Loading...
HomeMy WebLinkAboutCCPR-07-14-09 (Approved: I I" g 9 CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting July 14, 2009, 6:00 P.M. The Monon Center East 1235 Central Park Drive East CARMEL, IN 46032 MEMBER ATTENDEES MEMBER ABSENTEES OTHERS J Miller J Engledow M Westermeier J Hagan M Klitzing D Dutcher A Kostrzewa P Chester D Grisham S Dillon Kate Schneider T Hackett Tess Pinter J Ketterman Sarah Wolfe T Tolson (arrived 6:30) Melissa Vasu I. ROLL CALL II. CALL TO ORDER The regular board meeting of the Carmel /Clay Board of Parks and Recreation was convened at approximately 6:05 p.m. on July 14, 2009 pursuant to notice. Vice President Joe Miller, presided over the meeting in the absence of Jim Engledow. Dan Dutcher called the roll. Members present other than Mr. Miller and Mr. Dutcher were J Hagan, P Chester, S Dillon, J Ketterman and T Hackett. T Tolson arrived after the roll call and J Engledow was absent. Others in attendance are noted above. Having confirmed the presence of a quorum, Vice President Miller 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 first asked Tess Pinter to introduce summer interns Sarah Wolfe and Melissa Vasu. After noting that he would be happy to answer questions about the reports included in the Board packet, he addressed questions regarding the 12 Month Trailing Cost Recovery Chart and the current pass rates. First, he explained that the May 2008 cost recovery rate of 83% was attributed to a combination of lower costs at startup and higher revenue when most guests paid up front for a one year pass. Second, he noted that the Department was currently charging all non residents the lower resident fee. V. COMMITTEE REPORTS A. Standing Committees 1. Personnel Committee: J Miller reported that the Personnel Committee meeting scheduled for Thursday, July 16 was cancelled and that the Part -time Personnel Handbook would be addressed by the Personnel Committee at its meeting in August anticipating a recommendation to the Park Board at its second meeting in August. 2. Finance Committee: J Hagan noted that 2 meeting summaries were included in the Board Packet with the latest memoranda being electronically forwarded to the Board, which will be included a subsequent Board meeting packet. The next Finance Committee meeting is 1 scheduled for Tuesday, July 21 at 5:00 p.m. in the Administrative Offices to review the Township 1215 Budget for consideration at the July 28, 2009 Park Board meeting as a new law requires that Townships submit it to a County review board by August 1st. 3. Properties Committee: S Dillon reported that the Properties Committee minutes are included in the Board packet. She next reported that at its earlier meeting today, the Properties Committee considered and agreed on a recommendation to be made to the Park Board regarding construction plans for Hazel Landing Park. Sue next moved that the Agenda be amended to add as Action Item I, Consideration of a Properties Committee recommendation regarding the construction drawings for Hazel Landing Park. The Board unanimously agreed to amend the Agenda accordingly. (Dillon, Ketterman C -Un.) VI. ACTION ITEMS A. Minutes Dan Dutcher 1. June 23, 2009 Regular Park Board meeting minutes were approved as presented. (Dutcher, Chester C -Un.) 2. July 6, 2009 Special park Board minutes were approved as presented (Dutcher, Chester C -Un). B. Financial Reports Judith F. Hagan Receipt of the Pentamation financial reports were acknowledged. (Hagan, Ketterman C -Un.) C. Claims Judith F. Hagan 1. Claim Sheet July 14, 2009 was approved as presented. (Hagan, Ketterman C -Un.); 2. Clay Township Claim Sheet July 14, 2009 was approved after A Kostrzewa reported that the correct total claim amount should be $21,968.70. (Hagan, Ketterman 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 Donation 6- 22 -09/ 853 $25.00 Jack Gramling Flowing Well /Operations Donation 6- 30 -09/ 853 $10.00 Gordon B. Rose Flowing Well /Operations E. Consideration of St. Vincent's Scholarship Sponsorship Michael Klitzing Michael referred to the cover sheet in the Board packet for a summary of the proposed one (1) year $50,000 offer from St. Vincent Carmel Hospital to be the Exclusive Healthcare Partner of the Park Board and its Department. He noted that despite the decrease from the 2008 arrangement, this proposal represented the largest sponsorship to be offered by St. Vincent Carmel Hospital this year. He explained that while it may seem as if the 2009 proposal requires the Department to give much more in exchange for much less, the revenue impact on the Department budget has been minimally impacted and that in his opinion, the tradeoff is worth growing the relationship with St. Vincent as he works toward his multiyear contract goal. He estimated that the cost of the 15 poles was under $2,000.00. He next explained the history of the use of scholarship money for youth camps and programs and suggested that the portion designated for before /after school and /or summer camp participants be capped at $20,000.00 with any left over money to revert to park use as the Department determines to be in its best interest confirming that upon receipt, $30,000.00 would be attributed to Subfund 1047 and $20,000.00 to Subfund 1046. J Miller announced that St. Vincent Health has recently entered into a relationship with the Zionsville School Corporation. J Hagan credited M Klitzing for a masterful effort and after much discussion, the Park Board accepted the one year sponsorship proposal from St. Vincent Carmel Hospital in the amount of $50,000.00 and authorized the Park Department Management, the Park Board President and the Park Board Attorney to take all steps necessary and appropriate to negotiate with St. Vincent Carmel Hospital the terms of a Sponsorship and Services Agreement in a form similar to the previous agreement and authorized the President to execute the same. (Chester, Hackett C -Un.) 2 F. Consideration of quotes for routine operations, repair and maintenance of Flowing Well Park Mark Westermeier Mark reported that all quotes had not been received in time for consideration at this meeting but that if the Park Board would authorize the expenditure of up to $20,000.00 on this project, the Department could follow the process allowed pursuant to the its Purchasing Rules Manual for public works described as routine operation, routine repair or routine maintenance of existing structures, buildings, or real property if the cost of the public work is estimated to be less than $150,000.00. He confirmed the estimate to be no more than $20,000.00. He next reported that Bill Ernst had collected approximately $1,000 to donate to the Department's Gift Fund for purposes of improving the well -house structure and that accordingly, this project will be paid from the 103 Budget and the Gift Fund. After some discussion, the Park Board authorized the Park Department Management, the Park Board attorney and the Park Board President to take all steps necessary and appropriate in accordance with the Department's Purchasing Rules Manual and Indiana Code 5 -22 and enter into a contract to effect the well -house repairs for a sum not to exceed $20,000.00. (Dutcher, Chester C -Un.) G. Consideration of quotes for routine operations, repair and maintenance of Central Park Indoor Pools— Mark Westermeier Mark reported that all quotes had not been received in time for consideration at this meeting and recommended delaying consideration of this matter until the July 28, 2009 meeting with which the Park Board agreed. (Dutcher, Chester C -Un.) H. Consideration of the process to engage Professional Architect /Engineer Services Mark Westermeier Mark reported that in its assessment of the status of improvements at Lawrence W. Inlow Park, Summit Construction recommended the engagement of an Architect/Engineer to design a reconstruction plan with a forensic focus so that the original design and workmanship can be further assessed and theories confirmed or dismissed. The cover sheet provided that pursuant to the authority granted to Public Purchasing Agencies by IC 5- 22 -6 -2 the Park Board Purchasing Rules Manual allows the Park Board to purchase services by any means deemed appropriate by the Purchasing Agent or by any procedure set forth in the manual. Accordingly, Mark recommended direct negotiation with The Schneider Corporation. S Dillon reported that the Properties Committee agreed with Mark's recommendations regarding the direct negotiation method with The Schneider Corporation for a sum not to exceed $20,000. After discussion, the Park Board determined that given the benefit to address this matter quickly, The Schneider Corporation's outstanding record, its proven ability to provide the professional services required for this particular task within a relatively short timeframe, and its known fair dealing practices, the Department Director, the Park Board Attorney and the Park Board President, Vice President or Secretary is authorized to directly negotiate a professional services agreement with The Schneider Corporation to provide architectural and /or engineering services to address the improvement issues identified at Lawrence W. Inlow Park for a sum not to exceed $20,000. It authorized the Park Board President or Vice President to execute the such negotiated professional services agreement. (Chester, Dutcher C -Un.) I. Consideration of Properties Committee recommendation regarding Hazel Landing Park— Mark Westermeier Sue explained that the Properties Committee reviewed and agreed to recommend for approval the construction design for Hazel Landing Park as revised by Schmidt Associates. The Committee also agreed to recommend that Hazel Landing Park be considered for inclusion in the Capital Plan. J Miller described this as a request to get this project construction ready when funding is available. The Park Board authorized the completion of the construction drawings as approved by the Properties Committee and agreed that such construction plans be included within the Capital Plan and implementation considered when funds become available. (Dutcher, Tolson C -Un.) J. Claim for $1,000 Settlement and Program Refund Deb Grisham Added to the Action Items when raised initially during the Attorney's Report (Dutcher, Dillon C -Un), Deb reported that the parents of a child hit in the head with a rock during the 2008 summer camp has made what appears to be two (2)requests: (a) a settlement valued at $1,000 through a current 2009 Summer 3 Camp Program credit or a credit for the 2009 Before After School Care Program and (b) a refund for the days during the 2008 Summer Camp Program that the child missed when he was being treated for the rock injury. Deb recommended that the Park Board accept her recommendation to deny any settlement request as there is no basis for liability and as the parents signed a release of liability for any injuries sustained or claims arising during their son's summer. She suggested that she author the denial, noting that the Park Board's insurer had denied the claim last November on the same grounds. As regards the second request for a refund, Deb reported that it was her understanding that there is currently no written refund policy and that any such policy would need to be carefully considered. Michael and Kate explained that the registration paperwork addresses refunds and that if a refund request is received prior to the start of a paid class or program, and the spot can be filled, then a refund will be issued. Deb recommended that management deny the refund request as a separate matter from the settlement request. After discussion, the Park Board agreed to accept D Grisham's recommendation regarding both requests. (Ketterman, Hagan C -Un). VII. ATTORNEY'S REPORT- Debra Grisham A. Tort Claims. In addition to the topic covered in Action Item J above, Deb reported that a woman who slipped and fell on a slide had filed a tort claim. B. General. Deb reported that the City of Carmel completed the process to accept the transfer of the unusable park vehicle. VIII. DIRECTOR'S REPORT Mark Westermeier Mark referred to his written report included in the Board packet. He distributed copies of the MIG Master Plan for consideration of approval at a subsequent Board Meeting. Mark next reported that he, S Dillon and elected officials, including City of Carmel Councilors, Luci Snyder and Ron Carter, had been interviewed by the IBJ staff for an upcoming article concerning the "green" and "cost recovery" aspects of The Monon Center and Central Park. He expects the article to be out this week. IX. DISCUSSION ITEMS The following matters were discussed. A. With regard to citizen emails that come to the Park Board, J Miller offered his view that the President should respond, making it clear that he is responding as one person and not speaking for the entire board. Alternatively, he suggested that the Department administration should author responses with regard to items not addressed to the Park Board but in general to "Parks Michael Klitzing agreed that while he is willing to respond on behalf of the Park Board, there are times when it is more appropriate for the Park Board to respond and it is not always clear. D Dutcher offered his view that he assumes that staff and Board Leaders determine the appropriate response and responder. T Hackett offered that the Carmel School Board members reply directly with a copy to the other members. J Miller offered that emails to specific members should be addressed by the recipient. The consensus seemed to be that generally, citizen emails addressed to the entire Park Board should be answered by the Board President, emails addressed to specific individuals should be answered by such individuals and general emails should be answered by the Department's Management Staff. Joe announced that as regards the recent email suggesting that Central Park Drive East be improved with speed bumps to discourage high vehicle speeds, he will respond that such matter will be forwarded to the Properties Committee for study and recommendation to the Park Board. B. J Miller noted that presentation of the draft Business Plan draft to a joint meeting of the Park Board and the elected officials has been a point of discussion. M Klitzing expressed surprise about the reaction as he had proceeded under the assumption that as all such meetings, the workshop would be an open, public meeting. He reported that as regards the suggestion that the meeting be recorded, he has been in contact with Omni Productions regarding a recording that could be scheduled to run on Channel 16 and the appropriate website(s). J Miller confirmed his belief that the Park Board should stay with its plan to host the joint meeting in Banquet Rooms C and D which can easily accommodate a workshop for over 20 people as well as public observers. C. In answer to J Hagan's question about when the Park Board could meet with Mr. Younger to further discuss the draft Business Plan, J Miller suggested that the Park Board discuss the plan at it next meeting on July 28 without a facilitator. M Klitzing confirmed that Mr. Younger had no plans to meet with the Park Board prior to the joint meeting. In light of the anticipated time needed to discuss the draft 4 plan at the next regular Park Board meeting, Michael suggested that consideration of the MIG Master Plan be deferred to a different meeting. D. Michael reported that most elected officials who responded to J Engledow's invitation to attend a joint meeting regarding the draft Business Plan, confirmed availability on Thursday, August 27, 2009. Accordingly, the meeting will be scheduled on that date to start at 6:00 p.m. in the banquet rooms at The Monon Center East. X. INFORMATION ITEMS A. Plan Commission D Dutcher reported the following: The focus is on the Smart Code, a land use tool proposed for a certain area, but which can be used for other areas. It identifies fewer "transects" with underlying allowed uses. After a few more public meetings this will go on to Plan Commission, then City Council. B. School Board T Hackett reported that the School Board held its reorganization meeting. She noted that Andrew Klein will serve as the CCSB President and Tricia will serve as Vice President and continue as the School Board's appointee to the Park Board. The alternative high school will operate next year from a building west of the High School and twice the size. XI. BOARD COMMENTS A. J Hagan asked what policy provides that the passive side (The Monon Center East) is closed to groups. M Klitzing answered that the Special Use Policy addresses what space is available to community groups for free and specifically excludes The Monon Center in deference to the cost recovery directives in the Revenue Policy which Michael agreed to send to her. B. P Chester mentioned that a stone game table purchased by Greenspace soon will be installed in the Prairie Maze. C. J Ketterman reported that the 2009 US Senior Open golf tournament scheduled to be held at the Crooked Stick Golf Course is projected to have significant economic impact. XII. ADJOURNMENT The meeting adjourned at approximately 8:15 p.m. Signature: ka Date: r )(6(0 Signature: .l (L/ Date: d 5