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Home My WebLink AboutCCPR-06-23-09 (Approved: 7 O 9 CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting June 23, 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 6:04) M Klitzing D Dutcher A Kostrzewa P Chester D Grisham S Dillon (arrived 6:05) Dorothy Kouroupis J Ketterman (left at 7:10) J Hagan T Tolson Tricia Hackett 1. ROLL CALL II. CALL TO ORDER The regular board meeting of the Carmel /Clay Board of Parks and Recreation was convened at approximately 6:00 p.m. on June 23, 2009 pursuant to notice. President James Engledow, presiding over the meeting, asked Dan Dutcher to take the roll. Once J Miller and S Dillon arrived at the time noted above, all Board members were present. Having confirmed the presence of a quorum, 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 Dorothy Kouroupis, 750 1 Ave NW, Carmel, IN 46032, explained her concern that large numbers of Monon Trail users do not realize that the current State law requires them to yield to vehicles at intersections. She offered to start and promote a safety awareness campaign. The Members and Management staff addressed this concern as follows: Mark explained that this matter has been a concern from the Monon Trail development stage. Various means of education and communication have been used to make the trail use safer. Stop signs and swing arms near the intersections as well as posted rules were put in place to stop and educate trail users. The city's website has a link to a trail etiquette highlighting the importance of this very issue, Mark added that until the law is enforced or changed, any vehicle that yields to the user could encourage an accident as oncoming vehicle from the other lane may not stop. IV. ACTION ITEMS A. Minutes Dan Dutcher 1. June 9, 2009 Regular Park Board Meeting Minutes were approved as amended to clarify that the Park Board had authorized the Finance Committee to review and decrease the Park General Fund Budget Budget 101 in XI(A). (Dutcher, Ketterman C -Un.) B. Claims Judith F. Hagan 1. Claim Sheet June 23, 2009 was approved as presented. (Hagan, Ketterman C -Un.) 2. Clay Township Claim Sheet June 23, 2009 was approved as presented. (Hagan, Ketterman C -Un.) 1 C. Consideration of Paid Time Off Policy Michael Klitzing Michael presented for Park Board ratification, the Paid Time Off (PTO) Policy considered and adopted by majority vote at the June 18, 2009 meeting of the Park Board's Personnel Committee pursuant to the specific authority delegated to it. Such action allowed a June 27 implementation as the City of Carmel requested. He explained that the PTO Policy simplifies the accrual and r keeping of employee paid time off while providing greater flexibility to employees. The PTO policy replaces vacation leave and fixed and floating holidays without decreasing employee benefits and without increasing the Department's cost. After the Park Board waived the reading of Resolution 6- 6- 09 -01, as amended, (Miller, Ketterman C -Un), there was much discussion including, J Miller's comment that this policy reflects significant fiscal restraint on the part of the Park Board in that it I i rnits time off accrual rates to those in effect prior to implementation of the new PTO policy, a caution by J Hagan and a question about the necessity for the Park Board to ratify action that it specifically delegated. As regards the ratification, Senior Management felt that it was important for the entire membership of the Park Board to understand and endorse the new policy. (Miller, Chester, with 1 nay by T Tolson). D. Ratification of the amended 2010 Park General Fund 101 Budget Michael Klitzing Consistent with the Park Board's delegation of authority, the Finance Committee met, considered and approved a budget reflecting a $67,500 decrease from the budget subm itted on or before June 1, 2009. The amended budget was resubmitted to the City in time for distribution. Also consistent with Park Board directive, the revised budget was presented for ratification. For th convenience of all, Michael provided the revised budget on an overhead screen. After the Park Board waived the reading of Resolution 6- 23 -09 -01 (Tolson, Dutcher, C -Un), J Engledow reminded the Park Board that most of the increases in the Park Department budget were attributed to City- mandated employee benefits and insurance allocations. Mark answered T Tolson's question about the Mayor's request by stating that the Mayor asked for flat -line budgets achieved by tightening operational costs and leaving unfilled, any currently vacant, non critical position. After some discussion about the number of positions and the total personnel costs reflected in the amended budget, the Park Board ratified the budget as reflected in Resolution 6- 23- 09 -01. (Tolson, Ketterman C -Un.). E. Consideration of Resolution 6- 23 -09 -02 regarding an Amendment of the Park Purchasing Rules Manual Debra Grisham Deb summarized the Department's purchasing policies and procedures as adopted by the Park Board to follow Indiana's procurement law (Indiana Code 5 -22) for goods and services. She next summarized the public works law (Indiana Code 36 -1 -12) which the Indiana General Assembly amended as of July 1, 2009 by adding new section 36- 1- 12 -4.9, the text of which she distributed. She explained that subsection 4.9 allows municipalities to contract in the manner provided in IC 5 -22 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. After the Park Board waived the reading of Resolution 6- 23- 09 -02, (Tolson, Ketterman C -Un), Deb reviewed the recommended changes to the Department's Purchasing Manual. She emphasized that this change is intended to expedite small repair and maintenance jobs and is not intended to avoid appropriate use of the Public Works law. After discussion, the Park Board unanimously approved Resolution 6- 23- 09 -02. (Tolson, Chester C -Un). V. DISCUSSION ITEMS J Hagan asked that the minutes reflect that the extension of the Professional Services Agreement with Pamel Susie Bruce will be paid from SubFund 1047 and not from Park General Fund 101. T Tolson noted that the person responsible for safety could address the concern that Ms. Kouroupis raised during public comments, that the Carmel Police Department has a Safety Day during which this issue could be addressed and that utility bills could include a reminder of proper trail use. D Dutcher suggested that the IPRA should be interested in pedestrian safety and spearheading a law change to which Mark agreed and added that Councilman Ron Carter's group would be interested as well. 2 VI. BOARD COMMENTS P Chester reported that while visiting Dillon Park she learned much about Disc Golf and would like the Park Board to stay open to a course at one of the Carmel Clay parks. S Dillon noted that at the last Properties Committee meeting, Hazel Landing was considered a disc golf possible site. J Engledow reported that he will deliver the Walker Research summary to elected officials by the end of the week. T Tolson reported that he received both a postcard and a phone call about his pass renewal, and commended staff for the effort. J Hagan asked whether a date prior to the Budget Hearing had been identified for a joint meeting of the Park Board and elected City and Township officials at which PROS Consulting could present its recommended Park Business Plan. Mark reported that Leon had not provided available dates beyond what he had offered for the Park Board's initial presentation. Michael will follow up. S Dillon questioned the logic of meeting on The Monon Center focused business plan before the unrelated tax budget hearing. J Engledow agreed with the distinction but confirmed the preference of the elected officials to hear the recommended business plan prior to the budget hearing. J Hagan recommended an update of the Action Plan. VII. ADJOURNME The ting adjourned at approximately 7:35 p.m. >44 Signatu Date: r, Signature. �4 Date: f21l aq 3