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HomeMy WebLinkAboutCCPR-06-09-09 (Approved: a3 0 7 CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting June 9, 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 Ketterman M Westermeier J Hagan J Miller M Klitzing D Dutcher Tricia Hackett A Kostrzewa P Chester D Grisham S Dillon Kate Schneider T Tolson Sandra Young Courtney Light I. ROLL CALL II. CALL TO ORDER The regular board meeting of the Carmel /Clay Board of Parks and Recreation was convened at approximately 6:07 p.m. on June 9, 2009 pursuant to notice. President James Engledow, presiding over the meeting, asked Dan Dutcher to take the roll. Members present other than Mr. Engledow and Mr. Dutcher were J Hagan, P Chester, S Dillon and T Tolson. J Ketterman, J Miller and T Hackett were absent. Others in attendance are noted above. Having confirmed the presence of a quorum, President Engledow called the meeting to order and asked that the meeting begin with a moment of silence for prayer and thoughts of those involved in the June 8th accident. 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 Kate Schneider to introduce summer intern Courtney Light who is working with Food Services and Sandra Young, Kate's new Office Administrator who last served in that position for former Indy Parks Director, Joe Wynns. After noting that he would be happy to answer questions about the reports included in the Board packet, J Hagan asked about the status of the new QuickBooks financial reports. He reported that staff was working on revenue numbers and once the personnel expenses are made available, the reports will provide the anticipated information. V. COMMITTEE REPORTS A. Standing Committees 1. Personnel Committee: Tim Tolson reported in Joe Miller's absence that the Personnel Committee will meet on Thursday, June 18 at 5 p.m. at the Administrative Offices. 2. Finance Committee: Judy Hagan noted that the meeting summaries were included in the Board Packet and that the Finance Committee will meet on Thursday, June 1 1 th at 4:00 p.m. in the Administrative Offices. 3. Properties Committee: Sue Dillon reported that the Properties Committee met at 5:00 p.m. during which it reviewed Hazel Landing Park plans and made recommendations for Mark to deliver to the Architect. 1 VI. ACTION ITEMS A. Minutes Dan Dutcher 1. May 26, 2009 Regular Park board meeting minutes were approved as presented. (Dutcher, Chester C -Un.) B. Financial Reports Judith F. Hagan Receipt of the Pentamation financial reports and the Clay Township 1215 reports were acknowledged. (Hagan, Chester C -Un.) Michael addressed Judy's observance that overtime was high by reporting that such is being monitored and that managers are accountable. C. Claims Judith F. Hagan 1. Claim Sheet June 9, 2009 was approved as presented. (Hagan, Tolson C -Un.); 2. Central Park Claim Sheet June 9, 2009 was approved as presented. (Hagan, Tolson C -Un.); 3. Clay Township Claim Sheet June 9, 2009 was approved as presented (Hagan, Dutcher C -Un.). D. Acceptance and /or Acknowledgement of Monies received Audrey Kostrzewa No donations were presented for acknowledgement and acceptance. E. Consideration of Extension of Susie Bruce Agreement Mark Westermeier Mark reported that the services provided by Ms. Bruce under the now expired contract (detailed on the cover sheet of the Board packet) were considered to have been extremely valuable to Monon Center operations. As the need for such services is believed to be ongoing, Mark recommended an extension of her contract for 1 year with a 1 year extension at the same hourly rate of $100.00 not to exceed $15,000 in any calendar year. After much discussion concerning Ms. Bruce's specific services, an explanation of the $5,000 increase over last year, clarification that her contact will be paid from the Park General Fund 101 Budget, review of her brainchild, MONEWS, an internal coordination document, her reporting protocol and Kate Schneider's specific endorsement, the Park Board agreed to extend the Agreement for Consulting Services with Pamel Susie Bruce from April 14, 2009 through December 31, 2009 and to add to the Agreement, one (1) automatic one (1) year extension for the duration of the 2010 calendar year at the current hourly rate of $100, not to exceed $15,000 per calendar year under the terms of the existing Agreement as amended hereby. (Tolson, Dutcher, C -Un.) The Park Board next authorized the Park Board attorney to prepare and the Park Department Director and the Park Board President to negotiate if necessary, and the Park Board President to execute, an amendment to effect the intent of Motion #1. (Tolson, Dutcher C -Un.) F. Consideration of the Paid Time off Policy— Michael Klitzing Michael explained that the City has scheduled its implementation of its newly adopted Paid Time Off policy for June 27 As the Human Resources Director has indicated the City's preference that the Park Department simultaneously implement a similar policy on June 27 staff believed that the timeframe did not provide the luxury of presenting the proposed park policy to the Personnel Committee before taking it to the full Park Board. Michael explained that he drafted the policy to preserve the current benefits at the same cost and staying in line with the benefits provided to city employees. He noted that as employees will not lose benefits, staff would not object to the Park Board's referral of this item to a Committee for detailed review and recommendation at the June 23` meeting. But for the lack of change, Michael would be more concerned about the time to inform employees. After T Tolson related J Miller's request as Chairman of the Personnel Committee, to table Resolution 6- 9 -09 -01 and to send it to his Committee for review prior to Board consideration, he waived the reading of such Resolution. The Park Board next agreed to send the proposed Resolution regarding the Paid Time Off Policy to the Personnel Committee for consideration and delegated to such Committee the power to authorize final approval and implementation of the new policy, provided that no material changes are made and that in the event that material changes are recommended, those recommendations are brought back to the Park Board for consideration at its June 23` meeting. (Dutcher, Dillon C -Un.) VII. ATTORNEY'S REPORT- Debra Grisham Deb reported that no new claims have been filed of which she has been made aware. 2 VIII. DIRECTOR'S REPORT Mark Westermeier Mark referred to his written report included in the Board manual and added the following: 1. Mark has agreed to meet with the owner of a Carmel company who supplies floating walks and docks to determine whether such are compatible with the vision for Founders Park, Phase II and other parks such as Meadowlark Park. 2. The Control Points Project at The Monon Center in Central Park is complete and a Vermont software representative will be onsite this week to work on the turnstile software programs. 3. Pleasant Grove Methodist Church has asked that the Park Board consider a 5 year extension of the current agreement at its property. 4. Leon Younger has requested 2 meetings at which to present the proposed Business Plan. He proposed several dates for the first presentation to the Park Board with a subsequent joint meeting of the Park Board and all elected officials of the City of Carmel and Clay Township. After discussion, it was determined to be best handled by revisiting Leon's availability and providing several dates via email for the members to consider. 5. Mark agreed to inspect the West Park boardwalk about which J Hagan received a concern about a drop off. IX. DISCUSSION ITEMS None X. INFORMATION ITEMS A. Plan Commission D Dutcher reported that the following: 1.The PC will consider: a. day school proposal at Carmel Drive and Adams Street; b. an indoor storage facility at N. Rangeline Road; c. Carmel Smartcode (north of 136 proposal no details available; d. C -3 plan (new Comp plan) which exempted the new SW Clay area from the new thoroughfare and trail plan is being discussed and he elaborated on road designations that impacted path requirements. B. School Board No report. XI. BOARD COMMENTS A. J Hagan requested and received from the Park Board inan Committee authorization to review and decrease the Park General Fund 101 budget for resubmission to the V ayor and to bring back to the Park Board for ratification. (Hagan, Dutcher C -Un.) B. J Engledow attended the dedication at Flowing Well for Gil Kett and commended staff. He next reported the following Committee meetings: 1. Finance Committee will meet at 4:00 p.m. on June 11 at Administrative Offices; 2. Personnel Committee 5:00 p.m. on June 1 8th at Administrative Offices; 3. Properties Committee on June 23 at 5:30 p.m. in the Computer Lab at TMCE prior to the next Park Board Meeting. XII. ADJO The meeting ad'ourned at approximately 7:40 p.m. Signature: 4O Date: 6 ()V',I1 Signature: v'� Date: 3