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HomeMy WebLinkAboutCCPR-07-28-09 (Approved: 6- d CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting July 28, 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 (arrived 7:02) M Klitzing D Dutcher (absent: 7:45 -8:25) A Kostrzewa P Chester D Grisham S Dillon Kate Schneider J Ketterman J Hagan T Tolson Tricia 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 July 28, 2009 pursuant to notice. President James Engledow, presiding over the meeting, asked Dan Dutcher to take the roll. Once J Miller arrived at the time noted above, all Board members were present. Having confirmed the presence of a quorum prior to Mr. Miller'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. Minutes Dan Dutcher 1. July 14, 2009 Regular Park Board Meeting Minutes were approved as presented. (Dutcher, Tolson C- Un.) B. Claims Judith F. Hagan 1. Claim Sheet July 28, 2009 was approved as presented. (Hagan, Ketterman C -Un.) 2. Central Park Claim Sheet July 28, 2009 was approved as presented. (Hagan, Tolson C -Un.) 3. Clay Township Claim Sheet July 28, 2009 was approved as presented. (Hagan, Dutcher C -Un.) C. Consideration of Quotes for routine Indoor Pool operations Mark Westermeier Mark explained that the indoor pools grates are now available for purchase and installation in the indoor pools in August when the pools are scheduled to be drained for routine operations, maintenance and repair. As the quotes were indicating an estimated cost of the routine repair maintenance project was within the Director's purchasing authority of $10,000.00, the Park Board elected to expedite this project by recognizing such authority. After T Tolson asked about and Mark agreed to check whether steel grates were quoted, the Park Board determined that no action was necessary with regard to the indoor pool grate installation as the Director has all requisite authority to effect within his purchasing authority, compliance with the VGB Act. (Tolson, Chester, C -Un). 1 D. Consideration of 1215 Township Capital Fund Budget Finance Committee As it had come to the attention of the Finance Committee that the Township Trustee needed to submit the 2010, 1215 Capital Budget to the County review board by August 1 2009, the Committee determined it advisable to provide to the Township Trustee a budget form reflecting $3,200,000.00 broken down as follows: $1,500,000.00 for Capital Park Maintenance, $500,000 for Central Park capital improvements and $1,200,000.00 for Monon Center operations. Mark explained that the $1,500,000.00 is necessary to create a "sinking fund" for replacement of aging equipment among other ongoing maintenance issues. S Dillon, Chair of the Properties Committee, reported that as she had confirmed with Trustee Callahan that as only the total number needed to be reported, she could not support the current detail included on the Exhibit to Resolution 7- 28 -09 -01 until the Properties Committee had considered the projects to be included in the detail. J Hagan reported that the Finance Committee would like to see the budget ultimately include details in the Capital Outlay Classification and that Mark has information to be considered. Mark reported the status of capital projects to be with the Finance Committee which elected to take action after receipt of the Business Plan initiatives. The Park Board waived the reading of Resolution 7- 28 -09 -01 with a revised Exhibit A (as attached) (Tolson, Dillon, C -Un), and then approved it. (Tolson, Dillon, C -Un.) V. DISCUSSION ITEMS A. Report on Joint Budget Meeting for Park 101 Budget Joe Miller and Mark Westermeier J Engledow thanked all who were able to attend the budget hearing on July 22 noting his regret that he could not attend and then commended Joe Miller and the Management staff for what he had heard reported as a very good presentation. Mark agreed that the presentation seemed to go very well and reported that the focus seemed to be on the payroll service. Dan noted the appreciative recognition given to the Park Board and the Department staff for operation of the Carmel /Clay Park system. B. Business Plan Draft J Engledow J Engledow deferred to M Klitzing to facilitate discussion of the proposed business plan draft. Michael distributed a summary he prepared of the draft Business Plan recommendations which targeted 90 -95% cost recovery. He reminded the members that the 90 -95% goal came primarily from Leon Younger's interviews with elected officials. Michael and M Westermeier encouraged the members to keep in mind as they considered the recommendations necessitated by such a high cost recovery goal, the vast amount of input (from community and then elected officials) which governed design decisions resulting in the current facility cka The Monon Center and Central Park. They suggested the objective of reaching consensus about cost recovery goals in preparation for the workshop meeting with public officials on August 27 Mark commended the Park Board for "building for the future" with two buildings that will serve a growing community using as many LEED principles as possible, despite the site limitations and restrictions (pipeline, wetlands, Monon Greenway bisection, etc.) To give perspective, Mark reported that Indy Parks, an NPRA Gold Medal Award contender, is at 19% cost recovery system -wide while the Carmel /Clay Park system is at 51% cost recovery. As regards The Monon Center, he noted that cost recovery is much higher in the west building (much higher than 75 than in the east building (30 -35 and recalled the design focus of an active side and a passive side. He suggested that as they consider the current community input reflected in the recent pass holder satisfaction survey and the MIG Master Plan, to think about how the residents use and have said they want to use, The Monon Center and how some decisions will impact (enhance, restrict or eliminate) such use. He reminded the members that PROS Consulting is willing to adjust the business plan based on the Park Board's mandate. Based on the review of all factors, the Park Board will be in the best position to explain to the elected officials what the community has said that it wants and the corresponding level of cost recovery. D Dutcher suggested that the Board distinguish between the two (2) buildings by considering The Monon Center East as a Community Center and The Monon West as a Recreation Center. The Board next addressed each recommendation. After much discussion which included reminders to keep in mind what the community has said that it wants and likes as well as core values to provide park facilities and programs to the public free of charge as far as possible and to keep fees at reasonable rates, it came to a preliminary consensus about each. Most recommendations were deferred for further consideration, some of which required more information. As regards the recommendation for a parking study, the Park Board authorized Management Staff to engage a professional architect/engineer to prepare a comprehensive park study to address overflow parking options so long as it could be accomplished within the Director's purchasing authority. (Miller, Tolson C -Un.). 2 VI. BOARD COMMENTS S Dillon asked all members to review the dog waste information as the Properties Committee will be discussing the appropriateness of River Heritage Park for a dog park location. J Engledow thanked J Miller for presenting at the budget hearing; T Hackett confirmed that the MIG report may be helpful for distribution to the elected officials once formally accepted; P Chester expressed concern about the misinformation in the recent newspaper article and the consensus of the members was to get a response out to address it. M Westermeier reported that the Current in Carmel leadership was open to a weekly column on parks after which M Klitzing asked for names of recommended freelance writers. J Hagan suggested Phil Dunlap. Mark also reported that Hal Espey of Carmel High School had expressed interest in a monthly parks show. M Klitzing suggested that all regular Park Board meetings be televised. He noted that Hal Espey had quoted $250.00 per meeting to video record such meeting. VII. OURN ENT The meeting adjourned at approximately 9:00 p.m. 46 4 Signature: Date: V"( Signature: (AA Date: I I I 3