitzing confirmed that the claim for MIG was its last. (Hagan, Ketterman C -Un.); 2. Central Park Claim Sheet August 11, 2009 was approved as presented. (Hagan, Tolson C -Un); 3. Clay Township Claim Sheet August 11, 2009 was approved as presented. (Hagan, Tolson C -Un.) D. Acceptance and /or Acknowledgement of Monies received Audrey Kostrzewa The following donations were acknowledged and accepted (Hagan, Chester C -Un): RECEIVED DATE POSTED AMOUNT RECEIVED FROM FOR AS FUND Gift 7 -8 -09/ 853 $25.00 Heapy Engineering, In honor of Christine LLC Dayton, Ohio Barton Holmes (City of Carmel, DOCS, for her presentation at the Dayton Green Expo. Gift 7- 28 -09/ 853 $46.82 Carmelfest Pedal Flowing Well /Operations Park Karen Bohm Michael confirmed that all donations collected by Bill Ernst will be spent on the Flowing Well improvements as the donors have designated; an update is expected to be given at the next meeting. E. Consideration of Extension of Contract for Joint Use of Facilities with the Pleasant Grove United Methodist Church— Mark Westermeier Mark reported that the ten (10) year Contract for Joint Use of Facilities creating Pleasant Grove Park expires on October 31, 2009. Noting that Pleasant Grove United Methodist Church has requested that the contract be extended for five (5) years, he confirmed that neither the Department staff nor the Properties Committee recommend an extension of the Contract due to the close proximity of Central Park to Pleasant Grove and the need for investment in Central Park amenities, a park serving the needs of the entire Carmel Clay Community, as opposed to a nearby neighborhood park. After Mark confirmed that the soccer goals are the only equipment at the park owned by the Park Board, the Park Board agreed to permit the expiration of the Contract to occur and to remove at the Park Board's expense any equipment that was installed by the Park Board during the Contract Duration of ten (10) years. (Dillon, Dutcher, 8 in favor with J Hagan voting no.) 2 F. Consideration of 2010 General Fund (101) Budget Mark Westermeier Mark reported that he and J Engledow met earlier this afternoon with the Carmel Council's Parks, Recreation and Arts Committee (Snyder, Rider, Carter) and received the message that the Park Board needed to either flat line or justify its presented budget. After much discussion about the payroll service, the Committee asked that Michael prepare the detail that the Department needs and what an outside payroll service can provide to give the Clerk Treasurer the opportunity to provide the services. Mark next reported that an email from the City sent to all departments, including the Park Department, has requested all to attend a workshop on 8/25 at 5:30 p.m. to justify all budget increases to the City Council. It is unclear whether the Park Department was intended to be included as it is a joint department that requires the Township to be involved. The Clay Township Trustee confirmed that he had included the Township's portion of the presented Park Board budget in the Township's budget advertisement and had not been invited to join the Council meeting which is the same date as the monthly Township Board meeting. J Miller offered his opinion that the increases were explained thoroughly and because of the justification and the upcoming discussion with the Clerk Treasurer, he advised that the budget remain unchanged. J Hagan agreed and offered her understanding that the City is not required to adopt a budget until November. Mark referenced the Interlocal Agreement provision that governs the steps in the event the two bodies cannot agree on a 2010 budget. Mark will work with J Engledow to determine if the Park Board is expected to attend the meeting on the 25 at which point the Park Board can consider a different meeting time. G. Consideration of Carmel Dad's Club request for use of The Monon Center's gymnasium— Michael Klitzing Michael explained that he had analyzed the Carmel Dad's Club (CDC) requested use of The Monon Center's gymnasium for its Carmel Lady Pups Volleyball Club, its new 2009 travel program in need of practice space for 8 teams on 2 courts from January through April, 2010 with preferred times to be: Monday- Thursday from 5:30 -8:30 p.m. and Saturdays from 12:00 -2:00 p.m. The CDC has stated that the actual times are subject to change based on the total number of teams formed and subject to gymnasium availability, it requested the option of reserving some additional weekend times. The extent to which CDC is able to provide compensation for use of the gymnasium has not been discussed to date. Michael reported that the requested dates and times are peak use times for the gymnasium and that based on pass holder and customer demand, it is the current practice to leave one court open for drop -in use. In reviewing the tentative gymnasium schedule for the other two courts, based on the programs planned for Winter /Spring 2010, Michael reported that there is no availability during most of the requested times without displacing Monon Center programs. He next referred to the schedules for Courts B C for the period in question, included in the Board packet and explained that the scheduled uses are projected to generate up to $33,500 in net revenues, subject to the total number of registered participants in each program. As the Park Board has expressed a willingness to partner with CDC to the extent that the CDC programs are recreational in nature and open to children of all skill levels and which positively contribute to the cost recovery expectations of The Monon Center, Michael requested direction to help guide future discussions particularly in light of the pending completion and adoption of the business plan. Once the Park Board confirmed the critical nature of maintaining an open gym for drop -in play and the need to protect and grow its revenue stream, the Park Board agreed that Michael should offer the CDC 2 gyms during the open slots in the early mornings and otherwise for a discounted rate as their use of the gyms in that timeslot would not displace any expected revenue or upset current pass holders. Use during peak times would require payment at the then current rate. H. Consideration of an Amendment with Plan B Marketing db /a Fat Atom Internet Marketing Mark Westermeier Mark explained that the aggressive August 1, 2009 launch date for the new, user friendly website established to coincide with the release of the Fall 2009 program guide, resulted in insufficient time to thoroughly test the website's links and online registration features. He reported that while the vast majority of the website development was completed by August 1, several components are not yet finalized, requiring a contract amendment. A proposed amendment was provided in the Board packet to provide for a December 1, 2009 launch of the website which coincides with the release of the Winter /Spring 2010 program guide. Michael explained that the program guide will be used to help promote the new website and its online registration capabilities. The amendment also clarifies that the 3 90 day warranty period takes effect the day the new website is launched for use by the general public. No additional costs above the $35,600 original contracted amount are anticipated as a result of the extension. After discussion, the Park Board authorized the Parks Department Management, the Park Board President and the Park Board attorney to take all steps necessary and appropriate to negotiate a contract amendment with Plan B Marketing and authorize the President to execute the same. (Tolson, Ketterman C -Un.) VII. ATTORNEY'S REPORT- Debra Grisham A. Tort Claims. Deb reported that two tort claims had been filed last week, one involving car damage and one involving injury to a child. B. General. No Report. VIII. DIRECTOR'S REPORT Mark Westermeier Mark referred to his written report distributed at the meeting and attached hereto as Appendix A. In addition to the listed items, he reported the following: 1. During today's meeting with Fat Atom folks, he learned that they could possibly address other unresolved issues which would be covered under a contract separate from the one discussed earlier; 2. The access swipe cards have not been working well in outdoor aquatics; 3. The Carmel High School trades Department is looking for a project, since they don't have a house project this year. (Last year's house did not sell) and Michael and I are talking to them about what they can do with the wellhouse at Flowing Well Park; and 4. The planned addition to Hazel Landing Park should not add much cost to operations. IX. DISCUSSION ITEMS The following matters were discussed. A. Jim mentioned that the Properties Committee reviewed the capital projects which it plans to present at the next Park Board meeting. B. After discussion about how best to prepare for the meeting with the elected officials on August 27 Mark changed his mind from forming a Director Committee to working with only J Miller. In response to Joe's question about what the members felt should be highlighted, Pattie suggested the two different focuses for the two different buildings, Joe added that a commitment to core values is essential and Jim suggested that the Board be prepared to explain what has been done to address cost recovery and what has not been done and why X. INFORMATION ITEMS A. Plan Commission D Dutcher reported that as he had been on vacation recently, he had little to report other than the smartcode focus about which he will be chairing a meeting this week. B. School Board T Hackett reported that today was the first day of school, the final budget hearing occurred last night and the superintendent search continues. XI. BOARD COMMENTS 1. S Dillon and D Dutcher described their rewarding experiences tending the bluebird nests at West Park and encouraged others to join the fun. 2. J Hagan asked if there was a consensus to forgo the Park Board member meeting stipend once that budget line runs out. The consensus was that Judy and staff will notify the Park Board when that line gets close to zero. 3. J Hagan commended Lindsay Labas on plans to develop a Sponsorship Catalog and a Volunteer Brochure. XII. 1 UR Therneeting adjourned at approximately 7:54 p.m. natu ,i� Si 141/`� Date: 4 g ,,S1 Oct Signature: u,.o /G4.A.4 Date: g ,25 4